Annual Meeting Information

Each year the By-Laws of the Henson Park Homeowners Association is required to hold an annual meeting on the last Tuesday in August.  You should receive an agenda for the annual meeting and a proxy through an email from HensonParkHOA@Gmail.com.  The August 2025 Annual Meeting video conference is scheduled for August 26th, 2024, at 7:30 PM.  If you cannot or do not want to attend the annual meeting video conference please see the Proxy Instructions, below.  

• If you are a co-owner of the property please coordinate your voting so that only one vote is submitted, as only one vote will be recorded.  

• If you are a property manager for the unit please ensure that the actual owner receives this meeting notice.  Only the legal owner of the property may submit a proxy to enable a property manager to vote.

Note: HOMEOWNERS WHO ARE IN ARREARS IN THEIR ASSESSMENTS ARE NOT ELIGIBLE TO VOTE DURING THE ANNUAL MEETING.

Summary of Accomplishments

The Board of Directors volunteer their time as a service to the Henson Park community.We do our best to address the needs of the Association. Some of those accomplishments are detailed below.

Retaining Walls

The Board of Directors has entered into an agreement to repair and replace certain retaining walls around the property.  These walls, commonly of wood, decay over time and must be tended to.  Because the Board has been careful to manage and budget for these predictable expenses we do not expect any special assessment for this project.  The exact date for the construction is not yet set, until Arlington County approves the plans for the replacements.  An announcement will be made once dates are firmed up.

Landscaping

The Board is working to ensure landscaping company is familiar with the layout of the property and area which need special attention.  Please reach out to any Board member if you see something you think the landscapers have missed.  

Most of the trees growing at Henson Park are thirty years old, or more.  Where they needed little care earlier in their lives, they need more attention now.  The Board uses two contractors for care of the trees, depending on the difficulty of the work.  We spend several thousand dollars per year, trimming, removing, replacing, and grooming the trees.

The Board encourages you to look at the trees and if you see anything of concern, let us know by sending an email or speaking to any Board member.  If there is a danger to you or your property, we encourage you to stay clear of the danger until the Board can take action.  If the tree is a danger to your car parking spot, mention that and the Board will allow you to use a visitor spot until the work is completed. 

Tax Preparation

The Board of Director and the Association are required by law to file taxes.  The Board has entered into an agreement with our management company, Clark Miller Simpson, for this service.

Updated Online Presence

To make it easier for a HOA owner to find information, the Board of Directors has updated our online presence.  You will find the web site at https://www.HensonParkHOA.com. The online materials include important documents commonly asked for, such as the parking rules and regulation, the architectural guidelines, and the form required before you make changes to the exterior of your property. Also included are transcriptions of historical documents such as the Articles of Incorporation and the By-Laws, both of which are the documents upon which the Association was founded and by which the Association is run.    

The Board of Directors is also committed to receiving messages from our owner through the email address at  HensonParkHOA@gmail.com. Please note that other sites, such as Yahoo and Facebook, are no longer used or monitored.  You should keep the HOA aware of your contact information, in particular your email address, so we may contact you, as needed.   

New for 2025 is the move to fully electronic forms, for items such as the Annual Meeting proxy forms.  Doing so reduces costs charged by our management company for the associated services, as well as postage and other office supplies.

New Property-Management Portal

The Board of Directors has entered into a contract for professional property management services with Clark Simson Miller (“CSM”). You may receive emails or bills from CSM, typically in regards to paying the quarterly assessments. CSM has an online presence, and you can now access information about your property by using their web portal. This portal can be found through the Henson Park web page (discussed above).

Agenda

The proposed agenda for the meeting is as follows:

• Call to Order 

• Introductions of the current Board members

• Establishment of a quorum and certification of proxies received by the Board Secretary

• Board adoption and approval of minutes from the 2024 Annual Meeting

• President’s Report summarizing the Board’s achievements

• Treasurer’s Report summarizing the financial condition of the HOA

• Nomination of candidates for the new Board of Directors, including any nomination from the floor 

• Election of new Board Members and counting of the votes by the Board Secretary 

• The results of the election will be announced by the Secretary

• Discussion and voting on proposals (if any) by the Board of Directors requiring a vote by HOA members

• Motions from the floor from HOA members and open forum for topics of general interest  

• Adjournment

Because of software limits the Annual Meeting will end after one hour.  if the entire agenda is not complete a second meeting at a later date will be scheduled.

Candidates for Election to the Board of Directors

The Board of Director has nominated the following slate of candidates:  

• Rosco Newsom  Mr. Newsom has been an owner since 2017.  Mr. Newsom is the current president of the HOA.

• Jeffrey Lloyd  Mr. Lloyd is a Contracts Manager for a major cloud-computer provider, supporting state and local government customers. Born and raised in Northern Virginia, Jeffrey and his wife have been owners at Henson Park since December 2020.  

• Adam Pannone Mr. Pannone and his wife have been owners since 2013. They hail from New York and Ohio originally. He has worked in the financial consulting business for the last 8 years and serves as a Lieutenant Colonel in the U. S. Army Reserves. Mr. Pannone is the current Treasurer for Henson Park.

• Geoffrey Israel  Mr. Israel has been an owner/investor since 2020.  Mr. Israel currently serves as a Henson Park Board member.

• William Scully  Mr. Scully is the current Secretary for the Board and has been an owner/occupant at Henson Park since 1993.

The current Board of Directors encourages all owners to support this slate of candidates.

Write-In Candidates

Owners may, individually or as a group, nominate one or more candidates to run for a seat on the Board of Directors.  You may choose to do so at the meeting itself, but as time is a factor, the Board recommends a write-in campaign by using the proxy form.    

Video Conference

For the 2025 the Annual Meeting the free video conference service will be provided by Google Meet.  Because of software limits the meeting will end after one hour.  If additional business requires another meeting the Board will schedule a second session at a later date.  The link to use to gain access to the Google Meet video conference is:  https://meet.google.com/ipg-rybx-yos  We recommend you connect early, to give yourself time to answer any prompts by your device required to use the video service.  The meeting itself will start at 7:30 PM promptly.

Software Requirements

Google Meet does not require additional software, but if you plan to connect using an Apple or Android phone you may wish to install the appropriate package from the Apple or Google Play store.  You may be prompted to allow Google Meet to use your video camera (optional, if your device has one), and your microphone (required, if you plan on speaking during the meeting).  

Tips for the Video Conference

• Please be aware that everyone attending the video conference can hear what you say, and can hear and see people in the background.  Select a quiet, secure location to attend the video meeting so that you can hear and be clearly heard, and nothing distracting is seen by your camera.    

• You may want to turn off your camera so no one can see you during the video conference.  You do not need a video camera to participate in the meeting.  

• You should mute your microphone if you are not speaking.  Remember to unmute yourself when you intend to speak.

• During parts of the meeting all attendees may be muted so that the members of the Board of Directors can present introductory remarks.  All attendees will be allowed to speak and ask questions during the video conference, so long as time permits.

• Although meeting minutes will be published after the Annual Meeting, the video conference will not be recorded by the Board of Directors.  

• Depending on how you gain access to the Internet data charges may apply.  You may use less data if you turn off your video camera.

• The video conference will be active at exactly 7:30 PM and the meeting will last no more than exactly 60 minutes.  Please attempt to connect to the meeting, using the link above, to test your equipment.  

Proxy Instructions

In conjunction with the Annual Meeting for the Henson Park Homeowners Association, owner(s) of the town homes in Henson Park are asked to vote for members for a new Board of Directors, to serve through the end of 2025 until a new Board is elected in August 2026.  Please exercise your vote in one of the following three methods:

1. You may attend the August 2025 Annual Meeting video conference on Tuesday, August 26, 2025.  Or,

2. Complete this proxy form to vote for new Board members without attending the meeting.  Or, 

3. You may appoint someone to vote on your behalf, by completing this proxy form.

Your proxy must be received before noon (Eastern time) on August 26th, 2025.  Regardless of the choice you make you may withdraw a proxy if you attend the Annual Meeting video conference and notify the Board that you wish to do so.  Even if you vote via proxy you can still attend the meeting.

Conclusion

Please email the Board of Directors if you would like to try a test video meeting or if you do not have access to a computer or a cell phone.