FAQ

Architectural Modification

How do I obtain approval to change my landscape or patio?

Landscape and exterior home modifications require an Architectural Modification Form be completed and submitted to the Managing Agent no later than 5:00 p.m. the Wednesday before the Modification Committee's scheduled Monday meeting. The committee reviews the request to make sure it complies with the requirements in the Potomac Green Community Association Design Guidelines and approves or disapproves the request. The committee's decision is transmitted to the homeowner, via a letter, sent by the PG Covenants Administrator. Click here to view or download a copy of the form. Check the Community Calendar or The Happenings to find the committee's next meeting date.

Communications and Points of Contact

How do I find out what the Potomac Green Board of Directors and standing committees do and manage?

The Board of Directors has its own webpage that identifies the members of the board, its mission, meetings schedule, minutes of meetings, governing documents, and parliamentary procedures. Each standing committee has its own web page. Similar to the board's webpage, the committee webpages identify their responsibilities, members of the committee, meetings schedule, meeting minutes, activities, and key management documents.

All residents are encouraged to attend board and committee meetings to obtain a sense of what is going-on in the Potomac Green community. All meeting dates are announced via email, the Community Calendar, and The Happenings.
How do I run for one of the PG Board of Directors position?

As the terms of the board members approach expiration, the PG Elections Committee will notify residents of an upcoming election to replace the outgoing members. The committee will post on their web page instructions for submitting their candidacy for a position. Election procedures questions can be sent to the committee via email.
How do I contact or communicate with the PG Board of Directors, standing committees, or the Managing Agent?

To contact or send an email to each member of the PG Board of Governors, click bod@potomacgreen.org.

To contact or send an email to a PG standing committee, click one of the below email addresses:

    Communications: communications@potomacgreen.org

   Elections: elections@potomacgreen.org

   Finance: finance@potomacgreen.org

   Infrastructure: infrastructure@potomacgreen.org

   Modifications: modifications@potomacgreen.org

   Social: social@potomacgreen.org

Strategic Planning: pgcasp@potomacgreen.org

To contact or send an email to the Managing Agent (Resident Services), click potomacgreen.org/contacts for a list of names, positions, phone numbers, and email addresses.
When is the Potomac Green Community Association's annual meeting held?

Typically the annual meeting is held the first Wednesday in November. The specific date and agenda will be sent in an email to all residents, posted on the Community Calendar, and announced in The Happenings.

Prior to the start of the annual meeting, a homeowners forum will be conducted for a period of 20 minutes. Based on the number of speakers, time limits will be announced prior to the start of the session.

During the meeting, board members may respond to a resident's comment or question, but there will not be any extended discussions that will detract from the approved agenda.
How do I find out what social events are scheduled at Potomac Green?

All social events are listed on the website's Community Calendar. The weekly Happenings email also lists upcoming events. Lastly, there will be flyers located in the flyer bins on the wall in the hallway leading to the ballroom.

Financial Management

What are assessments and how do they relate to the homeowners association's operating budget?

Regular assessments, often referred to as homeowners association dues, are the recurring periodic payments owners must pay to fund the operation of the association. The regular assessments must be sufficient to cover the operating budget of the association. As with the operating budget, governing documents allow the board to establish these dues without owner vote, although the Board encourages you to attend the Finance Committee’s budget briefing to the community in early October of each year, and to submit your comments for consideration.
What is a special assessment, and how is the amount and payment schedule established?

A special assessment is an assessment for an association expense that was under-budgeted or not budgeted. It can be made payable in a single installment or in multiple installments. In general, the board has the power to impose small special assessments and to determine the payment schedule; however, any proposed alteration, addition or improvement to the common area which would result in a charge to a dwelling unit of more than 10% of the annual base assessment must be approved by the affirmative vote of at least 2/3 of the votes cast by voting members who represent the dwelling units which would be assessed to pay the cost of the proposed alteration, addition or improvement.
What happens if an owner does not pay a regular or special assessment?

If an owner does not pay a regular or special assessment, he or she is subject to a variety of fees and penalties including liens and possible non-judicial foreclosure as determined by the board and the homeowners association lawyer.
Why must my homeowners' association assessment (dues) increase?

As the homeowners association's expenses increase additional revenue is required to offset those increases. It’s inevitable our assessments will increase to keep up with inflation or new budget requirements such as items newly identified in a reserve study update. The homeowners association board takes its fiduciary responsibility very seriously and will only increase the assessment when it is absolutely necessary.
What is a reserve study and a reserve funding plan?

A reserve study is a careful analysis of the future repair and replacement needs of the association based on the condition of the elements of the property we maintain, a projection of the remaining useful life of these elements and future cost to repair or replace them, and the amount of money we have in our reserve fund. A reserve funding plan is an agenda regarding collecting money from the owners through regular and/or special assessments to fund the reserve needs of the association. Virginia code requires each homeowners association to undertake a new reserve study, and make a new reserve funding plan, at least once every five years, but we tend to do this more frequently in Potomac Green.
How does the homeowners association invest its reserve funds?

PGPR-14, Investment of Community Funds, requires community funds and investments be FDIC-insured or guaranteed by the US Government, or be obligations of the Commonwealth of Virginia. The five main objectives are (1) safety of principal, (2) liquidity and accessibility, (3) minimize investment costs, (4) diversify to mitigate the effects of interest rate volatility upon reserve assets, and (5) seek the highest rate of return within these constraints.
How does a resident object to an impending purchase by the Potomac Green Board of Directors?

According to the homeowners association PGPR-08 Purchasing Policy, Section 2.2.b, homeowners must have an opportunity to comment on any new acquisition costing more than $5,000.00. Note: Purchases under $5,000.00 do not require homeowners comments nor procurement approval. There is a specific webpage titled Documents for Resident Review where these announcements are posted, and through which you may provide your comments. Homeowners are also encouraged to attend meetings of the committee that has oversight of the acquisition under consideration as well as the Finance Committee. Concerns and issues concerning the procurement action can also be addressed in an email to te Board of Directors at bod@potomacgreen.org.

General Information

Is a FirstService Residential Portal (FSRP) account required in order to submit an online Service Request?

No. Although every PGCA homeowner is encouraged to have a FSRP account in order to submit an online service request in those instances where a homeowner does not want to submit an online service request, he or she can go to the front desk at the Community Center and provide the essential information to generate a service request. Click here to create an FSRP account.
How do I join one of the Potomac Green standing committees?

The first step is to identify which committee will benefit the most from your skills and talents. The second step is to identify yourself to the Chairperson of the committee and tell he or she that you are interested in becoming a member of the committee. The third step is to attend two committee meetings. The final step is to submit a New Committee Member Application.
How do I volunteer my time and services?

Contact the Chairperson of a club, standing committee, or community sponsored event, i.e., Social Committee, Coffee Club, Sunshine Group, and Christmas Bazaar, and announce your desire to help or support an event or program. Another approach is to contact the Potomac Green Lifestyle Director.
How do I find a copy or a file of a Potomac Green Community Association Document?

There are two locations on the Potomac Green website that PGCA documents are stored. The first location is the Document Library and the second location is on the Potomac Green Board of Directors webpage titled Potomac Green Community Association Governing Documents, Board Resolutions, Covenants, Potomac Green Administrative Resolutions (PGARs) and Potomac Green Policy Resolutions (PGPRs), the Strategic Plan and additional Board Resources.

In the event the document you are seeking is not located in either location, contact the Resident Services Administrator at the front desk in the Community Center.
Where do I find a list of forms available for download?

A list of forms available for download are posted on the website. Printed forms are available on the carousel adjacent to the front desk in the Community Center.

If you do not see a form you require on the website or the carousel contact the Resident Services Administrator at the front desk.
How do I rent the Community Center's ballroom?

Residents of Potomac Green who are in good standing have the opportunity to rent the Ashburn, Charlottesville, and/or the Blacksburg Room(s) for personal events such as birthday parties, wedding receptions, and other communal gatherings.

If you are interested in renting the ballroom, a ballroom rental application must be completed and submitted to the Managing Agent for review and coordination and MUST be made at least 21 days in advance of the reservation date. Applications received after this deadline will not be approved.
Where do I find the Resident Concern Form on the new website?
The use of the Resident Concern Form has been discontinued online. Printed copies of the form are available at the community center front desk for residents wishing to submit a request in person.

If you would like to submit a request online, please use the Service Request form which can be completed on the FirstService Residential portal. When filling out the Service Request form be sure to include the following information:
1. Concern/Issue (Please be specific)
2. Action Requested (Please be specific as to what you would like the homeowners association to consider doing or not doing)
If you need assistance, please visit the Resident Services team at the Community Center front desk.

Irrigation

As a Potomac Green resident, am I obligated to run my lawn sprinklers?

Yes. The Community Wide Standard (PGPR-13) requires lawns and plants be regularly watered so as to not detract from the appearance of the dwelling unit. Our community home values would certainly suffer if we were to let our lawns and plants turn brown and die.
How do I get a broken or leaking irrigation tubing/pipe or broken sprinkler head in my lawn repaired?

The homeowner should immediately turn-off the sprinkler system by using the system's shutoff valve--the valve should be located adjacent to the main water shutoff valve and be clearly marked (with a tag). Do Not Turnoff the main water shutoff valve for your home. Next, contact KT Irrigation at 703-479-2638 and report the problem.
When does the Spring start-up of irrigation systems begin?
Spring start-up is performed by the current Potomac Green irrigation contractor (KT Irrigation) during the months of March, April, and May. The specific dates are determined by the contractor working in concert with the Managing Agent. Specific start-up tasks to be performed by the contractor include:
- Install the backflow device
- Pressurize the irrigation system
- Check the system for leaks and make necessary repairs
- Perform head operation and adjustments
- Set the controller schedule.
It is imperative that when KT Irrigation assigns the specific date and time for start-up for each residence that the homeowner is present because the backflow device must be given by the homeowner to the technician, and the water for the irrigation system must be turned-on (the shut-off valve is located in the home).

If the designated start-up date and time conflicts with a homeowner's prior engagement, it is incumbent upon the homeowner to contact KT Irrigation at 703-479-2638 and make another appointment.
How do I get my irrigation system winterized?

The Managing Agent will email each homeowner and post an announcement in The Management Update identifying the start and end dates winterization will occur. KT Irrigation will email each homeowner with the date and time their technicians will be on their street winterizing home irrigation systems. It is essential the homeowner is present during the specified timeframe because the water for the system must be turned-off and the shut-off valve is located in the home. The winterization process consists of all water in the pipes and tubing being blown out through the sprinkler heads using an air compressor, and the backflow device being removed and given to the homeowner for winter storage.

In the event the homeowner cannot be present on the scheduled date, he or she should contact KT Irrigation at 703-479-2638 and request another date and time. Failure to winterize the system could result in water in the pipes, tubing, and backflow device freezing and breaking.
What is the device that is attached to my gutter and has a wire that goes down my downspout and into my garage near my sprinkler control box?

That device is a sensor that prevents your sprinkler system from turning on when it is raining. The sensor is also capable of shutting down the sprinkler system if rain is detected while the system is operating. Note: The rain shower must be of sufficient force to trigger the device. The sensor is tested by KT Irrigation during the Spring installation of the backflow device and setting of watering times.

Landscaping

What are the landscaping services provided by the Potomac Green landscaping contractor and what is the schedule of those services?

Click here for a list, explanations, and time schedule of landscape services that are provided by CLS, the Potomac Green landscaping contractor.
How does a homeowner obtain Potomac Green Community Association contracted landscaping services?

A Service Request is the mechanism used by the Potomac Green Association (PGCA) for homeowners to request landscaping contracted support services. An online service request is generated by the homeowner by accessing the FirstService Residential Portal (FSRP) here and entering the information for the requested service. Upon display of the portal, a homeowner with an existing FSRP account must login. A homeowner without an FSRP account must create an account before being allowed to submit an online service request; however, homeowners do have the option to physically submit a service request by going to the Community Center and providing the essential information to the Resident Services team at the front desk.
I’m not happy with the way the landscape contractor did something in my yard. How can I get it fixed?

A Service Request must be issued by FirstService Residential (FSR) to the landscaping contractor to resolve the issue. Click here to access FSR's portal; however, to actually submit a Service Request, the resident must create or login to an existing account. Alternative methods are to contact the Resident Services team at Community Center front desk and provide the necessary information to be entered into the system and provide the landscaping company notice of the issue and resolution required. If you use one of the alternative methods, ensure you obtain the service request number for reference purposes.
After a rainstorm, there is a significant amount of water that collects between my home and my neighbor's. Will the homeowners association resolve this problem?

A Service Request must be submitted requesting the landscaping contractor to assess the situation, i.e., identify the reason(s) for the water collecting, and then provide a recommended solution. The findings are sent to the Managing Agent for a determination whether the home association or homeowner will pay for the work needed to solve the problem.
Will the landscape contractor trim my crape myrtle tree?

Yes. There is a designated time each year the Managing Agent sends out a notification announcing the date(s) the landscaping contractor will be trimming crape myrtles in the community. This notice is sent out in November/December for the pruning that will occur in January/February of the coming year. A December deadline is set for residents to put in their request, via email or visiting the front desk at the Community Center. The current cost for trimming a single tree is $75 because of a group discount. If a homeowner decides to have their crape myrtle trimmed outside of the January/February timeframe, the homeowner is responsible for contacting the contractor to setup an appointment. Homeowners should be cognizant the group discount cost may not be offered or available outside of the scheduled timeframe.
How does FirstService Residential (FSR) determine if plant material on a homeowner's lot qualifies for plant replacement by the landscaping contractor?

If a homeowner wishes to have plant material on their property replaced, he or she must submit a Service Request through the FirstService Residential Portal (FSRP) or by visiting the front desk at the Community Center and providing the essential information, e.g., name, address, phone number, location and reason for replacing the plant material.

FSR has the architectural applications to show if there have been major modifications or additional plantings on a homeowner's lot that do not qualify for replacement in the event a plant or bush dies. Typically, only shrubs that are surrounding a home or along the sidewalk are replaced. If there are plants around a patio or in the rear of the lot away from the patio, those plants would not be replaced. Bushes under trees are not replaced but will be removed should they die. The reason for non-replacement is because bushes are unable to compete with trees for soil nutrients and are more likely to die.

Management of Potomac Green

What is a homeowners association?

A homeowners association is a nonprofit corporation managed by an elected Board of Directors. Its purpose is to maintain all common areas and elements within the community (community center, pools, walking trails, roads, etc.) and to govern the community in accordance with its legal documents (Articles of Incorporation, Declaration, and Bylaws) and state laws.
What is the homeowners association Board of Directors?

A homeowners association is a corporation, and therefore requires a Board of Directors to oversee its business. The Board of Directors is elected by the homeowners for a two-year term as specified by the Governing Documents. The limitations and restrictions of the powers of a Board of Directors are outlined in the Governing Documents and state laws.
What are the Potomac Green governing documents?

The term "Governing Documents" includes the community's Declaration of Covenants, Conditions and Restrictions; the Articles of Incorporation; the Bylaws and our Resolutions, including any Rules and Regulations. Copies of the governing documents are contained in the Document Library on the Potomac Green website.

Each homeowner received a copy of the Governing Documents when he or she purchased their Potomac Green home; however, a copy of each document can be downloaded from the Document Archine on the website.
How do the homeowners association rules relate to the other governing documents?

Rules are published as formal resolutions under the authority of the governing documents and have the same force as other governing documents.
What formal resolutions do we have and must all residents follow them?

Our formal resolutions are included in our Governing Documents and establish policy and procedures that we all must follow. PG has seven administrative resolutions (PGARs) and thirteen policy resolutions (PGPRs). These are typically reviewed each year and updated as necessary. New ones are published when needed. All are available on the Potomac Green website in the Document library. Under Governing Documents select Resolutions.
What is a Management Company and what does it do?

A Management Company is contracted by the Board of Directors to provide for the business operations of the HOA. Generally, a management company is responsible for dues collections, administration, supervision of contractors, and enforcement of our Governing Documents. The management company also serves as a homeowner resource for problem solving and communications about community issues. The management company reports to the Board of Directors, and, while they may advise the Board, the Board still makes all decisions regarding HOA business by majority vote.

Potomac Green's current management company is FirstService Residential.
What is the Age Verification Survey and must I comply?

Potomac Green is an age-restricted community which means the homeowners association must meet the requirements of the Housing for Older Persons Act (HOPA). In order to maintain the status of an age-restricted community, the association must verify, at least every two years, that each home is occupied by at least one resident who is age 55 or older and that no home is occupied by a resident under the age of 19.

Each homeowner must comply with the HOPA requirements and provide verification of the information provided or listed in the survey.
Is there a limit to the number of people who can live in a home?

Home occupancy is limited to two persons per bedroom.
Must I provide the homeowners association access to my home and lot?

The Association has the right to enter a lot (but not a home) whenever necessary to fulfill the association’s duties. Among the duties that would justify entry is common area maintenance, and verification of an owner’s compliance with owner maintenance requirements and alteration restrictions, and pet rules.
Under what circumstances can the homeowners association refuse to allow an owner access to recreational facilities?

The association may temporarily remove an owner’s recreational facilities usage privileges as discipline for a violation of the governing documents. This type of discipline is permitted only after the violating owner is given notice of the violation and a board hearing is held.
Who owns the common areas?

Title to the common areas is held by the Potomac Green homeowners association.
Is each homeowner entitled to use the common area?

Yes. Each homeowner is entitled to use the common area except under special circumstances when this entitlement is denied.
I have a dispute with a neighbor. Will the homeowners association step-in to resolve the situation?

Unfortunately the answer is NO. The homeowners association cannot get involved in disputes between individuals.

PGCA Documents

What is the significance or purpose of PGPR 13 Community-Wide Standard?

The purpose of the PGPR 13 Community-Wide Standard is to define the maintenance standards for all of the dwellings within the PG Community Association. This document is the resolution that created the community-wide standard.
What is the purpose of PGPR 04 Design Guidelines document and as a resident is it mandatory that I adhere to the requirements stated in the document?

The purpose of the PGPR 04 Design Guidelines document is to provide the process and guidelines for Potomac Green Community Association (PGCA) Owners to submit requests for the construction, installation or modification to structures (including dwellings), landscape and hardscape, in compliance with the Declaration of Covenants, Conditions and Restrictions for Potomac Green (“the Declaration”). These Design Guidelines establish a process for judicious review of proposed changes within the community in order to ensure property values and lifestyle are protected and enhanced.
How does a homeowner obtain or view a PG-related document that is not listed in the PGCA's Documents Archive?

Documents not stored in the current Document Archive or in the standing committees subfolders are no longer available to residents for viewing or downloading. A conscious decision was made by the web team, FSR, and the Board of Governors, not to archive documents older than five years old unless there was a regulatory requirement or if a committee identified a need for archiving the document(s).

Potomac Green Recreational Facilities

Are family members (sons, daughters, grand children) authorized to use the Potomac Green recreational facilities?

The Fitness Center, tennis and pickleball courts, badminton courts (indoor and outdoor), walking track, ping pong table, bocce ball court, and billiards room are solely for Potomac Green residents use; family members are not authorized to use them.
Can family members that are not residents of Potomac Green use the indoor and outdoor swimming pools?

Family members can use the indoor and outdoor swimming pools; however, the specific time periods they can be used are identified by the Managing Agent and posted on the Potomac Green website.
What are the rules for the use of the Indoor pool lap lanes?

PGAR 01 Community Center Rules & Regulations, Section 3.26, states the indoor pool lap lanes are reserved for swimmers who choose to swim laps. Swimmers in lap lanes not swimming laps will be asked to relocate to the general pool area. If others are waiting to use lap lanes, the maximum time allowed in a lap lane is 30
minutes. Those waiting for a lap lane may request to share a lane, but the swimmer using the lane is not required to share.

Snow Removal

What is the snow removal policy for Potomac Green?

Snow removal will commence upon the accumulation of 2 inches, as measured at Dulles International Airport, and will continue with periodic return visits as needed to fulfill the below specifications. When weather forecasts predict larger accumulation, clearing may commence early with prior approval of the Management Agent or Board of Directors. The Contractor is required to have the ability to remove any depth of snowfall within the time frames outlined below. The time frames commence from the end of a snow event or last event if there are multiple events within a 24 hour period.

Accumulation Roadways Sidewalks

2 – 12 inches of snow 24 hours 48 hours

12 – 18 inches of snow 48 hours 72 hours

18 – 24 inches of snow 4 days 6 days

24+ inches of snow Will be determined at the time of the storm

The snow removal contractor performs services based on the snow removal objectives (click here to view) for Potomac Green. These objectives are available on the website and printed copy is available at the community center.
I have a medical condition or situation that requires treatment or medical services during a snow event. Is there a means to ensure I am able to receive treatment or services?

If you are a resident with a “Life Threatening Medical Conditions” or receives critical services, you may qualify for priority snow removal services. These conditions or services include, but are not limited to, the following:

               • Dialysis

               • Chemo/Radiation

               • Hospice/Home Caregiver Needs

               • Oxygen

To be placed on a list for priority snow removal services (passable road access and clearing of driveway apron, the resident must complete the Application to be Placed on the Priority Snow Removal list and provide a detailed letter from their doctor or employer explaining the reason(s) for placement on the priority list.

The Managing Agent will provide the contractor with a list of street addresses for those Owners/Residents that have been placed on the snow removal priority list. The contractor is to give priority to providing passable access and clearing of snow from the driveway aprons for those residences.

Residents on the Priority Snow Removal List must annually resubmit their application for approval and placement.
Does the homeowners association provide contractors to clear residential driveways and sidewalks?

It is the homeowner's responsibility to clear his or her driveway (less the concrete driveway apron) and sidewalks within their lots. A homeowner can privately contract snow removal services with the Potomac Green snow removal contractor or with another contractor. The Managing Agent will send an email to all residents and post in The Happenings announcing the Potomac Green snow removal policy and names of the contractors around the October-November timeframe.

Traffic Control

Since we are a gated community, shouldn't the front gates be closed at all times?

Potomac Green meets the standard definition of a gated community, meaning that we have gates that control the movement of traffic in and out of the community. After much discussion and resident input, the Board had determined the community is best served by closing the gates between 10 p.m. and 6 a.m.
What is the speed limit in Potomac Green?

The speed limit within the community is 25 mph. A mobile speed camera is used to make residents aware of their vehicle speed when traveling through the community. The homeowners association has a contract with the Loudoun County Sheriff's Office to patrol our streets and issue citations for speeding, failure to observe stop and yield signs, and other county and state vehicular violations.
Why can't vehicles be parked on the streets within Potomac Green?

The streets are too narrow to satisfy Loudoun County rules for on-street parking. Fire trucks and other emergency vehicles are not able to maneuver easily if cars and trucks are parked on the streets.
My clicker to open the front entrance gate does not work. What should I do?

The clicker may simply need a new battery. For a battery replacement stop by the front desk at the Community Center.

In the event you are returning at night when the gate is closed and your clicker does not work, go to the callbox at the Gate House and call a neighbor to open the gate for you (your neighbor presses 9 on their phone). Another method for opening the gate (and not waking up your neighbor) is to go to the front desk at the Community Center and ask the Resident Services Administrator to program the callbox so that calls from the callbox goes to your cellphone.
Why isn't there a guard at the front gate?

At this point in time, the costs outweigh the benefits of having the gate staffed around the clock; however, this topic can be raised in the future by any resident for Board consideration.
Who can use the Visitor parking spaces in the overflow lots?

Potomac Green's satellite parking spaces marked as "VISITOR" are for use by visitors only. Potomac Green residents may only park in "VISITOR" spaces while visiting other PG residents, who are not within walking distance of their own homes.
Can I park my extra vehicle in the satellite parking areas? If yes, for how long?

Residents and visitors may park a vehicle in satellite parking areas. To ensure that all residents have equal opportunity to these spaces, it is encouraged to utilize your driveways and garages first and the satellite parking areas only as necessary. A vehicle that has been parked for more than 14 consecutive days can be deemed abandoned and be subject to towing.

Trash and Recycling

What days are trash and recycling picked up in Potomac Green?

Trash is picked up on Tuesdays and Fridays. Recycling is picked up on Wednesdays. Homeowners are encouraged to have their trash or recycle bins at the curb or designated areas by 6:00 a.m. in the morning. In the event a scheduled trash or recycling pickup will not occur, the Managing Agent will alert all homeowners of the next date trash or recycling pickup date.
My large trash bin is broken. How do I get a replacement bin?

To obtain a replacement trash or recycle bin, send an email to Republic Services,our current trash and recycling contractor, at HOA.NOVA@republicservices.com. Their phone number is 703-818-8222.
What are the Potomac Green requirements for recycling and bulk item pickup?

Recycling, and bulk item pickup/scheduling requirements are very specific. Homeowners are encouraged to review the requirements to identify what products can be recycled and the procedures for scheduling a bulk item pickup. Note: Any bulk item pickup charges are the responsibility of the homeowner.