[Admin]

Hi Neighbors, starting this topic for discussion of the board meeting that took place September 17, 2025. AI generated highlights and original audio clip are available on the Board Meeting Recaps post. This forum will also be embedded on the post.

• This topic was modified 2 months, 1 week ago by Admin.
• This topic was modified 2 months, 1 week ago by Admin.

[Megan Doody]

Hi Everyone!
I think first and foremost there needs to be a SECURE way to collect votes. Thoughts?

[Jason Foster]

Hey Megan, I think we already pay Chesapeake Bay Management for electronic voting but have never used it. By law and our covenants we could adopt a secure system at any time. I’ll see if I can dig out their contract from the CBM drive and add it to the database.

From Wilton:

Virginia state law expressly permits the use of electronic voting for homeowners associations, including elections and rule approvals, with specific safeguards for secret ballots. According to Virginia Code § 55.1-1832, unless the declaration prohibits it, votes, consents, or approvals required under the declaration, bylaws, or state law may be obtained electronically. The law mandates that a record of the electronic vote be created and maintained similarly to a traditional paper record.

If a vote is required by secret ballot, the electronic voting method must protect the identity of the voter. If it cannot guarantee voter anonymity, then an alternative voting method must be used.

Furthermore, the association’s board of directors must adopt guidelines governing electronic meetings and electronic voting to ensure authorized participation, transparency, and security. Those who cannot or prefer not to use electronic means must be provided with a reasonable alternative at the association’s expense.

These provisions align with The Coves at Wilton Creek’s governance practices and ensure compliance with Virginia statutory requirements.

For more details, you may review Virginia Code § 55.1-1832 here: https://law.lis.virginia.gov/vacode/title55.1/chapter18/section55.1-1832/ and The Coves’ governing documents at https://www.covesdockline.com/covenants-restrictions/ and https://www.covesdockline.com/bylaws/.

[Megan Doody]

Thank you! 🙂

 

[Megan Doody]

It is very concerning to me that the information being brought forth to our community by our board of directors is not transparent. Further, it seems that several feel they can lie on behalf of our community for their own interest. We need a board that will be transparent to us.

[Jason Foster]

This is a huge issue and a major reason I no longer trust the process under this Board.

At the July 2025 meeting, the Gardening Committee planned to present a resident survey that had been previewed to the Board for input. Instead of offering feedback, the President and Vice President rewrote the survey on their own, altering both its content and intent. When the committee’s representative refused to present a version they had not created, the Board allowed the official minutes to record that the member “declined to present” the survey — without explaining why.

That revision erased the truth: the committee didn’t back out; they refused to present something misrepresented as their work.
Then, at the September meeting, the director supporting this committee was subjected to open hostility — talked over, mocked, and scolded — simply for suggesting the committee be renamed to better reflect its role. The behavior of certain directors during that exchange was unprofessional and discouraging to anyone who wants to participate constructively in this community.

• This reply was modified 1 month, 3 weeks ago by Jason Foster.
• This reply was modified 1 month, 3 weeks ago by Admin.

[Mark Deutsch]

This is an excellent step toward greater transparency for our association, which I believe is of paramount importance for any HOA. I appreciate your comments Megan (and Jason) and agree that we should pursue secure electronic voting as an option. The easier we make the process for our fellow residents to participate, the better. Thanks.

[Carolyn Schott]

Thank you to all the comments posted on this discussion.  I fully support having secure electronic voting and I will bring this up at one of the first couple of meetings in the next board year unless Mark or Jason want to do so.  I am looking forward to working with both of them on the board and bringing about changes toward a community without controversy and one that becomes fully educated in the spirit and words of the documents.  I am looking forward to working with board members who support following the documents.

[Megan Doody]

I am concerned regarding the  email that was sent out to the community in what seems like a rebuttal toward Stan Murphys acquired information through FOIA. The information that was recorded during the association meeting is entirely different than that of what was being communicated to the county by our association president. Further, I found the email sent to be  very unprofessional in stating they are “setting the record straight.” In addition, I would also like to state that a board members name was left off of the email that was sent to the community. Am I correct in stating that this was likely done intentionally? Disgraceful. I was also advised recently that the president changes the minutes after the meetings and withholds the association secretary from doing her job.

[Carolyn Schott]

Megan, You are correct in thinking my name was left off the letter written by Katy, intentionally.  But that is okay because I would not have condoned that letter.  And, yes, every set of meeting minutes that I have submitted for review  to the board before the meeting during which they were to be approved were heavily re-written during the last 2 years by the president because she thought her version was better.  You are also correct regarding my job.  The documents state that the secretary should keep an accurate record of all members and their contact info.  I have been denied access to that information and performing that duty by Katy and CBM.  The documents also state that the secretary is responsible for process of the annual meeting, security of  proxies and the election process as a whole.   I did this when I was secretary about 10 years ago.  Katy  also refused to allow me the right to performing this duty. CBM did everything. Hopefully, we will have electronic voting by next year’s meeting.

Also of note, I had an emergency that took me home yesterday during the breakdown process after the meeting and returned within 10 minutes to find that “We held a short meeting.  I am president, Joey is Vice-President, Joyce is treasurer, Lynn is secretary.”  I was not told when or where this meeting would take place even though I am still on the board.

 

 

[James Knupp]

May I ask a question?  Having been involved in the board election processes a few times, I recall the vote by the board to determine the officers for the coming year normally happens closely after the vote as to who is on the board. Members and Previous members of the board are aware of this normality. It would be unusual for a board member to miss this event, especially if there was no notice to the others that there should be a delay.

I understand  there was concern that Carolyn was not present when the votes occurred this year. but in the end it made her presence made no difference. The votes were unanimous for those elected.

 

[Author]

Posts