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Monthly MPHOA Board Meeting

  • 6645 Old Dominion Drive McLean, VA, 22101 United States (map)

Thursday, August 16, 2018, at 7:00 pm
McLean Community Center
6631 Old Dominion Drive
McLean, VA  22101

AGENDA

  1. DETERMINATION OF QUORUM AND CALL TO ORDER
  2. REVIEW AND APPROVAL OF MEETING AGENDA (5 Minutes)
  3. HOMEOWNERS’ OPEN FORUM AND CORRESPONDENCE (10 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 – July 19, 2018
  5. REVIEW OF STATUS OF OUTSTANDING ACTION ITEMS (10 Minutes)
    1. Nigel Mote to lead.
  6. MANAGEMENT REPORT FROM NRP (10 Minutes)
    1. Annual Calendar:  Review of the Association’s annual calendar for ongoing awareness of key requirements and action as needed, including:
      1. Initiation of snow removal contract for this coming winter
      2. Review of projects for upcoming year to feed into draft budget for 2019
    2. Update on status of trash violation notice issued to lot in VTP.
  7. TREASURER’S REPORT (5 Minutes)
    1. Financial status and statements for July 2018
    2. Update on status of MPHOA tax return filing
    3. Status of outstanding assessments (in executive session if needed)
  8. ARCHITECTURAL COMMITTEE REPORT
    1. Recent external change requests and their outcome or status (5 Minutes)
  9. COMMUNICATIONS COMMITTEE REPORT (5 Minutes)
    1. Recent communications items of note
  10. LANDSCAPE COMMITTEE REPORT (5 Minutes)
    1. Recent LC meeting topics and outcomes or status
  11. UNFINISHED BUSINESS
    1. Replacement of Expired MPHOA Insurance Policies (15 Minutes)
      1. President.  Discussion of CAU’s rejection of MPHOA’s application
        for renewal of its package policy, the resulting expiration of policies
        on August 4 without replacements, steps needed and any progress
        made in requalifying for CAU’s package policy or obtaining coverage
        from an alternative insurance company with less restrictive underwriting standards (but presumably higher premiums).  Motions possible.
    2. Signage Proposal (10 Minutes)
      1. Steve Bay to lead discussion, with support from NRP, of the status
        of bids for the signage proposal.
    3. Update on Governing Document Projects (10 Minutes)
      1. Howard Frost, along with Steve Smith and Nigel Mote, to provide a
        further progress report on the development of proposed amendments
        to MPHOA’s Declaration of Covenants, as well as Rules and Regulations
        and possible scheduling of special meeting to gather homeowner inputs.
  12. NEW BUSINESS
    1. ARC Guidelines Update (10 Minutes)
      1. Steve Bay to discuss updates to ARC Guidelines needed to catch up with activities over the past year and to consider proposals for change, including items 1 to 5 and 8 to 10 in the ARC Guidelines exhibit, with items 6 and 7 to follow in or about October.
    2. Covenants Enforcement Initiative (5 Minutes)
      1. Steve Smith to lead discussion of the potential need for enforcement actions under Article VI, Section 1(i) of the Covenants, relating to “temporary structures,” prominently including basketball backboards located on driveways in one area of the community.
    3. Website Content Management and Homeowner Surveys (10 Minutes)
      1. Howard Frost to address MPHOA website concerns, including management of the content on the website, and a survey of homeowners relating to a strategic communications memo he is preparing.
  13. 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) 
  14. RETURN TO OPEN SESSION TO TAKE ACTION AS NEEDED (5 Minutes)
  15. ADJOURNMENT AT 9:00 P.M.
  16. (Total Time Allotted: 120 Minutes)
Earlier Event: July 19
Monthly MPHOA Board Meeting
Later Event: September 20
Monthly MPHOA Board Meeting