Herndon Community Association Coalition

Herndon Community Association Coalition Overview

• Purpose:   To exchange community ideas, information, and issues of mutual interest in order to support and strengthen and build community associations and to collaborate on solutions.  The HCAC is also a forum to learn about Town programs and initiatives and provide input.
  
  
• Composition:   The Coalition is composed of voting and non-voting members.  Voting members are comprised of (1) representative and one (1) alternate from each participating community association in the Town of Herndon.  Members are self-selected from each community and must agree to serve one (1) year terms.  A representative or alternate may serve multiple or consecutive terms if desired by the community association.  Non-voting members are representatives from a professional organization working on behalf of a member association.
  
  
• Meetings:   Meetings are held every two months on the first Thursday of the month, and are advertised and open to the public.
  
  
• Voting:   Each community association shall have one (1) vote on any matter for which the Coalition decides to vote upon.  An Alternate may cast the vote for a community in the absence of its Representative.  A voting member may give their proxy to another resident-owner of their community association.
  
  
• Attendance:   Regular attendance by the member Representatives or Alternates is expected.  Attendance by both a Representative and an Alternate is encouraged.  Two unexcused absences by a member community association or apartment community will result in a warning letter to that community association. Three consecutive absences means the member is no longer in good standing and must submit a new Letter of Intent and resume attendance to be reinstated.
  
  
• Role of Representative/Alternate:   A Representative must strive to objectively speak for the broader community he or she represents, rather than their own viewpoint on matters.  This means that the Representative must regularly consult with its community's Board of Directors, management agent, owner, and residents to the full extent possible. Representatives must likewise keep their community informed of the activities of the Coalition.  Thus, information, ideas and concerns should pass freely and objectively between the Coalition and the communities it represents.
  
  
• Staffing and Technical Assistance:   The Town's Director of Neighborhood Resources facilitates the work of the Coalition and prepares meeting agendas with the input of Coalition officers.  The Neighborhood Resources office will mail meeting notices and advertise meetings.  Other Town operations will provide technical assistance to the Coalition, including the Departments of Community Development, Police and Public Works.
  
  
• Special Meetings:   From time to time the HCAC has held special meetings on topics of particular interest to members.  These meetings are sometimes advertised and open to the general public.  Topics have included the following:  revising the Town’s refuse and recycling ordinance; updating and amending homeowner association documents;  enforcing homeowner association documents; excessive occupancy issues; reviewing and providing feedback on changes to the Town’s Zoning Ordinance as it relates to definition of family and excessive occupancy; joint meeting with the Crime Prevention Council and presentations on Neighborhood Watch Program.