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Coleson Cluster Association1600-1688 Wainwright Drive
Founded in 1967 in the Lake Anne neighborhood of Reston
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Minutes to the Meeting |
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| Host: Sam and Eileen Harahan | |
| 1. | Present: Sam Harahan, President; Beth Anne James, Vice President; Michael Coyne, Director; Chuck Szczepanski, Director; Pat Kane, Resident; John Fuller, Resident; Melissa Brown, Resident. |
| Minutes taken by: Melissa Brown | |
| 2. | Review of the Minutes from the April 5, April 21, and April 27, 2004 Board of Directors Meetings |
| Motion by Chuck to approve minutes. All minutes approved. | |
| 3. | Treasurer's Financial Reports |
April 1 through June 8 report distributed with cash flow analysis. Two houses in arrears for CCA dues. Sam will monitor progress with Treasurer.
Overspent for Admin, Concrete/Brickwork, and Annual Meeting items.
Assume we will be spending more for waste disposal and for carport/walkway lighting (already accounted for in budget).
Hope to put $5,000 in reserves by January.
CD #3 will be rolled over. Chuck, Bill Fraize, and/or Sam will take this as an action item. Preference to stay with Suntrust.
Sunrise Lawn & Landscaping needs updated information sheet from us. Sam will take as action item.
6/21 through 7/7-Bill Fraize will be out of town. Sam will take ownership of the checkbook while Bill Fraize is gone.
Beth will distribute the June 30 bills for CCA dues.
Bill Fraize and Sam met with Arnold Moses, CPA to discuss auditing of CCA books and preparation of tax return. Distributed preliminary materials to Arnie Moses. Letter proposal due from Arnold Moses by next meeting. Sam will share it at the next meeting.
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| 4. | Status Reports on Contracts let, work underway or planned, and miscellaneous items |
Concrete work is complete and payment has been mailed. More work is planned for cracked sidewalks for next year.
Tree trimming is needed (overhanging houses, etc.). Chuck will solicit bids.
Chuck received two bids: one for $16,000 and one for $12,000. A third bid will be received in a few days. Another contractor was referred to Chuck by Cheska; this contractor will also submit a bid.
This is for painting all carports. Depending on final amount, we may need to phase the work ($10,000 budgeted). Bid includes scrubbing off mold on some carports, etc.
Hopefully will have a contract by next meeting (September). Chuck and Sam can execute a contract not to exceed $10,000.
There are two or three instances of noncompliance for carports. Auto parts, etc. Action was taken for one household (Telly). Cahoon and Barokas carports will be addressed by Sam.
Cahoon got blue pickup truck licensed. Sam will ask them to park on the other side of the street.
Privacy fence was removed (Harris household). Unfortunately, they put their house on the market and are moving out of the cluster.
Jetski parking on Wainwright Drive was discussed. (Continued later under "Resident Request-Michael Coyne")
Sam revised the disclosure packet with Bob Lanman (attorney) to reflect the State Code more clearly. Distributed packets to new residents in cluster.
This is a 6-12 month study conducted by Fairfax County. Nothing will be done by County in near term. Keeping status quo for trash collection for now.
Existing policy with State Farm is coming up for renewal. Bill Fraize researched cost compared to other companies-cost is comparable according to the coverages we need. Decided to renew State Farm policy.
Beth James researched RELAC metered service. There is a $75 rebate if you get meter installed (initially charged, but then refunded). You can get it installed anytime.
Up to 5,000 gallons of water usage, there is a $35.00 base charge. For every gallon over 5,000, the following is also charged:
Beth will investigate a group rate for installation.
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| 5. | Consideration of CCA participation with ARCH- Alliance of Reston Clusters and Homeowners |
| Jennifer's recommendation is that it's worth joining this for the $100 fee. It has the potential for being helpful to the Cluster. For example, ARCH can recommend contractors that other clusters have used, etc. Can provide advice on issues such as trash collection, management issues, etc. "Complements" services provided by RA. Overview of ARCH passed around for viewing. | |
| Michael Coyne suggested joining for a year to see if it's helpful. Made motion to join the organization for one year, provided withdrawal has no penalty. Beth seconded the motion. All in favor except Pat Kane. | |
| Some question about whether this organization is too political. | |
| 6. | Other business |
Proposed a cooperative effort with RA to improve the appearance of the juncture of the path from Harahan houes and the RA "major walkway" at the northeast corner of the Cluster. (Improve drainage and appearance.) It's a natural entrance to the cluster. Pat Kane noted that people like the bench there too.
Proposed a "rain garden" idea for the spot. A rain garden grows in a low spot and the plants absorb the moisture and make it an attractive spot. Distributed some literature about rain gardens and RA literature about Natural Areas, maintaining the watershed and creek beds. Since this spot drains into the watershed, may be able to get cooperation from RA to improve the spot.
John called Diana Saccone, Watershed Mgr, RA. John will meet with Diana tomorrow to discuss the issue. John will follow up and coordinate with Sam.
Sam also noted that contractors often back up in that area. If we installed a rain garden, would it withstand these onslaughts?
Discussion of where our boundary ends and RA, apartment boundary starts. John has a map of the Cluster boundary that he will refer to. Chuck suggested that Jacobsen (RA) can come out and measure the boundary.
Requested common area lights in order to improve visibility. Requested permission to install a set of low voltage landscape lights in the common area adjoining the sidewalk in front of his house. He will plug into his electricity outlets and choose from local retailers. He would use a section of PVC pipe under the sidewalk when recently repaired.
There was discussion of Reston Design Review Board (DRB) guidelines for this type of lighting. Do we need to adhere to RA guidelines for Cluster (not personal) property?
Idea is supported, provided Pat follows up w/DRB (provide sketch, etc.). Pat will pay for installation and utility.
Similar requests by homeowners will be handled on a case-by-case basis by the Cluster Board.
Trucks are being parked on Wainwright Drive by the Cahoons. Business is operating out of the house-there is a question about whether they have licensing to operate out of the home.
The trucks are too small for County to tow from Wainwright. Unlicensed vehicles were tagged to be towed away. (In conjunction with carport issue.) Jetski is now being parked as well (which is actually illegal by County laws).
Sam will speak with Cahoons about this, before sending a letter from the Cluster.
Requested lighting/rails by stairway from parking lot in front of 1616-1620. Pat Kane noted that there is a ADA compliance threshold that will need to monitor. Physical Assets committee issue.
Sam noted that we need John Fuller on the newly-created Landscaping Committee. Pat Kane volunteered to be part of the Landscaping Committee.
Objectives of the Landscaping Committee:
Sam mentioned that we have an inventory of all the trees by an arborist-Chuck has it.
Pat discussed Urban Gardening/Landscaping in Cluster. Rain garden is right in line with what Pat is talking about. Need more than one bench - at least two to talk and sit. Select areas to remain natural (i.e., no leaf blowing).
Beth will forward volunteers for Committee to Pat K.
Someone requested that the lawn cutters not come when the ground is muddy. Tabled for Landscaping Committee discussion.
Walker cut-through discussed. Tabled for Landscaping Committee discussion.
Sam suggested an additional Cluster cleanup in Spring as well as Fall.
AKA "Help for Chuck" Committee. Sam mentioned that Christina Nguyen is interested in being on this committee. Bob Foyle may be interested in volunteering on this committee also.
Sam requested objectives for Physical Assets Committee:
Sam will attempt to write objectives based on Chuck's specifications in this meeting.
Other volunteer possibilities: New resident in #1640? John Stoijck?
AKA "Rainy day fund". Currently have about $35,000 in reserve for major repairs, roadways, etc. Prior amount was based on "collective wisdom". Sam noted that we may need professional help in conducting a reserve study, and establish a scope of work. Pat Kane has performed these studies previously. He will sit down with Bill Fraize to discuss.
Chuck brought up that water passes and collects in front of Judy Barokas' house. Pat mentioned that we have a Cluster-wide drainage management issue. There was a suggestion to hire an engineer to conduct a study. Issue tabled.
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| 7. | Adjournment |
| Motion to adjourn at 8:46pm | |
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Closing: Next scheduled meeting: Tuesday, Sept. 14 Location:. Beth Anne James' house Notice will be sent to the Cluster residents. |
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Minutes taken and submitted by: Melissa Brown Issued to the Board for review |
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| Meeting Adjournment: 8:50pm | |
Mailing Address: P.O Box 8382, Reston, VA 20195-2282 |