Chancery Square Homeowners Association Annual Meeting November 9, 2017

Agenda Item Presenter Call to Order Joseph Huggins Roll Call Review & Approval of 2016 Minutes Election of Directors Amanda Busey President’s Report Treasurer’s Report Dave Ford Committee Reports Committee Chairs Old Business New Business / Open Forum Election Results Adjournment

Your Board of Directors Name Office Term Expires Joseph Huggins President 2017 Wendy Winslow Vice President 2018 Dave Ford Treasury Ray Won Secretary 2020 Peter Barcher Director 2019

Election of Directors One Director’s position needs to be elected The position is for a 3 year term

President’s Report Introduction of Board of Directors: Joseph Huggins, President Wendy Winslow, Vice President Dave Ford, Treasurer Ray Won, Secretary Peter Barcher, Director The Fence Committee completed Phase Two of the fence project during the Spring/Summer. 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

President’s Report Issues facing the Board in 2018 Implement the Recommendations of the 2017 Reserve Study Review the 2017 Audit Begin the Perimeter Brick wall project

Treasurer’s Report Summary: HOA has operated within budget during 2017 Audit for 2016 completed. HOA is in good standing. Reserve study updated to estimate capital improvement costs over the next 20 years. The plan recommends step increases in reserve allocations in the 2018 and 2019 budgets followed by yearly inflation increases to meet projected expenses. A key to keeping capital improvement costs under control is homeowners taking an active role on committees to obtain quotations, analyze replacement options, negotiating prices and overseeing the work. Board approved the 2018 budget Budget allocation changed to shift funds from wood fence painting to reserves. No increase in HOA assessments

Architectural Covenants Committee (ACC) Introductions of Members Jeanie Bell Winslow, Chair Jane Albro John Facada Purpose of Committee Annual Inspection ACC Applications ACC Standards

Electrical Committee Committee member John Facada, Chair The following occurred in 2017: Replaced various tree up-light, streetlight and security light bulbs Cleaned tree up-lights several times during the reporting period – resealed several glass hoods Removed and cleaned glass panels in all street lights (35 lights with 6 panels in each light) Ordered and replaced several cracked/chipped street light glass panels

Electrical Committee Ordered and replaced #9 Central Park fountain streetlight (Hadco flip-top) with a Hanover Model B5531 Ordered and replaced 2 Myrtle Tree up-lights and accessories Purchased thirty Feit LEDs for streetlights from Ebay for $169.75 (about ½ the price of a previous purchase from Costco) Sep – Submitted 2018 budget request for $5,000 to maintain existing lighting

Electrical Committee There are 35 streetlights, 4 LEDs each and three different models: 9 each Hanover Model 9430 4 each Hanover Model B5531 22 each HADCO (Flip top originals – these are no longer available for purchase or parts) There are 11 up-lights (RAB HB101) 3 West Street exit 3 Ardmore fence between JWW and Lord Culpepper 5 Central Park There are 8 water fountain lights (LFLED5N LED Floodlight) 2 Rt 123 entrance lights (RAB FF70) 7 Security street lights around the compound outside of the perimeter fence/wall

Fence Committee Fence Committee Bill Meyers, Co-Chair John Perkins, Co-Chair Keith Cromack Pat Schwartz

Fence Committee Phase Two of the fence project was completed during the Spring/Summer. The Fence Committee and the Board of Directors appreciates your patience during construction and painting

Fountains Committee Committee West Park Contractor Central Park Wendy Winslow, Chair Contractor Harmony Pond (Patricia Quispe Schedule On: Apr/May Off: Oct/Nov West Park New Fountain Central Park Schedule Replacement Fountain in 2018 Plants VOLUNTEERS ARE WELCOME

Irrigation Committee Committee Contractor Schedule Wendy Winslow,Chair Contractor Blade Runners (Mike Dollard) Schedule On: Apr/May Off: Oct/Nov Central Park Irrigation Future Adjustment VOLUNTEERS ARE WELCOME

Landscape Committee Committee Members Keith Cromack, Chair Jane Albro

Social Committee INTRODUCTION OF MEMBERS Jeanie Bell Winslow, Co-Chair Kathleen Bower, Co-Chair Audrey Tolcher Alice Lippert Jane Albro Karen Hardy Olga Vselubsky

Social Committee EVENTS FOR 2017 GARAGE SALE MEMORIAL DAY BBQ INDEPENDENCE DAY BBQ – Canceled due to rain LABOR DAY BBQ HALLOWEEN PARTY HOLIDAY PARTY SUNDAY, DECEMBER 3rd HOME OF BORIS & OLGA VSELUBSKY PLEASE RSVP!

Tree Committee Committee members Alice Lippert, Co-Chair Cheryl Coviello, Co-Chair Tree Policy approved by the HOA Board September 2015 Tree removal/replacement requires approval from the HOA and permit from the City of Fairfax Documents on FSR Connect Tree Care In 2017: Completed annual inspection for 2017 49 community and homeowner trees trimmed and pruned -January 2017 Removed a diseased Ash Tree (near mailboxes on Lord Culpeper Lane) – Sept 2017 Prune trees in Central Park (Crape Myrtles, Magnolias, and Holly Tree) – Dec 2017 Replace per the City new community tree

Tree Committee Planned for 2018: Conduct Tree Inventory and create a database of CS trees Purchase of GIS Software Package (Geographic Map Display) Prune and trim (~40 trees) late winter/early spring Remove another diseased Ash tree on common grounds Plant new community tree Fertilize and treat for pests (insects/mites)

Web Committee Committee member HOA has a website: chancerysquare.net Makarand Ved, Chair HOA has a website: chancerysquare.net Important announcements are on the home page There is a link for covenants & forms Email addresses for Board members and Committee Chairs can be found on the link to HOA Board comments@chancerysquare.net

COMMENTS/QUESTIONS FROM THE COMMUNITY ARE WELCOME Open Forum COMMENTS/QUESTIONS FROM THE COMMUNITY ARE WELCOME

And your new Director Is… Election Results And your new Director Is…

Looking forward to seeing everyone at the Holiday Party Adjourn Looking forward to seeing everyone at the Holiday Party 3 December @ Boris & Olga Vselubsky