We’ve compiled some of the most Frequently Asked Questions about the Oakton Mill Estates neighborhood and its homeowners’ association. If you can’t find the information you need, please contact a member of our homeowners’ association Board of Directors.

What is a homeowners’ association?

It is a non-profit corporation registered with the State of Virginia and managed by an elected Board of Directors. Its purpose is to maintain the neighborhood’s common areas and to govern the community following the provision of the legal documents that were established when Oakton Mill Estates was first developed. The Declaration found on the Documents page explains this in greater detail.

What is the Board’s role?

The homeowners’ association is a corporation and therefore, a governing body is required to oversee its business. The Board of Directors is elected by homeowners, or as otherwise specified in the bylaws. The limitations and restrictions of the powers of the Board of Directors are outlined in the association governing documents found on the Documents page of this site.

What are the Bylaws?

The Bylaws are the guidelines for the operation of the non-profit organization. The Bylaws define the duties of the officers of the Board of Directors, the terms of the Directors, membership voting rights, required meetings and notices of meetings, the principal office of the association, and other specific items that are necessary to run the association. The Bylaws for the association may be viewed on the Documents page of this site.

How often does the Board meet?

The Board meets four (4) times per year and conducts an annual meeting.

Are the Board Meetings open to all residents?

Yes. Notice of the time and place of the annual meeting is provided via email and posted on printed signs at the entrance of the neighborhood. A schedule of the meetings for the year is provided during the annual meeting (and in the published meeting minutes) and updated via email if the schedule changes during the year.

How much are the association assessments and what do they cover?

Annual dues assessment is established each year at the first board meeting following the annual meeting. The current assessment is $125 per year. The funds pay for OMEHA operation and maintenance expenses with surplus funds held in the reserve to address emergency or extraordinary costs.

How do I pay my annual assessment?

An invoice is sent to each homeowner annually. Send dues payments via check and U.S. postal mail to: Board Treasurer, Oakton Mill Estates Homeowners’ Association, P.O. Box 3164, Oakton, VA 22124.

What if I can’t pay my assessment?

Maintenance and upkeep of the community are dependent upon the timely receipt of the assessment dues from each homeowner. Late payments will result in a communication from the Treasurer to include written and email notifications.

If I want to make changes or improvements to the outside of my residence, what process do I need to follow?

The association has a dedicated committee that manages the architectural review process. Residents considering an external house improvement should first check the HOA covenants (specifically Article VII-Restrictive Covenants). If the improvement is listed, residents then complete the Architectural Review Form. Once the form is completed, the homeowner then submits the form and any applicable, related documentation to the Architectural Committee Chair to request a formal review.

How can I get involved?

The Board of Directors and committees are always eager to welcome new members. It’s a great way to meet your neighbors, contribute new ideas, and have a voice. Contact a Board Member to ask how!

Who do I contact if I need an HOA packet?

The association’s Treasurer, Rob Hallbach, manages HOA packets. He can be reached at rob@hallbach.com.