October 2024 Board Meeting

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Tuesday, October 8th, 2024 at 7pm 

ATTENDEES

AGENDA – Kristina Myers, Kelly Fairbank, Sandy Mohler, Cyndi Hartman, Katie Jay, Aaron Rider

EROSION

  1. VCAP project updates
  2. Adele is working on sending us an itemized budget for our project.  She says our budget is tight for the area we want to work with.  We may have to do the plantings ourselves.

TREE WORK

  1. Tree Inspection
  2. 9/27 Sandy’s meeting with Kevin:
  3. Replacement tree in upper cluster for poplar, don’t recommend additional trees in the island, looking at possible adding a tree behind 2207 where the two trees were hit with lighting.
  4. 2252 tree removal, no longer can help, end of life.  Hemlock behind 2252 is also at end of life, recommending removal.  This will help the cherry tree next door. 
  5. Recommend moving the cedar tree in lower island and place it where the Elm tree is being removed.
  6. Magnolias would work well in the lower island.
  7. Recommend removing the strap on the tree behind 2219, might have to remove if tree can’t support itself.
  8. $2500 remaining in tree budget for 2024.  We should be receiving an estimate in the next week to two weeks.
  9. Replacement for hemlock in lower cluster
  10. Monarch Way Station with help and direction of Rose Robinson at 2272
  11. Additionally, we will need to remove a portion of the mulch when planting – wheelbarrows?
  12. Rose was able to recruit one volunteer through the Monarch Teacher Network who said she will come at 10:00 on the 26th to help with the garden. She said she would also bring 12 plants, a mix of potted asters, bee balm, black eyed Susan’s and blue mist flowers. She also has milkweed seeds that are already germinated and ready for planting we could try.
  13. A screenshot of a computer Description automatically generated
  14. Rose got a recommendation to nix the Chokeberries because they can grow too tall and provide too much shade for the sun loving plants.  171.72 – 30 = $141.72
  15. The cost of the 4x4x8 ground contact pressure treated pine timber is $11.48 each. If it is 12’ by 12’ we would need 6. So $68.88 plus tax.
  16. Total is $210.60.
  17. Top soil

REPAVING

  1. DRB decision about lower cluster island removal
  2. Application has been approved in full.
  3. Dates as follows:
  4. Pressure wash the yellow curb:  Monday, 10/28
  5. Concrete work for the new parking spaces:  Tuesday, 10/29 and Wednesday, 10/30
  6. Milling the rear of the property:  Monday, 11/4
  7. Paving the rear of the property:  Tuesday, 11/5
  8. Milling the front of the property:  Wednesday, 11/6
  9. Paving the front of the property:  Thursday, 11/7
  10. Please see attached map.  It states the following:
  11. Tuesday, Oct. 29 and Wednesday, Oct. 30 (GREEN shaded areas):  We will be excavating the island, performing curb/gutter replacement, and installing stone.  We will need all the cars out of that middle island for these two days.
  12. Monday, Nov. 4 and Tuesday, Nov. 5 (RED shaded areas):  We will be milling and paving the rear section of the cluster.  There should be no parking in the rear parking lot.
  13. Wednesday, Nov. 6 and Thursday, Nov. 7 (BLUE shaded areas):  We will be milling and paving the front section of the cluster.  There should be no parking in the front parking lot.
  14. Please keep in mind that start times for each of these days is 7:00 a.m.  A map of a cluster of buildings Description automatically generated
  15. Speed bumps – will talk to Gunsmith to see how they like the size of their speed bumps.

LANDSCAPING

  1. Chris Hughes – waiting for the following:
  2. Date for mulch installation by front entrance
  3. 2025 contract
  4. Quote for lower cluster island plantings for next Spring

CORPORATE TRANSPARENCY ACT

  1. The Corporate Transparency Act (CTA) was signed into law in December 2020 and is now in effect for many community associations. This law requires community associations that are not 501(c)4 organizations and with fewer than 20 employees and less than $5 million in annual revenue to disclose beneficial owners’ information to the Department of Treasury’s Financial Crimes Enforcement Network (FinCEN). This information would include:
  2. Business name
  3. Legal name of board members, birthdate, home address, an identifying number from a driver’s license, state ID, or passport
  4. Identity of the individual with substantial control: The same information (name, birthdate, home address, identifying number) of person(s) who exercise substantial control over financial reporting for the community association.
  5. Changes, corrections, and additions to the filing must occur within 30 days of when you become aware of the change (i.e., board member moves, is replaced, etc.)
  6. Failure of a volunteer community association board to comply—intentional or not—could result in up to $10,000 in fines and up to two years in prison.
  7. Cluster and Condominium Associations are encouraged to consult with your legal counsel and determine how best to navigate these requirements.
  8. From Chesapeake Law Group, PLC:
  9. Since the CTA is officially in effect and beneficial ownership information reports need to be filed, our office suggests reviewing our engagement letter in addition to this memorandum as soon as possible. From there, once retained for this service, our office can ensure the association is in compliance with the CTA prior to the January 1, 2025 deadline.
  10. Our engagement will consist of assisting your Beneficial Owners in the filing process. Once the information of a Beneficial Owner is filed, no further filing is necessary unless the Beneficial Ownership information changes, such as a change in address or change of Beneficial Owner.  The Filing Phase will be charged as follows: A flat annual rate of $275.00 and $75.00 for every update required. We will send the bills for our fees and costs to the Association. To ensure proper compliance, you are responsible for communicating with us and providing us with the accurate information we need concerning your Beneficial Owners so that we can accomplish our analysis.
  11. Aaron will look into the requirements and give a summary in the November meeting.

ADDITIONAL ITEMS

  1. Important Dates
  2. Cluster clean up – Saturday, October 26th
  3. Hazardous waste – Saturday, October 12th
  4. Greendrop – Saturday, October 19th
  5. Roll off dumpster – Friday, October 18th through Monday, October 21st
  6. November meeting
  7. 2025 budget proposal
  8. Annual review of reserve study
  9. Online payments – no update
  10. Design Updates – front sheds – architect from RA; distinguishing shades of amber white – no update.
  11. Snow Removal Contract – services went up $5 per hour for each
  12. EV charging stations – Charge Up Fairfax Virtual Roundtable

FINANCIALS

NEXT MEETING TUESDAY, November 12th, at 7 pm

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