REVISED AGENDA Regular Meeting of the Board of Directors

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4 REVISED AGENDA Regular Meeting of the Board of Directors Thursday, March 14, 2013, 7:00 pm NOTE: Times listed for Agenda Items are estimates only. Actual times may vary substantially dependent on circumstances. It is suggested that Members having an interest in a specific Agenda Item be in attendance from the start of the meeting. I. Procedural Items Item A. 7:00 pm Call to Order & Opening Remarks Ken Knueven, President B. 7:05 pm Adoption of Regular Meeting Agenda Ken Knueven, President C. 7:10 pm Approval of Minutes February 28, 2012 Ken Knueven, President Disposition Discussion Action Action II. Presentations, Discussion & Action Items Item Disposition D. 7:30 pm Member & Board Comments Discussion Additional Item 1 Additional Item 2 Transportation Advisory Committee Silver Line Bus Service Recommendations Kathryn Martin, Transportation Advisory Committee Chair Amendments to Assessment & Finance Resolution 3; Repair & Replacement Reserve Fund David Hopkins, Chief Financial Officer E. 7:45 pm Draft 2014/2015 Budget Development Calendar Milton W. Matthews, Chief Executive Officer F. 8:15 pm Plan for Soliciting Board, Committee, Staff & Member Suggestions Cate Fulkerson, Director of Administration, Member Services & IT G. 8:30 pm The Revenues and Costs: Historical and Prospective David Hopkins, Chief Financial Officer Analysis of Operating Revenues and Expenses Analysis of Personnel - Related Costs Projected Operating & Capital Costs H. 9:30 pm Executive Session to Discuss Legal, Contractual or Personnel Related Matters Ken Knueven, President Action Action Action Action Discussion Action III. Close of Meeting Item I. 10:00 pm Adjourn Ken Knueven, President Disposition Action Reston Association Board of Directors Meeting March 14, 2013

5 Additional Item 1 Transportation Advisory Committee Silver Line Bus Service Recommendations

6 ADDITIONAL ITEM 1: PRESENTER: AGENDA ITEM SUMMARY March 14, 2013 Transportation Advisory Committee Silver Line Bus Service Recommendations Kathryn Martin, Transportation Advisory Committee Chair Board Motion: Move to direct staff to send a letter to the Fairfax County Department of Transportation requesting the implementation of certain actions regarding the adequacy of commuter and intra-reston bus services as related to the opening of the Metro Silver Line. BOARD PLANNING COMMITTEE RECOMMENDATIONS During its meeting of March 11, 2013, the Board Planning Committee (BPC) reviewed the Transportation Advisory Committees (TAC) Silver Line Bus Service proposals. The BPC recommended that the TAC s opinions regarding commuter and intra-reston bus services to the Fairfax County Department of Transportation be placed on the March 14, 2013 Board of Directors agenda for consideration; and, the proposal to request that Fairfax County Hunter Mill District Supervisor Hudgins establish a community Transit Service Advisory Group be forwarded to the Board of consideration during its March 28, 2013 meeting. BACKGROUND The Transportation Advisory Committee (EAC) has developed a series of recommendations for consideration by the Board of Directors to be presented to Fairfax County regarding proposed changes to Connector/Ribs Bus Service to be implemented upon opening of the Silver Line Metrorail to Reston/Wiehle Station. Specifically, the TAC would like the Board to send a letter to Fairfax County s Department of Transportation requesting the implementation of certain actions regarding the adequacy of revised commuter and intra- Reston bus services. See attached for the TAC s Silver Line Bus Service Recommendations. BUDGET IMPACT At this time no budget impact is anticipated. Reston Association - Regular Board Meeting Agenda Item Summary Prepared By/Date: Cate Fulkerson/March 12,

7 Revised Per BPC Recommendation of 03/11/13 RA Transportation Advisory Committee Recommendation for Public Comments to Fairfax County re: PROPOSED CHANGES TO CONNECTOR/RIBS BUS SERVICE to be implemented upon opening of the Silver Line Metrorail to Reston/Wiehle Station. As described in recent public meetings, Fairfax County (FCDOT) is currently developing bus route and schedule changes to accommodate the opening of the Silver Line at Wiehle Avenue. The draw of Metrorail service at this most westerly station will significantly increase traffic within Reston. In addition, the establishment of rail service is anticipated to spur additional commercial and residential population resulting in increased traffic congestion throughout Reston and particularly in the vicinity of Wiehle station. The FCDOT proposed Silver Line Bus Service plan will result in elimination of express bus service to Tysons, West Falls Church and Pentagon/Crystal City, during the period between the completion of Phase 1 and 2. Reston Association appreciates the efforts of FCDOT in developing this plan, especially noting the plans supporting routes that will support use of the Herndon/Monroe parking facility as a collector point for vehicles and riders outside of Reston. Reston Association recognizes the following, and wish for Fairfax County to consider the following: Encourage bus ridership as the major, most efficient access to the new station. Support opportunities to facilitate pedestrians and bikes to utilize Connector/RIBS and Metrorail. Links to all Reston and surrounding neighborhoods must be established to provide peak period service to Wiehle station for commuters. In order to get people out of cars within Reston, more convenient intra-reston bus service must be available. Demographics indicate more elderly and persons with disabilities are choosing to stay in their homes in Reston based on the amenities offered, and will utilize off-peak bus service. Intra-Reston off-peak ridership will increase due to the availability of direct Silver Line service to Tysons and downtown Washington. Reston Association is requesting that the Hunter Mill Supervisor implement the following: The County should establish a Bus Service Advisory Group to include actual bus riders, the Reston Association Transportation Advisory Committee, representatives of the Reston Community Association, and the Reston Town Center Association. The purpose of the advisory group would be to review, comment, and advise County transit planners on the adequacy of revised commuter and intra-reston bus service. THEREFORE: Reston Association recommends the following to Fairfax County: Comment [CF1]: This item will be taken up during the March 28, 2013 Board of Directors Meeting. We strongly support 10 minute transfer time at Reston Town Center to serve the Wiehle station. We strongly endorse the Circulator bus plans for the Sunrise Valley and Sunset Hills routes. 1

8 Revised Per BPC Recommendation of 03/11/13 We strongly support the bus routes to facilitate use of the Herndon Monroe Park & Ride as a collector for the Silver Line. RA requests that after 6 months of the opening of the Wiehle station, FCDOT staff review the implementation plan and meet with Reston Association Transportation Advisory Committee to consider improvements to the plans. Intra-Reston routes must be more convenient, bi-directional, like real city transit shorter headways, direct, eliminating the need for long, round-about, circuitous trips with layovers at Town Center, weekday peak/offpeak, and late evening and weekend service. If it is not feasible to introduce bi-directional loop service on the south Reston RIBS service in the near term, other bus routes should be provided to reduce the time that would otherwise be required for some RIBS users to travel to the Wiehle station. While FCDOT has expressed that bidirectional RIBS service will be available by many of the reconfigured Fairfax Connector Bus Routes during peak hours, we would like to see a reverse RIBS routing identification table prepared to show Restonians these options. The County should be careful to avoid making any changes to the RIBS service that would cause serious problems to the continuing effectiveness of the timed-transfer connections at the existing bus transfer station in Reston Town Center. The County should encourage the continued coordination between Fairfax County and Metrorail to improve its on-time performance of rail service, and the County should work closely with Metrorail to maximize the coordination of bus and rail transfer connections, particularly in the periods of longer rail and bus headways. The County should increase the priority given to the amount of mid-day and evening bus service rail feeder operations as has been formally requested to the County Board of Supervisors by Hunter Mill Supervisor Cathy Hudgins. Expand Park and Ride opportunities and/or alternate parking opportunities as collectors for bus riders outside of Reston and within Reston. The County should consider extending RIBS 4 to Wiehle station. The County should consider continuation of selected express Pentagon and Crystal City schedules to eliminate the potential time delays in additional transfers. The County should consider a reduced fee or free bus service for the South Reston Park & Ride to encourage ridership during the initial year of Wiehle station rail service. The County is encouraged to integrate automated information systems with bus and rail in order to develop real-time information for bus riders and to enhance communication through consideration of smart phone applications and other potential wireless options. 2

9 Additional Item 2 Amendments to Assessment & Finance Resolution 3; Repair & Replacement Reserve Fund

10 ADDITIONAL ITEM 2: PRESENTER: AGENDA ITEM SUMMARY March 14, 2013 Amendments to Assessment & Finance Resolution 3; Repair & Replacement Reserve Fund David Hopkins; Chief Financial Officer Board Motion: Move to approve amendments to Assessment & Finance Resolution 3; Repair and Replacement Reserve Fund which adds clarifying language stating that the policies delineated in the Resolution regarding the funding level of the reserves maintained to provide for capital repairs, replacements contingencies, and lake dredging, shall take affect at the start of the 2014/2015 Biennial Budget BACKGROUND Staff recommends that a clarifying statement be added to Assessment & Finance Resolution 3 to denote that the policy stipulations regarding the funding level of the reserves maintained to provide for capital repairs, replacements contingencies, and lake dredging take affect with the Board s adoption of the 2014/2015 Biennial Budget. See attached resolutions amendments. BUDGET IMPACT At this time no budget impact is anticipated. Reston Association - Regular Board Meeting Agenda Item Summary Prepared By/Date: Cate Fulkerson/March 12,

11 DRAFT Assessment & Finance Resolution 3; Repair & Replacement Reserve Fund WHEREAS, the Board of Directors is responsible for the administration and operation of the Association consistent with the amended provisions of the Reston Documents; and WHEREAS, Section III.2(a) of the First Amendment to the Deed of Amendment to the Deeds of Dedication of Reston ( Amended Reston Deed ) delineates that it is a purpose of the Association to interpret, administer, and enforce the protective covenants and restrictions of the Deed; and WHEREAS, Section III.2(c) of the Amended Reston Deed delineates that it is a purpose of the Association to assess, collect, and disburse the Assessments and charges authorized by the Deed; and WHEREAS, Section III.2(b) of the Amended Reston Deed authorizes the Association, for the benefit of the Members, to acquire, own, sell, mortgage, convey, encumber, and lease property, real or personal, and to improve, administer, and maintain such property in neat and good order; WHEREAS, Section III.5(e) of the Amended Reston Deed provides the Board of Directors with all powers necessary and appropriate for carrying out the purposes of the Association which are enabled by law or the Reston Documents; WHEREAS, Section III.5(f) of the Amended Reston Deed authorizes the Association to exercise the powers now or hereafter conferred by law on Virginia nonstock corporations as may be necessary or desirable to accomplish the purposes of the Association; WHEREAS, Section V.14 of the Amended Reston Deed states that the Board of Directors shall build up and maintain reasonable reserves for capital replacements; WHEREAS, consistent with Deed Section V.14 of the Amended Reston Deed, the Board of Directors has established a Repair and Replacement Fund ( Reserves ); WHEREAS, the Virginia Property Owners Association Act (Va. Code Ann ) outlines certain requirements for reserves for capital components; WHEREAS, Section I.1(i) of the Amended Reston Deed defines the term Capital Asset as Common Area or property components that have a useful life of more than three years, including but not limited to swimming pools, tennis courts, community buildings, lakes, pathways, parking areas, multipurpose courts, ballfields, tot lots, vehicles, and other equipment owned by the Association; and WHEREAS, Section I.1(j) of the Amended Reston Deed defines the term Capital Reserves as funding designated for future major repairs, replacements -, or improvements to Capital Assets. Reston Association Assessments & Finance Resolution 3; Repair & Replacement Reserve Fund December 13, 2012March 14,

12 DRAFT NOW, THEREFORE, BE IT RESOLVED, the following policies shall be followed to ensure that adequate reserves are established and maintained to provide for capital repairs, replacements contingencies, and lake dredging: 1. Reserve Study. The Board of Directors shall conduct or cause to be conducted a study at least every five years to determine the necessity and amount of Capital Reserves required to repair, replace and restore the Capital Assets. The study results shall be translated into a 10 year forward looking forecast by staff (hereinafter 10 Year Repair and Replacement of Capital Assets Forecast ) and reviewed at least annually to determine if Capital Reserves are sufficient. The Board of Directors shall make any adjustments deemed necessary to maintain reserves. 2. Fund Designation. Dollars for the repair and replacement of the Association s Capital Assets and lake dredging expenses shall be maintained in the Repair and Replacement Reserve Fund (RRRF) and shall be used for the, replacement or capital repair of existing Capital Assets including lake dredging. No dollars from the Repair and Replacement Reserve Fund shall be used for operating expenses or new Capital Asset acquisitions. 3. Funding Sources. a. In 2012 and 2013, and the RRRF shall be funded through investment earnings on the fund s balance. b. Commencing January 1, 2014, in conjunction with the promulgation and adoption of the biennial budget, Tthe Repair and Replacement Reserve Fund shall be funded by an annual appropriation of the current year s revenues at 1/10 th of the forecasted 10 year Repair and Replacement expenditures based upon the latest 10 Year Repair and Replacement of Capital Assets Forecast prepared by staff. a.c. By a two-thirds vote, the Board of Directors may allocate surplus dollars from the Operating Fund to the Repair and Replacement Reserve Fund. b.d. By a two thirds vote, the Board of Directors may designate, for a given year, less than the full 1/10 th of the 10 year forecasted Repair and Replacement expenditure appropriation to the Repair and Replacement Reserve Fund. c.e. No other provision in this Resolution shall limit the Board of Directors from funding Capital Asset repair and replacement expenditures by borrowing. 4. Minimum Annual Repair and Replacement Reserve Fund Balance. a. The minimum balance level for the Repair and Replacement Reserve Fund shall be evaluated each biennial budget cycle to ensure that the minimum annual Repair and Replacement Reserve Fund Balance shall equal the average annual planned repair and replacement capital expenditure over the next 10 year period plus a reserve for contingencies of a minimum of 10 percent of the average Repair and Replacement Reserve Fund spending over the ensuing ten years. Reston Association Assessments & Finance Resolution 3; Repair & Replacement Reserve Fund December 13, 2012March 14,

13 DRAFT b. The balance in the Repair and Replacement Reserve Fund shall be evaluated each budget cycle to ensure the continuing adequacy of the Repair and Replacement Reserve Fund. In such evaluation, the Board of Directors, upon advice from the Fiscal Committee and staff, shall base its evaluation on the following: i. The current Repair and Replacement Reserve Fund Balance; ii. Projected spending based on the most recent Association Reserve Fund Study and the 10 Year Repair and Replacement of Capital Assets Forecast prepared by staff; and iii. Projected appropriation of Association Assessment Revenues,., 5. Repair and Replacement Reserve Fund Management. Repair and Replacement Reserve Fund assets shall be: a. Segregated from the Operating Fund and the Capital Asset Acquisition Reserve Fund; b. Maintained in a separate investment account; and c. Invested in accordance with Assessments & Finance Resolution 6 - Reston Association s Investment Policy. d. Carried forward from one year to the next until spent or otherwise re-designated by the Board of Directors. ATTEST: Resolution was adopted at a Regular Meeting of the Reston Association Board of Directors held on June 22, 2006; October 25, 2007; and amended on December 13, 2012; and amended on March 14, Assistant Secretary Reston Association Assessments & Finance Resolution 3; Repair & Replacement Reserve Fund December 13, 2012March 14,

14 DRAFT BOARD BUDGET DEVELOPMENT CALENDAR 2013 Task Dates MONTH DATE AGENDA ITEM MARCH Thursday, 3/14 Friday, 3/15 During Regular Board Meeting, Board of Directors Discusses 2014/2015 Budget Development plan and adopts Budget Development Calendar and Budget Suggestion Form. Budget Suggestion Form made available to Board, Members, and Committees provided to media, posted on website and social media. APRIL Wednesday, 4/10 Friday, 4/26 Provide new Board Directors with Budget Development Calendar. All budget suggestions due from Board, Committees, and Members as well as new Staff Initiatives. Thursday, 6/13 During a Special Meeting, the CEO presents prioritized Budget Suggestions and new Staff Initiatives to the Board of Directors. JUNE Friday, 6/21 Board sends individual Budget Priority preferences to Staff for compilation. Preferences are made based on the Budget Suggestions and new Staff Initiatives presented during the June 13 Special Meeting. Thursday, 6/27 During a Regular Meeting, the Board determines Budget Priorities to be included in the draft 2014/2015 Budgets. AUGUST Wednesday, 8/28 Proposed budgets sent to Board of Directors, posted on website and made available at Headquarters. RESTON ASSOCIATION /2015 BOARD BUDGET DEVELOPMENT CALENDAR March

15 DRAFT SEPTEMBER Thursday, 9/5 Monday, 9/16 Saturday, 9/21 Monday, 9/30 During a Special Meeting, CEO presents proposed budgets to Board of Directors. Special Board Meeting to discuss Proposed Budgets. If needed, Special Board Meeting to discuss Proposed Budgets. 1 st Notice of Public Hearings published with local media, posted on the RA website and social media sites Thursday, 10/3 Monday, 10/7 If needed, Special Board Meeting to discuss Proposed Budgets. 2 nd Notice of Public Hearings published with local media, posted on the RA website and social media sites. OCTOBER Monday, 10/14 Thursday, 10/17 Monday, 10/21 3 rd Notice of Public Hearings published with local media, posted on the RA website and social media sites. During a Special Meeting, 1 st Public Hearing held. 4 th Notice of Public Hearings published with local media, posted on the RA website and social media sites. Saturday, 10/26 Monday, 10/28 During a Special Meeting, 2 nd Public Hearing held. In needed, Special Board Meeting to discuss amendments to Proposed Budgets based on comments received during Public Hearings. NOVEMBER Thursday, 11/21 During a Regular Meeting, Board of Directors approves Proposed Budgets. RESTON ASSOCIATION /2015 BOARD BUDGET DEVELOPMENT CALENDAR March

16 DRAFT Submittal Form: 2014/2015 Budget Requests & Suggestions Input from its membership is always important to the Reston Association, but especially so during budget development. The Board of Directors is due to adopt budgets for 2014 and 2015 in the fall of Perhaps you have a suggestion or an idea about improving association services or adding new services. You are welcome to submit any and all ideas about Reston Association s services, facilities, operations and programs. The Board of Directors will carefully consider all suggestions received in light of available financial resources and will prioritize these suggestions for possible inclusion in the upcoming budget. All we ask is that you describe your ideas in detail (location, purpose, estimated cost or cost savings, etc.). Complete and send us this form by Friday, April 26, 2013 by to RABudget@reston.org or by mail to Reston Association, ATTN: RA Budget Suggestions, Sunrise Valley Drive, Reston, VA Your Name: Reston Address: Phone Contact: Your Budget Suggestion:

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