Board Announcements

In accordance with Article IV, Section 4.2 of the Bylaws, this letter serves as your official notice of the 2025 Annual Meeting for Highgate Owners Association.  

 

The Highgate Board of Directors are pleased to announce the 2025 Annual Meeting will be held at the date, time and place listed below.   

 

 

One purpose of the Annual Meeting is to vote on a special assessment for the community. There will be no elections for the Board of Directors and the number of Directors is being reduced to five (5) based on Article V, Section 5.2 of the Bylaws. At the Annual Meeting in 2027 three Board members will be up for election. Two of those members elected will serve three (3) year terms and one member will serve a two (2) year term to ensure the terms of Board members remains staggered.

 

In accordance with Article V, Section 4 of the Declaration of Covenants and Restrictions for Highgate Owners Association, the membership may approve a special assessment, applicable to that year and payable over not more than the next three (3) succeeding years, for the purpose of defraying, in whole or in part, the cost of any construction, reconstruction, repair, or replacement of a capital improvement upon the Common Area, including fixtures and personal property related thereto, or other specified purpose.  The special assessment must be approved by the affirmative vote of at least 2/3 of the Members who are present and voting at a meeting at which quorum is present.  The special assessment presented to the members is to cover the cost of repair and replacement of the waterproofing membrane and associated improvements located on Common Area Parcel E-1, which is commonly referred to as the area above the Kent’s garage.

 

The special assessment will be $16,800.00 per Lot and assessed against all Lots within the Association.  It will be due January 1, 2026, but may be payable in eight (8) equal and consecutive quarterly installments of $2,100.00, as set forth below:

 

January 1, 2026 - $2,100

April 1, 2026 - $2,100

July 1, 2026 - $2,100

October 1, 2026 - $2,100

January 1, 2027 - $2,100

April 1, 2027 - $2,100

July 1, 2027 - $2,100

October 1, 2027 - $2,100

 

However, if a Lot is sold prior to payment in full of the special assessment, the remaining balance will be collected at settlement.

 

Please note that if the special assessment is not approved by the membership, the Board is empowered under Section 55.1-1825 of the Virginia Property Owners Association Act to impose this assessment against the membership to pay for these necessary repairs and replacement. 

 

Information and a summary related to the reason for this special assessment can be accessed by clicking on the links below:

 

- PowerPoint Summary of Timeline and Waterproofing Project & Proposed Special Assessment

- 1505 & 1507 N Colonial Terrace Engineering Inspection & Evaluation Report

- 1501 & 1503 N Colonial Terrace Engineering Inspection & Evaluation Report

- Initial Bids & Summary Package for 1505 and 1507 N Colonial Terrace Waterproofing Membrane Replacement

- Revised Bid Form from KGS (Approved by the Board on September 30, 2025)

- 2025 Draft Reserve Study Expenditures Table (Pending Board approval - not the full study - but indicates proposed special assessment & reserve contributions for the foreseeable future)

 

This year the Board of Directors has added the option to vote electronically using a third-party representative, VOTE-HOA-NOW. Voting opens on Wednesday, October 22 and will close on Wednesday, November 12 at 5 p.m. If Management has your email address on file, you will receive an invitation to vote electronically. Each lot (home) will only be allowed one vote. The email will be sent to the primary email address on your FirstService Residential account. If there are multiple owners who receive emails from FirstService Residential, it is understandable that you may not be aware which email address is the primary one. If you want to confirm which email address will receive the email from VOTE-HOA-NOW, please contact Austin Figueroa, Portfolio Manager via email at austin.figueroa@fsresidential.com.

 

 

If you do not receive the email, you are still able to vote online. Please go to the website: https://highgate.ivotehoa.com/register and click “Contact Us” to get your code. If you are not able to vote electronically, please contact Austin Figueroa via email: austin.figueroa@fsresidential.com, so that alternative arrangements can be made.

 

1. Receive the email and click the link to go to the voting site
2. Register for the vote by entering your name, email, and creating a password
3. Make your choices on the ballot and submit

 

When your vote is complete, you will receive both an onscreen confirmation and an email that the vote has been recorded. 

 

It is very important that you take a moment to vote as this is your opportunity to vote regarding the special assessment and to establish a quorum, which is required for the Annual Meeting to proceed as planned. By casting your electronic vote, you will automatically be counted towards quorum, even if you do not attend the Annual Meeting. The presence of Members entitled to cast 25% of the votes in the Association is necessary to achieve quorum and hold the Annual Meeting. Your involvement and cooperation in helping to ensure the Association’s sound and effective management is appreciated. 

 

If you have any additional questions regarding the 2025 Annual Meeting, please contact your Portfolio Manager, Austin Figueroa at austin.figueroa@fsresidential.com (email) or (703) 520-8405 (office).