Herndon Woods Homeowners Association
Annual Meeting Minutes
November 10, 2016
Members present: Abdul Manraj (President) John Farmer (Treasurer), Dave Nolan (Member At Large)
Management Company Representative present: Jack Schwab
Number of homeowners represented: 11
Call to Order
The meeting was held at the Herndon Fortnightly Library and called to order at 8:13pm. The late start was due to not enough homeowners being represented to meet the required quorum for an annual meeting, so Dave Nolan had to visit a few homes and request signed proxy forms.
Roll Call (Determination of a Quorum)
Article II, Section 2.7 of the Bylaws of the Herndon Woods Homeowners Association (HOA) refers to “The presence in person or by proxy of a Quorum of Owners…” Article I, Section 14 of the Declaration of Covenants, Conditions, and Restrictions of the Herndon Woods HOA contains the definition of “quorum” which is 25% or 11 homeowners present. 11 homeowners were represented (3 Board members and 2 residents present, along with 6 signed proxies), so a quorum was established.
Proof of Notice of the Meeting
A notice of the meeting and proxy form were mailed to all homeowners on record. Homeowners present at the meeting acknowledged that they received the notice.
Approval of Minutes from Previous Meeting
Jack Schwab distributed copies of the previous annual meeting minutes. All homeowners and Board members present read the minutes and they were unanimously approved.
Abdul Manraj (President) stated that for majority of the year, the community had minimal concerns or complaints. Asphalt and sealing were done in Herndon Woods Court and feedback was positive about the quality of work.
John Farmer (Treasurer) stated that some higher than usual snow removal put us a little over budget, however, HOA fees will remain at current levels.
Single Family Homes
There was a vote to approve the FY 2017 budget. All were in favor and the budget was approved.
Review of Reserves
No major work is anticipated in the near future that would impact the reserves.
Disposition of Excess Funds
The homeowners present agreed that any leftover dollars from the 2016 budget should be allocated to the 2017 operating budget.
713 HWC complained of excessive noise from a neighboring home during odd hours. Jack notified the homeowner to contact the police about this as it is not a HOA matter.
Election of Officers
Tara Reddy decided to leave the Board, we all appreciate her efforts during her tenure. Terms for both Abdul Manraj (President) and John Farmer (Treasurer) will expire in December 2016, they both agreed to stay on for three more years. Hannah Davis also agreed to become a Board member.
The meeting was adjourned at 8:32pm.