Chancery Square Homeowners Association Annual Meeting November 19

Chancery Square Homeowners Association Annual Meeting November 19, 2019 1

Agenda ~ Call to Order ~ Roll Call – Determination of Quorum ~ Proof of Notice of Meeting ~ Review & Approval of 2018 Minutes ~ Election of Directors ~ President’s Report ~ Treasurer’s Report ~ Committee Reports ~ Open Forum ~ Election Results ~ Adjournment 2

Your Board of Directors Wendy Winslow Peter Barcher Ray Won Not Filled Joseph Huggins Kirt Hardy President Vice President Secretary Treasurer Member at Large 3

Election of Board Member • Three Board member positions needs to be elected • The position is for a 3 year term 4

President’s Report • Ongoing Challenges as the Community Ages: • Maintaining residences to ACC standards • Trees (common areas and residential) • Fountains & Irrigation System • Perimeter brick wall • Erosion and other repairs 5

President’s Report • Issues facing the Board in 2020 • Implement the recommendations of the Reserve Study • Begin the Perimeter brick wall project • Begin the two fountains remodel and landscaping projects 6

Treasurer’s Report • HOA operated within budget during 2019 • As of September 30, 2019 the Association has • Retained Earnings of $19, 133 • Replacement Reserves of $321, 205 • Current Liabilities $3, 482 7

Treasurer’s Report • Board approved the 2020 Budget • NO INCREASE IN HOA ASSESSMENTS! TREASURER’S REPORT CONTINUED 8

Architectural Covenants Committee (ACC). Committee Members: Jeanie Bell Winslow Jane Albro John Facada. Reports to the Board. Assists homeowners 9

Architectural Covenants Committee (ACC) • Annual Inspection • 102 – houses inspected • 42 – houses with violations • 60 – houses with NO violations • Violations • ALL VIOLATIONS ARE CORRECTED! 10

Architectural Covenants Committee (ACC) • Modification Applications • • • Garage Doors Windows Driveway Exterior Lights Decks . Gate Numbers 11

Architectural Covenants Committee (ACC) • Check the ACC Standards first! • Copies are on the table and on the Web 12

Architectural Covenants Committee (ACC) • Please remember: • Trash may be set out no earlier than dusk • This is a City of Fairfax policy 13

Electrical Committee Chairperson: John Facada The following occurred in 2019: Replaced numerous tree up-lights, streetlights and security light bulbs throughout the community Continually monitored the status of all community street lights to assure that all are working properly Cleaned tree up-lights frequently during the reporting period – and resealed several glass hoods as needed Replaced several cracked/chipped street light glass panels as needed 14

Electrical Committee Submitted budget request to procure parts needed to maintain adequate community lighting Trimmed numerous tree and/or bush branches to maintain proper illumination of light poles as trees and bushes continue to grow Completed installation of two more new light poles on the corners of Chancery Court and Governor Yeardley Lane to better illuminate this intersection. Began process of replacing the five uplights at Central Park with more adequate and efficient light fixtures. 15

Electrical Committee There are 35 streetlights, 4 LEDs each and three different models: 9 each Hanover Model 9430 4 each Hanover Model B 5531 22 each HADCO (Flip top originals – these are no longer available for purchase or parts) There are 11 up-lights (RAB HB 101) 3 West Street exit 3 Ardmore fence between JWW and Lord Culpepper 5 Central Park There are 8 water fountain lights (LFLED 5 N LED Floodlight) 2 Rt 123 entrance lights (RAB FF 70) 7 Security street lights around the compound outside of the perimeter fence/wall 16

Fountains Committee Chairperson: Wendy Winslow Contractor: Harmony Ponds Schedule: Turn On: Apr/May Turn Off: Oct/Nov TWO NEW FOUNTAINS IN 2020 17

Grounds Committee • Chairperson: Keith Cromack • Maintaining and Improving the Property • Property and Enhancing Community Appearance 18

Challenges • Stress kill turf • Sprinklers are high maintenance and require yearly maintenance and replacement • Drainage issues exist because of open downspouts • Pet damage continues to be problem • Expense for reseed and treatment 19

Overall Approach • Refresh contract for on-going maintenance • Improve common area turf in the three (3) park areas and along Chain Bridge by: • • • Reducing tree canopy • Enhancing seeding / feeding program Update / Refresh plantings throughout community and remove turf in heavily treed / travelled areas in favor of: • Low maintenance native plants and ground cover • Stone and other hardscape (e. g. walkways) Connect remaining downspouts to common drainage 20

2020 Plan of Action • Refresh contract for on-going maintenance • Improve turf in park areas by reducing tree canopy • Update/refresh plantings throughout community • Remove turf in heavily treed/travelled areas • Connect remaining downspouts to common drainage 21

Events Committee • Committee Members: • • Jeanie Bell Winslow, Co-Chair Kathleen Bower, Co-Chair Audrey Tolcher Alice Lippert Jane Albro Karen Hardy Olga Vselubsky 22

Events Committee • EVENTS IN 2019 • GARAGE SALE • MEMORIAL DAY BBQ • LABOR DAY BBQ • HOLIDAY PARTY • SUNDAY, DECEMBER 8 TH • ARMY NAVY COUNTRY CLUB • PLEASE RSVP!. NEW COMMUNITY DIRECTORY 23

Tree Committee ~ Committee member: Alice Lippert, Chair ~ Tree Care In 2019: . Applied growth regulator to resident-owned Zelkovas. Pruned and trimmed 45 trees in early spring and 3 additional trees in late summer. Fertilized and treated trees for pests (insects/mites). Prepared and submitted a modification of CS Tree Plan to City of Fairfax. City Reviewed the Plan and has requested additional documentation from CS 24

Tree Committee Planned for 2020: ~Prune and trim (~45 trees) in early spring ~Fertilize and treat trees for pests (insects/mites) ~Remove dead ash tree and dogwood. Black walnut under review for removal. ~Replant trees per City approval Tree Policy located on FSR Connect ~Approved by the HOA Board September 2015 ~Tree removal/replacement requires approval from the HOA and permit from the City of Fairfax 25

Web Committee • Committee Chairperson: Makarand Ved • HOA website: • Important announcements are on the website • There is a link for covenants and forms • Email addresses for Board members chancerysquare. net and Committee Chairs 26

OLD BUSINESS ~ Brick Wall and Fountains ~ 26 years old ~ Major repairs and renovation 27

NEW BUSINESS • Election Results • Open Forum for Resident Comments 28

Adjournment Thanks for Attending ! 29