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Monthly MPHOA Board Meeting

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

Thursday, June 21, 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 – May 17, 2018
  5. MANAGEMENT REPORT FROM NRP (10 Minutes)
    1. Annual Calendar:  Review of the Association’s annual calendar for ongoing
    2. awareness of key requirements and action as needed.
    3. Insurance Contract:  Update on status of efforts to either: (i) rebid the
      contract currently held by CAU, or (ii) renew it with CAU.
    4. Rental Forms.  Update on number of rental information forms received from
      off-site owners pursuant to the recently adopted leasing policy.
  6. TREASURER’S REPORT (10 Minutes)
    1. Financial status and statements for May 2018
    2. Discussion and motion to adopt position on auditor’s question regarding
      election between filing IRS Form 1120 or Form 1120-H.
    3. Status of outstanding assessments (in executive session as may be needed)
  7. ARCHITECTURAL COMMITTEE REPORT (5 Minutes)
    1. Recent external change requests and their outcome or status
  8. COMMUNICATIONS COMMITTEE REPORT (5 Minutes)
    1. Recent communications items of note
  9. LANDSCAPE COMMITTEE REPORT (10 Minutes)
    1. Recent LC meeting topics and outcomes or status (including any
      plans for developing a formal charter for the Landscape Committee)
  10. UNFINISHED BUSINESS
    1. Replacing Signs Within the Community (10 Minutes)
      1. Further discussion led by Steve Bay of existing location and status of signage in the community, the potential need for new signage and traffic control measures, and a possible motion to task NRP to identify potential vendors, including sign and paving companies, and solicit two to three bids to determine the potential cost of the project, with a goal of having the work completed before school starts in the fall.
    2. President:
      1. Ratification of Emergency Tree Contract (2 Minutes)
        1. Discussion of tree that fell  on June 1, creating risk of personal injury and property damage within the community, and motion to ratify emergency contract to remove it.
      2. Number and Term of Office of Directors (8 Minutes)
        1. Discuss opinion from Chadwick Washington concerning:
          1. the correct number and term of office of the Association’s directors under Virginia law and our Founding Documents, and the potential need for amendments to the Articles and Bylaws, and
          2. the extent, if any, of the Association’s authority 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.
      3. Retaining Walls. (25 Minutes)
        1. In connection with outstanding homeowner requests, discussion of a first draft of a proposed policy resolution defining the term “retaining wall” for purposes of determining maintenance  responsibilities, consideration of any proposed amendments to the draft, and possible motion to obtain legal review of draft from  Chadwick Washington. 
      4. Rules & Regulations Initiative (15 Minutes)
        1. Howard Frost to lead discussion on potential need to develop additional rules and regulations.
  11. NEW BUSINESS
    1. N/A
  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: 120 Minutes)

Earlier Event: May 17
Monthly MPHOA Board Meeting
Later Event: July 19
Monthly MPHOA Board Meeting