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Monthly MPHOA Board Meeting

  • 2000 Westmoreland Street Falls Church, VA, 22043 United States (map)

Thursday, February 15, 2018, at 7:00 pm
Longfellow Middle School (Room 108)
2000 Westmoreland Street
Falls Church, VA

AGENDA

  1. DETERMINATION OF QUORUM AND CALL TO ORDER
  2. II.REVIEW AND APPROVAL OF MEETING AGENDA (5 Minutes)
  3. III.HOMEOWNERS’ OPEN FORUM AND CORRESPONDENCE (5 Minutes)
    1. “Open forum” is the time set aside during the Board’s “open meeting” for owners to participate by speaking directly to the Board.  It has its own special protocol.
    2. If you wish to speak during open forum, please raise your hand so that the Chair may recognize you.  Once recognized, let us know your name and where your home is located in the community, and then tell us briefly what’s on your mind.  Once you’ve done that, please yield the floor and let other owners have their turn to be recognized and to speak.
    3. Following the open forum, owners are welcome to remain and quietly observe the rest of the Board’s business meeting, except for any executive session that it holds.
    4. Owners are, of course, welcome and invited to communicate with the Board outside of its meetings.  You can best accomplish this by sending an email or letterto NRP, our property manager, which will then distribute it to the entire Board.
  4. REVIEW AND APPROVAL OF MINUTES (5 Minutes)
    1. Minutes of Regular Board Meeting – January 18, 2018
  5. MANAGEMENT REPORT (5 Minutes)
    1. NRP Admin Staffing Changes
    2. Letter to Board from Tucker-Frost
  6. TREASURER’S REPORT (5 Minutes)
    1. Financial statements for January 2018
  7. ARCHITECTURAL COMMITTEE REPORT
    1. Recent external change requests and their status. (5 Minutes)
  8. COMMUNICATIONS COMMITTEE REPORT (5 Minutes)
    1. Recent items of note.
  9. LANDSCAPE COMMITTEE REPORT (5 Minutes)
    1. Recent LC activities in general (other than Burke’s Spring Branch).
  10. UNFINISHED BUSINESS
    1. Landscape Committee Chair (30 Minutes)
      1. Burke’s Spring Branch Project – I:  Further discussion of the project in general and of its funding requirements and appropriate source of funds (e.g., operating funds, operating reserves, capital reserves) for each phase of the project, with a possible vote to determine the source of the funding for the initial phases (including preliminary engineering study), subject to any changes that might result from any eventual advice received from Mason & Mason and Goldklang Group CPAs, PC, as discussed below.
      2. Burke’s Spring Branch Project – II:  Discussion of need to update the 2015 reserve study prepared by Mason & Mason to recognize BSB as a “capital component” of the Association in light of its accelerating erosion and the resulting need to repair, maintain or restore certain areas of it adjacent to homes in lower Van Tuyl Place, with a possible vote to follow on engaging Mason & Mason to (i) update the reserve study as appropriate, and (ii) opine on the appropriate source of funds.
      3. Burke’s Spring Branch Project – III:  Discussion of need for advice from Goldklang Group CPAs, PC concerning appropriate source of funds, from an accounting and tax perspective, for use in repairing, maintaining or restoring the most affected areas of the stream bank, with a possible vote on engaging the Goldklang Group to provide such advice.
    2. ARC Chair (20 Minutes)
      1. Policy Resolution 2018-0_, Establishment of an Architectural Review Committee, for review and possible vote.
      2. Policy Resolution 2018-0_, Resale Disclosure Packet Policy and Procedures, for review and possible vote to send for legal review.  The draft resolution includes, among other things, a policy with respect to “grandfathering” violations that should have been cited in an earlier resale disclosure packet, but were not.  (Legal counsel advised that no court to date has decided the issue, that the views of law firms in Virginia were divided, and that the views of other lawyers in her firm were divided, thus requiring the Board to decide on a policy.)  Also covers the policy and process for resale re–inspections and documenting their results.
      3. NRP version of the updated template for resale disclosure packets, for review, discussion of possible further changes, and possible vote.
  11. NEW BUSINESS
    1. ARC Chair (5 Minutes)
      1. Retaining Walls / Timbered Steps.  Discussion of hiring a civil engineer to inspect and assess the timbers surrounding the front steps of certain homes in Van Tuyl Place to determine:  (i) whether they are “retaining walls” or decorative landscape features, (ii) if the former, whether they are in need of repair or replacement, and (iii) if so, whether they should be replaced with new timbers or with concrete like the other front steps in the community.
    2. President (5 Minutes)
      1. Fair Housing Act:  Brief introduction of the topic of whether the Board should develop and adopt a policy resolution providing for “reasonable accommodation” of any owner or resident who requests and needs a reserved parking space on the common area due to a medically certified disability, and distribution for later review of an example of a policy resolution adopted for that purpose by a community association in Virginia.
    3. NRP (5 Minutes)
      1. Advice regarding the number of directors and their term of office.
  12. EXECUTIVE SESSION (10 Minutes)
    1. Delinquent accounts, violations, contracts, and legal items to be discussed in Executive Session (as further detailed in the Executive Session portion of the Board packet)
  13. RETURN TO OPEN SESSION TO TAKE ACTION AS NEEDED (5 Minutes)
  14. ADJOURNMENT AT 9:00 P.M.

(Total Time Allotted:  120 Minutes)

Earlier Event: January 18
Monthly MPHOA Board Meeting
Later Event: March 15
Monthly MPHOA Board Meeting