The Fair Lakes Crossing Home (FLC) Owners Association (HOA) Board of Directors (BoD) convened via Zoom videoconference beginning at 7:10 PM on 13 January 2021 to take up matters requiring attention. During the COVID pandemic, as a public announcement, meetings dates are being posted in advance to the community calendar on the website with instructions for participation to allow for neighborhood involvement.
Attendance: 5 of the 5 members of the FLC HOA Board were present: Ajay Ganji (President), Rama Ghattu, Kevin Nawroth, Clarence Hunter, and Pete Mattes. No community members attended.
Three items composed the agenda: (1) Consideration of the VDOT request for an easement in support of the I66 construction project; (2) Removal of Dead Trees within the HOA-administered common spaces in FLC.
- The first agenda item for the HOA BoD was the VDOT offer of $15,000 for permanent easement rights to a slice of HOA administered land that provides access to the I66 expansion project work. The action has reached a point that the final requirement to finalize FLC HOA’s acceptance of the VDOT offer is to provide the BoD President’s notarized signature on required document. Mr. Ganji will make arrangements to sign the documents with the VDOT representatives no later than 22 January and conclude this action.
- The second agenda item for the BoD was the topic of removal of dead trees that threaten damage to homeowner property from HOA administered land. Mr. Ganji contacted the CMC team who provided him with the process by which homeowners can assess trees on HOA administered land that they feel pose a threat to their property. The process is:
- Homeowner with concerns contact the CMC office to report the tree presenting the risk to property
- CMC contacts an arborist who assesses the situation and provides a recommendation to CMC as to the need to remove the tree
- If the assessment recommends removing the tree, CMC will contact Fairfax County authorities to coordinate to the tree removed. The FLC HOA is responsible for the cost of removing any tree from HOA land.
- Mr. Nawroth will post the process to the FLC Website for use by all homeowners with concerns and work with CMC on cases as they progress.
- The third agenda item concerned the landscaping contract for 2021. Two bids were received by CMC from (1) Chesapeake Landscape & Design, Inc. and (2) Ridgefield Landscape Solutions. The Board members will review the competing bids and provide their recommended vendor to Mr. Ganji (and cc all Board members) by 19 January.
- Other topics for consideration were brought to the Board’s attention by individual members. Mr. Ghattu brought up the status of the FLC BoD’s signature card allowing the President and Treasurer to conduct financial transactions on behalf of the Board. Mr. Ganji will make arrangements before the next BoD meeting to add his signature to the HOA BoD account.
- Mr. Ganji brought up the progress on the idea to research the viability of installing tennis courts in the FLC community. Mr. Mattes has spoken with both past BoD President Steve Zini and the FLC HOA legal advisor Ms. Molly Peacock. Ms. Peacock will forward Mr. Mattes a timeline and cost estimate to conduct necessary research with Fairfax County to determine whether the FLC HOA is allowed to build tennis courts within the HOA property. Mr. Mattes will report on progress at the next scheduled BoD meeting.
- Mr. Ghattu brought to the attention of the BoD that elections for Board membership should be conducted in the April 2021 timeframe. The terms of Mr. Ganji, Mr. Hunter, and Mr. Mattes expire this year and replacements need to be elected. The BoD will discuss a plan for the election as an agenda item at the next scheduled BoD meeting with the intent of CMC forwarding a solicitation of interest to the community in February.
- Mr. Hunter brought to the Board’s attention that the FLC community needs to conduct a clean-up in the new year. The Board will take this up as an agenda item at the next scheduled BoD meeting.
- Mr. Nawroth noted that he will contact the ARC to check for any open actions that need BoD attention on their part. He will report back to the BoD as required or at the new scheduled BoD meeting.
- No further business was conducted. The BoD adjourned at 7:45 PM.
- The next scheduled BoD meeting is on 10 February 2021 at 7 PM.