Homeowners Association Chancery Square Homeowners Association Annual Meeting November 29, 2018

Agenda Item Presenter Call to Order Wendy Winslow Roll Call Review/Approve 2017 Minutes Election of Board Member Randee Coleman President’s Report Treasurer’s Report Dave Ford Committee Reports Committee Chairs Old Business New Business & Open Forum Election Results Adjournment 2

Your Board of Directors Name Office Wendy Winslow President Peter Barcher Vice President Dave Ford Treasure Ray Won Secretary Kirt Hardy At Large

Election of Board Member One Board member position needs to be elected The position is for a 3 year term

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

President’s Report Issues facing the Board in 2019 Implement the recommendations of the Reserve Study Begin the Perimeter brick wall project Begin the two fountains remodel and landscaping projects

Treasurer’s Report Summary: HOA operated within budget during 2018 As of September 30, 2018 the Association has - Net Operating Surplus of $4,445 Retained Earnings of $30,225 Replacement Reserves of $238,432 Current Liabilities $7,592

Treasurer’s Report Board approved the 2019 Budget Increase in HOA assessments from $174 to $176 per month (1.2%). Increases in Management Fees, Landscape Enhancement Expense, Tree Work Expense and Maintenance and Repairs Expense, Social Committee Programs, and Replacement Reserves Contribution. Reductions in Insurance Costs, Fence Maintenance Costs, Fountain Repair Costs and News Letter Costs helped control the assessment increase.

Treasurer’s Report Continued Recommended Actions Initiate the 2017 Financial Audit Transfer $75,655 of Replacement Reserve Funds from Operating Account to an Interest Bearing Account. Treasurer’s Report Continued

Architectural Covenants Committee (ACC) Committee Members: Jeanie Bell Winslow, Chair Jane Albro John Facada Joseph Huggins Purpose of the ACC Liaison to the Board of Directors Maintain external appearance of homes Assist homeowners w/applications

Architectural Covenants Committee (ACC) Annual Inspection 102 – houses inspected 61 – houses with violations 41 – house with NO violations 69% mildew and/or dirt

Architectural Covenants Committee (ACC) Modification Applications Garage Doors Roofs Storm Doors

Architectural Covenants Committee (ACC) ACC Standards Updated User Friendly Table of Contents Photos of Exterior Lights Details on Exterior Paint Standards posted on webpage

Architectural Covenants Committee (ACC) Please remember: Check the ACC Standards before making exterior changes Trash may be set out no earlier than dusk This is a City of Fairfax policy

Electrical Committee Committee member John Facada, Chair

Electrical Committee

Electrical Committee

Fountains Committee Chairperson: West Park Wendy Winslow Landscape Contractor: Harmony Ponds Schedule: Turn On: Apr/May Turn Off: Oct/Nov West Park Landscape Central Park Schedule Replacement Fountain in 2019

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

Challenges Tress kill turf/Turf kills tree Sprinklers are high maintenance and require yearly maintenance and replacement Drainage issues exist because of open downspouts Pet damage continues to be problem that causes 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

2018 Improvement Projects 21

Example Improvement Projects Removal of turf in heavily treed and travelled areas Use of low maintenance, heat resistant native plants Removal and update of shrubs and plantings around the community. 22

Example Improvement Projects Removal of turf in heavily treed and travelled areas in favor of: Landscape Stone Stone Walkways 23

2019 Plan of Action Create a committee and group(s) of interested homeowners 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 24

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

Events Committee NEW NAME! EVENTS IN 2018 GARAGE SALE MEMORIAL DAY BBQ INDEPENDENCE DAY BBQ – Canceled due to rain LABOR DAY BBQ HOLIDAY PARTY SUNDAY, DECEMBER 9TH ARMY NAVY COUNTRY CLUB PLEASE RSVP!

Tree Committee Committee Member: Alice Lippert, Chair Tree Care In 2018: Conducted Tree Inventory & created a database of CS trees Inventory trees denoted with a tag and number Report prepared Purchased 3-year license of ArborScope -GIS Software Pkg Pruned & trimmed (65 resident & community trees) in early spring Removed two diseased Ash trees on common grounds Planted new community tree Fertilized and treated for pests (insects/mites)

Tree Committee Planned for 2019: Apply growth regulator to resident owned Zelkovas Prune and trim (45-50 trees) in early spring Modify CS Tree Plan w/ City of Fairfax Plant 2 new community trees to replace diseased Ash trees Fertilize and treat for pests (insects/mites) 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

Web Committee Committee Member: Makarand Ved, Chair HOA website: chancerysquare.net Important announcements are on the website There is a link for covenants and forms Email addresses for Board members and Committee Chairs comments@chancerysquare.net

OLD BUSINESS 20

NEW BUSINESS Election Results Open Forum for Resident Comments

Adjournment Thanks for Attending ! See you at the Holiday Party Sunday, 7 December Army Navy Country Club 4:00 pm to 7:00 pm