Heather Knoll Cluster Association
Board of Directors Meeting
June 22, 2016
The meeting held at Tim Schick’s (1223) was called to order at 8:05 p.m.
Board Members Present: Craig Downie, Tim Schick, Lee Thompson and Petra Raymond.
Residents present: Joe Abboud, Bob Dilger, Maryann McGovern, Scott Parkin, Doug Raymond and Judy Holmes, Chair of the Landscape Committee
Secretary’s Report: m/ Lee s/Petra The board approved the minutes of the May 18 meeting.
Board Vacancy: Craig acknowledged the resignation of Mickey Alford-Lane from the board. m/ Craig s/Lee that Bob Dilger be appointed to fill the remaining term of Mickey’s position. There were no other nominations and Bob was appointed unanimously.
Treasurer’s Report: The Board accepted the financial report. Tim moved, seconded by Craig.
Petra provided the board with a list of vendors and expiration dates of their contracts, as requested at the previous meeting.
m/Bob, s/Craig, the board unanimously approved the motion that: The board certify that the paving and roof reserve funds are in sound financial condition, based on board actions concerning these funds’ revenue since the comprehensive review of these reserve funds conducted in 2012. The next comprehensive review of these reserve funds will be conducted in 2017 or earlier, per state requirements.
m/Bob, s/Tim, the board unanimously approved the motion that: The Treasurer prepare a list of existing CDs, including their amounts, start and end dates, and interest rates as a starting point for a discussion to determine ways to maximize the generation of income for the cluster, determine if the mix of money market and CD accounts is appropriate, if a tiered approach to CD maturation would be advantageous, and to ensure that interest accumulation is assigned to the appropriate accounts.
Billing issue: At the request of Petra, the board agreed to discuss a billing issued raised by a resident in executive session later in the meeting.
Drainage between 1233 and 1235. The board reviewed the status of draining work needed.
m/Petra, s/Lee the board voted unanimously not to pay for task 1, which is located on private property.
m/Bob s/Tim the board voted unanimously that before doing task 2 and 3, which are on HOA property, that the homeowner be required to connect his property’s downspout into the drainage work that is part of the previously approved proposal 2 at the homeowner’s expense.
m/Bob s/Tim The board voted unanimously to have the Landscape Committee solicit quotes for contracts to address drainage issues on the south side of the cluster. The cluster would only pay for work on common property. Homeowners would be responsible for any work on their property to tie into the drainage solution. The board also agreed to schedule a special meeting if necessary to review other long-term erosion mitigation solutions before awarding a contract.
On a motion by Tim, seconded by Petra the board unanimously approved designating the area to the left of the Wiehle Ave. exit path as a no-treat zone for insecticides and fertilizers.
New business: m/ Craig s/ Lee The board unanimously approved a package of two resolutions presented by Bob Dilger:
The board include in the minutes and distribute through the Cluster’s Google account a link to the Fairfax County fact sheet concerning the Zika virus which emphasizes the need to eliminate standing water: http://www.fairfaxcounty.gov/hd/westnile/wnvpdf/zika-fact-sheet.pdf
To enhance transparency, the board President include a link to the minutes of past board meetings when providing notice to the Cluster of the next board meeting and that the link on the Cluster’s web site to previous board minutes be updated as frequently as possible.
m / Craig, s/Lee The Board went into executive session to discuss a resident’s billing matter.
Following the executive session, m/Bob s/several The board unanimously voted to require the homeowner to move from monthly to quarterly billing, effective the next quarter.
Next meeting: The next regular meeting will be held at 8 p.m. on July 20th Tim’s home (1223).
The meeting adjourned at 10:00 p.m.
Tim Schick, Secretary