May 22, 2007

The meeting was held at Cheryl Tipton’s house at 2003 Lakewinds Drive, beginning at 7:30 pm.  Those attending were:

Preliminary Business:

1.       Minutes of the April 20 meeting and May 8 Annual Meeting were approved as published.

2.       Ms. Tipton and Mr. Serenyi were welcomed as new Board Members.

3.       Community Expectation of Board Actions in the matter of noisy neighbors was reviewed and approved as published.

4.       Agenda Approval – Members present presented no additions

Old Business:

1.   Treasurer’s Report

1.1. Bookkeeper Replacement:  Mr. Serenyi will act as bookkeeper, relieving Gaylon Swanson.  A letter to Mr. Swanson informing him that his services are no longer required has been drafted and will include this information. 

1.2. Capital Planning for 2007 Fiscal Year:
The FY-2007 Grounds Budget is attached.

1.3. Audit Request – An external audit of the Cluster books was considered premature at this time, because insufficient well-organized historical information exists.  This work should be done next year.

1.4. Annual Dues Bills – Target dates for annual dues bills will be: distribution by the end of May, return by July 1.  Following a thorough review of planned Cluster maintenance, illustrating the effects of age on our physical plant, the Board agreed an increase in dues appears to be needed in order to avoid undesired sudden future assessments. It asked the new Board Treasurer to develop the background facts and report at the next meeting.  Mr. Serenyi will review the budget with Board intent to notify homeowners of any stipulated increase in the forthcoming annual dues notice.

1.5. Annual DPOR Dues – John Newcomb will write a check for $25 and Bob Hanlon will bring the necessary paperwork to his house for mailing.  

2.       Facilities and Grounds

2.1.    Lighting Repairs: – Minimum effort repair work has been done.  Massive replacement of underground wiring is not needed at this time.

2.2.    Tree Removal – Dead tree has been removed, at a cost of $3300

2.3.    Power Panels Replacement – A Contractor is available for this work and will be scheduled to do the job, if possible at the same time as a mailbox replacement. 

2.4.    Mailbox Replacement – Cost is estimated at $150 for each replacement. Board approved replacement of 2 units each year until all have been renewed.

2.5.    Parking Lot Resealing and Curb Marking – Included in this year’s budget.  Cost estimated to be $8,976.  Linda Rule will take care of signs announcing when work will be done.

2.6.    Grounds Budget – The FY- 2007 Budget is attached to these minutes.  Norm Krasnegor moved that the Budget be adopted. Motion passed. 

3.       Legal Matters

3.1.    Foreclosure of Abandoned Property – Laurie Dolson sent an e-mail giving details of the legal steps to be taken.  An initial escrow of $500 is needed to cover these steps.  Board approved this expense.  Bob Hanlon distributed copies of Ms. Dolson’s instructions for the foreclosure process. 

3.2.    Cluster Corporation Agent – Charlie Russell must be replaced as Corporation Agent, since he is leaving Reston.  Bob Hanlon will find out the necessary paperwork and report at the next meeting. 

5.       Administrative

5.1.    Secretarial Supplies – Bob Hanlon presented a bill for $29 to cover cost of mailing the annual meeting notice.  Board approved the expense.

6.       Board Members – Open Forum

6.1.    No new items.

Meeting Adjourned at 9:05 PM.

Respectfully submitted,

Robert Hanlon, Secretary