February 13, 2024

February 2024 Meeting Minutes 

Location:  

Microsoft Teams video 

In Attendance: 

Telah Jackson-Vice President 

Tad Weed- Associate Treasurer  

Ben Noviello- Secretary 

Melissa Stark- Common Areas 
Judy Deng- Treasurer 

Charles Chu – Member at large 

Pam Barrett – Member at large  

The meeting was called to order at 7:00 

Old Business 

Telah moved to approve the January minutes; Ben seconded; Motion passed 

Commons Area Report 

Melissa expressed her assessment that the “Green Zone Landscaping” mowing bid described in Teams was the most favorable.  There was a discussion of the need to ensure tracking and monitoring.  Melissa reported that she personally ensures weekly mowing except for unusual situations.  She agreed to report any discrepancies via Teams.    

Melissa moved to approve Green Zone Landscaping up to $19,000 for maintenance; Charles seconded; The motion passed. 

Melissa reported on the anticipated “True Green” expense of $3,350 dollars for maintenance. 

 Melissa moved to approve this expense; Telah seconded; The motion passed 

Melissa reported on planned volunteer events, which would be communicated through emails. 

Amendment to Bylaws 

Telah reported on a discussion with the legal advisor for the HOA about changes to the current language in the bylaws authorizing the board to impose penalties related to violations of ACC standards.    She further reported that the legal advisor had stated that a majority vote of the board was sufficient to implement these changes, so long as the resulting language was shared with the community.   There was a discussion as to why these changes were needed, and what they implied, and did not imply, regarding the actual penalties. 

Ben read the proposed amendment to the bylaws. 

Ben moved to approve; Telah seconded; The moton passed.  

Potential Community Meeting with Supervisor Walkinshaw   

Telah reported on an offer by Braddock Supervisor Walkinshaw to speak to the community as part of an overall outreach effort.  While a consensus was reached in favor of him visiting our community; there was uncertainty expressed regarding the best format.    

Telah moved that we approve the concept but defer a decision on the format until further discussion occurs; Ben seconded; The motion carried. 

Treasurer’s Report 

Judy reported that not all homeowners have paid their annual assessments.  There was a discussion of the best way to deal with this.  Judy agreed to make additional personal efforts to collect payment. Telah offered to assist.   

Judy reported that she and Tad would ensure the required budget information is included in the March newsletter. Melissa offered to help, if needed 

Ben moved to accept this approach; Telah seconded; The motion passed. 

There was a discussion of the process used to submit our annual tax information to our accountant. 

Melissa repeated her intention to draft a debit-card policy.  

New Business 

There was a discussion regarding the need to make online discussion in Teams less confusing.  It was suggested that we establish a channel for legal matters. 

It was also suggested that the folder for the draft agenda be made more visible, and that items included should contain references to the location of supporting material within the existing Teams structure.  

Ben agreed to rename the minutes using a more consistent convention based on the numerical approach established by the previous secretary. 

Melissa moved to adjourn; Telah seconded; The motion passed. 

Meeting adjourned circa 8:00 PM