Dominion Station

Townhouse Homeowners Association

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Dominion Station Master Tree Plan

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Welcome to the future home of Dominion Station's Master Tree Plan. In the short future this page will be updated to provide the Master Tree Plan alongside guidelines, and recommendations for home landscape, in an easily digestible fashion.

 

In the mean time, the full version of the Master Tree Plan is available for viewing and download in PDF format.

 

Due Process in Enforcement

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Article 4, Section 4.1 of the Bylaws for Dominion Station Homeowners Association, Inc. states that the business affairs of the Dominion Station Homeowners Association, Inc. shall be managed by the Board of Directors.

For the benefit and protection of the Association and of its Members, the Board adopted Policy Resolution No. 05-04-02 to establish a procedure to ensure due process in cases involving compliance by a Member or resident of a subdivision with provisions of the Declaration, Bylaws and Resolutions and Regulations of the Association.

Procedure

Initial Action to Secure Compliance. If any Member believes that a violation of the Regulations exists, such Member shall first informally request that the Member causing or allowing such alleged violations to occur, cease or correct any act or omission which appears to be in violation of the Regulations. Such informal request shall be made before the formal process is initiated and shall be a condition precedent to the initiation of the formal enforcement procedures set forth below. If the informal request does not result in the correction of the act or omission which appears to be in violation of the Regulations, a written complaint setting forth in detail the specifics of the alleged violation, including the underlying facts of the alleged violation, the dates of the alleged violation and the specific provisions of the Regulations that are alleged to have been violated, may be filed with the Board.

Preliminary Investigation. Upon receipt of a written complaint alleging a violation of the Regulations, the Board may request the Managing Agent, if any, or a member of the Board to make a preliminary investigation as to the validity of the complaint and promptly report the findings to the members of the Board. The Board shall receive the report concerning the alleged violation and determine, in the sole and absolute discretion of the Board, the appropriate disposition of the matter. The Board shall, within a reasonable time after making its decision regarding an alleged violation of the Regulations, advise the Member filing the written complaint of the Board's intended course of action concerning such alleged violation.

Request for Abatement or Corrective Action by the Board. In the event that the Board determines that there is reason to believe that a violation of the Regulations has occurred and determines that corrective action is necessary, the Board shall comply with the following procedures:

  1. Written Request. A written request (the "Notice of Violation") shall be prepared and sent by the Board, or any designated agent of the Association, to the Member alleged to have caused or allowed the occurrence of the violation of the Regulations. The Notice of Violation shall set forth
    1. the facts of the alleged violation and the specific provision of the Regulations alleged to have been violated;
    2. the action to be ceased or the action required by the Board to be taken to correct the violation; and
    3. a time period, not less than 10 days after the mailing of the written request, during which the violation may be abated without sanctions or a statement that any further violations of the same provision may result in the imposition of sanctions after notice and hearing.
  2. The Notice of Violation shall be mailed to the Member alleged to have caused or allowed the occurrence of the violation of the Regulations at the address on file with the Board, and to the resident of the property, if not the Member.
  3. A copy of the Notice of Violation shall be filed in the Association's records.

Failure to Comply with Request. If the Member to whom a Notice of Violation has been sent does not cease and desist from causing or allowing the violation to occur fails to take the actions requested by the Board to cure the alleged violation, then the Board shall, if the Board determines that further action is necessary, comply with the following procedures in accordance with Article 12, Section 12.1(i), (1,2):

  1. The Board shall serve a notice ("Notice of Hearing") on the Member (the "Respondent") alleged to have caused or allowed the occurrence of the violation set forth in the Notice of Violation. The Notice of Hearing shall advise the Respondent
    1. that the Board believes that the Respondent has caused or allowed a violation of the Regulations to occur, as set forth in the Notice of Violation,
    2. of the nature of the sanctions that may be imposed on the Respondent by the Board as a result of the alleged violation,
    3. that the Board will hold a hearing concerning the alleged violation,
    4. that the Respondent has the right to be present at such hearing and may be represented by counsel if the Respondent so desires,
    5. that the Respondent shall be entitled to deny the allegations set forth in the Notice of Violation and present such evidence and witnesses to support there, and
    6. of the date, time and place for such hearing.
  2. The Notice of Hearing shall be served on the Respondent not less than 14 days prior to the date of the hearing. Service of the Notice of Hearing shall be made by had delivery or by first class United states certified mail, return receipt requested, to the Respondent at the address or addresses to which notices of meeting of the Association are to be delivered, and, in the case of Respondents who are not residents, to the property address as well. Service by mailing shall be deemed effective 3 days after such mailing in a regular depository of the United States mail, first class postage prepaid. No order adversely affecting the rights of the Respondent may be made in any case unless the Respondent has been served as provided herein.
  3. If the Respondent promptly advises the Board that they cannot, for good cause shown, attend the hearing on the set date and indicates times and dates on which they would be available, the Board shall reset the time and date of hearing and promptly deliver notice of the new hearing date to the Respondent by regular mail.

Hearing. The hearing shall be conducted in closed Session by the Board and shall afford the Respondent an opportunity to present a defense against the alleged violation of the Regulations. The following procedure shall apply to the hearing:

  1. Proof of service of the Notice of Hearing shall be placed in the minutes of the meeting. Such proof shall be deemed adequate if the date and manner of delivery is entered by the party who caused service of such notice to be made on the Respondent. Services of Notice of Hearing shall be deemed by the Respondent if the Respondent appears at the meeting for any purpose other than to contest the proper service of the Notice of Hearing. The minutes of the meeting shall contain a written statement of the results of the hearing and the sanction, if any, imposed.
  2. Prior to the hearing, the Respondent may challenge any member of the Board for bias or other good cause shown as to why the member of the Board should not take part in the hearing. Any such challenge shall be made not less than 7 days prior to the hearing. In the event of such a challenge, the Board shall meet prior to the hearing to determine the sufficiency of the challenge. If the Board sustains the challenge, the President may at that time excuse that member from the formal procedure. All decisions of the Board in this regard shall be final.
  3. At the commencement of the hearing, the Board shall select a person to service as hearing officer and preside over the hearing. Such hearing officer need not be a Member of the Board. At the beginning of the hearing, the hearing officer shall explain the rules and procedures by which the hearing is to be conducted. The Board may determine the manner in which the hearing will be conducted, so long as the rights set forth in this section are protected. The hearing need not be conducted according to technical rules relating to evidence and witnesses. Generally, any relevant evidence shall be admitted if it is the sort of evidence on which responsible persons are accustomed to rely in the conduct of serious affairs, regardless of the existence of any common law or statutory rule which might make improper the admission of such evidence over objection in civil actions.
  4. The Respondent shall have the right to do the following, but may waive any or all of these rights:
    1. make an opening statement;
    2. introduce evidence, testimony, and witnesses;
    3. cross-examine opposing witnesses by directing questions to the hearing officer;
    4. rebut evidence and testimony; and
    5. make a closing statement.
  5. After the testimony and evidence has been presented to the Board, the Board shall vote upon the matter. Agreement of a majority of those voting shall be required for a decision. The decision shall be made promptly after the hearing. The Board shall prepare written findings of fact within 10 days after the hearing. A copy of the findings and decision shall be mailed by regular mail to the Respondent. A summary of the decision, excluding names of persons involved and addressing only the issue and the Board decision shall be included in the Board Minutes.

Sanctions. The sanctions which may be imposed by the Board include, but are not limited to, assessment of special charges not to exceeds $10.00 per day for a continuing offense or $50.00 per single offense. Such special charges, if not promptly paid, shall constitute a lien on the owner's lot and may be subjected to collection as set forth in the Declaration and Bylaws of the Association.

Interpretation

Policy Resolution No. 05-04-02 is intended to serve as a protection to Members to ensure that their rights are protected and to serve as a guideline for the Board as it carries out its duties to enforce the Regulations. The Board may determine the specific manner in which the provisions of this Resolution are to be implemented, provided that due process is afforded. Any inadvertent omission or failure to conduct any proceeding in the exact conformity with Resolution No. 05-04-02 shall not invalidate the results of such proceeding, so long as a prudent and reasonable attempt has been made to ensure due process according to the general steps set forth in Resolution No. 05-04-02.

Delegation to Committee

The Board may delegate the hearing and decision responsibility hereunder to a committee made up of other Members. Decisions of the committee may be appealed to the Board.

Legal Action

Notwithstanding any provision of Policy Resolution No. 05-04-02, the Association may initiate legal action at any time without following the procedure set forth therein if, in the judgment of the Board, the interest of the Association so require.

 

Lot Upkeep

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Rules regarding the upkeep of residential lots were established by Policy Resolution No. 2004-07-16.

Upkeep of Lots

  1. Owners are required to keep their Lots in a neat and orderly condition, in good repair and condition and in a clean, sanitary condition and shall perform, on a regular and routine basis Yard Maintenance which includes periodic lawn mowing, edge trimming, shrub pruning and maintenance, tree pruning and maintenance, basic weed and pest control as needed and as required to maintain yard, shrubs and trees.
  2. Owners shall mow grass, maintain tress, shrubs and lots in keeping and in compliance with good property maintenance standards as are generally accepted within the Dominion Station Community.
  3. Yard Maintenance shall occur on a regular, routine basis as needed. The Standard shall be when the grass exceeds the height of surrounding lots or exceeds the height recommended by the Association's professional land care specialist.
  4. Trees and shrubbery shall be trimmed and maintained to complement the Lot, and must be trimmed when they begin to or encroach upon the existing structures, or sidewalks and driveways, or when the shrubs and trees impede or impact the adjoining Lots.

Violations and Notice Procedures

  1. Owners in violation of the community Yard Maintenance standards will be provided with a four (4) day notice to bring their lot in compliance. The Notice of Violation shall be transmitted to the Owner by regular, first class mail or by letter posted on the door of the townhouse unit.
  2. Owners shall contact the Management Office regarding their compliance with the notice provided, and the community manager may grant, but is not required to grant, an extension of time to bring the Lot into compliance at her/his discretions.
  3. At the conclusion of the notice period, the Association shall have the right, without further notice, pursuant to Section 3.3 and Section 12.1(f) of the Declaration, to rectify the condition by taking remedial action as needed to have the violation corrected.
  4. Owner shall be issued a "Notice of Reimbursement" from the Association, requiring the Owner to pay to the Association those charges associated with the issuance of the notice of the violations, and the cost to remedy and cause the Lot to be brought into compliance with the Assoication's Yard Maintenance standards and or the Association's Governing Documents.
  5. The Notice of Reimbursement shall state that the payment must be remitted to the Association within Thirty (30) days. Failure to pay within the Thirty (30) days shall result in the addition of the charges assessed in the Notice or Reimbursement to the asessment account of the Owner, and such charges deemed an assessment.
  6. Multiple "Notice of Reimbursement" letters issued to an owner between the months of April and November shall result in additional sanctions for continued non compliance as set out in Policy Resolution No. 05-04-08, Assessment Collection Procedures.
  7. Non-receipt of any notice provided by the Association shall not be grounds for failure to correct the violations, or to pay the charges, assessment or reimbursed expenses incurred by the Association to elicit compliance with these Regulations.
 

Parking

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As parking in Dominion Station has become more difficult over the years the board, acting on the comments and concerns of the community, has enacted various regulations to help maintain equal access to spots among all residents and visitors. Residents are asked not only to follow the rules enacted, but also consider the needs of their neighbors when parking within the community.

 

Parking Guidelines

  • All owners will receive one visitor hang tang and one open space hang tag upon registration of their vehicles
  • Open spaces are parking spaces within the community with no marked designation (no lot number or visitor spots) and are for the use of registered resident vehicles
  • Visitor spaces are parking spaces within the community marked as "Visitor" and are for the use of visitors to the community
  • Residents should not park in visitor spots, and visitors should not park in open parking spots
  • Open parking and visitor hang tags are required between the hours of 12:00 AM and 7:00 AM. Vehicles parking in open or visitor spots without the appropriate hang tag are subject to towing
  • Unregistered vehicles in open spots are subject to towing
  • Residents parking personal vehicles in visitor spots are subject to towing
  • Visitor parking is limited to 72 hours, however a visiting vehicles can request a longer stay by notifying the Community Manager in advance via writing
  • Residents may not leave a personal vehicle in an open spot longer than 72 hours, storage of any vehicle is not permitted
  • No bus, trailer, freestanding camper, recreational vehicle, boat, mobile home, moped, motorized go-cart, ATV or other such contrivance may be kept, placed, stored, maintained, or operated upon any portion of the common area, parked, or stored in sight of the individual lots
  • Vehicles parked in designated drives ways that extend over the driveway apron, or which block the adjoining sidewalks, are subject to towing
  • All vehicles must display current registration and required permits to be kept upon the common area. Vehicles without current registration, permits, or inspection tags are subject to towing
  • No commercial vehicles under the laws of any states or any vehicle without commercial licenses but which has signs, decals, lettering, equipment racks, for hire vehicles, etc. are permitted to be parked on the property in either driveways, assigned spaces, or any HOA common area parking spaces at anytime with the exception of contractors performing work for a homeowner during normal business hours
  • Parking privileges are subject to suspension by the Board for violations of the Association rules and regulations, to include covenant violations and delinquency in excess of 60 days

 

Vehicle Registration

  • Owners should register their vehicles using this form
  • Tenants must include a copy of their lease in order to receive their hang tags
  • Completed forms may be sent to SFMC Inc. @ 12084 Cadet Ct, Manassas, VA 20109 or  This e-mail address is being protected from spambots. You need JavaScript enabled to view it
  • Lost or stolen tags should be reported to SFMC immediately
  • The replacement fee for tags is $25
  • Visitor vehicles do not need to be registered

 

Other Notes

  • The board does not maintain or police parking along Magnolia or Blossom. Concerns with vehicles on the street should be directed to the Loudoun County Sheriff's office at (703) 777-1021
  • Maintaining a balance between open and visitor spots has always been a delicate one. If you and your fellow neighbors feel the balance is off in your part of the community feel free to approach the board.
  • Residents who have had their, or one of their visitor's, vehicles towed and believe it was in error can petition the board for reimbursement by emailing SFMC
  • The parking lot adjacent to the community clubhouse is reserved for pool, tot lot, and clubhouse use only

 

History

  • On March 23, 2010, the Board of Directors adopted Policy Resolution No. 2010, and amended in October, 2011, to update the unrestricted visitor parking hours from 7am to midnight
  • In 2016, parking passes were reissued to the community, so each home receives 1 visitor hangtag, and 1 open hangtag.  Residents are now required to display the open hangtag to park in an open space.  Read more here.
 

Policy Resolutions

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The Board of Directors is responsible for adopting, amending, and/or repealing the rules and regulations that govern the use and enjoyment of the community property. Any rules or regulations that need to be adopted, amended or repealed, are done so through Policy Resolution.  All other rules are listed in the founding Declaration.

The following Policy Resolutions were passed by the Board of Directors.

 


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