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

2. 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

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

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

5. 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

6. 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

7. 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

8. 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.

9. 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

10. 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

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

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

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

14. 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

15. Electrical Committee
Committee member
John Facada, Chair

16. Electrical Committee

17. Electrical Committee

18. 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

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

20. 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

21. 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

22. 2018 Improvement Projects 21

23. 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

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

25. 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

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

27. 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!

28. 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)

29. 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

30. 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
addresses for Board members
and Committee Chairs

31. OLD BUSINESS 20

32. NEW BUSINESS
Election Results
Open Forum for Resident Comments

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