Kings Park West Community Association

Annual Meeting

May 18, 2016

President Larry Velte called the meeting to order at 7:35 p.m.

A quorum of the membership was present, with 12 members in attendance and 93 represented by proxy for a total of 105.  Fifty-eight (58) are required for a quorum.

Larry Velte introduced the Board: Larry Velte, President; Mark Heppner, Vice President; Linda Fournier, Secretary; Jillian Mueller, at-large; and Jim Bovino, at-large.  Maureen Pettis, Treasurer, was not present.  He also introduced a representative of our management company, Burke Community Management Group.

State of the Community Association:

• Trees – Larry explained the challenges with trees that exist on common property.  The Board did a recent tree survey to identify any that needed to be taken down to prevent possibly damaging homes.  Several were identified as needing immediate attention and three others needing a more thorough assessment.  The Board will obtain three bids to select a contractor to remove the identified trees and assess the others.  The Board already hired a contractor to trim Holly trees at the Commonwealth entrance.
• Complaints – Larry gave a brief description of the complaints received concerning unkempt property and commercial vehicles.  He said that the Board sends a letter to homeowners, and if the matter is not addressed, the Board refers it to Fairfax County.  HOA covenants state that commercial vehicles cannot be parked on HOA properties.
• Failure to Obtain Board Approval – Larry said that there were two instances in which homeowners failed to follow HOA protocol, as outlined in HOA covenants.  In one instance, the Board disapproved the construction of a fence, but the homeowner built it anyway.  In the second, the homeowner built an addition without first seeking Board approval.  Since the Board cannot issue fines to homeowners, the Board instead sent the homeowners letters, which are kept on file with the management company.
• Liens – Larry explained that if an assessment was not paid, the Board must file a lien against the property.  There are currently 7 properties with outstanding liens, some with multiple.
• Reserve Study – The Board is required to conduct a reserve study every 5 years to determine any necessary upkeep to paths, handrails, etc.  The reserve study was just completed, and it is posted to the HOA website for review.
• Absentee Homeowners – The Board, at times, does not have the proper mailing address for an absentee homeowner, so the Board will send a reminder with the annual assessment invoice reminding homeowners to make sure they keep their contact up to date with the Board and the management company.  

Treasurer’s Report:  Mark reviewed the proposed budget that was included in the mailing announcing the annual meeting.  The Board decided to keep the annual assessment at $40, based on last year’s budget and projections for the fiscal year.  The Board will vote on the final budget at the next meeting.

Election of Board Members – A third of the Board is elected every year.  The bylaws require a nominating committee to produce a slate but that does not preclude floor nominations.  This year, three positions were up for renewal.  There were no nominations from the floor, and Mark Heppner and Larry Velte agreed to serve additional terms.  Attendee Nancy Grant offered her name as a candidate to fill the third positions.  All three candidates were elected by acclamation.  In addition, one Board member had earlier resigned, leaving a vacancy.  Under the by-laws, the remaining Board members appoint a person to complete the remainder of the term, which ends in 2017.  There were no volunteers to fill this vacancy, so the Board will take action in accordance with the by-laws.  Board members will elect Officers at their next meeting.

Robinson All-Night Graduation Party – The Board received a solicitation to donate to the Robinson Secondary All-Night Graduation Party.  This was presented to the membership, and receiving no motion by any members, no vote was presented.

Open Discussion – A member reported that Robinson Secondary students cut through and at times gather on the common property behind the member’s home to engage in inappropriate behavior.  The Board recommended that the member contact Fairfax County Police, as well as notify the HOA when this occurs.

The meeting adjourned at 8:25 p.m.