Recent Announcements


Important Information Re New Voting Resolution

posted Sep 18, 2020, 6:46 AM by HGCA Secretary

The Board has been working diligently over the past several months, in conjunction with our cluster attorney, to craft a new voting policy that will allow for paper and email proxies. The new policy is now complete, and two documents are available for your review: the proposed electronic/proxy voting policy and voting instructions. The Board will vote to adopt this policy at its regular bi-monthly meeting on Nov. 2. These documents have been distributed to our email list and can be found on this website under the Resource Center link on the left menu.

A by-laws amendment to allow proxy and electronic voting was approved by the membership during the 2018 annual meeting, held in December of that year. The Board intends to have this policy in place for voting at the 2020 annual meeting, scheduled for Dec. 1. We anticipate that this will be a virtual meeting because of the Coronavirus pandemic and associated safety concerns. With that in mind, there will be a number of changes to the usual annual meeting voting process, which are reviewed below:

1) We are moving up the deadline for finalizing a slate of candidates to run for the two three-year positions on the Board that start Jan. 1, 2021. A call for candidates has been distributed via email and by hand-delivered flyers. We encourage all of you to give this notice your full attention and to seriously consider putting your name forward.

2) The deadline for candidates to submit their names this year will be Oct. 30 before midnight. Bios and statements of all eligible candidates will be electronically distributed to residents by Nov. 1. Each candidate will be introduced at the Nov. 2 Board meeting (also virtual) and asked to say a few words about themselves and what they would like to accomplish as a Board member. Nominations also will be accepted from the floor at the November Board meeting. At the end of the November meeting, the slate will be set, and no further nominations will be accepted.

3) Due to the difficulty of conducting a private ballot during an online meeting planned this year, we will be asking ALL MEMBERS to vote by paper or electronic proxy before noon on the day of the annual meeting, which is Dec. 1. As outlined in the voting policy, you may appoint as your proxy any association member in good standing who will attend the meeting, or you may appoint as proxy the Secretary of the Board. If a specific individual is not named as proxy, the default proxy of Board Secretary will be assumed. If the specific person named as proxy does not attend the meeting, the default proxy of Board Secretary will cast your vote as instructed, unless you opt out of this on the proxy form. Completed proxy forms may be delivered three ways: 

1) In person to the mailbox of Board President Reed Skaggs (11782 IRR),

2) By regular mail to Reed’s address, or

3) By email to an account established for this purpose: HGCAevote@gmail.com. Completed and signed proxy forms submitted via email must be in PDF format.  

 At the beginning of the voting window, a proxy form will be sent to each Member for whom we have an email address and will be posted at www.huntersgreen.org. Please remember that each household has only one vote, so a couple should submit only one proxy ballot.

We encourage you to put the Nov. 2 meeting on your calendar now. This will be a very important meeting because it is your opportunity to ask any questions you have about the voting process and to meet the candidates.

For those new to Zoom: The Nov. 2 Board Meeting and, we expect, the Annual Meeting will be held virtually. If you are new to Zoom, we will hold at least one “practice” meeting prior to Nov. 2 so you can become acquainted with the platform. You will receive an email invitation to the meeting and to join you only need to click the provided link and to follow the prompts to download (if you have not already) and launch Zoom. You also can download the application in advance at zoom.us.com. There are some helpful tutorials on the website.

We apologize for the length of this email, but it is very important. We all know this is a year like no other and to safely conduct our annual meeting took some unusual planning. I hope you will work with us to make this meeting a success. And please consider running for the Board!

The HGCA Board

Minutes of July Standards Committee Posted

posted Sep 6, 2020, 10:37 AM by HGCA Secretary

Minutes of the July meeting of the HGCA Design Standards Committee have been posted on this website under Resource Center. 

Draft Minutes of Sept. 1 Board Meeting Posted

posted Sep 6, 2020, 10:34 AM by HGCA Secretary

Draft Minutes of the Sept. 1, 2020, HGCA Board of Directors meeting have been posted on this website under Resource Center. These minutes will be approved at the next regularly scheduled Board meeting on Nov. 2, 2020. Please direct any questions or comments to Secretary@huntersgreen.org.

Agenda and Link for Sept. 1 HGCA Board Meeting

posted Aug 22, 2020, 4:14 PM by HGCA Secretary

The next regular meeting of the HGCA Board of Directors will be held on Tuesday, Sept. 1, from 7:00-9:30 PM. This will be a virtual meeting. Pasted below are the meeting agenda and a link to join. 

 Agenda, HGCA Board Meeting, Sept. 1, 2020, 7:00 pm to 9:30 pm

1.       Call to order

2.       Approval of Minutes of July meeting

3.       Treasurer’s Report

4.       Update on Electronic voting

5.       Update from Standards Committee

6.       Feedback on community speeding - Fairfax county police suggestions & next steps

7.       Next steps with HOA software tool

8.       Trash Contract SOW status

9.       Community lighting project status

10.   Update on HOA disclosure forms

11.   Call for candidates for open board seats

12.   Landscape committee transition

13.  Additional items

14. Member Comments

15. Executive Session

 

Here is the video info for the meeting

Please join my meeting from your computer, tablet or smartphone.
https://global.gotomeeting.com/join/476536709

You can also dial in using your phone.
United States: +1 (872) 240-3311

Access Code: 476-536-709

New to GoToMeeting? Get the app now and be ready when your first meeting starts: https://global.gotomeeting.com/install/476536709 

Minutes Posted for Design Standards Committee MeetingsUntitled Post

posted Jul 31, 2020, 10:57 AM by HGCA Secretary

Minutes for the first four meeting of the HGCA Design Standards Committee have been posted on this web site under "Resource Center." These meetings were held in February, April, May and June of this year. Minutes were taken at each meeting but were only approved at the July 23rd meeting for a variety of reasons. Going forward, minutes of each meeting will be posted before the following meeting is held. Meetings currently are being held on the fourth Thursday of each month via a virtual meeting app. Notice is sent out via email prior to each meeting announcing the time and instructing residents how to join, if they so wish. 

Draft Minutes of July 7, 2020, HGCA Board Meeting PostedUntitled Post

posted Jul 20, 2020, 12:36 PM by HGCA Secretary

Draft Minutes of the HGCA Board Meeting, held virtually July 7, 2020, have been posted for review on this site under the "Resource Center" link, which can be found near the bottom of the left-hand menu. If you have questions, corrections or additions, please address them to board@huntersgreen.org.

Draft Minutes of May 5, 2020, Board Meeting Posted

posted May 26, 2020, 6:13 AM by HGCA Secretary

Draft minutes of the May 5, 2020, meeting of the Hunters Green Cluster Association Board have been posted on this web site under the Resource Center tab on the left-hand menu. These meeting will be approved at the next regularly scheduled meeting of the Board on July 7, 2020. This will in all probably be a "virtual" meeting held via Zoom. Any comments or questions concerning these minutes should be sent to Secretary@huntersgreen.org.

Corrected Minutes for March 3, 2020 Board Meeting

posted Apr 29, 2020, 9:58 AM by HGCA Secretary

A correction has been made to previously posted draft minutes of the March 3, 2020, HGCA Board meeting. The corrected changes the term "primary owner" to "key executive" in reference to designating Treasurer Charles Colby as primary signatory on our Wells Fargo banking account. The revised document is located under Resource Center on this web site. 

Agenda and Notice, HGCA Board Meeting, 7pm, May 5

posted Apr 26, 2020, 3:00 PM by HGCA Secretary

Due to current circumstances, the May 5th regular meeting of the HGCA Board of Directors will be held via Zoom. Starting time will be 7:00 pm rather than our usual 7:30 pm. Anyone is welcome to join, though attendance will be capped at 100. It is unlikely that this will be an issue, but we need to let you know. Below is the agenda for this meeting and below that is information on how to join the meeting via Zoom.

AGENDA, MAY 5, 2020,  HGCA BOARD OF DIRECTORS MEETING

 

  1. Approval of minutes from March meeting
  2. Treasurer’s report
  3. Electronic Voting
  4. Update on Bank Account- change signators and investigate electronic service for payment
  5. Cluster Lighting Update
  6. Parking Policy – review and vote; Next steps on updated signs
  7. Trash Contract
  8. Standards committee & dates for walking grounds
  9. Projects

- Basketball goal

- Playground inspection and signs

- Curb painting

- Bat houses

       10. Executive Session


Join the Zoom meeting from PC, Mac, Linux, iOS or Android using this link: https://meetings.ringcentral.com/j/9220587736

 Or use iPhone one-tap :

    US: +1(773)2319226,,9220587736# (US North)

           +1(469)4450100,,9220587736# (US South)

           +1(470)8692200,,9220587736# (US East)

          +1(623)4049000,,9220587736# (US West)

           +1(720)9027700,,9220587736# (US Central) Or Telephone:

    Dial(for higher quality, dial a number based on your current location):

    US: +1(773)2319226 (US North)

           +1(469)4450100 (US South)

           +1(470)8692200 (US East)

           +1(623)4049000 (US West)

           +1(720)9027700 (US Central)

    Meeting ID: 922 058 7736

    International numbers available: https://meetings.ringcentral.com/teleconference

 

Draft Minutes Posted of March 3, 2020, Board Meeting

posted Mar 10, 2020, 6:42 AM by HGCA Secretary

Draft Minutes of the regular HGCA Board of Directors meeting, held March 3, 2020, have been posted on this web site. Using the menu on the left, scroll down to Resource Center to review. Please direct any questions or comments to Secretary@huntersgreen.org. The next regularly scheduled board meeting will be held May 5, 2020, at the Reston Association Conference Center, 12001 Sunrise Valley Drive, at 7:30 pm.

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