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Monthly MPHOA Board Meeting

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

Thursday, May 17, 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. REVIEW AND APPROVAL OF MEETING AGENDA (5 Minutes)
  3. 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. 
    3. Once you’ve done that, please yield the floor and let other owners have their turn to be recognized and to speak. 
    4. 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 it may hold.
    5. 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 letter to 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 – April 19, 2018
  5. MANAGEMENT REPORT FROM NRP (15 Minutes)
    1. Annual Calendar:  Review of the Association’s annual calendar for ongoing awareness of key requirements and action as needed.
    2. Insurance Contract:  Steps needed to either: (i) rebid the contract currently
      held by CAU, or (ii) renew it with CAU.
  6. TREASURER’S REPORT (5 Minutes)
    1. Financial statements for April 2018
  7. ARCHITECTURAL COMMITTEE REPORT
    1. Recent external change requests and their outcome or status (5 Minutes)
  8. COMMUNICATIONS COMMITTEE REPORT (5 Minutes)
    1. Recent communications items of note
  9. LANDSCAPE COMMITTEE REPORT (5 Minutes)
    1. Recent LC meeting topics and outcomes or status (other than the BSB project, which is covered below)
  10. UNFINISHED BUSINESS
    1. Landscape Committee Chair (5 Minutes)
      1. Update on Burke’s Spring Branch project and current assessment
        of potential next steps
    2. President:
      1. Number and Term of Office of Directors.  (5 Minutes)
        1. As a first step in a contemplated comprehensive updating of the Founding Documents,  discussion and motion to authorize the President to task the Chadwick Washington law firm to:
          1. determine the correct number and term of office of the Association’s directors under Virginia law and our Founding Documents, and, if appropriate in light of the results, 
          2. outline possible amendments to the Governing Documents for consideration by the Board, including alternatives such as a variable-size board or a staggered board, with a view to the eventual adoption of some or all of them by a vote of the Board or by the members of the Association, or both, in each instance in conformance with the Virginia Nonstock Corporation Act and our Founding Documents (the Articles, Declaration and Bylaws).
      2. Authority to Impose Monetary Penalties.  (5 Minutes)
        1. Discussion and likely motion to authorize the President to task the Chadwick Washington law firm to advise whether, and to what extent, Article V, Section 3(a) of the Covenants, by itself, authorizes the Board to impose monetary  charges for violation of rules for the use of the Common Areas and, if  so, what restrictions there are on such charges.
  11. NEW BUSINESS
    1. Landscape Committee Chair (5 Minutes)
      1. Discussion and likely motion on proposal from Northern Virginia
        Tree Experts in the amount of $1,090 for minor tree pruning and
        removal of a large dead ash tree along Kirby Road
    2. President:
      1. Correspondence from 6842 MPC Regarding Stone Wall.   (10 Minutes)
        1. Discussion of and possible vote on draft response to owner as to whether the Board considers the stone wall in his front yard to be a “retaining wall” and, if so, whether the Board accepts it as falling within the scope of the Association’s responsibilities under the Covenants for “retaining walls,” or not.
      2. Correspondence from 2082 VTP Regarding Timbered Stoop. (10 Minutes)
        1. Discussion of and possible vote on draft of proposed response to owner as to whether the Board considers the timber on the front of her stoop to be a “retaining wall” and, if so, whether the Board accepts it as falling within the scope of the Association’s responsibilities under the Covenants for “retaining walls,” or not.
    3. Treasurer: (10 Minutes)
      1. Status of outstanding assessments (to be handled in executive session)
    4. Rules & Regulations Initiative (10 Minutes)
      1. Howard Frost to lead discussion on possible need to develop
        additional rules and regulations.
  12. EXECUTIVE SESSION
    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: 110 Minutes)

Earlier Event: April 19
Monthly MPHOA Board Meeting
Later Event: June 21
Monthly MPHOA Board Meeting