Minutes to the Meeting
Coleson Cluster Association Annual Meeting
03 April 2006
| Place: |
Lake Anne Elementary School |
| 6:30 pm: |
Welcome Gathering Hosted by CCA Board Members |
| 7:00 pm: |
Meeting Called to Order: Quorum present, 27 households represented |
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Introduction of Guests: Virginia (Vee) Boehringer, Reston Assoc. representative (703-435-6503, office). Barbara Ramey from RA Design and Maintenance also attended. |
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Welcome to Tara McPherson, and children Racheal and Robert (#1662). Congratulations to proud parents Larvita and Wayne McFarquhar, and welcome to Cameen McFarquhar, born February 11, 2006 (#1632) |
| 7:05 pm: |
Guest Speaker: Vee Boerhinger - Reston Cluster Issues |
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- Vee commended CCA for management of cluster. Zero outstanding dues, no ongoing issues.
- Questions asked:
- When RA lights are out of order or in bad repair, who handles it? Answer: Central Services will tag lights.
- What is CCA doing that is favorable or not compared to other Clusters? Answer: CCA is doing well. Governed well. No continuing issues. Vee and Barbara consider it a peaceful Cluster. Sam noted that we could put more energy into landscape and community involvement. Barbara Ramey noted that of 32 Clusters in her jurisdiction, Coleson is calm, peaceful and quiet.
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| 7:15: pm: |
Overview Of 2005/2006 Accomplishments |
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- Cluster lighting improvements: Dominion Virginia Power rebulbed and improved existing lighting, and Kolb finally installed the new pole.
- Implemented Parking Regulations: Goal and objective was to make it fair for everyone. Please request a parking tag for new cars, or cars visiting for an extended period of time.
- General maintenance and repairs to Cluster areas, including damaged carports: Main goal of 2006/07 is grounds maintenance and design standards.
- Carport damages: all have been repaired.
- Recycling and Storm Drain markings: Freya DeCola spoke briefly about REACT (Reston Environmental Action) group's effort to educate Clusters about recycling opportunities and requirements. On April 22, Earth Day, the storm drains will be marked with tags, to reduce waste dumped into the drains. Boy Scouts will mark them, there is no cost to the Cluster.
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| 7:20 pm: |
Goals For 2006 /2007 |
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- Focus on grounds maintenance and comprehensive contract evaluation to save costs and improve appearance within the Cluster
- Denise Frandano and Laura Dalton reviewed the goals of the grounds maintenance group. Denise is monitoring the contract. One vendor is now doing the mowing, mulching, pruning.
- There will now be two yearly Cleanup Days. Next is April 22 (Earth Day).
- Contact Denise if you want to be on the committee.
- Denise and Laura also want to develop a vendor list to be posted on the website.
- Regarding the Landscape Plan, they want to focus on cleaning up the landscape, then focus on new landscaping.
- We will use the Ed Milhous "Tree Inventory" and report as our first guide. Mr. Milhous will walk through the Cluster to evaluate the current conditions. Denise/Laura will let residents know when he is here if individuals want to participate.
- Question: Why hasn't the red oak stump been removed? Answer: it was supposed to be done by now. Denise will contact the contractor immediately. The sidewalk section which was damaged during removal will be compensated.
- Question: If we aren't getting a plan, how will we prioritize activities? We will get assistance from Mr. Milhous, and refer to the report he issued.
- Begin the process of landscaping improvements
- Establish new and updated Cluster Design Standards, to include color/trim, doors, windows, lighting fixtures and address numbers
- John Stroik presented the draft standard summary. Copies were distributed with a covering summary sheet. The draft standards include six items: New Color Palette; Doors; Storm Windows; Sliding Doors; Address Numbers; and Entrance Lights. It is understood that other existing standards will remain as is.
All discussion time was centered on the new color palette. There will be an emphasis on the standard which states that no two adjoining houses will have the same or similar color, to provide individual contrast. The present colors are out of date and may be unavailable. John chose Behr colors which are close to the current color palette.
- The design standard draft is for discussion. There will be further meetings to come to an agreement on colors. Door colors are to be chosen at the owner's discretion.
- Barbara Ramey added that DRB has to approve door colors as well. There is some uncertainty about the requirements - this is to be confirmed.
- Barbara Ramey had her Cluster standards book and referred to the paint color standard sheet. The guidance is that the color must be close to the original color standard.
- She adds that any submission to the DRB with paint standards must include status of when the standard applies: at next painting, within a certain time period, immediately, etc.
- Question: what is the goal for the Design Standards presentation? To initiate the discussion about updating standards. [And see the first sentence of the summary coversheet on the Draft design standards: "Given that Coleson Cluster is almost forty years old and most, if not all, houses have been involved in replacing paint, windows, doors, roofs, lights, etc., it is particularly important to bring the standards up to date.]
- Question: Are there only 5 colors? John Stroik answers that his initial draft is only 5 colors, representing most of the colors in the Cluster.
- Question: how will this process continue over coming year? John will submit a final draft after he receives feedback from the community. Sam Harahan states that we will send out the draft to all the residents, with a formal request for their input and opinion. It will be posted to the website, and the colors will be posted for review.
- Spring Clean Up - April 22, 2006 Mark your calendars! We need your participation.
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| 7:35 pm: |
Finances - FY2006 Financial Review & FY2007 Budget: Presented by Will Fraize, Treasurer |
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Copies of these materials will be furnished to each Resident Addressee.
- The landscaping plan will be a legitimate expenditure, but we're not ready until we get our landscape in order.
- No Reserves were added this past year. There is a big jump in ongoing maintenance. Will has reviewed the Reserve payment flow over 12 years, to identify where the big expenditures will take place and look at cash flow.
- The dues have been at the same level for 3 years. Reflecting ahead to the next increases, it reflects only 3% inflation over that period of time.
- No outstanding dues
- Question: Are there defined purposes for Reserve? Yes, for capital improvements.
- Question: When can landscaping be a Reserve expense? When a big project must be implemented (ex: landscape plan, replacing large areas/trees, like the cherry trees at entrance). Otherwise, expenses are managed under the operating budget.
- Pat Kane discussed the "planting party" in the Spring, to put in flowers/plants to improve curb appeal.
- Will believes that the landscaping effort requires the community to be interested, in order to warrant the investment. If not, we should reconsider the amount of effort and expense we invest.
- Question: What is the current approach to the Reserve? We are trying to put money away prudently to avoid special assessments. We don't put the same amount in each year, based on fluctuating expenses. For example, the financial audit is every 4 or 5 years. We expense it, and it affects the reserve amount available.
- Question: what is the percent contributed? This year it will be $6000, or 10% of budget. The recommended amount is 17-20%, but we maintain our assets yearly under operational expense in the meantime.
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| 8:00 pm: |
Request For Resident - Host Volunteers For CCA Board Meetings |
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- Tuesday, June 6, 2006: Uman
- Tuesday, September 5, 2006: Miller
- Tuesday, October 3, 2006: Lanfear
- Tuesday, November 7, 2006: Szczepanski (date to be confirmed)
- Tuesday, January 9, 2007: James
- Tuesday, March 6, 2007: DeCola
- Tuesday, April 3, 2007: Timchev
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| 8:05 pm: |
Nomination And Election Of Board Members |
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(One vote per household)
Elected: Michael Coyne, Wade Gilley. Terms to be filled through 2009. |
| 8:15 pm: |
Old Business - New Business: |
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- Pat Kane suggested the possibility of adding a "Tot Lot" for kids. Ed Escowitz warns that there is a high liability and insurance risk with a Tot Lot.
- Vee Boehringer states that CCA is a Non-Stock Corporation, therefore there is no individual liability.
- Will Fraize informed the residents that the President and Treasurer will now pay waste fees geared to the estimated average per unit cost per quarter. They will no longer pay the flat fee of $50, which, this year fell below the actual cost.
- Will Fraize states that we are shifting our accounting tools to Quickbooks, therefore the Cluster Dues billing format will change. The invoices will go out this week.
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| 8:30 pm: |
Adjourn |
| CCA Landscaping Committee: |
Denise Frandano, Laura Dalton, Pat Kane, Vern Wiley, Diane Thompson, Freya DeCola, John Stroik, Jennifer Tomlinson
Please call Denise (703) 437-0754 or Laura (703) 435-2016 if you are interested in joining us! |
| General Business Review - FY 2006 |
- Federal & State income Taxes for FY2005 - Paid.
- Federal & State Income Taxes for FY2006 - to be filed.
- CCA Registration with the State of Virginia, Corporate Commission.
- CCA Annual Report made to the Commonwealth of Virginia.
- Reserve Committee Report, prepared by John Stroik.
- Renewal of Reserve Account Certificates of Deposit at higher interest rates.
- Annual Meeting held April 21, 2005, attended by 19 households.
- Virginia Dominion Power completed long-overdue maintenance of existing light fixtures throughout Cluster.
- Kolb Electric (contractor) installed new fixture at the stairway in front of block 1600-1608.
- The Service Agreement with AAA Rainbow Recycling and Trash Removal was reviewed by AAA. Through their internal audit, it was discovered that they were assessing costs for only 43 of 45 households. This oversight plus normal price increases lead to an increase in the monthly payment to AAA from $655 to $799 (up 22% this year).
- Snow Removal contract was approved and executed for FY2006.
- "Octoberfest 2005" was held Sunday, October xx, because of rainy weather.
- "Cluster Cleanup Day" was held October 22, delayed due to rainy weather.
- Newly re-formed Landscaping Committee (aka "Grounds Maintenance") began meetings in February.
- Two sets of carports were damaged in three separate incidents. All of the damages have been repaired at minimal expense to the Cluster.
- Sidewalk repair was done at critical points throughout the Cluster.
- The "Towing Enforced" sign was installed, effective for entire Cluster parking area.
- Parking Regulations were officially implemented, parking stickers distributed, and the regulations were enforced when necessary.
- Unfortunate Tree Removals: 1. Oak Tree behind 1640 was removed due to disease (Alaria). 2. Tree across from 1624 was removed due to dangerous leaning.
- Sunrise Lawn Maintenance contract assumed grass cutting responsibility from J&D Lawn Service, who voluntarily cancelled the remaining period of their contract due to personal issues.
- "No Dumping" markings will be made to the Cluster storm sewers, as part of an effort to reduce the amount of contamination running to the watershed environment.
- Will Fraize stepped down as CCA Treasurer after 7 years.
- Laura Collins nominated and approved by the Board to become new Treasurer, as of 3 April 2006.
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| Contracts In Place | Adminstrators |
| Grounds Maintenance, including Grass | Denise Frandano and Laura Dalton |
| Cutting and Leaf Removal | Denise Frandano and Laura Dalton |
| Cluster Lighting | Michael Coyne |
| Snow Removal | Michael Coyne |
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