Heather Knoll Cluster Association

Board of Directors Special Meeting

November 2, 2016

The meeting held at Tim Schick’s (1223) was called to order at 8:00 p.m.

Board Members present: Craig Downie, Tim Schick, Bob Dilger, Lee Thompson and Petra Raymond.

Residents present: Doug Raymond

Minutes

m/ Bob s/ Petra the minutes of the October 5 meeting were approved

Financial Report

m/ Tim s/ Lee the financial report for October was accepted.

Funding of reserves and allocation of accumulated surpluses

The Board reviewed studies of the roof and paving reserve fund prepared by Bob.

m/ Bob s/ Tim

Funds from previous operating budget surpluses and accrued interest that have not been allocated to any of the reserve funds be allocated in the following manner: $30,000 to establish an operating budget reserve fund; $30,000 to the roof reserve fund, $2,000 to the curb/sidewalk reserve fund, and the remainder (currently at $1,833) to the paint reserve fund; with 57.03% of the additional paint reserve funds allocated equally among the end units (about $40.21 each) and 42.97% of those funds allocated equally among the interior units (about $30.29 each).

Bob explained that this motion would set aside an amount equal to about one quarterly assessment for the operating budget; addressing Petra's concern about the timing of the arrival of first quarterly assessment each year and affording us amble operating budget reserves if there are unforeseen expenses (multiple snowstorms, etc.).  The motion also focuses on addressing the roof reserve fund which is not currently fully funded, provides funding to assist with the anticipated additional cost related to the staining of the curbs, and honors our legal commitment to provide some interest income to the paint reserve fund.

The motion was approved unanimously.

Contracts & Requests for proposals

Lee reported that bid for landscaping and snow removal are due Nov. 15.

Drainage project between 1243 and 1245

It was reported that the draining work has begun.

Erosion abatement

The Board reviewed the status of current and planned erosion control projects behind 1219 through 1257.

Bob reported that tree pruning is expected to begin in about a week and reviewed the homeowners who had opted out of the project.

Board members reported on their conversations with homeowners regarding the extension of downspouts and which owners had opted in or out of work on private property.

The Board agreed that Lee would contact Reston Association regarding the culvert/ditch behind 1219-1225.

m/Bob s/ Lee the Board approved a motion to recruit resident to assist in removing woodpiles and dead limbs behind 1219-1957 pursuant to the master landscape plan.

Annual meeting agenda

The Board reviewed agenda items for the Nov. 15 annual meeting.

2017 Budget

The Board reviewed the budget and assessment rates along with changes needed for the coming year. The Board unanimously agreed $55,930 operating budget an assessment rates of $477 a quarter for inside units and $510 for outside units, with the understanding that these amounts are subject to change either up or down based on the landscape and snow removal bids that are due later in November.

The meeting adjourned at 10:00 p.m.

Respectfully submitted,

Tim Schick, Secretary