Whitney Park East Cluster

10/20/09

Today’s Decisions

• Elect/Renew Board Members• Vote Budget - dictates new cluster dues

– Cluster Audit and Reserve Analysis

• Solid Color Stain Vote• Front Trash Fence - Design/Requirement• Erosion Project Vote – west Chestnut• Front Lawn Mowing estimate?• Gutter – All? Frequency?• Set project priorities

Elect/Renew Board Members

• Present State– Beth Clardy – President– Mark Tokarski - Vice President– Matt Reider – Secretary (Acting)– Cindy Downey - Member at Large– Debbie Clark – Member at Large

Approval of Proposed Budget

• Proposal based on budget status …– Present level of dues are covering costs

• Not yet reflecting budget audit and reserve analysis

– Board will investigate reducing TWC costs based on full board membership

2010 Budget InfoActual 2009 Actual Projected TWC Proposed Corrected

Jan-Dec 08 Budget Jan - Sept 09 Jan-Dec 09 2010Budget 2010 Budget

Income

4100 · Assessments 33,280.00 36,224.00 27,168.00 36,224.00 36,224.00 36,224.00

4304 · Gutter Income 1,152.00 1,435.00 876.00 1,435.00 1,435.00 1,435.00

4200 · Late fees 290.00 200.00 240.00 320.00 270.00 270.00

4400 · Interest Income 206.13 1,000.00 362.31 483.00 400.00 400.00

4500 · Miscellaneous Income 0.00 0.00 243.16 518.00 0.00 0.00

Total Income 34,928.13 38,859.00 28,889.47 38,980.00 38,329.00 38,329.00

Expense

5250 · Audit/Tax Prep 0.00 1,300.00 500.00 1,500.00 1,500.00 1,300.00

5000 · Postage & Copies 474.03 350.00 220.18 293.00 350.00 350.00

5100 · Management Fees 5,616.00 5,897.00 4,422.78 5,897.00 6,074.00 6,074.00

5200 · Legal 2,029.20 400.00 1,530.20 1,500.00 800.00 0.00

5325 · Taxes & Licenses 325.00 200.00 360.00 360.00 360.00 360.00

5350 · Bad Debt 0.00 0.00 413.90 413.90 0.00 0.00

5400 · Misc. Administration 146.32 150.00 114.00 152.00 150.00 150.00

5500 · Electricity 979.75 1,140.00 762.85 1,016.00 1,220.00 1,220.00

5720 · Trash Collection 6,717.30 6,900.00 5,277.87 6,450.75 5,300.00 5,300.00

5730 · Grounds Maintenance 9,818.56 10,000.00 7,735.75 9,399.25 10,000.00 10,000.00

5770 · Snow Expense 1,400.00 3,000.00 1,460.00 2,000.00 3,000.00 3,000.00

6030 · General Maintenance 0.00 212.00 0.00 0.00 200.00 200.00

6031 - Gutter Cleaning 600.00 1,435.00 600.00 1,435.00 1,435.00 1,435.00

7040 · Insurance 689.32 600.00 404.38 547.00 650.00 650.00

9035 · Reserves and Replacement 7,275.00 7,275.00 5,456.25 7,275.00 7,290.00 8,290.00 *Total Expense 36,070.48 38,859.00 29,258.16 38,238.90 38,329.00 38,329.00

Net Income -1,142.35 0.00 -368.69 741.10 0.00 0.00

* $985 will be the remaining balance of the $2000 cost (of the 2009 reserve analysis) which would have to be collected in 2011

Present Reserve Plan

In-Service Remaining CurrentEst. ReplacementEst. Cost at

Statement of Reserves Date Est. Life (yrs.) Life Est. Cost* Date Replacement Date*req'd addition expenditures eoy balance req'd addition expenditures eoy balance

Parking Lot Reserve - Overlay 1999 15 5 23,200 2014 33,601 2,240.00 20,160.00 2,240.00 22,400.00

Parking Lot Reserve - Seal Coating1999 5 0 6,000 2004 6,150 0.00 4,274.00 1,876.00 0.00 1,876.00

Sidewalk Repairs Reserve 1999 6 0 3,600 2005 3,877 646.00 5,169.00 646.00 5,815.00

Tot Lot Reserve2002 12 3 3,750 2012 4,683 390.00 3,121.00 390.00 3,511.00

Retaining Walls 12 0 8,000 2007 8,831 736.00 9,567.00 736.00 10,303.00

Landscape Renovations & Erosion Control2002 10 3 12,000 2012 14,986 1,263.00 -3,074.45 1,263.00 -1,811.45

Tree Maintenance 4 0 2,500 2,563 2,000.00 -2,132.00 2,000.00 2,660.00 -2,792.00

Outdoor Lighting and Wiring Reserve (tbd)

General Reserve 5,000.00 5,000.00

Reserve 7,275.00 4,274.00 39,686.55 7,275.00 2,660.00 44,301.55

2008 2009

WHITNEY PARK EAST CLUSTER ASSOCIATION

2009 Reserve Analysis

Audit and Reserve Analysis

• Audit protects Cluster from bad management and mismanagement– $1300/yr includes tax prep; $1600/2yr

• $400 of this is tax prep per year – already in budget

• Reserve Analysis verifies whether we are saving too little/much for major renovations– $2000 over 5 years = $400/yr

Solid Color Stain Vote

• After 30 years, transparent stains no longer cover the damage to siding

• Board is recommending that color palette be changed to specify only solid color stains

• Quorum vote is needed to determine if this is acceptable

Front Trash Fence Votes

• RA does not allow trash cans to be stored in plain view in the front of a house

• Due to steep hills in rear, many homeowners store their trash in front

• Board is recommending a design for a front trash “fence” to hide the cans from plain view

• Quorum vote needs to determine if this design is acceptable

• Quorum vote to decide if it should be mandatory

Front Trash Fence Design

Erosion Project Vote

• Estimates for slowing erosion behind west Chestnut by planting shade and drought-tolerant Liriope range from $2000 – $8000

• Quorum vote needs to determine if reinforcing the steep hill behind these townhouses should be added to the budget

• If so, how much should be allocated for this project

Front Lawn Mowing Estimate

• Adding individual lawn maintenance to the cluster contract would add $1000 to the cost of the annual maintenance contract

• Quorum vote needs to decide if this is a desired addition – If the 15 homeowners with lawns pay - $67

per lawn per year

Gutter Cleaning Vote

• Gutters which are full or in need of repair can damage our homes and land as well as our neighbors’

• Quorum vote needed on whether gutters be cleaned more frequently (present group plan is twice a year)

• Quorum vote needed on whether to make gutter cleaning mandatory

Accomplishments

• Covenants – annual walk-arounds having positive effect

• Hazard tree removal completed• Renovation of main cluster flowerbeds• Grass seeding where fruitful• Cluster work day successful• Audit and reserve analysis underway• 7th edition of Cluster Rules and Regulations• Bus shelter by VDOT in planning

Parking – present focus

• Expired licenses• Junk cars• Abuse of visitor parking/fire lanes• Double parking• Oversized vehicles

Note: Resident can have car towed from their assigned space. Visitor space violations are handled by the Board with TWC assistance.

New Priorities?

• If new priorities come up, how would you like them prioritized among the existing priorities?