HFCA Board Meeting Minutes
January 10, 2023
Minutes of the Hickory Farms HOA Board held on 10 January 2023
Telah Jackson- Acting Vice President
Tad Weed- Associate Treasurer
Ken Sorg- Treasurer
Melissa Stark- Member at large
Pam Barrett – ACC
Meeting was called to order at 7:02
Motion to approve minutes was made by Ken and seconded by Telah. Motion passed with Melissa abstaining.
New Board Members
Tad, Ken, Ben, Melissa, and Pam (retroactively) confirmed they would maintain current positions. Telah agreed to remain acting Vice President.
There was a discussion of the need to secure a volunteer for the board, and the possible implication for annual dues if an outside management firm would need to be hired. Ben agreed to write a draft notice for the newsletter and post it in Teams. The board agreed to work to share duties until a suitable volunteer was located.
Ben explained the basic structure of Microsoft 365 “teams” and stressed the desire that it be used instead of email. He clarified that he was available to assist if anyone had issues with access. He clarified that it was possible to grant “guest access” to different “Channels,” such as the Commons Area Channel and the ACC Channel.
Ken provided update on “Money Minder” and the “Chedder-up” payment and invoice options associated with it. He stressed that these new capabilities would make the annual assessment process much easier for everyone.
Commons Area Report
Melissa provided an update on commons area trees that need to be removed, and clarified that Fairfax Country was responsible for the next steps in the process.
Melissa noted that the new agreement with the landscaping company is largely unchanged, except the option to have flowers near the main entrance had been removed since the location seemed unduly inhospitable. Further, in order to protect newly-established groundcover, alternatives to herbicides were being explored.
A motion was made by Ben, and seconded by Telah, to authorize Melissa to purchase up to $1,200 worth of ground-cover plants needed, as well as to accept the new landscaping contract
Pam updates the status of properties in violation.
Telah described her desire to create a set of strategic priorities for the new year. It was suggested that this would be a wonderful use of the collaborative environment of Teams.
Melissa moved to close the meeting in order to start an executive session with respect to ACC issues. Telah seconded. Motion passed
The Executive Session resulted in an agreed strategy to balance the need for enforcement and acknowledgement of mitigating circumstances.
Ben moved to adjourn; Ken seconded.
Executive session adjourned at 8:30
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