Sully Station II Community Association 2019 Annual Meeting of Members September 26, 2019 The mission of Sully Station II Community Association (SSIICA) is to provide for the maintenance, preservation and architectural control of the lots and common areas within the domain of the Association, and to promote the health, safety, and welfare of the residents.
Annual Meeting Agenda – 09/26/2019 • President’s Report • Call to Order • Treasurer’s Report • Verification of Quorum • ARB Report • Approval of Agenda • Activities Committee • Proof of Notice Report • Final Call for Ballots • Resident Forum • Approval of Minutes • Board of Trustees Elections • Adjournment 2
Annual Meeting • Proof of Notice – sent July 09, 2019 • Final Call for Ballots • Approval of Minutes ▪ Annual meeting minutes of Sep 27, 2018 3
Sully Station II Community Association Board of Trustees President Glenn Martin Trustee Patrick Morris Vice President Diana Marvin Trustee Bill Perry Secretary Adrian Isaicu Trustee John Stamper Treasurer Karen Hogan 4
Sully Station II Community Association Management Rebecca Winchester Mark Bailey Community Manager Vice President Lizette Rivera Eddie Hatcher Assistant Community Maintenance Manager 5
Sully Station II Community Association PRESIDENT’S REPORT President Glenn Martin 6
Sully Station II Community Association Sections, Clusters, Lots and Streets 7
Major Events - None A Year of Rebuilding Beaumeadow Dr and Deer Lake Ln Units ▪ Thank you for your cooperation during this rebuilding period ▪ Nearing completion One Year Later Six Months Later May 02, 2018 Today The Morning Afuer 8
State of the Association ✓ Cost – Financially solid ✓ Schedule – Multi-year contracts in place ✓ Performance – Continued improvements Member Home Participation Values Expenses Delinquencies 9
Accomplishments - Projects ▪ Paving of Asphalt Paths ✓ Shetler Way to Tot Lot and Multipurpose Court ✓ Cub Stream Ct to Tot Lot and Multipurpose Court ▪ Asphalt Repairs ▪ New Pool Furnishings Lifeguard Stands ✓ Diving Board ✓ ✓ Chaise Lounges ✓ Chairs 10
Accomplishments - Policy ▪ Policy Resolution No. 7 ✓ Vehicle Policies ✓ Relating to use, parking, and storage of vehicles Finalized and up for vote at next Board meeting ✓ ▪ Administrative Resolution No. 21 Ratification of Prior Policy Resolutions ✓ Brings all current policy resolutions up-to-date ✓ ▪ Administrative Resolution No. 22 Elections Procedures ✓ ✓ Revised procedures to included Electronic Elections ▪ Administrative Resolution No. 23 ✓ Elections Committee Charter ✓ Updated responsibilities for this standing committee 11
Accomplishments – Contractual • Awarded Contracts ▪ ADT - Community Center facilities security ▪ All American Fences, Inc. - Pool Gate & Fencing; Tennis Court Gate ▪ American Disposal Services, Inc. - Fee increase effective Nov 01, 2019 ▪ Aquatic Environment Consultants, Inc. - Pond maintenance ▪ Battlefield Towing - Towing enforcement ▪ Bilman Company, Inc. - Community Center air conditioning system ▪ CAE Engineering - Estate Paving Project ▪ Compton Tree Service - Tree and stump removal services ▪ FirstService Residential - Management Services 12
Accomplishments – Contractual (continued) • Awarded Contracts (continued) ▪ Geese Police - Geese control ▪ GoldKlang Group CPA’s, P.C. - 2018 Annual Audit ▪ Heritage Landscape Services (HLS) Landscape and Snow Management Services (Nov 2019 - Oct 2024) ✓ Turf Renovation ✓ Water Retention Ponds buffer clearing ✓ ▪ Hill’s Landscaping Tot Lot Mulch ✓ ▪ Pro-Pave Asphalt Paths off Cub Stream Dr and Shetler Way ✓ 13
Accomplishments – Contractual (continued) • Awarded Contracts (continued) ▪ NVPools Pool maintenance ✓ ✓ Lifeguards ▪ PM+ Reserves - Reserve Study for 2020 and beyond ▪ Potomac Marlins Swim Team - Pool facilities rental for 2019 season ▪ Triple S Pest Control - Community Center facilities pest control ▪ USI Insurance - Association Insurance 14
Driving Forces Increasing Home Values ▪ Parking Study for Additional Parking ▪ Addressing Maturing Trees ▪ Pond Buffer Zones ▪ Fairfax County Water Retention Pond Project ▪ Home Inspections and Follow-ups ▪ Estate Paving Saving Member $$$’s ▪ Implementing electronic provisions of the First Amendment ▪ Using Multi-year contracts ✓ Landscape Maintenance and Snow Services Management Contract ✓ Trash Collection Services ✓ ▪ Increase economy of scale ✓ Stone Road Properties Estate Home ✓ 15
The Year Ahead ▪ Estate Paving Project ➢ October 2019 ➢ Community Association Engineering oversight ▪ Updated Resale Disclosure Package (RDP) ▪ Planting Cherry Laurels along Stone Road ▪ Stone Road Properties Agreement ➢ Ten Units (six Single Family, four Townhomes) Providing services but not Membership ➢ ▪ Master Parking Plan ➢ Preliminary Parking Study completion ➢ Development of the Plan Submission to Fairfax County for approval ➢ ▪ Parking Policy Revisions Policy Resolution No. 12 - Non-mixed Townhome Sections ➢ Policy Resolution No. 15 - Mixed Townhome Sections ➢ 16
Issues Facing Your Board • Addressing the Parking Problem ▪ Contracted with CAE to conduct parking study ▪ CAE identified areas for potential additional parking spaces ▪ Requires significant funding ✓ Average cost for one parking space is $2-4K ✓ Multi-year funding source TBD Section Spaces/Unit ▪ Requires Fairfax County approval Two = 1.744 ▪ Working with attorney on overall approach Three = 1.555 ▪ Policy updates Four = 0.643 Five = 0.780 Seven = 1.138 Eight = 1.221 Thirteen = 1.328 Fourteen = 1.602 Fifteen = 1.058 17
Issues Facing Your Board • Recruiting Volunteers Architectural Review Board Elections Committee ▪ Committees need member participation Financial Review & Budget Committee ✓ Architectural Review Board Communications Committee Activities Committee ✓ Elections Committee ✓ Activities Committee volunteers for events • Communications ▪ Broadcasts emails ▪ Targeted broadcast emails to applicable units ▪ Sully II Times, Flyers, website, social media, emails, etc. • Rising Consumer Price Index (CPI) ▪ Contract costs ▪ Labor costs 18
Issues Facing Your Board • Maturing Trees ▪ Cutting of old trees ▪ Stump removal ▪ Planting of new trees 19
Sully Station II Community Association TREASURER’S REPORT Treasurer Karen Hogan 20
Treasurer’s Report Operating Budgets 21
Treasurer’s Report Historical Delinquency Percent Currently 1.54% 22
Treasurer’s Report Reserve Funding – Total Reserve Balances ▪ End of 2019 – Reserve Study $1,037,540 ▪ Current – August 2019 $1,532,072 ▪ Estimated End of 2019 $1,305,139 2019 2015 Snow Reserves General $ 16,359 Estate $ 5,628 TownHome $ 64,796 Total = $ 86,783 23
Treasurer’s Report • FirstService Residential ▪ Draft Budget ▪ Operate under our Expenditure Policy (Administrative Resolution No. 20) ▪ Monthly Financial Reporting ▪ Recommend Investments per Investment Policy 24
Treasurer’s Report • Operating expenses over budget ▪ Legal Collection Expenses ▪ Water • 2018 Audit ▪ Required annual audit ▪ Approved June 03, 2019 ▪ Findings: ✓ Financial Statements present fairly SSIICA’s financial position ✓ Results of operations and cash flows ended in conformity with accounting principles generally accepted in the United States of America ✓ Recommend the Association continue to aggressively pursue all delinquent accounts ✓ Recommend the Association accumulate excess operating funds to a level of 10% to 20% of annual assessments. 25
Committee Reports • Architectural Review Board - Chair: Becky Martin • Peter Bailey, • Jenna Brown, • Kristen Dickenson, and • JoLynne Vincent Board Liaison: Karen Hogan, Treasurer • Activities Committee - Chair: Cristal Smith • Jenna Brown, • Leslie Jenuleson, • Kathy Kennedy, and • Eileen Smith Board Liaison: Patrick Morris, Trustee Thanks to our Volunteers! 26
Architectural Review Board (ARB) Report • Chair – Becky Martin • Monthly ARB Meetings ▪ Meeting dates posted on SSIICA Bulletin Boards ▪ Agendas posted on FSRConnect ▪ Reviewed 220 Applications ▪ Conducted 75 Violation Hearings • Architectural Guidelines and Standards ▪ 2018 Guidelines under review ▪ Goal is to make the descriptions clearer and the formatting easier to use 27
Activities Committee Report • Chair – Cristal Smith • Activities 2019 ▪ Bi-monthly Wine Club Meetings ▪ Chili / Bingo Night ▪ Community Yard Sale ▪ Summer Extravaganza ▪ National Night Out ▪ Oktoberfest ▪ Christmas Tree decorating ▪ Breakfast with Santa 28
Wine Club 29
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