2026 Hunters Creek Homes Association Annual Meeting
Your Community. Your Voice. Your Vote.
The Hunters Creek Homes Association invites all homeowners to participate in our 2026 Annual Meeting and vote on two important proposed amendments to the Association's Bylaws.
These amendments address how our Association funds its operating expenses, maintains community property, and prepares for future financial obligations.
Whether you support or oppose the proposed changes, your participation matters. You do not need to attend the meeting to cast your vote.
VOTE ONLINE NOW
CLICK HERE TO SUBMIT YOUR 2026 ANNUAL MEETING BALLOT
The online ballot allows homeowners to:
Vote to approve or disapprove each proposed bylaw amendment.
Review the full amendment language and background information.
Submit an optional nomination for the Board of Directors.
Electronically sign and submit their ballot without printing or mailing paperwork.
Each property is entitled to one vote on each amendment, regardless of the number of owners.
Why Are We Proposing These Changes?
Hunters Creek was established more than 50 years ago. Some of our governing documents still contain financial provisions written decades ago, when the community and its operating requirements were very different.
The existing bylaws restrict certain assessment increases through a Consumer Price Index formula and require additional homeowner approval for some funding decisions.
However, the actual costs of operating our community, including insurance, trash collection, snow removal, maintenance, repairs, contractual obligations, and reserve funding, do not necessarily increase at the same rate as inflation.
At the recommendation of Association legal counsel, the Board is proposing two amendments intended to establish a clearer, more practical framework for meeting these responsibilities.
The objective is to maintain the Association's financial stability, meet its obligations, protect community assets, and responsibly plan for future expenses.
Amendment One: Annual Assessments
This amendment would allow the Board to establish annual assessments based on the Association's adopted operating budget and actual financial requirements, rather than relying on the existing assessment formula.
The Board would consider the Association's financial position and reserve study. The amendment also permits an operating contingency of up to 5% of documented operating and reserve funding requirements.
What this means: The Board would have greater authority to adjust annual assessments to meet legitimate Association expenses without requiring a separate membership vote for increases covered by the new provisions.
Approving this amendment does not itself establish a new assessment amount.
Amendment Two: Special Assessments
Special assessments are charges outside the normal annual assessment that may be needed for extraordinary repairs, unexpected expenses, emergencies, reserve deficiencies, or other necessary Association obligations.
The proposed amendment would expand the Board's express authority to levy special assessments when necessary.
It would also provide a process for homeowners to vote to reduce or rescind a special assessment at a properly convened membership meeting within 60 days of notice.
What this means: The Association would have greater flexibility to address significant financial needs, while homeowners would retain a defined process to challenge a special assessment.
What Happens if These Amendments Do Not Pass?
The existing bylaw provisions would remain in place.
The Association would still be responsible for maintaining common property, providing required services, honoring contracts, maintaining appropriate insurance, and fulfilling its financial and legal obligations.
Depending on the circumstances, the Board could need to obtain additional homeowner approvals, rely on authority already available under Virginia law, adjust expenditures, or postpone projects that can legally be deferred.
Failure to approve these amendments does not automatically mean assessments cannot increase or that the Association will become insolvent.
The purpose of these proposals is to provide a more predictable and financially responsible framework for managing the community.
These are significant changes to the Board's assessment authority. We encourage every homeowner to review the complete language and vote according to their judgment.
Why Voting Is So Important: Understanding Quorum
One of the biggest challenges homeowners associations face is obtaining enough participation to conduct official business.
Our bylaws require a minimum percentage of homeowners to be represented before most official membership business can be conducted. This is called a quorum.
Under our amended bylaws, the general annual-meeting quorum is 10% of eligible voting interests, although certain actions may have different requirements.
In simple terms, we need enough homeowners to participate for the meeting to conduct official business.
The good news: You do not have to attend in person to help establish quorum.
A properly submitted, valid absentee ballot or proxy can count toward quorum under Virginia law.
Even if you vote against both proposed amendments, your participation is valuable. Quorum is about participation, not whether you agree with the Board.
What Happens if We Don't Reach Quorum?
Without sufficient participation, the Association may be unable to conduct certain official business.
This can result in:
Having to adjourn and reconvene the meeting.
Additional administrative work and mailing expenses.
Delays in decisions requiring membership action.
Additional demands on volunteer Board members and management.
Please don't assume someone else will participate. Every eligible Lot represented helps.
Can't Attend the Annual Meeting? Here's What to Do.
Option 1: Vote Online
The easiest way to participate is to complete the online absentee ballot.
The ballot includes both proposed amendments, detailed explanations, and electronic owner certification.
A valid absentee ballot counts toward quorum. You do not need to attend the meeting after submitting one.
Option 2: Submit a Proxy
If you cannot attend, you may also designate another person to represent you through a proxy.
A proxy is written authorization permitting another person to represent your Lot and vote within the authority you provide.
Proxies are particularly helpful when homeowners cannot participate personally but want representation on matters addressed at the meeting.
Please use the official proxy form distributed with the Annual Meeting materials or contact the management company for instructions.
A proxy and an absentee ballot are not two separate quorum credits. Only one voting interest per Lot may be counted.
Option 3: Attend the Meeting
We encourage homeowners to attend, hear Association updates, ask questions, and participate in discussions about the future of Hunters Creek.
Homeowners will be able to attend using the meeting arrangements announced in the official notice.
Annual Meeting Information
Meeting date: To be announced
Meeting time: To be announced
In-person location: To be announced
Virtual meeting link: To be posted once confirmed
Homeowners will be able to find the meeting details and virtual joining instructions on this page.
Please note: The online ballot link is for voting. It is not the virtual meeting attendance link.
Board of Directors: Nominations Welcome
The Association is seeking homeowners and other eligible individuals interested in serving on the Board of Directors.
No candidates had been announced when the ballot was prepared.
Homeowners may nominate themselves or suggest another candidate using the optional nomination section of the online ballot.
Nominations may also be made from the floor during the Annual Meeting, as provided in Article VII of the Association's Bylaws.
The Association will confirm prospective candidates' willingness and eligibility to serve.
Any actual director election will be conducted separately using a secret ballot in accordance with the Bylaws.
Serving on the Board is an opportunity to help shape the direction of our community and contribute to its long-term success.
Frequently Asked Questions
Do I have to attend the Annual Meeting to vote?
No. You may submit a valid absentee ballot even if you cannot attend.
Does voting online count toward quorum?
Yes. A valid, verified absentee ballot can count toward quorum under Virginia law.
What if I vote against both amendments?
Your participation still counts. Homeowners are encouraged to vote according to their own judgment.
Can my spouse and I each cast a vote?
No. Each Lot is entitled to one vote on each amendment, regardless of how many people own the property. Co-owners should coordinate their submission.
Will approving these amendments automatically increase my HOA assessments?
No. Approval would change the Board's authority to establish assessments, but would not itself impose a new assessment amount.
Can I vote using a paper ballot?
Yes. A paper ballot is available through the Annual Meeting mailing or the Association's management company.
Can I submit a write-in candidate for the Board?
Yes. The online form includes an optional nomination section. Nominations can also be made at the meeting. The nomination is not itself an election vote.
What if I've already submitted a ballot?
Please do not submit another ballot for the same property. Contact the management company if you need assistance with a previously submitted ballot.
Please Take a Few Minutes to Participate
Hunters Creek belongs to all of us.
The decisions we make today affect how our community is maintained, how our financial obligations are managed, and how we prepare for the years ahead.
You do not need to attend the meeting, volunteer for the Board, or agree with the proposed changes to make your voice heard.
We simply ask that you participate.
Your vote helps ensure that the Association can conduct its business and that homeowners have a meaningful voice in decisions affecting their community.
Hunters Creek Homes Association Board of Directors
Herndon, Virginia