Boards & Committees

Monthly Meetings

The Wexford Board of Trustees meets at 7:00 P.M. on the third Thursday of each month at:

Key Advantage Community Management
16150 Country Club Drive, Suite 200
Montclair, VA 22025

**Due to COVID-19 Restrictions the monthly meetings of the Board of Trustees are being held virtually using Cisco WebEx. All those desiring to attend by Computer, Smart Phone or Phone must register to attend and either use a link provided or dial a number and passcode.

* Please note that all meetings of the Board of Trustees may be recorded in order to retain an accurate account of the meeting. These recordings are used as a reference to write the minutes of each meeting.

I. Composition

The affairs of the Conservancy are managed by a Board of up to seven (7) Trustees, elected by the Members of the Conservancy as outlined within the Bylaws.

II. Duties

Without limiting the generality of its powers, it shall be the duty of the Board to:

(a) exercise its powers in accordance with the Governing Documents;

(b) cause to be kept a complete record of all its corporate affairs, including the Book of Resolutions, make such records available for inspection by any Member, his agent, or Institutional Lender who has an interest in the Properties; and present an annual statement thereof to the Members and requesting First Mortgagees;

(c) adopt and follow procedures for adoption and publication of Board resolutions to be included in the Book of Resolutions, including the provision for hearing and notice to Members for resolutions on rules, and annual budget and other matters affecting the rights of Members;

(d) adopt and publish rules and regulations, including fees, if any, governing the use of the Common Area and facilities and the personal conduct of the Members and their guests thereon, and include these in the Book of Resolutions;

(e) establish architectural standards for the Properties in accordance with the procedures specified in the Book of Resolutions;

(f) supervise all officers, agents, and employees of the Conservancy and see that their duties are properly performed;

(g) designate depositories for Conservancy funds, designate those officers, agents and/or employees who shall have authority to withdraw funds from such accounts on behalf of the Conservancy, and cause such persons to be bonded, as it may deem appropriate;

(h) send written notice of each assessment to every owner subject thereto in advance of the due date of the annual assessment or first installment thereof;

(i) appoint the committees prescribed in the bylaws and such other committees the Board deems necessary or helpful; and

(j) exercise their powers and duties in good faith, with a view to the interests of the Conservancy and to this end adopt appropriate guidelines for action on matters where a potential conflict of interest may exist.

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I. Composition

The Wexford Board of Trustees has appointed Scott Melice as the Chair Person of the Architectural Review Board. Additional members remain contingent upon qualified Association Members volunteering and being appointed. In the interim, Jon Williams, Jerrie Williams, and Tracy Booze will fulfill necessary ARB responsibilities.

The Architectural Review Board shall consist of three or more members appointed by the Board of Trustees until there are 100 Class A Members.

Thereafter, until the Developer’s rights as Developer cease the Architectural Review Board shall be composed of:

(a) A New Construction Panel, composed of three members appointed by the Developer; and

(b) A Modification and Change Panel, composed of three Members, appointed by the Board of Trustees. When the Developer’s rights as Developer cease, the Architectural Review Board shall consist of three or more persons who shall be appointed by the Board of Trustees as provided in the Bylaws.

II. Powers and Duties

The Architectural Review Board shall regulate the external design, appearance, and location of the Properties and improvements thereon in such a manner so as to preserve and enhance values and to maintain a harmonious relationship among structures and the natural vegetation and topography. In furtherance thereof, the Board shall:

(a) Review and approve, modify, or disapprove written applications of Owners and of the Conservancy, for improvements or additions to Lots, Living Units, or Common Areas. Notice of any disapprovals of applications shall be by Registered Notice. Approvals shall be sent by regular mail. In this regard, during the period the Board is composed of the panels described above, the New Construction Panel shall act with respect to initial improvements to the Common Areas and Lots; the Modification and Change Panel shall act with respect to modification and changes to all the Common Area and Lots, including improvements thereon; and

(b) In accordance with the Bylaws and Book of Resolutions, monitor Lots for compliance with Architectural standards and approved plans for alteration; and

(c) Adopt Architectural standards subject to the confirmation of the Board of Trustees; and

(d) Adopt procedures for the exercise of its duties and enter them in the Book of Resolutions.

III. Failure to Act

In the event the Architectural Review Board fails to approve, modify, or disapprove, in writing, a correctly filed application within forty five (45) days, approval will be deemed granted. Total or partial disapproval will include the reasons for such disapproval.

IV. Appeal

An applicant may appeal an adverse decision of the Modification and Change Panel to the Board of Trustees, which may reverse or modify such decision.

V. Other Controls

Approval by the Architectural Review Board shall not relieve an applicant of assuring compliance with governmental rules or other relevant controls.

VI. ARB Activity

The Board members may utilize staff and other assistance in inspecting the Properties and maintaining its records.

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NOTE: Should the Architectural Review Board or Board of Trustees fail to approve, modify or disapprove, within forty-five (45) days any request for whatever reason the owner or applicant is still obligated to follow and abide by and comply with all Federal, State, County, and Wexford’s Governing Documents to include the Architectural Guidelines. The Wexford Conservancy Declaration of CC&Rs Article III Section 4, paragraph (e) addresses this:

“(e) Other Controls. Approval by the Architectural Review Board shall not relieve an applicant of assuring compliance with governmental rules or other relevant controls.”

This delay or oversight in no way permits the owner to make any exterior modification to their home or yard that they know or should know would be a violation. The owner will still be held accountable and all remedies available to the HOA established to enable correction of the modification may still be used.

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Relevant Docs

> Mission Statement

> Architectural Guidelines – Policy Resolution 2014-02 Exibit A – Current

Wexford’s Governing Documents indicate that any and all changes made to the exterior of all homes and yards must be requested and approved.  The Architectural Guidelines cannot be written cover every single specific subject on what is and is not an acceptable addition, change, or modification to either a structure or yard. When plans were submitted for the development of the community known as Wexford the builder established the unwritten minimum standards for the community.  All homeowners are expected to observe and follow these minimum standards and those more specifically identified in the Architectural Guidelines.

Useful Prince William County Links

> Building Permits and Construction

> Do I need a Permit?

> Building Development – Customer Handouts

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Authority to Create and Appoint Committees: Article VI Section 8. (i) of Wexford’s Bylaws grants the Board of Trustees the power to appoint the committees deemed necessary or helpful.

The Parking Committee has been established by the Board of Trustees to help identify possible solutions to parking issues, help maintain common area used for parking, and enforce Wexford’s Parking Rules.

Chair: Jerrie Williams
Member: Jason Salley

> Email the Parking Committee here

> View the Parking Committee Charter

Authority to Create and Appoint Committees: Article VI Section 8. (i) of Wexford’s Bylaws grants the Board of Trustees the power to appoint the committees deemed necessary or helpful.

The Election Committee is appointed to oversee the election process for the Annual Meeting as described in the Bylaws. In the event that no one steps forward and volunteers for the Elections Committee, the Board of Trustees will fill each position with as many Board members as are available (to include the Chair person). If members of the community have no interest in serving on the Committee, those on the Board of Trustees have no choice but to do so (even if the Bylaws say otherwise).

Chair: To be filled by 16 January, 2020
Member: To be filled by 16 January, 2020
Member: To be filled by 16 January, 2020
Member: To be filled by 16 January, 2020
Member: To be filled by 16 January, 2020

View the current Election Committee Procedures