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The Chantilly Highlander Your Community Newslet ter Serving Chant i l ly Highlands
www.chha.org December 2011
Community Notices & Articles of Interest 1 CHHA Board Meeting Minutes 2-3 CHHA Annual Meeting Proxy 3 CHHA Member Meeting Minutes 4 Dates to Remember 4 Classified Ads 10 Board & Committee Contacts 11
In This Issue:
From the President... On October 26, the CHHA meeting re-convened to vote on
the proposal for increasing the annual dues. At the September 7 meeting, the vote total of 368 was short of the 546 needed to meet the original quorum, but per Article XII, Section 6 of our covenants, the quorum for a reconvened meeting dropped by half to 273. All previous ballots or proxies from the previous meeting were still valid along with all new ballots and proxies. The Board took pains to identify all duplicate ballots and prox-ies so that the vote for each resident was only counted once. The official count was as follows: Yes Votes: 275, No Votes: 172, Abstentions: 8. The Yes votes being the majority of valid votes cast, the motion to increase the CHHA 2012 HOA dues to $335 passed. The Board will plan the 2012 budget accordingly to correct our reserve fund deficiency and to improve services.
Congratulations and thank you to Girl Scout Troops 4030 and 4572 and to Barbara Philipps and other volunteers who ran a wonderfully spooky haunted house. Also thank you to Wendy Osborn and her volunteers for a great Halloween parade and party. We need ideas for what kinds of events residents would like to have in the future. You can give this feedback to [email protected]. I also encourage residents to attend these events not only because they are fun, but because your attendance is the best way to show these young volunteers that their efforts are appreciated.
We have received some volunteers for the facilities com-mittee and ACC, but we still need volunteers for land manage-ment, neighborhood watch, civic affairs and community events. If you are interested, please contact [email protected]. We also need a new bookkeeper as soon as possible which is a paid contract. If interested contact [email protected]. On January 19th we will have our annual meeting in which we will vote for 3 replacement Board members. This newsletter con-tains a proxy for that vote on page 3. Next month's newsletter will contain a proxy and a ballot listing the candidates. Bob Bevins
Don’t Forget !
Breakfast With Santa Saturday, December 10 8:30AM to Noon at Chantilly Highlands
Community Center. $10 per child. Hosted by Girl Scout Troop 370. Contact Lori Manik for more info: [email protected]
IMPORTANT NOTICE:
THE CHANTILLY HIGHLANDS HOMES ASSOCIATION
ANNUAL MEETING and ELECTIONS will be held
Thursday, JANUARY 19, 2012, at 8 PM
It’s a Winter Wonderland Annual Holiday Party
Sunday, December 18 from 1-4 pm
Come with your family for a horse-drawn wagon ride through the neighborhood and enjoy some caroling.
Enjoy a kids’ craft and light refreshments at the Community Center with friends & neighbors.
Contact a CHHA board member at [email protected] to find out about various committee openings or to add your name to the ballot for the election of the
Board of Directors at the annual meeting on Thursday, January 19, 2012, at 8 PM in the community center.
Page 2 The Chantilly Highlander
Members of the Board present: Bob Bevins, Doug David, Ken Weinstein, Chuck Munson, Bob Hirsh, Dan Overbey, Jeff Parnes
One (1) homeowner was present.
Call to Order: The meeting was called to order at 7:37 P.M. by Bob Bevins.
Old Business October Minutes The Board unanimously approved (Jeff Parnes moved, Doug
David seconded) the October minutes.
Community Holiday Party Wendy Osborn discussed the progress on Holiday Party Plan-
ning. The proposed date is Sunday, December 18th, from 1 to 4 PM. While Wendy has made tentative arrangements for a wagon ride to be available, she would like to recruit one of the local scouting troops to run the event. We discussed hav-ing simple holiday-oriented crafts and a few light refresh-ments (cookies, hot chocolate, etc.). This should be a pleas-ant low-key event to take a break from the frantic activity that signifies the modern holiday experience to allow resi-dents to exchange holiday greetings and perhaps relate a holiday story or two (best and worst?).
2012 HOA Board Planning As many as three residents have expressed interest in serving
on the Board. The Board has one vacancy, which may still be filled immediately; but we also have two members who have both expressed that they would fill two of our currently vacant committee chairs in order to have more representation on the Board. The Board invites other interested residents to consider Board service.
New Business Community Events Wendy Osborne also brought up several other topics with the
Board regarding events. Wendy requested the Board to fund the purchase of four
weather-resistant changeable signs to be used for community event promotion at prominent spots in the neighborhood. The Board requested Wendy to obtain quotes.
Wendy is looking for residents with ideas and opinions regard-ing what community may want or expect of events to form a Community Events steering committee. The Board encour-ages this interaction as it will not only hopefully deliver well-run and well-attended events, but will lead to more ef-fective spending. These events are a relatively small part of the HOA Budget, but they all require efficient budgeting.
Lastly, Wendy wanted to discuss the Community Yard Sale. Wendy and the Board would welcome feedback from resi-dents whether they would appreciate this remaining on the Community Calendar. The largest part of Community in-volvement with this event is in publicizing it. We discussed the principal media outlets available to us (the Highlander,
Chantilly Highlands Homes Association Board Meeting Minutes Wednesday, November 2, 2011
Minutes are tentative and will be reviewed and approved at the next Board Meeting, scheduled for Wednesday, December 7, 2011
the local papers of Fairfax, Centreville and Herndon, free online announcements available through the Fairfax Times site) and are looking for others with no or little cost.
Newsletter Discussion The Board also discussed the need to add “excitement” to the
newsletter. The Board would welcome input from the resi-dents on ways to add interest to the newsletter in terms of articles. What information and announcements would have you turning to the Highlander first?
By-Laws Review The Board reviewed several ideas that would indicate that
changes in the Community By-Laws may be required. Jeff Parnes volunteered to head an ad-hoc committee to review the by-laws in reference not only to the items below, but also to consider suggestions put forth from both the Board and residents.
Our by-laws should be reviewed for compliance with the recent Virginia HOA regulations.
Online voting might be a viable method to increase participa-tion when a community vote is required, but currently the by-laws do not allow for it.
Have immediate past Board presidents serve a term on the Board to provide continuity of governance from one Board to the next. If the past president is non-voting member, this may not require a change in the by-laws that a non-elected voting member would require.
Whether or not the CPI cap on dues is the most effective limit-ing factor in dues increases.
Jeff suggested that the review should be complete in time to arrange for an association meeting to discuss the final list. Jeff also suggested that each proposed change be voted upon separately to allow residents the opportunity to split their vote, i.e. vote positively on one proposal and negatively on another.
Website Updates The Board continued discussion to refine website features. If
the Community Center calendar is placed online, how do we restrict access to just residents – by perhaps creating a login procedure with a resident-set secure password.
Officers and Committee Liaison Reports: Treasurer’s Report The Board continued its review of the 2011 Community Budget
with figures updated through anticipated December ex-penses. Discussion centered on whether the HOA should have a budget committee. We have the goal of finding resi-dents willing to serve on the committee and possessing some experience in either facilities and/or land management, which are the two largest items in our annual budget.
Ken Weinstein was asked how many homeowners are still in arrears for their 2011 dues. His response was roughly a half-dozen. The Board then discussed the existing process to
See MINUTES on page 3
Page 3 December 2011
collect the dues and appropriate methods to improve the re-sponse time of all residents.
Ken is still in the process of locating a new HOA bookkeeper to replace Lucy Chen, who is stepping down at the end of her term.
Community Facilities Report—Bob Bevins reported that two contractors had already visited the Community Cen-ter parking lot in order to produce a bid for repaving and re-pairing. A third has been approached, but not yet scheduled a visit. Neither of the first two had returned a bid as of the meeting date.
Bob Hirsh reported that he inspected the doors at the Pool House with a resident who manages pools for an area organization. The worst case was the double doors at the mechanical room were found to require replacement due to some deterioration at the base of the doors. Bob Bevins also noted that these same doors have problems with sticking. Bob Bevins re-quested that Bob Hirsh solicit bids for doors and/or doors and frame replacement.
Bob Hirsh also related that he found that all the outside lights at the Community Center and the Pool House are tied to one circuit. This creates a large amount of inefficient energy use
MINUTES from page 2 for the Community if the pool lights turn on because an eve-ning event is being held which is only occurring in the Com-munity Center. The Board requested that Bob Hirsh solicit bids for splitting the circuits.
Land Management Report—No Report.
Architectural Control Committee Report—Bob Hirsh is planning to revise and update the ACC Guidelines. This ACC would like to make this an inclusive effort, espe-cially for a document which impacts every resident. The Board sincerely advises all residents to review the current Guidelines and forward any carefully considered recommen-dations to the ACC.
Community Events Report—See Community Holiday Party under Old Business and Community Events discus-sions under New Business above.
Civic Affairs Report—No Report.
Neighborhood Watch Report—No Report.
Communications Report—No Report.
Long Range Planning Report—No Report.
Swim Team Committee Report—No Report. The Board Meeting was adjourned (Jeff Parnes moved, Doug
David seconded) at 9:45 P.M.
CHHA Annual Meeting PROXY January 19, 2012, at 8 p.m.
Annual Meeting of the Chantilly Highlands Homes Association, Inc. IF YOU ARE UNABLE TO ATTEND THIS MEETING, COMPLETE THE PROXY and return NO LATER THAN 5 PM ON JANUARY 19, 2012, as directed below. Proxy form must be signed and address block completed to be valid.
Complete ONLY ONE of the following sections: The undersigned hereby appoints _____________________________ as proxy to act and vote at the annual meeting of
the Chantilly Highlands Homes Association, Inc, to be held at 8:00 PM on January 20, 2012, at the CHHA Community Center, Oak Hill, VA, and at any adjournments thereof, upon any business which may properly come before said meeting, all in accordance with and as more fully described in the notice of said meeting, receipt of which is hereby acknowledged.
OR ~ Vote in the same way as the Board of Directors OR ~ The undersigned wishes to abstain from voting but allow this proxy to count towards the necessary quorum.
Return your Proxy to arrive by 5 PM on January 19, 2012: 1) US Mail to Chantilly Highlands Homes Association, PO Box 710238, Oak Hill, VA 20171; OR 2) Drop your proxy in the mail slot next to the front door of the Community Center at 3225 Kinross Circle.
Homeowner/Co-Homeowner:
Print Name _______________________________________________ Date ____________
Signature ________________________________________________ Lot # ____________
Address ___________________________________________ Phone (____) ____________ Instructions: 1) CHHA bylaws require that a quorum be present at the annual meetings for actions taken to be valid. 2) Please complete this form to ensure that a quorum is achieved. 3) A proxy can be rescinded if you attend the meeting. 4) When you complete the proxy, you will be conveying your voting power to the appointed individual. 5) The only votes expected to be cast will be for Board of Directors positions. 6) If you wish, you can abstain from the vote, but have your presence counted to ensure the quorum is achieved. 7) Proxies must be signed by homeowners or renters granted a proxy from the homeowner. 8) Areas with BOLD type must be filled out for the proxy to be valid. 9) If the Lot Number is not known, it can be filled in at the Annual Meeting. 10) Only one proxy per household.
Page 4 The Chantilly Highlander
Chantilly Highlands Homes Association Member Meeting Minutes
Wednesday, October 26, 2011 Minutes are tentative and will be reviewed and approved at the next
Board Meeting, scheduled for Wednesday, December 7, 2011
Members of the Board present: Bob Bevins, Doug David, Ken Weinstein, Chuck Munson, Gerard Eldering, Bob Hirsh, Dan Overbey, Jeff Parnes (Jeff was present for a portion of the meeting, having official duties elsewhere).
Approximately four homeowners were present with an addi-tional two coming to cast their ballot in person.
Call to Order: The meeting, which was a re-convening of the September 7 CHHA meeting, was called to order at 7:32 P.M. by Bob Bevins.
Purpose of the Member Meeting: The purpose of this meeting was to conduct a vote on increas-ing the community’s annual dues per the call for the Special Meeting of the CHHA. Residents were eligible to vote or change a vote already cast until 8:30PM.
Discussion: Bob Bevins and other board members reviewed the purpose and goals of the dues increase. It was also noted that this meeting was a re-convening of the CHHA September 7, 2011 meeting which was adjourned to the later date. At the September 7 meeting, the vote total of 368 was short of the 546 needed to meet the original quorum, but per Article XII, Section 6 of our covenants, the quorum for a reconvened meeting drops by half to 273. All previous ballots or proxies from the previous meet-ing were still valid along with all new ballots and proxies. The Board took pains to identify all duplicate ballots and proxies so that the vote for each resident was only counted once. Ques-tions from the homeowners present were then invited. The questions posed to the Board concentrated on items covered at the previous session and also in the Highlander.
The Member Meeting was officially adjourned at 8:30 in order for the Board to tally the votes.
Vote Result: The Board officially tallied the votes beginning at 8:30 and continued until all votes were counted. The official count was as follows:
Yes Votes: 275 No Votes: 172 Abstentions: 8
The Yes votes being the majority of valid votes cast, the motion to increase the CHHA 2012 HOA dues to $335 passed. Final results will also be reported in the Highlander and on the CHHA website.
The Open Session was adjourned at approximately 8:30PM, while the Board members continued to tally votes, concluding the count at approximately 10:15 PM.
DECEMBER Dates to Remember 7 7:30 PM CHHA Board meeting
12 Newsletter Deadline
21 Hanukkah; First Day of Winter
Dec 23, 2011-Jan 2,2012 FCPS No School - Winter break
25 Christmas
26 Kwanzaa begins
31 New Year’s Eve
10 Breakfast with Santa (see page 1)
18 Winter Wonderland Holiday Party (see page 1)
Page 5 December 2011
Exterior Alteration Request—find at www.chha.org/forms/ACC%20Rev1.pdf
Your Name
Your Addre
ss
City, Stat
e Zip
Please verify that the name on the mailing address label of
each newsletter is correct. If not, make corrections online at www.chha.org/databasedirectoryupdate.htm
Page 6 The Chantilly Highlander
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Page 7 Page 7 December 2011
TRAVEL HELP FROM
Before you leave for your next trip, check the weather
and road conditions in Virginia at www.vdot.virginia.gov: the Travel Center section has winter driving tips, which might be a good review for both new and experienced drivers; the Info Center provides various information, including contact numbers to report unsafe conditions, such as blind or poorly marked intersections, slick or icy roads. You may also call the Highway Helpline at (800) 367-ROAD.
Another useful website is www.511virginia.org. Their toll-free 511 phone service and this website fea-tures tools to help you get around. To get started, sign up for a personalized My 511 Control Room today — it'll let you see live traffic cameras, receive free mobile alerts and lots more!
Vacation Tips When preparing for your holiday trip, tell as few people as necessary. A few tips:
Use light timers so you appear to be home.
Have a neighbor get your mail & newspapers, or issue a vacation stop for them.
Ask a trusted neighbor to check your house daily—give them a contact number in case of an emergency.
Put your cell phone number on luggage tag, not your address. If your baggage is lost dur-ing your vacation you can be reached; if someone steals your luggage, they won’t know the address of your vacant home.
If traveling by car, make sure it has had regu-lar maintenance work performed so you don’t breakdown en route; check tire air pressure.
Check weather and road conditions before you leave.
Have an emergency kit in your car in case you are stranded due to weather, car problems, or traffic.
If you are staying home during the holidays, be observant and report suspicious people or happenings to the Fairfax County Police De-partment non-emergency number at (703) 691-2131.
Page 8 The Chantilly Highlander
XOTIC Custom Tile & HOME IMPROVEMENT COMPANY A CHANTILLY HIGHLANDS RESIDENT OWNED AND OPERATED COMPANY
Where "NO" job is too small for us! Or too big! In business 10 years!
"H2O Power" is a "Chantilly Highlands" resident owned and operated company specializing in the things you want to get done but don't have the time to do yourself! We now offer the ability to tackle almost any job for your home's needs.
New Fence and Deck building & Repairs, Plumbing jobs, Toilet replacement, Sink replacement, Kitchen repairs and Complete remodeling, Drywall repair, Ceiling fan installation, Hard wood floor repair and new installation, Custom painting, Crown moldings, Custom tile work (both repair and new installation), Com-plete bathroom remodeling, small to large Electrical jobs as well as complete Basement refinishing & Cus-tom garage finishing, too! If you need it done, we can do it for you! Just ask!
Why pay the larger company's overhead and inflated prices, when you can deal with a neighborhood company that is able to do the same job for less! All that and we guarantee our work! We work with you to make sure you get exactly what you want!
We love doing basements and can customize entertainment systems as well! Custom installs on Big Screen TV’s and surround sound systems!
Call Chriis Dolan at 703-435-3408 to discuss your next project!
We care about our customers and neighbors!
Page 9 December 2011
Shopping Safety Tips
Dress casually and comfortably.
Avoid shopping alone.
Be alert at all times, especially when leaving businesses.
Park close to the store in well-lit spaces.
Have your keys in hand before returning to your vehicle.
As you approach the car, check to see if anyone is hid-ing underneath, next to, or inside.
Lock the car when you get in & leave right away.
Keep a eye on your purse or wallet while shopping.
Keep your cell phone in your pocket instead of your purse. If your purse does get stolen you can still call the police.
Use credit cards safely. Keep your receipts, guard your PIN numbers, and reconcile your statements.
Report any suspicious activity or person(s) to the Fairfax County Police at (703) 691-2131. Most malls have security personnel that will escort you to your ve-hicle upon request. Be alert, and be safe!
Who do I call about getting my street plowed?
VDOT is responsible for plowing the public roads (interstate, primary, secondary, residential) in Fairfax County. Clearing is done on a priority basis, with interstates and high volume roads cleared first. Once the most heavily traveled roads and emer-gency routes are adequately clear, snow crews move to less-traveled roads and subdivisions. Contact VDOT's NoVA Of-fice for additional information (703-383-8368, TTY 711).
See SNOW on page 10
Snow Removal FAQs http://www.fairfaxcounty.gov/dpwes/navbar/faqs/snowremoval.htm
Page 10 The Chantilly Highlander
Classified Advertising Superior Landscaping, Inc.—Landscape Renovations-Grading; Paver walks/patios/walls; Drainage issues; Spring Clean-Ups. Since 1985. Excellent Refs & Free Estimates. www.superiorlandscaping.net, 703-830-8800
Almighty & Co—Painting Int/Ext, local references, drywall & rotten wood repair, power washing, wallpaper removal, mold-ings. 28 years, family run. Call Carl at 703-378-5602 or cell 703-926-8700
Pet care: Responsible and dependable pet care in the neighborhood for the past ten years. References available! call Jennifer at (703)787-9323 - (571)358-walk or [email protected]
Residential and commercial cleaning -MSC, LLC has been servicing the Washington metropolitan area for 20 yrs offering competitive rates and great references. Free estimate, (703)723-3850, www.mariasstarcleaning.com
What about my pipestem driveway? Pipestem driveways are privately owned and maintained by the property owners on the pipestem. Snow removal is the property owners' responsibility.
Who is responsible for clearing snow from the sidewalks in my neighborhood? Neither the state nor the county clears snow and ice from public walkways (sidewalks and trails). Residents and businesses are asked to help keep sidewalks safe. They should, as soon as fea-sible, clear snow off the sidewalks in front of their property so that all pedestrians, especially school children, those with dis-abilities and the elderly, may walk securely. Some localities may hold property owners responsible for injuries that occur due to failure to clear sidewalks on one’s property.
Plan now: buy shovel(s)/snowblower, ice melt, etc.; contract snow removal companies, or line up teenagers to shovel for pay and/or service hours!
SNOW from page 9
Page 11 December 2011
COMMITTEE INFO Board of Directors meets on the first Wednesday of every month at 7:30 PM
at the Community Center. Meetings are open, and all residents are welcome and encouraged to participate. To include a specific item on the agenda, please contact the Board President.
Architectural Control Committee (ACC) meets monthly at the Community Center. Contact any ACC member or appropriate Board member if you have ACC questions or concerns.
Chantilly Highlander newsletter welcomes your articles and community photos of specific events. Advertising questions and other information may be emailed to [email protected] or mailed to the Editor at P.O. Box 710238, Oak Hill, VA, 20171.
Civic Affairs Committee for comments or questions contact Jeff Parnes at [email protected]; enroll in the Civic Affairs mail group at [email protected] to receive related notices.
Community Activities Committee organizes events for Chantilly Highlands families. The committee meets as events are scheduled, and chairpersons vary throughout the year. Interested residents should please contact a Board member.
Community Facilities Committee (ComFac) meets as needed regarding our swimming pool, tennis courts, playground, Community Center and its grounds. To become involved and participate in the meetings, contact Bob Bevins at [email protected].
Land Management Committee handles all issues that involve the common areas of our community, primarily lawn care and snow removal, meeting as needed. Contact Gerard Eldering at [email protected] with ques-tions or to help on the Land Management Committee.
Neighborhood Watch Committee is accepting members to help monitor the community. Contact Dan Overbey at [email protected] to learn more and join.
CUT OUT AND HANG BY YOUR PHONE FOR HANDY REFERENCE!
Non-Resident
$ 10.00
$ 20.00
$ 50.00
$ 70.00
$120.00
Resident
$ 3.00
$ 15.00
$ 30.00
$ 55.00
$100.00
Advertising Rates:
KidWorks (Under 18 yrs)
Classified Ad
Business Card 3½”W x 2”H
Quarter Page 3¼”W x 4½”H
Half Page 7½”W x 4½”H
The Chantilly Highlander is a monthly publication which informs the community of upcoming events, committee meeting highlights and deci-sions, and provides a forum to communicate items of interest to your neighbors! Articles are reviewed (subject to editing), and published at the discretion of the Board of Directors. Published advertisement is accepted, however it is not considered an endorsement by the Board. Electronic submissions are encouraged via email; however, please also provide a “camera ready” printed copy for comparison if there are graphics or fonts (print styles) that must be maintained.
Email address: [email protected] (Include ‘Chantilly Highlander’ in the subject line so it is not deleted as spam)
Mailing address: CHHA, c/o The Chantilly Highlander, P.O. Box 710238, Oak Hill, VA 20171
Please submit articles, advertising (with payment), and photos so they are RECEIVED by the 12th of each month for consideration in the next month’s issue: be sure to allow sufficient time for mail processing. Submissions or payments received after the 12th will be held for the following month’s issue. Any non-profit notices will be included only if space allows—guaranteed placement must be paid ad-vertising. Classified & KidWorks ad wording should be no more than 30 words to fit on 4 lines, and is subject to editing due to space con-straints.
Please be mindful Board and Committee members are volun-teers, with jobs and families, making sacrifices to serve our com-munity. Try to contact the appropriate liaison or committee chair
for the best response to a concern/question.
2011 CHHA Board of Directors PRESIDENT
Bob Bevins - [email protected]
VICE PRESIDENT
Doug David - [email protected]
TREASURER
Ken Weinstein - [email protected]
SECRETARY
Chuck Munson - [email protected]
COMMUNITY FACILITIES
Bob Bevins - [email protected]
LAND MANAGEMENT Gerard Eldering - [email protected] LONG RANGE PLANNING Gerard Eldering - [email protected] ARCHITECTURAL CONTROL
Bob Hirsh - [email protected]
COMMUNICATIONS (Newsletter & Website) Bob Bevins - [email protected] NEIGHBORHOOD WATCH Dan Overbey - [email protected] COMMUNITY EVENTS
Ken Weinstein - [email protected]
CIVIC AFFAIRS Jeff Parnes [email protected] SWIM TEAM LIAISON Dan Overbey - [email protected]
Committees ACC - Bob Hirsh [email protected] CIVIC AFFAIRS - Jeff Parnes [email protected] COMMUNITY CENTER RENTAL ANSWERING MACHINE
703-435-0736 COMMUNITY EVENTS - Wendy Osborn
[email protected] COMMUNITY FACILITIES - vacant DATABASE ADMINISTRATOR - Greg Zilberfarb
[email protected] GARDEN CLUB - vacant LAND MANAGEMENT - Gerard Eldering
[email protected] NEIGHBORHOOD WATCH - [email protected] RESALE PACKAGES - Lori Manik 703-796-1061 SWIM TEAM CHAIR - Martha Macdonald [email protected]
TENNIS COURTS - Steve Edwards 703-742-3353 WEBMASTER - Greg Zilberfarb [email protected] WEB POSTING - Greg Zilberfarb
Chantilly Highlands Homes Association P.O. Box 710238 Oak Hill, VA 20171
POSTMASTER PLEASE DELIVER BY THE 1ST OF THE MONTH