CABOTS POINT CLUSTER ASSOCIATION

BOARD OF DIRECTORS’ MEETING

January 8, 2008

The regular monthly meeting of the CPCA Board was called to order by President John Norton at 7:05 P.M. at the home of Ann King. Attending were Board MembersGary Caley, Steve Cristofar, Paula Haedel, Ann King and John Norton. Also in attendance were Bill King, Grounds Committee, and Eddie McEver of Reston Association.

The agenda for this meeting follows:

OLD BUSINESS

  1. Approval of minutes from Board Meeting of November 13
  2. Treasurer’s Report
  3. Ground Supervisor’s Report
  4. Other Old Business

NEW BUSINESS

  1. Date/Location of next Board of Directors Meeting
  2. Review of Cluster Handbook
  3. Review of Distribution of Disclosure Documents
  4. Cluster Standards Enforcement
  5. Trash Collection Contract
  6. FY2009 Annual Budget
  7. Annual Cluster Meeting/Budget
  8. Other New business

OPEN COMMENTS

  • Minutes of the November 13th meeting were unanimously approved as amended, following a motion and second (Cristofar/Caley)
  • Treasurers Report—Steve Cristofar reported that the checking balance for the Cluster is $17,972.98 as of December31, 2007 and the Reserve Account CD balance is $22,490.39 asof December 31, 2007. The CD matures in March 2008. All expenditures to date have been within budget. The report was accepted.
  • Ground Supervisor’s Report—Bill King reported that the dead tree next to 2113 has been removed. The Committee is waiting for bids on landscaping the hillside across from 2135/2137. Committee is working on a plan for the entrance to Tier 2. Steve noted that he will need an estimate of expenses for Grounds Committee for FY2009 in order to develop the budget. .
  • Other Old Business
  • It was noted that several biologs are underwater, now that the lake level has risen. This will need to be addressed next year.
  • A Snow Removal contract was executed with HD Lawn Services.
  • John Norton will follow up with residents regarding the parking issue on Tier 2.
  • Next Meeting—Set for Tuesday, February 19th at 7 PM, at the home of Steve Cristofar.
  • Review of Cluster Handbook
  • Board agreed to add a sentence regarding owner responsibility for maintenance.
  • Ann King will finalize handbook based on the feedback from other Board members.
  • Review of Distribution of Disclosure Documents—Mr. McEver was not aware of any cluster sending documents electronically, as is now allowed by law. Ann King will follow up with RA for additional information regarding this issue.
  • Cluster Standard Enforcement—Eddie McEver, of Reston Association, attended the meeting at the invitation of the Board to provide input regarding the enforcement of Cluster Standards. The Board is most grateful to Mr. McEver for his time and input.
  • RA inspects all Reston homes for compliance with standards prior to all home resales. Will also inspect upon request of a cluster or following complaints from residents of non-compliance.
  • RA can also conduct general “cluster walkthroughs”, upon request.
  • Following inspections, RA will advise homeowner of non-compliance. Maintenance issues (e.g., non compliant paint color) must be rectified within 90 days. If not, the issue is referred to the Covenants group. Design issues must be rectified within 30 days.
  • Some clusters do their own walkthroughs, and notify residents of violations. If not corrected by the next cluster walkthrough, the issue is referred to RA.
  • If an issue is referred to Covenants Group (made up of volunteers), a meeting is held with homeowner.
  • If issue not corrected, a lien can be placed against the home, which prevents its sale (and refinancing) until the lien is satisfied.
  • Homeowner can also be assessed costs
  • Mr. McEver will send the Board a copy of an Inspection Sheet
  • Trash Collection Contract
  • Current contract ends May 2008.
  • Steve received bids from multiple contractors and these were discussed
  • Board unanimously agreed to award contract to American Disposal, assuming that we receive good references from current customers
  • Steve will draft letter to AAA advising them that we will not renew contract. (Our contract calls for advance notice of non-renewal)
  • FY2009 Annual Meeting
  • Annual meeting is targeted for Saturday, March 29, dependent on availability of meeting space
  • Steve will request reservation at the Glade Room
  • Steve formally requested an estimate for grounds costs for FY2009. Also requested input regarding any other anticipated expenses for FY2009
  • Steve and John’s terms expire this year. Both have agreed to run again.
  • Other New Business
  • Steve to send Ann the Insurance Policy number

Meeting adjourned at 9:00 pm

Minutes Submitted by Paula Haedel

CPCA FinalBoard Meeting Minutes—January 8, 2008 Page 1