Mr. Hanlon, the Secretary, was absent on vacation.  These minutes are transcribed from notes kept by Mr. Newcomb.

Preliminary Business:

The Board amended the minutes of the December 13 meeting to show the time and date of that meeting, then approved the amended minutes and authorized publication on the Web site.

Agenda Approval – Members present made no additions.

Old Business:

1.  Treasurer’s Report

1.1        Bank Report -- Treasurer reported his research regarding best interest bearing accounts for the Cluster’s Certificate of Deposit.  He found that in today’s market there is not enough difference among CDs to warrant changing banks, but he recommended the Board consolidate current Cluster accounts with United Bank into their best interest bearing product.  Motion was made and passed.  President and Treasurer will visit United Bank as soon as practicable to move monies

1.2 Dues Status – Treasurer reported all dues were current with the exception of one property who is now two quarters in arrears.  Detailed budget discussion tabled in accordance with agenda.  

1.3   Financial Report – January operating results are attached to these minutes.

2.  Facilities and Grounds

2.1. Budget –The Board was requested to approve $5,800 for Item 3 of the PSE contract proposal for digging new wiring channels and renovating the Cluster lights.  This amount is a reduction in effort from the previously approved proposal, slated to cost $8,200.  The $5,800 represents an initial portion of the lighting renovation project, to avoid tunneling problems caused by large tree roots on the south side of Lakewinds Drive.  Landscape lighting at the Cluster entrance is still within project scope, but will likely not be done in the initial work increment.  Work was previously expected to begin in February, but is now more likely to begin in late March or April.  

2.2. Large tree removal on the Lakewinds Drive island area scheduled for last month is still pending contractor’s other commitments.:

2.3 Sign replacement previously approved by the Board at approximate cost of $3,300 should take place in April.

2.4 Tree removal and replacement budget:  Grounds Chair concerned over $2,000 reduction.  Discussion satisfied questions as long as tree care and Lagoon Lane tree replacement are appropriately identified (earmarked) in the annual budget / reserve fund.

2.5 Budget Details -- Further discussion regarding the budget will be addressed per the agenda. The Grounds Chair went on record, with unanimous Board concurrence, to itemize better specific projects in the budget, in order to provide better continuity between Boards regarding long-term budget plans.  Under these business rules, the Board would not be prevented from making changes to the budget and/or its priorities, but it should be more apparent to individual property owners exactly what changed in the budget and how their dues are being spent, thereby offering more clarity and transparency to spending decisions.

2.6 Responsibility for R.A., Cluster and Individual’s Property: -- Discussion was based on information in the official Cluster land Plat and community rules governing individual, Cluster and R.A. properties.  Primary topic involved responsibility for particular areas; e.g., individual land use encroachment on R.A. land.  Second topic concerned why if the shore-line bulkheads are on R.A. property they are the Cluster’s and/or the individual property owner’s maintenance responsibility.  Grounds Chair reported that the bulkheads are Cluster/individual’s responsibility, negotiated with RA several years ago before RA adopted a shoreline maintenance policy to prevent erosion encroaching on individual properties. Shoreline erosion at that time was becoming a critical problem to some of the properties on the east side of Lakewinds Drive. [Note bulkhead action item in paragraph 10.3 below].

2.7 Pavement Fault --The President proffered a complaint concerning a low section of pavement in front of the mailbox area nearest 11224 and 11222 Lagoon Lane.  Area retains water, which freezes and causes slipping hazard.  Grounds Chair will note for next asphalt maintenance project.

2.8 Next Major Project -- Grounds Chair stated that, following the light renovation project, the next major Cluster project will most likely be repair of the damaged cement walkways.

New Business

3.  Legal Matters

3.1 Foreclosure of Abandoned Property – The owner of the abandoned property has died. His daughter, who lives in North Carolina, is taking the necessary steps to refurbish the house and prepare it for sale. Enforced foreclosure appears to be no longer needed. President received requested statement of estimated foreclosure process costs from cluster attorney Laurie Dolson and gave it to Treasurer, who will request refund of fees paid over and above standard retainer in anticipation of the foreclosure.

4. Budget Discussion

In accordance with the approved agenda, an in-depth discussion was held regarding the Cluster budget and its relationship to long-term priorities.

4.1 Treasurer led the discussion noting that as the Cluster ages the current dues would not be sufficient to cover all the items requiring repair or replacement, particularly the high cost ones, as outlined in the Mason & Mason report.

4.2 It was noted that the dues have not been raised in at least three years and an annual increase of between $100 and $200 would be in order.  The primary purposes in raising the dues would be two-fold:  1) Cover inflation/cost increases for standard services such as landscaping, snow removal and garbage collection; 2) More importantly, a dues increase would avoid expensive assessments that would otherwise be required in the future for items such as shoreline bulkhead repair/replacement.

4.3 Specific items from the Mason & Mason report were discussed with an action taken by the President to confer with R.A. as to possible restrictions/options for shoreline bulkhead repair/replacement.  It is possible that R.A. now has environmental restrictions that would prohibit treated wood replacements and only allow rock and stone rip-rap type alternatives.  Since this is the most expensive item in the Mason & Mason report, further discussion on the amount of a dues increase will be tabled until the President can provide better clarity on bulkhead replacement questions/options.

Board Members – Open Forum

1.  ARCH representative will be invited to address the next Board Meeting, although meeting may not be on the second Tuesday of March as previously planned.  See Next Meeting item 11 below.

2.  Mason & Mason Report:  How to best present the report findings at the next annual meeting was discussed.  The Vice President will ask whether Mason & Mason can provide a soft copy of their report, at what cost, and for possible inclusion on the Cluster website prior to the annual meeting in May.

3.  A Cluster resident sent a letter to the Board which was discussed per the approved agenda.  The Board was not clear, or in agreement, as to how best to proceed; so it was moved and approved to invite the resident to discuss her grievances at the next Board Meeting.

4.  Parking of boats and trailers on Ridge Heights was discussed.  The Vice President has received some help from the Reston Police, but a more permanent solution [discussed in previous meetings] will likely be required.  Vice President will research for possible inclusion in discussion at the annual meeting in May.

5.  The Vice President discussed the idea of conducting a survey prior to, or to be distributed, for discussion at the annual meeting in May.  The survey would be used to better prioritize Board actions in line with owners’ desires and priorities.

Next Board Meeting – The next Lakewinds-II Cluster Board meeting will take place March 11th,  7:30 PM, at Bob Hanlon’s house, 2015 Lakewinds Drive.

Meeting adjourned at 9:48 PM.

Respectfully submitted,