Brookshire Cluster General
Assembly Minutes 2018
Tuesday, Feb 6TH 2018 7:00PM
- 14 of 26 (54%) houses present, Quorum of 40% achieved. Cluster President Wilson called the meeting
to order at 7:36PM.
Cluster Website updated on line with
cluster documents, by-laws, minutes, guidelines for
paint, trash removal etc. NEW LINK: www.brookshirecourt.org
here for Calendar of
here for Cluster guidelines
· Mulch will be delivered by Meadows farms by mid-April with 3 cubic feet double-shredded hardwood
mulch at $4.70 per bag. Please let us know how many bags you would like. As Meadows Farms will be delivering here, let
us know if there any trees/plants you want to buy and throw on the truck.
· Gutter Cleaning will occur in late May, after the spring
cat tails fall. Interior units will be $99, exterior units $125. Please let us know if you would like to
schedule your gutters to be cleaned.
· AAA trash continues three pickups during the week:
morning: Trash and recycling. Let us know if you need
a new recycling bin.
morning: Yard waste only (tied in string or in paper
bags, no plastic bags allowed)
morning: Trash only and any larger items that need to
· Hazardous waste: 1-66 Transfer station (on Reston parkway & i66 intersection) open
daily until 4pm: https://www.fairfaxcounty.gov/news2/we-want-your-household-hazardous-waste/. Options are as follows:
o Electrical equipment-TVs, PCs
o For other
programs, click here
Just a quick
reminder of the parking rules for the cluster.
Each home has one designed space and space permitting with the guest spots, can
have one more guest spot. No more
than 2 cars per home in the parking lot at any time. Guest parking is very
limited and is based on an honor system so please be respectful of your
neighbors’ parking needs and distance to walk from Mooring’s drive.
We bid farewell to Mike and Cathy Tenerowicz in 1542 and welcome Branden
and Jessica Lawless. Brandon and Jessica introduced themselves at the assembly
and were very warmly welcomed. We also bid farewell to Clarence Moran in 1551
and welcome Amanda Johnson and Charles Lincoln. We also welcome John and Lucy
Fay back into the cluster and want to wish super neighbor Lauren Pedruzzi the
best going forward.
· We will be completely re-paving the cluster parking lot in the beginning of April. We will notify you well in advance of the
exact day(s) this will occur. While this
is underway, we will ask homeowners to move their cars to Moorings Drive or the
park behind our houses for a couple of days during the event to allow the
asphalt to set properly. (re-paving area
shown in green on the photo to the right). Note the company will take 2 days to repave
and we need another day to set the pavement = 3+ days off the parking lot. Most likely, we will redirect trash pickup on
the Thursday of that week to ONLY pick up at Moorings and not come into the
cluster. We will cancel the Wednesday yard waste pickup.
· We will be replacing
the sidewalk from Sherri’s to Mark & Leann’s house at the back of the
cluster in late March. For this, the
crew needs 20 feet perimeter around the sidewalk closed off while work is in
progress so all cars will need to park in the guest spots or elsewhere during
this time. It is shown in light blue on
the photo. The area will be barricaded with cones and tape to allow time for
the concrete to set. ** Note – may add
other sections TBD.
· We will be adding new concrete curbs by the fire lane and the barberry hedge (brand
new) to help contain the asphalt and stop it from splitting down center. This work also requires 20’ perimeter
cleared. This will replace the railway
ties on the right side and will be new under the barberry hedge on the left
(shown in royal blue on the photo).
wheel stops will be repainted and re-positioned
in the right spaces, and the relevant
curbs repainted as fire lane yellow.
· The board hired a new Mosquito vendor for Brookshire with a minimum of 8 sprayings
starting in April to cover the entire cluster.
Weather pending, they will spray every two weeks. The board will notify
you before each visit so you can keep animals inside during spraying. It will
remove mosquito and gnat larvae, with roaches and ant removal as a side
· The Relay
for Life event for 2018 is set for May 19th at South Lakes High School in
Reston, which now serves Reston and Herndon. More details will be available
from your host.
Brookshire replacing its website domain with www.brookshirecourt.org
Brookshire Clusters Articles of Incorporation
and By-laws are available here.
· During the 2017-2018 winter, we had less than
average snow removal. We kept the same vendor from the last two years as they
showed up on time as needed.
On snow days, please do not park on the two guest spots on the back two
guest spaces during a snow day – this is the designated snow-removal zone at
the inside of the cluster property.
Likewise, please do not park directly across from the opening of the
cluster as the plow will move snow across the road from the cluster parkway.
2017 Social Activity Review:
Mick reviewed the prominent social events in 2017,
including but not limited to:
- Halloween party at Mick & Jen’s – thank you for that.
- Impromptu social hour at LeAnn and Mark’s that included
many previous residents – just lovely.
- Book club that meets on the
3rd Friday of each month. Byow.
Mick discussed ongoing options for social activities in 2018.
Click here for full calendar of events
- Organize social event like a BBQ after the spring clean-up. This may or may not replace the summer
- Mick wanted to encourage everyone to host more impromptu
events or let him know if there’s a specific event you want to host.
- Host a yard-sale day sometime in May and ensure that all
cars move off the parking lot so guests can drive in. Mick to advertise at the local farmer’s market
- Pick a summer Picnic date for all cluster residents and
- Halloween party will be on Sat, Oct 27thlocation TBD.
- The cluster is not hosting a booth at the Reston relay
for life on May 19th but contact Shari if you want to participate in
2017 Landscape Review:
In Mark’s absence, Wilson recapped the year-in-review for
landscaping. In the spring clean-up which went well, the cluster filled in some
large perennials (day lilies and hellebore) in the front garden. The cluster members
replanted the first garden on the right side on the way into the cluster, by
the steps. The left side has yet to be
done so we will arrange for a contractor to re-do the left garden behind the
hand-rail, with special note to remove the spirea. We may need to repaint the
railings during clear-up since they will be exposed.
2018 Landscape Discussion:
Wilson recommended that
organized to-do lists really helped folks achieve work done in minimum time.
Wilson reviewed some
options projects this year:
· Spring clean up is
scheduled for Saturday, April 21st 9am- noon which is also earth
day. We anticipate having a barbecue or
social gathering post clean-up, weather pending. Rain date Sunday 22nd 9am- noon.
· Organize Fall Cluster
clean-up for Sat Oct 20th -
Rain date Sunday Oct 21st 9am- noon.
· Mulch order arrives the
week of March 19th -23rd. If you ordered mulch, please
pick it up by the Fire Lane area or other location if the fire lane area is
being concreted at the time.
· Using the remaining balance for the ‘Grass and Special
Projects’ budget, hire a contractor to complete the left side garden near the
stairs with c clean hedge by the rail, flowering rose of sharon or crepe myrtle
in the center and simple grass/mulch around it.
· Walk the perimeter of
the cluster and note areas to be improved visually, including any areas that
should be rebuilt or reseeded with grass.
· Create rock-garden or
concept garden on either side of the steps by the tunnel. Expand on the idea of
the tree arch and create something on either side that flows well with the
arch, the landscape and has the added benefit of stopping soil runoff, and
helps absorb the water that flows under the steps.
2017 Actuals vs Budget
Income from dues went as planned in 2016
with all home owners paying on time by year end.
Income: with the dues all paid, interest on
capital funds, no snow or mosquito payments, and lower tree repairs, the
cluster ended up with a surplus net income of $1,618.47. We started 2017 with a
$3,029.47 budget deficit to fund legal fees for the by-laws carried over from
2016. Combined, we ended up with a budget variance of $4,647.94. The surplus was added to the Capital Reserve
fund bringing the capital reserve fund to $53,914.
Net Surplus Income: $ 1,618.47
Most expenses came in on or under
Budgeted Expenses $32,904.34
Actual Expenses $28,423.46
Expense variation 2016 $4,647.94
Detail of Expense variation
Late fees and Income increased
Charges carried forward to ‘18
Legal Fees and agency dues
Tree/Grass Project (carryover from
Repairs & maintenance
General assembly social
Electric, Trash, other fees
Total Expense Variation 2017
are two forms of capital outlined on our budget:
· Reserve: Long term capital designated for asphalt and
concrete repairs, stairs and supporting walls on common grounds. The capital
reserve received the budgeted $4,500 plus interest plus the $4,647.94 variance so
it closed year end at $53,914.
· Operating:Shorter term capital set aside for larger incidentals on any given year or for
items not included on the normal budget or where no special assessment is
levied for an event, like the legal fees. The operating reserve for 2017 started
at $7,972.56, $3k went to legal fees, we added the remaining $227.44 to bring
the balance in 2018 back to the target $5,200.
Most home owner dues were paid on time,
the cluster made $300 in late payment fees.
2018 Budget Estimate discussion:
Special Reservefor trees/grass: The special
trees/grass/landscaping budget started 2017 with $1,475. $307.40 was used for
the right side garden to the entrance leaving the special trees/grass budget in
2018 at $1,168. This money will be spent
to finish the same garden (left side of the steps) in early 2018.
Capital Reservewill start 2018 at $53,914. Of this, the concrete curb installation, sidewalk
replacement, repaving the entire parking lot, painting fire lands and
repositioning the wheel-stops are estimated at $40,450 leaving $13,464 in the
reserve fund. After we add $4,245 from the 2018 budget, the Capital Reserve
balance should close 2018 with $17,709.
Operating Reserve will start 2018 at $5,200
($5,000 base + $200 carryover for legal fees).
With the Planned Budget for 2018, the cluster expects to:
Income: Maintain income from HOA dues, interest from the capital
reserves and late payment fees.
Expense: Adjust 2018
Budgeted line item expenses to cover:
· Increase Landscaping to include aeration in 2016 from $9,550 to $9,921 (3.7%)
· Decrease snow removal budget from $2,775 to $2,235 in the hope snow will hold off.
· Lower capital reserve from $4,500 to $4,245 to cover all infrastructure items
· Maintain operating reserve at $5,200 (includes
$200 for the remainder of the legal fees).
· Lower Tree service (maintenance) from $3,000 to
· Increase Mosquito spraying estimate to $2,800
for 8 sprayings.
· Remove General assembly budget of $150
· Estimated remainder of the legal fees for
Article & By-law review $200
· With the repaving and concrete work, Brookshire
will significantly reduce the capital reserve fund in 2018. It is in line with
what was planned, but Ann outlines we need to build the reserves up again for
large ticket items in the future. It is
quite a feat that our cluster is able to cover the costs of both re-paving and
replacing sidewalks without a special assessment. We applauded Ann for her foresight, planning
and diligence on managing the budget so effectively. We all specifically thanked her that there is
no special assessment for such huge
projects. Way to go Ann!!
· Landscaping and mosquito spraying both went up
in the 2018 budget, so Ann offset the increases by lowering snow removal and
tree service budget, removing the GA budget and lowering the capital reserve
contributions. With that, the board
decided NOT to raise dues in 2018 but
noted that we would most likely increase dues in 2019 to $300 per house/quarter
to match inflation.
· The cluster was able to get an excellent rate to
repair/replace concrete. If you want to
replace your concrete, let us know what you would like to add. It will work out about $7.50 per square foot
for basic sidewalk. Payment for your
section will be processed through the cluster.
us know if you want to add any of your own sidewalk to the list.
As mentioned, by-laws and Articles of Incorporation have
been updated. Final, revised versions will be posted and published for you once
they pass legal inspection and final approval.
As the number of cars per household increases within the
cluster, we once again face the limited parking challenge. Please
remember there is only one guaranteed space per house. The limited number of
guest spaces are open to all on a first come, first served basis but no more
than one guest spot can be used by a household. Those at the back of the
cluster ask(ed) those in the front to park on Moorings as it’s a long walk to
the back from Moorings Drive. Also
discussed were extra long cars and trucks parking in the two snow-spaces at the
back right of the cluster. Those two spaces are short – so it is easy to block
in cars on either side of the two spaces.
If your car is extra long, please avoid those two spaces if possible.
Following on that, it was requested that we ask the
asphalt company to push those two spaces back a little during repaving.
Irene wondered if solar panels are an option in the
cluster. Phil noted that we don’t have sufficient room on our roofs to support
enough solar panels to charge a wall battery pack for a single house.
Following from that, Deirdre noted we could ask about
pulling in natural gas piping to the cluster while we’re repaving as it would
run up through the center of the cluster and be distributed to certain drop off
points throughout. This would make for
easier conversion of heating or other appliances (see https://www.washingtongas.com/home-owners/services/gas-conversion-process)
More to follow…
· Electric lights faulty at the back of the
cluster. Deirdre submitted ticket with Dominion
to get them fixed.
· TOWING sign on entry to the cluster is broken.
Deirdre to get replacement sign.
· During the re-paving, all cars need to be moved
out of the cluster. Even with enough
notice, we may need to hire a tow truck to remove last minute mistakes. This
will be done at the owner’s expense. Deirdre to ask Fairfax county if they
would be on standby to tow, or ask the gas station on the corner if they’re
available to tow. Cars are requested to stay off the new asphalt for 48 hours
to allow it time to set properly.
· 2nd (new) snow storm sign not set in
the ground, needs to be set properly during cluster cleanup.
· Website hosting company changed names which
triggered an issue with the domain name. new domain name is www.brookshirecourt.org
· Trash dues go up in Jan and July due to Fairfax
county landfill rate hikes. Board to call AAA to re-negotiate contract and
· Board to work on updating cluster guidelines
where possible. RA unclear about scope of conformity guidelines and submit
charges at random, case in point – architectural roofing on a house is not
listed under any guideline yet became an issue for a recent sale.
· New granite entry sign with Brookshire engraved
in italics discussed in detail.. .:)
· Wilson P was unanimously re-elected as president
of the cluster for another year.
· Mark M stepped down as Landscape director. Scott
and Allison were voted in in their absence.
As all were not in attendance, Wilson was to check with Scott and
Allison to make sure they are OK with the role. John Fay thankfully offered to
help with the next Spring cleanup to help transition them to the role.
· Ann D - Unanimously re-elected as Treasurer.
· Mick and Jen were unanimously re-elected as our
cluster Social Directors.
· Deirdre – unanimously re-elected as Secretary.
Meeting concluded at 9:42PM