Hickory Farms

HFCA Board Meeting Minutes

June 10, 2025

1. Call to Order 

  • President’s Remarks: Welcomed attendees. Noted that the June 7 walk-around provided a valuable opportunity to view the Northern Path and meet fellow board members in person.
  • Quorum Confirmed: Present members included Steven Kubrak (President), Telah Jackson (Vice President), Melissa Stark (Common Areas Chair), Judy Deng (Treasurer), Clair Hill (Secretary), Tad Weed (Assistant Treasurer), and Pam Barrett (Member-at-Large).

2. Approval of Previous Meeting Minutes

  • Minutes from the May 13, 2025, board meeting were approved.
    • Motion by Secretary, seconded by Common Areas Chair. Unanimously approved.
    • Action Item: Secretary to post approved minutes on the HFCA website.

3. Reports

a. Treasurer’s Report

  • VPOAA Packet & CIC License: Financial updates underway. Awaiting reissuance of CIC license; fee has been charged.
    • Action Item: Attach CIC license to VPOAA packet and post online. Do not include insurance information.
  • DPOR Account:
    • Complaint procedure reviewed and unanimously approved.
    • Action Item: Post complaint procedure under “Rules & Regulations” on HFCA website.

b. Common Areas Committee Report

  • Encroachment Issue (10105 Forest Ave):
    • Awaiting legal feedback.
    • Action Item: President to follow up with attorneys.
    • Action Item: Hold off on neighborhood letter until legal input is received.
  • Posts & Fencing:
    • Recommend labeled posts with Hickory Farms branding along the Northern Path.
    • Action Item: Common Areas Chair to coordinate installation.
  • Public Map Mislabeling:
    • Some maps show the Northern Path as city property.
    • Action Item: Chair to follow up with City of Fairfax to correct maps.
  • Northern Path Environmental Issues:
    • NV Water & Soil to assess drainage and invasive species.
    • Action Item: Chair to schedule site visit and explore grant opportunities.
  • Tree Issues & Rule Clarification:
    • Proposed: ACC to handle nuisance trees and overgrowth complaints.
    • Requires community vote to update rules.
    • Recommendation: Send notice to homeowners warning that unresolved issues will be addressed at their expense.
    • Action Item: Secretary and President to draft template letter.

c. Annual Meeting, Budget & Nominations

  • Annual Meeting:
    • Tentatively scheduled for Tuesday, October 21, 2025 at 7 PM via Microsoft Teams.
    • Action Item: All members to confirm availability.
  • 2026 Budget:
    • Action Item: Submit preliminary numbers for July meeting; finalize in August for inclusion in September newsletter.
  • Nominations:
    • Newsletter and Welcome Wagon positions filled. May add backup family.
    • Action Item: Welcome Wagon to share new neighbor info with Treasurer.
    • Action Item: Confirm if At-Large Members (Chu & Barrett) wish to continue.
    • Action Item: Board members to review position descriptions and submit feedback by July.

4. Previous Business

  • Late Fees for Overdue Accounts:
    • Action Item: Defer to July.
  • Newsletter Timeline:
    • Action Completed: See update in Newsletter Chat (Common Areas Chair).
  • MailChimp:
    • Action Item: Defer to July.
  • Survey of Rabbit Run:
    • Scheduling in progress.
    • Action Item: Common Areas Chair to follow up with surveyors.
  • HFCA History Booklet:
    • 16 pages complete.
    • Action Item: At-Large Member to finalize and include in 50th Anniversary bags. May include illustrations (permission pending).

5. Project Updates

a. 50th Anniversary Celebration

  • Logo voting open through June 30. Winner announced in July.
  • Food by the Germains. Games for all age groups.
  • President to deliver welcome speech. Supervisor Wakinshaw to provide 5-minute remarks.
  • No DJ; playlist to be used.
  • Tote bags ordered.
  • Action Item: Install signs at entrances closer to event date.
  • Action Item: Next planning meeting in July. Board participation needed.

b. Signage Initiative

  • Handout reviewed; cost estimated at $17,500 (from reserves).
  • Community vote may not be required as this has been a budgeted item for five years.
  • Action Item: Hold dedicated meeting to finalize options on Tuesday, June 17 at 7 PM.

6. New Business

a. Mail Handling

  • Board agreed to retain PO Box with dual key holders (President & Vice President).
    • Action Items:
      • Treasurer to drop off key; President to make duplicate.
      • Set up vendor accounts with HFCA email and simple password.
      • Common Areas Chair to follow up with True Green for electronic invoicing.
      • President to enable email alerts from USPS.
      • Invoices older than three months can be discarded.

b. Volunteer Backup for Treasurer Duties

  • Request included in newsletter.
  • Action Items:
    • Common Areas Chair to include reminder in August newsletter.
    • Treasurer to provide job descriptions for backup roles.

c. Farm House Business Complaint

  • Renter allegedly running a business. Discussion on owner liability.
  • Action Item: President to seek legal advice regarding enforcement and leaseholder accountability. Consider updating bylaws to address renters.

7. Comments & Announcements

  • Tree Removal: Proposal of $2,850 approved.
    • Motion by Vice President, seconded by President. Unanimous vote.
  • President’s Announcements: None.

8. Adjournment

  • Next Meeting: Tuesday, July 8, 2025, at 7 PM via Microsoft Teams.
  • Meeting Adjourned: 8:50 PM

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