Independent civic leaders: our review of recent AHCA activities

Dear Aurora Highlands neighbors,

In response to recent events with the Aurora Highlands Civic Association (AHCA) meetings for April and July 2021, Burt Bostwick and I reviewed AHCA documents, officer correspondence, meeting recordings and other materials in relation to AHCA’s activities, their bylaws, and Robert’s Rules of Order.  Errors in process were acknowledged by the recording secretary and posted on the AHCA webpage.  The Association’s voting, meetings, transmission and recording of documents for these meetings and subsequent votes and recordation of materials appear to be in appropriate standing. 

Burt and I served as officers, members of Executive Committee, and other senior leadership and chair roles, across multiple volunteer organizations.  Combined experience with Robert’s Rules totals more than 40 years.  Statements are made from us as individuals and do not serve as endorsement by our volunteer organizations.

Regarding specific questions about proper action:

• A member of AHCA had drafted a letter, which he provided to the AHCA Recording Secretary on July 6. The recording secretary did not provide the letter to the other officers, preventing it from being properly considered for the agenda. The recording secretary improperly informed the author that the letter was on the agenda. The recording secretary acknowledged and apologized on July 19 via AuroraHighlands.org, 5 days after the meeting. 
• Interruption of the set agenda by members and the recording secretary to discuss  “shared field use” letter was out of order as the topic was New Business. AHCA President followed the correct process. President serves as Chair of meeting per Robert’s Rules. 
• While the vote on a “shared use field” in New Business is valid according to AHCA bylaws, the methods by which this vote was introduced was inappropriate and atypical to common practices to ensure transparency and inclusion. It appears that only a very small group with a specific interest were made aware of the introduction of a new topic to vote on by the author himself. The author of this “shared field use” letter appears to have made no attempt to distribute the letter or intent to vote through any of the channels available to him within his own community — Nextdoor, Facebook, and the listserve, which would have helped to ensure Aurora Highlands community awareness.  Posting on Nextdoor appeared after the meeting with multiple mixed claims.
• The statement that the letter represents the exclusive position of association, superseding any previous position, is not an appropriate statement. Past decisions were voted upon members of the association at the time. Refer to Aurora Highlands website for work and notifications for years of actions by Aurora Highlands residents, with strong advocacy for green space and amenities of all kinds.  A single community meeting or letter does not supersede or erase past history.
• AHCA sent the “shared field use” letter to the County Board 3 days after the vote rather than the motioned 2 days. There is no evidence of refusing to send the letter or intentional delay, and actions were in good faith.  AHCA officers are volunteers and conduct business outside of normal working hours typically.
•  A vote in April 2021 on issues related to field sharing was properly conducted. The agenda topic was widely distributed via 1000 paper newsletters door-to-door, Facebook, Twitter, NextDoor, and public website aurorahighlands.org.  A quorum was confirmed for the April meeting, and a vote raised by member motion passed with majority.
• There is no evidence in any officer discussions or public notices that support the claim that an AHCA vote was scheduled in July to remove fields. Statements to that effect appear to have been made in bad faith, but in any event  misinformed members of the public and Aurora Highlands.
• A single community meeting or letter does not stop county or developer actions or pressures.

In reviewing AHCA practices, we noted that the following items need improvement:

• bylaws;
• eligibility for membership;
• membership voting procedures;
• new business, including non-advertised actions; and 
• Items for voting.

Volunteers who handle the day in, day out running of civic organizations cover many topics, devoting countless hours to improving their community.  Help these volunteers, not by claiming inaccurate statements, but with your ongoing active, positive involvement.  A large population exists in the Richmond Corridor, including a majority with no children, as shown in recent Arlington demographics.  A large population was left out of the opportunity to discuss and vote.

Participants should join forces to advocate for additional fields, facilities, and amenities for the neighborhood with the county.  Instead, parties with common interests appear to be fighting over shrinking area.  Advocate for increased purchase of park land per Arlington County Civic Federation (ACCF) resolution.

It is important for these and all members to maintain active involvement in issues that affect your neighborhood.  Decisions being made by county board and county staff over months and years will impact this community significantly.  

Stefanie Pryor
Arlington County Civic Federation Past President
Penrose Neighborhood Past President
Arlington County Civic Federation Bylaws Committee Member
Softball Player, retired due to injury

Burt Bostwick
Arlington County Civic Federation Past Committee Chair and Past Treasurer
Past President of the Northern Virginia Senior Softball Association

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