2016 Annual Meeting – November 5

Per the bylaws of Harpers Square Cluster, our annual meeting will be held the first Saturday in November (Nov. 5) at Crystal Stewart’s house (10902 HSC) at 9 AM.  Each home gets one vote and the owner of the townhouse must be present to vote.  We need 1/5 (10) of the houses represented in order to conduct business, so it is important to attend, if at all possible.

The agenda promises to include items of great importance to all homeowners:

Budget: An assessment of where we stand with this year’s budget and projections for next year’s budget.

Retaining wall replacement:  We will show you the wall design and bring a sample of the stone so that you can see the configuration and color we have chosen with input from Reston Association.  We will also talk about the timing of the project and cost.

Parking lot resealing:  We are planning to fill cracks, reseal the parking lot, restripe the lines, and repaint the curbs next spring.

Bylaws revisions:  A big thank you to Colleen Elliot for working on revising our bylaws to bring them up to current practices and incorporate some more recent resolutions and state and county regulations.

Vendor contracts:  We have reevaluated our contracts with our management firm, trash disposal firm, and landscape firm.

Tree trimming and landscaping:  We are trying to keep these projects to a minimum until after the retaining wall replacement project is complete.

Board positions:   The current board has all agreed to see the retaining wall replacement project through to completion in 2018.  But we are in need of a few volunteers to help with projects and learn the ropes of running the association.  One project that we need someone to pick up and run with is updating our disclosure packet information.  This would be a great project for a new homeowner who just received a disclosure packet and thought it was a bit outdated.  We do too!!!  We hope a few new volunteers might one day, in the not too distant future, be interested in serving on the board and allow Mary, Crystal, Richard, and I to hang up our hats after many years of service.  If you are interested, please let us know.

We look forward to seeing everyone at our annual meeting.  As we did last year, we will not be providing food or drinks (no one would eat anything), so feel free to bring your own coffee, if you need a caffeine fix in the morning.

Please let us know if you have any questions.

9 thoughts on “2016 Annual Meeting – November 5

  1. I’d love to attend the annual meeting, but have a conflict during this time. Is there any way to get an update and provide feedback aside from this meeting? The same issue happened with last year’s meeting, and I would love to be more involved.

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  2. Andrea,

    The board secretary takes minutes which are then posted on the website. So you can find out what was discussed and the results of votes taken at the meeting from the minutes. If you are interested in getting more involved, you can always attend board meetings. We also have projects that you can volunteer to help with. Just let us know what you would like to do.

    Kirstin

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  3. When are all Board positions up for a vote? I thought I read in a previous post that elections were held during the annual meeting but I don’t see that on the agenda. Rather it mentions volunteer positions. Can you please explain the process? It would be nice to hear from a Board member. Thanks so much.

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  4. Kirstin:

    I’d love info on how to be involved – it’s just not clear to me how I can without going to the meetings.

    Attending meetings hasn’t worked out yet – each time one is announced, it’s at a time where we have a conflict – the past two annual meetings (the only ones we’ve lived here for) have been early on Saturday mornings when my kids have games/performances.

    Are there ways we can get the agenda ahead of time to provide some input, rather than just reading the results afterwards? If there are other meetings I’m not aware of, I’d love to hear about them and try to attend. I’m actually home most of the time – I work a standard office schedule and am generally around 🙂

    Andrea

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  5. Andrea,

    If you are interested in getting involved and can’t come to the annual meeting, I would suggest that you come to a few board meetings and learn about how we manage the association and what projects we could use help with. Depending on how much time you have or your areas of expertise, there are small and large projects that you could get involved with. The dates/times of the upcoming board meetings are posted under the “Board Members/Meetings” tab. Just let me know if you are coming. I usually don’t put the agenda together until the day before or even the day of so that we capture up to the minute agenda items. But I am happy to send it to you.

    Kirstin

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  6. Ryan,

    I had to do some digging to figure out when all of the board members started serving. Mary Demick, current VP, began her current stint on the board in 2006. She primarily manages our landscaping/snow removal and tree contractors. I started in 2007 on a second go around as President, when the then President moved. Crystal Stewart was recruited in 2010 when no one would be Treasurer. Her accounting background comes in very handy. Richard Padgett started in 2011 as the Member at Large. He works on the homeowner maintenance issues and does many of our odd job maintenance/landscaping projects. Stan Beyderman joined the board as Secretary last year after volunteering for a year on some special projects. The board terms are 3-years per our bylaws, so that would mean that Crystal and I are up for reelection this year. Richard is up next year, and Mary and Stan in 2018. If you are interested in serving, I would suggest that you talk with Stan since he is the newest member and could give you the perspective from someone who is not only new to the board, but new to the neighborhood. Other than that, we don’t have any process or procedures around elections. We have never had a contested position. Normally, we are begging people to get involved.

    Kirstin

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