Hickory Farms

HFCA Board Meeting Minutes

November 11, 2025

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

1. Call to Order

  • Confirmation of quorum – President:
    • Steven Kubrak, President
    • Telah Jackson, Vice President
    • Clair Hill, Secretary
    • Melissa Stark, Common Areas Chair
    • Judy Deng, Treasurer
    • Tad Weed, Assistant Treasurer
    • Charles Chu, Member At-Large

Pam Barrett, Member At-Large (did not attend)

2. Approval of Previous Meeting Minutes

  • Review and approval of September Board meeting minutes:

20250909 HFCA Board Meeting Minutes.docx – All approved. Action: Post minutes to HFCA website (Secretary).

  • Review and approval of October Annual meeting minutes:

HFCA Annual Meeting -- 10212025 -- Meeting Minutes.docx – Post to HFCA site? All approved and agreed to post to website. VP abstained as she was not there. Action: Post minutes to HFCA website (Secretary).

HFCA Annual Meeting Slides – Post to HFCA site? – All approved, okay to post. Action: Post slides to HFCA website (Secretary).

 FYI their dues are $340. Discuss in December 2025. Action: For the revised proxy, need to note that Secretary has unlimited proxy voting powers (Secretary).

3. Action Items

President

  • ACC meeting to discuss lead status, process for reporting curb appeal issues, process for tenant related issues, inclusion on emails, meeting to re-assign duties not held yet. Action: Need to draft who is doing what and why (RACI Matrix) (President). ACC lead provided file regarding problem issues. How do we get homeowners to comply. Suggestion: ACC take lead and the Board help when/if needed especially if legal needed. Option: Hire company to review/survey properties. Previously obtained estimates, cost was not high. Action: Get estimates from property survey/assessment vendors in advance of ACC meeting (President). Once a year scheduled in the past property assessments but may need more reviews. Requests are going through Justin. Bob cannot be boots on the ground – need designee. Brian Roethlisberger did an excellent job in the past and his approach should be emulated. Action: Contact Brian Roethlisberger to see if he will outline his approach and experiences (President). Action: Meet with ACC to discuss processes (President).
  • Board Member recruitment plan:  In-person meetings? Action: Will review and produce implementation plan. Action: Peter     Handjinicolaou may agree to be VP – need to follow up (President).
  • Officer/committee reporting plan: Implement?  Action: Review and decide how to implement (President).
  • HFCA_Temporary_Signs_Free_Expression_Policy_Resolution.docx  Keep on case-by-case basis for now.
  • USPS Informed delivery setup: HFCA USPS Info.docx  Action: PO Box needs to renewed in February 28 – include details in notes (Treasurer).
  • Extra Post Office Box key ordered, awaiting receipt. Secretary has key for now.

Vice President

  • Survey training – VP and Sec to coordinate on next survey. Using Google Forms.

Secretary

  • Mailchimp contacts are all uploaded. Action: Use MailChimp Dec. and Jan. – and then review and discuss if worth continuing in February (Secretary). Action: Link for dues payment to be added to website before December newsletter goes out (Treasurer). Note: MoneyMinder can email multiple contacts, too, now.
  • Yard Sale – Action: Email Pete Scala and Jessica DuBois and ask if they are interested in managing Spring & Fall yard sale, including ways to reduce costs and determining standard date (Secretary).
  • Operational calendar format – framework and example. Action: CAC and board to review and we will implement if it looks good.
  • Community cleanup trash bin effort. Not done before. Action: Get estimates on trash bin services for community cleanup (Secretary).

Treasurer

  • Debit Card – Received cards for President and Treasurer. Will keep $1000 balance on card. Paid for Teams using card. Current printing vendor doesn’t take debit cards – Treasurer will test it again. Action: Call printing vendor to ask if there is a workaround for debit card payment (CAC).
  • Listserv contacts update. David provided contacts and corrections to Treasurer and she updated MoneyMinder contacts.

Common Areas Chair  

  • Rabbit Run updates – Soil testing done.
  • Entrance signage progress – Action: Go to Teams under Reserve Study Files, signage 2020 Quail Run quote details. See Signage 2025 - Quail Run. Review, especially PowerPoint, to ensure all if correct. Please reply to CAC by Sunday if there are any corrections (ALL).
  • Newsletter process – College editor not available. Melissa daughter (Kiera) can do for 2026, with her son’s help for distribution. Board and Allie Shaw can provide design feedback. Action: Document distribution process and send to all for review (CAC).
  • CAC annual meeting notes to website - Completed by Bryan.
  • Pavilion plans discussion. Deferred. Maybe discuss in Spring. Perhaps consider a close shed versus a pavilion. Need cost plan for beyond 2026.
  • Tree issue in Rabbit Run – Working with county. Received a quote. Motion made to remove RPA and lower common area trees in the amount of $6,600. All said aye, Secretary abstained. Motion carried.

Member At-Large (Charles Chu)

  • Teams site licenses -- VP and Treasurer took care of the Teams/Microsoft renewals. Still need to look into costs for additional licenses so others can access files. Perhaps costs should be tied to budget for that particular area – for example, CAC admin fees to add additional license for volunteers supporting those efforts. Action: Look at additional costs for more Teams site licenses (Charles Chu). May cost less for not-for-profit organization, which we are.

Member At-Large (Pam Barrett)

  • History booklet distribution -- Pam Barrett not in attendance. Action: President will reach out to Pam Barret for update (President).

Deferred Action Items for Reference / Tracking Purposes

  • Create CAC Teams site/folder by December (CAC)
  • Create a community communication process map for Board review by December (Secretary)
  • Mailchimp campaign to landlords and unoccupied homes owners (Secretary)
  • Email all homeowners of rental properties to confirm renter contact info (Secretary)
  • Listserv cleanup/maintenance process (Secretary)
  • Boundary posts research – deferred to fall/winter (CAC)
  • Fairfax City Map Correction – Bob Cosgriff to follow up (CAC)
  • NV Water & Soil grant status – deferred to fall/winter (CAC)
  • Send newsletter electronically via MailChimp beginning Jan 2026 to track open rates (Secretary)
  • Send resident survey in July 2026 on newsletter content/timing/format preferences.

4. New Business

  • HFCA Facebook presence – proposed plan. Action: All to review and provide comments (ALL).
  • Update Strategic plan – see draft. May need to incorporate reserve study, which is done every 5 years (last done in 2024) and pavilion. Action: All to review and provide comments (ALL).
  • Reserve Study may need to be updated due to rising costs. Consider updating every year. Action: Tad Weed to upload Reserve Study to Teams. Action: All to review and provide comments (ALL).
  • Discuss At-Large Members’ responsibilities/tasks (deferred). Action: Check attorney language in role descriptions (Secretary)
  • Swearing in board for 2026 – defer until December, since there may be a candidate for VP and Pam not at this meeting.
  • Action: Review 2026 Tru Green agreement in advance of December meeting: 2026 TruGreen and Hickory Farms Lawn Care Agreement.pdf (ALL)

5. Announcements and Comments

  • Any additional items from group? None offered.

6. Adjournment

  • Confirm next meeting date – Dec. 9 – confirmed!
  • Adjournment – President – moved to adjourned at 8:40 PM. All were in favor.

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