S U L L Y S T A T I O N II C O M M U N I T Y A S S O C I A T I O N

Transcription

1 S U L L Y S T A T I O N II C O M M U N I T Y A S S O C I A T I O N A N N U A L M E E T I N G S E P T E M B E R 2 2, Thursday June 27, :00 p.m. Sully Station II Community Center 5501 Sully Park Dr. Centreville, VA 20120

2 SULLY STATION COMMUNITY ASSOCIATION September 22, :00 p.m. Community Center 5501 Sully Park Dr. Centreville. VA AGENDA Annual Meeting Agenda I. Attendance II. III. IV. Call to Order Approve Agenda Proof of Notice V. Verification of Quorum VI. Review and Approval of Minutes Annual Meeting Minutes - September 24, 2015 VII. VIII. IX. President s Report Treasurer s Report Social Events Report X. Committee Reports Architectural Review Board Neighborhood Watch XI. XII. XIII. Old Business New Business Amendments to the Declaration Volunteer of the Year Award 2016 Board of Trustees Election Final Call for Ballots Candidate Introductions XIV. XV. Resident Forum Election Committee Trustee Election Results XVI. Adjournment

3 S U L L Y S T A T I O N II C O M M U N I T Y A S S O C I A T I O N September 22, :00 p.m. Community Center 5501 Sully Park Dr. Centreville. VA Annual Meeting Agenda Attendance Page number General Manager: Rob Martin, AMS, CMCA Community Association Manager: Traci Tranquilli AMS, CMCA Present? Name Position Daniel Jenuleson President Glenn Martin Vice President Ronnie Asafaylo Secretary Ron Schulte Treasurer Diana Marvin Trustee Adrian Isaicu Trustee William Perry Trustee Call to Order Review and Approval of Agenda Proof of Notice Proof of Quorum Review and Approval of Minutes Minutes. The draft Minutes from the September 24, 2015 SSIICA Annual meeting are enclosed for the Board s review. Action: Review and Approve President s Reports Treasurer s Report Social Events Report Committee Reports ARB Committee Neighborhood Watch

4 Old Business New Business Discussion of the Proposed Amendments to the Declaration Volunteer of the Year Award 2016 Julie Dale Board of Trustees Elections Final Call For Ballots Candidate Introductions Adjournment

5 S U L L Y S T A T I O N II C O M M U N I T Y A S S O C I A T I O N NOTES BOARD OF DIRECTORS MEETING

6 S U L L Y S T A T I O N II C O M M U N I T Y A S S O C I A T I O N NOTES BOARD OF DIRECTORS MEETING

7 S U L L Y S T A T I O N II C O M M U N I T Y A S S O C I A T I O N NOTES BOARD OF DIRECTORS MEETING

8 S U L L Y STATION II C O M M U N I T Y A S S O C I A T I O N NOTES BOARD OF DIRECTORS MEETING

9 SULLY STATION II COMMUNITY ASSOCIATION ANNUAL MEETING THURSDAY SEPTEMBER 24, 2015 UNAPPROVED MINUTES ATTENDANCE Dan Jenuleson Justin Boudville Ron Schulte Adrian Isaicu Veronica (Ronnie) Asafaylo Bill Perry Carol Hanas Robert Martin Luigi Solloso Not Present - Carey Haynes -President -Vice President -Treasurer -Treasurer -Trustee -Trustee -FSR Vice President Large Scale Properties -FSR On-site Manager -FSR Assistant On-site Manager -Secretary CALL TO ORDER Dan Jenuleson, President called the meeting to order at 7:01 pm APPROVAL OF AGENDA Bill Perry made a motion to approve the agenda as presented. Ron Schulte seconded the motion. Motion approved unanimously. PROOF OF NOTICE Rob Martin, Property Manager verified that the Proof of Notice of the Annual meeting was sent to all Sully Station II Members on August 3, PROOF OF QUORUM Rob Martin, Property Manager verified that we did have a quorum of Members. He stated that 156 Association Members submitted proxies or were present. A quorum of 132 Members is required by the Association By-Laws. APPROVAL OF MINUTES Minutes from the Sully Station II Community Association Annual Meeting October 23, 2014 Bill Perry made a motion to approve the minutes of the Sully Station II Annual Meeting 2014 as presented. Ronnie Asafaylo seconded the motion. Motion passed unanimously. PRESIDENT S REPORT State of the Association Dan Jenuleson presented the State of the Association (attached). TREASURER S REPORT Ron Schulte, Treasurer presented the Treasurer s Report (attached): COMMITTEE REPORTS Neighborhood Watch Leslie Jenuleson discussed the activities of Neighborhood Watch over the past year including the National Night Out hosted at the community center. Social Committee Rob Martin discussed the activities for this year and recognized CeeCee Evans. Architectural Review Board Rob Martin discussed the actions of the ARB Committee over the past year, including open and closed violations.

10 BOARD OF TRUSTEES ELECTIONS Final Call for Ballots Dan Jenuleson made last call to turn in ballots. Dan Jenuleson recognized Trustees Justin Boudville and Carey Haynes for their service on the Board of Trustees. Dan Jenuleson Introduced Ron Schulte, candidate for the Board of Trustees. RESIDENT FORUM No owners signed up to speak at the meeting. VOLUNTEER OF THE YEAR AWARD Volunteer of the year Dan Jenuleson announced Eric Stalfort (not in attendance) as the Dan Jenuleson recognized CeeCee Evans for her efforts with the Social Committee and Community Events. ELECTION COMMITTEE Trustee election results Rob Martin reported that candidate Ron Schulte was elected to the Board. Mr. Schulte will serve a two-year term. Amendment to the Declaration vote: Amendment #1 Resale Capital Contribution For 345 Against 71. Amendment #2 Electronic Communications For 394 Against 24. Annual Meeting Drawing the winner of the (5) $50 gift certificates were: Yeen Suk Park, Kevin Susko, Gerard O Donohue, Mary Anne Gatton, Jane Leahy ADJOURNMENT Justin Boudville made a motion to adjourn the meeting at 7:47 pm. Adrian Isaicu seconded the motion. Motion passed unanimously. Attachment 2015 Annual Meeting and Slide Show.pdf PRESIDENT SECRETARY

11 Sully Station II Community Association 2015 Annual Meeting

12 Annual Meeting Agenda 9/24/2015 Call to Order Attendance Approval of Agenda Introductions Proof of Notice Proof of Quorum Approval of Minutes President s Report Treasurer s Report Committee Reports Social Events Board of Trustees Elections Resident Forum Election Committee Adjournment 2

13 Sully Station II Community Association Welcome to Carol Hanas VP, Large Scale Communities Traci Tranquilli Association Manager Rob Martin Community Manager Luigi Solloso Assistant Community Manager Eddie Hatcher Facilities/Maintenance Technician 3

14 Change of Community Managers Rob Martin (Enjoying SSIICA!) Bob Webster (RETIRED!)

15 Sully Station II Community Association Board of Trustees President Dan Jenuleson Vice President -- Justin Boudville Secretary Carey Haynes Treasurer Ron Schulte Trustee Ronnie Asafaylo Trustee Adrian Isaicu Trustee Bill Perry 5

16 Annual Meeting Proof of Notice sent July 31, 2015 Proof of Quorum Approval of Minutes Annual meeting minutes of October 23,

17 Sully Station II Community Association President s Report The State of the Association 7

18 Sully Station II CA Diverse Neighborhood

19 State of the Association Cost Financially solid Schedule Multi-year contracts in place Performance Improvements abound! Participation Home Values Expenses Delinquencies 9

20 Accomplishments Took Aggressive Actions to Reduce Delinquency Rate 2015 delinquency rate % 2014 delinquency rate % 2013 delinquency rate % Industry average is 5.0%

21 Accomplishments Board updated two Administrative Resolutions Resolution No. 1 Procedures Related to Assessments Enables Community Management Agent to attempt collection of delinquent payments prior to account being turned over to Association s Counsel for collection Attempts to reduce collection (legal) fees incurred by Sully Station II Members Resolution No. 11 Use of Common Areas Swimming Pool Rules Improves Members safety Reduces pool operations risk Allows Members to schedule utilization of Association s grills Board created first-ever Pool Management Request for Proposal (RFP) package Defines requirements for Sully Station II pool operations Provides clear proposal direction to Venders Delivers Members with comprehensive pool management & operations Enables a Best-Value proposal review process 11

22 ADA Compliant Pool

23 New Sully Station II Pool Passes Permanent & Barcoded to Management Records Owners Dependents Renters Non-Residents Guest Passes Total:

24 Three Flat Screen TVs with Cable Two 65 inch One 55 inch

25 Ten New Security Cameras

26 Night Time Video

27 Daytime Time Video

28 New Pool Deck Tables 18

29 Sully II Spring Clean Up Day 9 May 2015

30 Sully Station II Newsletter Monthly Electronic Distro

31 More Accomplishments Around Property Successfully hosted 13 neighborhood events, i.e. NNO, July 11 Pool Party, and many more Removed approximately 50 dead trees from common areas 23 trees removed with in-house staff 17 trees removed with contract labor Remove 15 stumps from common area property Performed tree pruning on common area trees Delivered 19 loads of debris to the Fairfax County landfill Replaced 3 street intersection signs in common areas Seasonal plantings installed at entrances to the Community & Community Center Re-painted Section 2 parking spaces on-going project Completed Bath House repairs caused by winter frozen pipe damage Installed a new pet bag station at Truitt Farm

32 More Accomplishments Tot Lots Repaired tot lot fences Added carpet mulch to all playground areas Pool Area Pressure washed pool deck and railings, resealed railings Purchased new pool equipment including utility poles, skimmers nets, chemical shed, etc.

33 Contractual Actions Management Contract FirstService Residential 2st Year Anniversary: May 01, 2015 Two-year base contract May 01, 2013 April 30, 2015 Three one-year options Many innovative procedures implemented: Historical Association documents available to Members on FSR website New Townhouse parking hang tags Electronic home inspections (100% of Sully II Homes surveyed) New digitized pool pass system 23

34 Actions Facing Your Board Delinquencies Aggressively pursuing Recruit Volunteers Committees need Member input Finance & Communications - zero volunteers Activities low support Swim Team needs additional participants Communications Exploring all media means to reach residents Flyers, Website, s, etc. 24

35 SULLY STATION II COMMUNITY ASSOCIATION TREASURER S REPORT Sully Station II Community Association 2015Annual Meeting 25

36 SULLY STATION II COMMUNITY ASSOCIATION $120,000 $100, $80,000 $60,000 $40,000 $20,000 $- $(20,000) $(40,000) $(60,000) Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Sully Station II Community Association 2015 Annual Meeting 26

37 SULLY STATION II COMMUNITY ASSOCIATION Sully Station II Community Association 2015 Annual Meeting 27

38 SULLY STATION II COMMUNITY ASSOCIATION Historical Delinquency Percent Auditor s typically recommend maintaining three to five percent or less Sully Station II Community Association 2015 Annual Meeting 28

39 SULLY STATION II COMMUNITY ASSOCIATION TREASURER S REPORT Reserve Funding Total Reserve Balances Reserve Balances End of 2014 $988,264 Current Balance $1,357,379 Reserve Study (end of 2015*) $794,430 * Does not include snow reserves Sully Station II Community Association 2015 Annual Meeting 29

40 SULLY STATION II COMMUNITY ASSOCIATION TREASURER S REPORT Income generating actions: Money Market Funds from 0.01% to 0.60% ($1,300 increase) Move $100,000 for operation account to money market 0.50% ($500 per year increase) Extended Pool rental relationship with Potomac Marlins ($312 per week income) Operating expenses over budgeted: Snow Removal depleted all snow reserves except Estates Pool Repairs bathhouse facilities winterization issues Activities caused by even budget spread over 12 months Sully Station II Community Association 2015Annual Meeting 30

41 Committee Reports Neighborhood Watch Activities Leslie Jenuleson CeeCee Evans 31

42 SULLY STATION II COMMUNITY ASSOCIATION Events in Review CeeCee L. Evan Sully Station II Community Association 2015Annual Meeting 32

43 Activities 33

44 Sully Station II Activities 2015 Sully Station II hosted several activities in 2015 with great success. Some events were new and recurring events received a little facelift. Neighbors who hadn t participated in activities in the past came out to join in the fun while getting to know their neighbors, both old and new. April Health and Wealth Seminar, First time event 4 residents attended, 3 speakers were present March Chili Bingo -Raised $ for the Swim Team April SpringVendorFair May CommunityYardSale Firstime event 37homessignedupto June Adult- Only Pool Party - was rained out participate.wehad shoppers fromasfaraswoodbridgeand otherareasoffairfax. May PetFest 2015 First time event Attendees: 18 families in total; 26 adults, 18 kids, and 10 dogs September Kid-sational Festival - Approximately 50parentsand kidsatended July SummerPool Party,hostedby the Board August BYOF&B Adult-Only Pool Party Remaining Events in Holiday Vendor Fair - Christmas Tree Trimming - Breakfast with Santa - Approximately residentsand their guests attended.

45 Board of Trustee Elections Final Call for Ballots Candidate Introductions 1. Ron Schulte 35

46 Sully Station II Community Association 2015 Volunteer of the Year 36

47 Sully Station II Community Association 2015 Volunteer of the Year Eric Stalfort 37

48 Sully Station II Community Association Special Thanks to: Justin Boudville Carey Haynes For their years of service to the Association 38

49 Sully Station II Community Association Resident Forum

50 Sully Station II Community Association Freedom to Vote The ability to cast a ballot that will be counted is a fundamental freedom that protects the other essential rights that Americans hold dear. A legitimate government of the people, by the people, and for the people must vigorously promote and protect the freedom to vote so that all eligible voters can participate in this fundamental exercise in selfgovernment. SSIICA Members have the responsibility to vote in Community elections and other issues. Members have the right to honest, fair, and respectful treatment by community leaders and managers. The need to insure and preserve these most basic rights and responsibilities was the drive by your Board to establish the SSIICA Election procedures resolution and charter. 40

51 Sully Station II Community Association Election Results Thanks to the Elections Committee Tracy Brooks Vice Chairperson Dawn O Brien Rose Plowchin Stefanie Redman Jane Leahy Declaration Amendment Results Tracy Brooks Elections Committee Vice Chairperson Election Results Tracy Brooks Elections Committee Vice Chairperson 41

52 Sully Station II Community Association Adjournment 42