Dominion Station

Townhouse Homeowners Association

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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.
 

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.

 

Community Center

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Complete rules and regulations for the Dominion Station Community Center were established by Policy Resolution No. 10-05. These rules are also found in the Community Center Rental Application, the form that applicants must fill out and have approved by the Board of Directors or its Managing Agents

More information about Community Center hours of availability, the reservation procedure, and security deposits and rental fees may be found in the Amenities section.

  1. The Dominion Station Community Center may be reserved by eligible individuals and organizations at any time the Center is not previously scheduled.
  2. Under no circumstances will chairs, tables or other furniture or equipment be removed from the premises or moved outside the building.
  3. SMOKING IS NOT PERMITTED INSIDE THE CLUBHOUSE. NO CIGARETTE BUTTS ARE TO BE DISPOSED OF IN THE POOL AREA.
  4. No admission fees may be charged for an event without advance written approval from the Board of Directors.
  5. Alcoholic beverages may not be sold directly or by the charge of an admission fee for a function at which alcoholic beverages will be served.
  6. Use and occupancy of the Community Center shall at all times be in compliance with the applicable County Fire Code. All decorations used in the Community Center must be flameproof. Nails, screws or adhesive tape are not permitted for hanging decorations. Under no circumstances will any group make any structural or electrical alterations in the Community Center except by written permission of the Association.
  7. The Association, its Board of Directors and Officers, Managing Agent, appointed Designees and Employees assume no responsibility for the personal property of the permit holder. The permit holder will remove all such property immediately following the termination of the time for which the facilities were reserved unless prior arrangements are made with the Association.
  8. The times indicated on the permit as to the duration of the reservation are firm. The group should be ready to leave the building with equipment and clean up done by the noted time or the entire security deposit will be forfeited to the Association.
  9. Events for minors (as defined by State Law) require adequate adult supervision. Chaperons are required at a ratio of one adult for every ten minors. Names, addresses, and telephone numbers of chaperons will be furnished to the Association when the permit is filed.
  10. The Association reserves the right to refuse or cancel permits for reasonable cause and further, to restrict private uses of the Community Room when, in the Boards opinion, private use is not in the best interest of the Association.
  11. It is understood that the Association guarantees the permit holder space. The Association will issue such cancellation notice as far in advance as possible, but reserves the right to make cancellation at any time in the case of extreme necessity (including acts of God) and the permit holder agrees that the Association, its Board of Directors and Officers, Managing Agents, appointed Designees and Employees shall not be liable for any loss resulting to the permit holder from such cancellation.
  12. If any of the specifics regarding this permit are altered in any way from the original statement of intent by the permit holder as shown on the permit, it is the responsibility of the permit holder to submit any change to the Association at least five (5) days in advance of the scheduled event. Any alterations must have the approval of the Association. In the event the permit holder gives no notice or no clearance is received from the Association when the modifications have been made, the permit holder will be held responsible.
  13. All groups will be billed for any damages and clean up incurred and further reservations will not be accepted until payment is rendered.
 

Assessment Collection

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Article 6, Section 6.1(c) of the Declaration for Dominion Station creates an assessment obligation for Owners.

The Board of Directors adopted Policy Resolution No. 05-10 to establish a uniform set of procedures for the collection of assessments and delinquent accounts.

Routine Collections

The annual assessment is due in full on January 1 or each fiscal year. The annual assessment for common expenses, trash collection and reserves are due and payable on the first of the year, and may be additionally billed and paid on a monthly basis. If the Lot owner elects not to pay the full assessment amount on January 1 of each fiscal year, then the assessment must be paid in Monthly Assessment Installments which shall be due and payable in advance on the first day of the months of each calendar month (hereinafter "Installment Due Date") as an accommodation made to the lot owners. All other assessments (i.e. Special Common Expense Assessment) shall be due as determined by the Board of Directors or as directed in the Association Documents.

All special assessments shall be due and payable by the date specified in a notice of special assessment, or on the first day of the next month which begins more than ten days after delivery or mailing to the Owner of notice of such special assessment. (Both dates hereinafter "Due Date").

All documents, correspondence, and notices relating to the charges shall be mailed to the address which appears on the books of the Association or to such other address as is designated in writing by an Owner. Notices of special assessment shall be sent by first class mail postage prepaid. Non Resident Owners shall furnish the Board of Directors with an address where mail will be promptly received by the Owner.

Non-receipt of notices shall in no way relieve the Owner of the obligations to pay the amount due by the Due Date.

Remedies for Non-Payment of Assessments

Any assessment, or installment thereof, not paid within 10 days after the Due Date shall accrue a late charge on the 11th day of each month in the amount of $25. A late fee and cost of collection fee shall only be imposed once for the same delinquent period.

A "Late Notice" shall be sent to Owners who have not paid assessments in full within thirty (30) days after the Due Date. The Late Notice shall advise the Owner that the following actions will be taken if the account is not brought current within thirty (30) days:

  1. the account will be accelerated;
  2. the account will be referred to the Association's legal counsel for collection;
  3. the Owner will be held liable for the legal fees and costs incurred in collection.

If a Unit Owner defaults in paying any sum assessed against his/her Lot, which continues for a period in excess of 30 days, the assessment shall bear interest from the due date at a rate of twelve percent (12%) per annum, which will be imposed on the principal amount unpaid from the date due until paid. The imposition of interest shall not preclude collection of a late charge. Additionally, the Board shall suspend the voting rights of such owner and use of the recreational and common facilities until the account is paid in full; provided that such period shall not exceed 60 days.

If a check is not honored, and is returned, and an assessment due and owing is not otherwise received in the applicable time period, the account shall be deemed late and the late fee and interest shall be added. In addition, a $25.00 return check charge and any bank service fees will be added to the account.

If payment in full of any assessment payable in installments including annual assessments, special assessments, late fees, and returned check charges and interest is not received by the Association or its appointed agent by the sixtieth (60th) day after the Due Date, the account will be accelerated for the balance of the annual assessment, and the account will be referred to an attorney for collection and a "Notice of Acceleration and Intent to File Lien" shall be mailed to the Owner at the address listed on the books of the Association, or other address as furnished by the Owner, via Certified Mail, return receipt requested, with all costs added to the delinquent Owner's account.

Interest shall be added at the time of the acceleration, and a memorandum of lien shall be filed by Counsel with the Loudoun County Circuit Court. The cost of filing the memorandum of lien will be added to the account.

Counsel for the Association shall take other appropriate legal action as requested by the Board of its managing agent, including but not limited to suit and foreclosure.

If the Association receives from any Owner, in any accounting year, two or more returned checks for payments of assessments, the Board may require all future payments to be made by certified check or money order for the remainder of the fiscal year. A $35.00 charge will be made for every returned check. Action may also be taken under Section 55-516, and Section 801.-27.1 et seq. of the Code of Virginia, at the discretion of the Board.

All costs incurred by the Association as a result of any violation of the Declaration, Bylaws, Rules and Regulations or Resolutions of the Association by an Owner, his family, employees, agents or licensees, shall be specifically assessed against such Owner. Such costs include, without limitation, legal or administrative expenses (regardless of whether suits or liens are filed) resulting from an Owner's failure to pay assessment when due or from any other default referred to in Policy Resolution No. 05-04-08.

The Board may grant a waiver of any provision herein upon petition in writing by an Owner alleging a personal hardship. Such relief granted an Owner shall be appropriately documented in the files with the name of the person or persons representing the Board granting the relief and the conditions of the relief. Waiver shall be made on a case-by-case basis upon review of particular circumstances. Further, waiver on one occasion shall not be deemed or construed as a waiver in any future instance o delinquency.

The Board hereby authorizes the managing agent to waive the imposition of interest and late fees on payments received by the managing agent 10 days after the Due Date only if, in the judgment of the managing agent, the delinquent Owner has owned the Lot for less than one month at the time of delinquency and the managing agent determines the delinquency was the result of a misunderstanding of the correct procedures relative to payment of the assessment. Further, such a waiver may be granted only once to any delinquent Owner.

Payments received from an Owner will be credited in the following order of priority:

  1. Charges for the attorney's fees and costs.
  2. Late Fees.
  3. All interest accrued.
  4. All other charges incurred by the Association as a result of any violation of the Declaration, Bylaws, Rules and Regulations or Resolutions, by an Owner, his family, employees, agents, or licensees.
  5. The assessment(s) due for each Lot, including special assessment due, as applicable.
 


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