Hickory Farms

HFCA Board Meeting Minutes

April 19, 2026

Time: 7- 8:30 PM EST 
Location: Microsoft Teams

1. Call to Order and Confirmation of quorum   

Board Members: 

  • Steven Kubrak, President   
  • Clair Hill, Secretary   
  • Judy Deng, Treasurer   
  • Charles Chu, Member At-Large
  • Tad Weed, Member At-Large -- not in attendance. 
  • Pam Barrett, Member At-Large 
  • Melissa Stark, Member At-Large  

Also in attendance:

  • Rich Dudley, CAC
  • Bob Sottile, ACC
  • Telah Jackson, CAC
  • Michelle Barrett

2. Approval of Previous Meeting Minutes 

3. Collective Board Follow-Up – Priority listed below for review  

  • Operational Calendar – review and vote. Action: Secretary to send proposed Operational Calendar to Board for review in May.
  • GMFHOA Annual Meeting presentation takeaways (for purposes of planning next annual meeting). Action: Secretary to send GMFHOA Annual Meeting presentation Board for review and discussion in May.
  • Committee Reporting Plan – implementation decision Action: Secretary to send Committee Reporting Plan to Board for review and discussion in June.
  • Facebook Page Launch Plan – review and vote Action: Secretary to send Facebook Page Launch Plan to Board for review and discussion in June.Shape

4. Officer and Committee Reports 

4.1 President 

  • VP candidate update – search to continue. Action: Continue to VP recruitment efforts.
  • ACC coordination and RACI implementation update – Bob Sottile has offered to take the lead in an acting capacity with the applications, walkthroughs/warning letters, and VPOAA documentation/process – needs access SharePoint Action: President to follow up on SharePoint access for Bob Sottile.
  • External meetings attended, if any (Federation, Braddock District) – none
  • Contacting attorneys re process and costs update – no response from messages that have been left. First quarter retainer fee recently paid. May want to consider a new firm. Action: President to visit their offices to find why they are not responding. Bob and Telah will be happy to accompany him.
  • Per neighborhood watch, gun fire heard in area. Contacted police. It is illegal to discharge in less certain requirements are made. See April newsletter.
  • External Management Company – Tad provided some information this morning. Action: President to continue to gather requirements, compile data and review in the next meeting.

4.2 Secretary 

  • Website February 2026 minutes posting – posted.
  • MailChimp campaign results update – reviewed stats. Continue efforts and decide on whether or not to continue after July survey.
  • Dumpster/cleanup day permit update. Action: Secretary to contact community trash providers to see if they offer this type of service.
  • Magnet estimates update. Action: Secretary to obtain three estimates.
  • Strategic Plan update. Action: Secretary to incorporate CAC edits and send them to webmaster for posting.
  • Deferred items (for tracking purposes) 
  • Communication process map (draft) 
  • Landlord outreach plan (draft) 
  • Listserv maintenance process (draft) 

4.4 Treasurer 

  • Dues follow-up status – 2 unpaid. Will continue to follow up. Action: Treasurer to send a registered letter to both homeowners after one more attempt.
  • VPOAA – Renewal is in August. Note: VPOAA may not be required as the HFCA may have been grandfathered in, per lawyer consultations in the past. May need to be a community decision – a vote may be necessary. Suggest obtaining copies of the founding documents at the Fairfax County Government Center. Bob Sottile offered his copy for review. Action: President will pick up a copy of the founding documents for review (filed on 10/20/1975).
  • Tax filing update – 2025 US and VA State Income Tax Returns were e-filed by accountant's office on March 23, 2026. The tax payments were submitted electronically on 3/29/2026. 
  • Traveler’s insurance renewal in May – Charles has reviewed the package. Changes will not impact us.
  • Action: Secretary to give key to President to check the mail.
  • Treasurer out of pocket first two weeks in May and early June. Action: Send invoices to Treasurer before unavailability in May and June.

4.5 Common Areas Committee 

  • Target Spray – This Thursday. Action: CAC to send info regarding Target Spray to Treasurer will notify community of Target Spray this Thursday.
  • Lawn Spray – Action: Once CAC hears from the vendor (True Green) the Treasurer and Secretary will be notified of Lawn Spray date and send a notice to the community.
  • Entrance signage update – On hold for two months. Need lawyer input regarding written documentation that is to be provided to homeowners that need to sign/agree to regarding easement. Telah to help with this effort.
  • Tree replacement update – Two quotes received. Merrifield $2085.30; Area Landscaping Inc. $1780. Both have warranties. Area recommended planting in fall as summer may be hot. CAC made a motion to approve Area, Secretary seconded, all agreed. Action: President to sign Area Landscaping Agreement for tree replacement and send to CAC (see Teams).
  • Seed plug cost update: Kind Earth Growers. HFCA partners with them to get wholesale costs.
  • CAC Teams Account: Bob Cosgrove and Jarret Stark could not log on. Should be able to log on using link. Action: President to investigate issues for CAC SharePoint Access.
  • Newsletter process update, if any – see Newsletter | Hickory Farms HOA. Editor does not have access to Teams. Everything needs to be emailed to her. May newsletter to be sent for review tomorrow. Suggestion: Google Drive for newsletter documents. Bob can help with this. Okay to use for transfer of materials but keep source documents on Teams. Action: Bob Sottile to help set up Google Drive for newsletter editor. Problem: Jennifer Maloney still tied to newsletter email – have asked webmaster to update. Action: Treasurer to follow up with Webmaster re newsletter email.

4.6 Members-at-Large 

  • Property survey/assessment vendor estimates (Tad) – Provided email this morning. President to review and determine next steps. Shape

5. Deferred / Tracking Items 

  • Pavilion planning timeline. 
  • Resilience options (solar, Wi-Fi, battery) 

6. New Business 

  • Suggestion: Hold meetings in person to increase participation.

7. Announcements and Comments 

  • None offered.

8. Confirm Next Meeting Date 

  • Quorum seems to be available for May 12 (Treasurer unavailable).
  • Treasurer is out week of June 9, as well.

9. Adjournment 

  • The meeting ended at 8:22 pm.

Action Item Recap

President

  • Continue VP recruitment efforts.
  • Follow up SharePoint access for Bob Sottile.
  • Visit lawyer offices to determine why they are not responding. Bob and Telah to accompany.
  • Continue to gather requirements, compile data and review Property Manager options in the next meeting.
  • Investigate issues for CAC SharePoint Access.
  • Sign Area Landscaping Agreement for tree replacement and send to CAC (see Teams).
  • Pick up a copy of the founding documents from Fairfax County Government Center for review (filed on 10/20/1975).

Secretary

  • Post March meeting minutes to website.
  • Send proposed Operational Calendar to Board for review in May.
  • Send GMFHOA Annual Meeting presentation Board for review and discussion in May.
  • Send Committee Reporting Plan to Board for review and discussion in June.
  • Send Facebook Page Launch Plan to Board for review and discussion in June.
  • Contact community trash providers to see if they offer this type of service.
  • Obtain three estimates for magnets.
  • Incorporate CAC edits and send them to webmaster for posting.
  • Give post office key to President to check the mail.

Treasurer

  • Send a registered letter to both homeowners who have not paid their dues after one more attempt.
  • Follow up with Webmaster re newsletter editor email change.

ACC (Bob Sottile)

  • Set up Google Drive for newsletter editor.

CAC

  • Send info regarding Target Spray to Treasurer who will notify community of Target Spray this Thursday.
  • Once CAC hears from the vendor (True Green) the Treasurer and Secretary will be notified of Lawn Spray date and send a notice to the community.
  • Send invoices to Treasurer before unavailability in May and June.

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