Berryland Farm Oakton, VA Annual Homeowners Meeting November 2006

1
Berryland FarmOakton, VA Annual Homeowners
MeetingNovember 2006
2
Summary
The Homeowners Association Board is recommending
replacement of our entry signs and playground
equipment. Two committees researched costs and
options for replacement of these assets over the
course of one year. The community needs to
vote to approve the project and the proposed
assessment. This is the second assessment which
the Board has recommended in the 25 year history
of our community.
3
The Committees

• Playground Committee
• Frank and Michelle Antsett
• Thomas and Tanja Beahn
• Britt and Angela Heisig
• Angela Lundquist
• Rekha Patel

4
The Committees

• Neighborhood Sign Committee
• Tom Casey
• David Frost
• Frank Pagano
• Valerie Tinley

5
Neighborhood Improvement

• Our dues structure only supports
• maintenance.
• We have no funding to replace signs or playground
  equipment.
• Annual dues are very low and only fund social
  activities, common ground maintenance,
  communications, etc.
• Any major improvements must be funded by
  assessment.

6
2006 Dues Comparisons
7
Virtual Tour
8
Playground Committee Recomendation
9
Committee Recommendation

• Community Surveys
• Surveys were distributed at Board direction to
  ensure that the entire community had the
  opportunity to voice their opinion.
• 62 total responses were received.
• 82 of respondents supported the project at
  stated costs.
• 18 of respondents did not support the project at
  stated costs.

10
Committee Recommendation

• Committee recommends
• Replacement of both sites. Existing equipment
  cannot be reconditioned.
• Replicate existing play equipment at both sites
  with new commercial equipment.
• Professionally install new equipment.
• Repair site access at both sites.
• Organize community demolition of existing
  equipment to save money.
• Use playgrounds as venue for community events.

11
Committee Recommendation

• Replace both sites
• The community was built with two sites.
• Two sites allow for playgrounds to be reached via
  walking and biking.
• Survey indicated strong interest from the
  community in replacing equipment.

• Avoid the temptation to overdo the playgrounds.
  
• Keep costs as low as possible while purchasing
  quality product.

12
Equipment Recommendation

• Numerous vendors were evaluated.
• Big Toys has best combination of price, warranty,
  equipment selection and industry experience.
• Prices were lower than other vendors for similar
  equipment.

www.bigtoys.com
13
Costs
14
Equipment Details

• BigToys, Inc. is US division of Kompan. Inc.
• Equipment meets or exceeds current safety
  standards set by the USCPSC, is handicapped
  accessible (Site 2) and carries full warranty
  protection.
• All wood is free of PVCs, arsenate and heavy
  metals.

www.bigtoys.com
15
The Sign People
16
Committee Recommendation

• Committee recommends
• Replacement of both signs.
• Existing signs have deteriorated (Peeling paint,
  rotting wood, and post supports)
• Valestra sign was recently vandalized.
• Sign locations do not need to be changed.
• Complete site preparation at Valestra site.

17
Committee Recommendation

• Committee recommends
• Prepare several in budget options and sponsor a
  community vote on design of signs.
• Signs are prominent features of the neighborhood
  and (unlike swings and slides) are more subject
  to personal preferences.
• Allowing community vote on several proposed
  designs will ensure that we install a sign which
  fits the neighborhood personality.

18
Committee Recommendation

• Estimated Cost A
• Stone Work at Berryland Entrance including
  material and labor
• Stone 12,836
• Brick 10,260
• Includes Labor for Valestra Sign

19
Committee Recommendation

• Estimated Cost B
• Stone Work at Berryland Entrance including
  material and labor
• Stone or Brick 12,100
• Berryland Sign 8,700
• Valestra 3,400

20
Committee Recommendation

• Berryland Sign
• Plywood 4,500
• PVC 5,166
• Mahogany 8,000
• PVC recommended due to low maintenance. Material
  resembles wood.

21
Committee Recommendation

• Total Estimate
• Stone Work 12836
• Sign A 5,166 (Berryland)
• Sign B 4,500 (Valestra)
• Total 22,502

22
Project Details

• Two vendor quotations/designs received to date.
• Costs for replacement of both signs range from
  16K - 24K. These quotes in certain cases do
  include masonry work.
• Homeowner adjacent to sign is part of the
  committee.

23
Total Costs 25th Anniversary Fund
24
QA

• Why dont we have money to pay for this
• without an assessment?
• Dues only fund ongoing maintenance not
  replacement of equipment. This keeps annual dues
  and spending low.
• What am I voting on tonight?
• You are voting to fund both projects at a total
  cost per home of 295.
• What happens if other people dont pay?
• The Board has the responsibility to enforce
  community decisions.

25
QA

• Do we have insurance?
• Yes, the community is fully insured.
• Why are the projects together?
• The Board is responsible for maintaining
  community standards for all of our common grounds
  and assets.
• When will the projects be completed?
• We will endeavor to complete projects by mid
  2007.

26
QA

• When is the assessment due?
• Notices will go out once approval is secured.
  The Board will set the date. Board will be
  flexible for special circumstances.
• How do I volunteer to help?
• Contact committee members to volunteer.
• Are there other neighborhood assets in need
• of repair soon?
• No other improvements are planned at this time.

27
Discussion