McLean Hamlet Community Association
FINAL Minutes of the Board of Directors Meeting
May 4, 2015
Board Members Present: Alan Holmer, Michelle Blanton, Jeff Shivnen, Jane Severn,
Rick Law, Robyn Lighthammer, Behram Shroff, Eric McGinley
Board Members Absent: Roxanne Axtell, Wayne Tate, Tara Vold, Denys King
Chairpersons and Others Present: Warren Gray, Wade Tate, Carol and Rinaldo
Campana
The meeting was called to order in the home of Michelle at 7:32 pm.
Administrative Business:
1. The meeting opened at 7:34pm in the home of Michelle.
2. Treasurer’s Report: Jeff briefed the board on expenses and income (report
attached at the end of this document.) Income was $400 (membership.)
Expenses totaled $24.92 for Active Campaign HamNet and PayPal
maintenance and fees. Jeff briefed the board on the 70 members who have
set up recurring payments via PayPal, which has provided a huge decrease in
paperwork.
3. Motion to approve the agenda, April minutes and treasurer’s report was
seconded and approved unanimously.
4. Management of Website Options: Jane briefed the board on MHCA’s
Communications Assets. Due to the challenges faced with having 4 different
lists of data for MHCA, she proposes to synch or combine all the current lists,
establish a process to identify, welcome and enroll new members, and
eventually update the website look and feel with current content for
residents. She presented to options to organize and maintain the vast amount
of data and communications MHCA currently processes. A motion was made
to approve hiring WildApricot to handle our enrollment, membership,
communications and website at a cost of $1080 per year. The budget will be
amended in a later meeting.
5. Communication Plan: Jane also briefed the board on the Website Project Plan.
By early July, MHCA hopes to have a new website up that replicates the
current website and adds email campaign capabilities and membership
renewal capabilities. In the future MHCA intends to have events registration
(eg, yard sale, picnic, luminaria), enable posting of HamNet emails to the
website and make adjustments to format and layout. She solicited members
of the board to help with her action timeline. In July, we will begin
encouraging residents to renew their membership (online) for the 2015-16
membership year. She briefed the board on her proposed timeline for MHCA
directory distribution and additional Website actions.
6. Transportation Committee Report: Wade briefed the board on a couple
meetings regarding the Spring Hill/Lewinsville Rd intersection. Michelle
requested that Wade ask the county if they are willing to experiment with a
flashing light at the Spring Hill School entrance during non-school, nonrecreation center hours. Alan briefed the board on a neighbor’s complaint
about a truck parking in the road on Lear Road. Alan plans to address the
situation with the neighbor.
7. Architectural Control Committee: Alan first thanked Wayne Tate for his
dedicated service to the board in his capacity as the chair of the ACC. He will
be handing the job to Warren Gray beginning in July. Alan then briefed the
board on various concerns of current reconstruction/renovation projects
within the Hamlet. Warren will be following through as the houses continue
to progress. Alan will speak to the owners about their ACC approval. Alan
also briefed the board on the responses from neighbors in response to the
HamNet reminding members of the existing, enforceable covenants. The
motion to officially appoint Warren Gray as chair of the ACC was seconded
and passed unanimously. Alan warmly welcomed Warren to the board.
8. Survey Written Comments (follow-up): Alan briefed the board on the survey
comments and asked appropriate board members to take action.
9. Annual Meeting Follow-up: Alan asked Brett to explain his interpretation of
the speaker’s comments at the annual meeting. Brett explained how the
proffers work within the Tyson’s development. Wade followed up with a
more detailed explanation of the Tysons’ Development protocol. He
confirmed that the MCA and Lewinsville Coalition are both very involved in
following these changes in “the plan.” It is everyone’s responsibility to be
vigilant in watching for changes to the original plan. Brett confirmed and
suggested we reach out to the Fairfax County entities to work together to
protect places like Hamlet Park and perhaps Spring Hill Rec Center. Wade
also suggested we ask the Drainsville Supervisor to come speak at one of our
meetings. Alan asked Wade and Brett to meet with him offline to discuss our
options.
10. Transportation Committee: Wade met officials to discuss the Spring
Hill/Lewinsville Road project last week. Interestingly, Rec Center employees
were there at the same time and showed Wade some drawings for their new
plans.
11. MCA/Lewinsville Coalition Report: Fairfax County is actually proposing
increasing appropriate noise levels (higher than that of New York City) and
MCA plans to fight this proposal. Wade believes the debate over noise will
continue for some time to come.
12. Safety Committee: Rick addressed the group about Neighborhood Watch. He
will brief the board further at the June meeting. Mr. Campana agreed to meet
with Rick to share suggestions about communication and education of
residents regarding safety. Denys suggested block parties to help get to know
neighbors.
13. Picnic: Denys proposed 20 September for the picnic, with a raindate of 27
September. She will begin booking vendors and making reservations.
14. Next Meeting: The next board meeting is June 1st at 7:30pm at Michelle’s
house. Meeting was adjourned at 8:50 pm.
McLean Hamlet Community Association Treasurer’s Report May 2015
The following report shows the state of the MHCA budget for the monthly period ending
May 31, 2015. The net decrease for the month was $2,943.80. The biggest expenses this
month were due to entrance landscaping and legal fees.
Income for May totaled $270.00
 Membership renewals ($270 for 2015 -16, first automatic PayPal renewal)
 2014 -15 dues: $16,047 compared to $16,095 at this time last year.
– Last month’s report showed $16,647 in dues collected – typo since fixed
$270.00
Expenses for May totaled $ $3,213.80 :
 Active Campaign Hamnet expenses
$17.00
 PayPal Monthly maintenance fee
$5.00
 PayPal transaction fees
$2.92
 Web Site maintenance
$45.00
 Entrance Landscaping ($2025 – Mulch Madness, $555.16 – M. Law expenses) $2580.16
 Legal Fees
$220.00
 Membership mailing and material
$79.38
 Yard Sale expenses
$43.99
 Network Solutions (Will be reimbursed next month – overpay)
$139.50
 Misc:
$80.85
 Annual MHCA meeting – hospitality
($40.85)
 Reimbusement – overpay membership dues
($40.00)
Income for May 2015
With Proposed Budget
Proposed
Budget
July 2015 Jun-16
This
month
31-May-15
Actual
Year to
Date
Actual
Last Year's
Budget
7/1/2014
6/30/2015
2013-14
Actual
7/1/2013
6/30/2014
2013-14
Budget
7/1/2013
6/30/2014
Income
Interest (CDs)
Membership ($270 -- * for 2015-16) 201516 income: 400 of 507 memberships
Directory Ad Sales
Yard Sale
Misc
Reimbursements
Mgmt Reserve
Total Income
$
$
$
$
20,000.00
650.00
350.00
$
$
3,641.90
24,641.90
$
$270.00
$ 16,047.00
270.00
$ 119.50
$
$ 16,166.50
$ 17,600.00
$ 650.00
$ 350.00
$ 3,900.00
$ 22,500.00
-
$16,295
$ 650.00
$ 340.00
$ 2,000.00
$
43.00
$ 19,328.00
$15,475
$0
$350
$0
$0
$7,085
$22,910
Expenses for May 2015 and Proposed 2015 -16 Budget
This
Month
31-May-15
Actual
Year to
Date
Actual
Annual
Budget
7/1/2014
6/30/2015
Last Year's
Actual
7/1/2013
6/30/2014
Last Year's
Budget
7/1/2013
6/30/2014
$
$
$
$
$
$ 235.00
$
80.00
$ 1,177.13
$
$
$ 1,492.13
$3,397.85
$ 1,546.14
$ 624.00
$ 1,106.00
$
-
$250
$450
$25
$0
$0
$5,000
$5,725
$3,398
$2,500
$624
$1,303
$50
$
43.20
$ 189.00
$ 2,057.69
$
92.66
$633.30
$ 966.00
$ 766.00
$
$
$
$350.50
$ 176.55
$291
$139.50
$29.88
$68
$10
$5.84
$ 1,512.00
$ 400.00
$115
$255
$2,500
$59
$ 15,956.24
$2,000
$22,916
Expense
Community Affairs
Lewinsville Coalition
Falstaff, Hamlet Parks Maintenance
Federation Dues & Fees
Gazebo ADA Trail Installation
Special Events (new)
Hamlet Park Enhancements
Subtotal Community Affairs
Ent Landscaping Maintenance
Ent Plantings (Transurban $2500 grant)
Entrance Wall Care - flag mount supplies
Insurance
Licenses & Fees
Luminaria
Bank Fee (Member's check bounced)
Mail Box Fee/ Checks (6 month rental)
Picnic
Postage (membership mailing, material)
Printing (Mnuteman Press McLean)
MHCA Directory (print)
MHCA AtoZ Directory Access
MHCA New Ltr-Fall (print & mail)
MHCA New Ltr-Spring (print & mail)
MHCA New Ltr-June (print & mail)
Signage & Supplies
Yard Sale
Web Site Expenses (Wild Apricot)
Network Solutions - Domain hosting
Network Solutions - Domain Forwarding
Ham Net Expenses
PayPal Monthly Fee
PayPal Transaction Fees
Legal Fees - Covenant
Little League sponsorship
Miscellaneous (Annual mtg -hospitality,
dues overpay)
Total Expense
$
$
$
$
250.00
300.00
40.00
-
$
$
$
$
$
$
$
590.00
6,000.00
426.90
100.00
1,150.00
5,070.00
$
$
$
200.00
4,200.00
100.00
$
$
1,000.00
800.00
$
$
$
$
$
$
$
$
$
250.00
100.00
1,100.00
$140
205.00
60.00
200.00
2,000.00
450.00
$
$
500.00
24,641.90
$ 2,580.16
$
79.38
$ 4,626.32
$ 526.96
$ 140.33
$ 1,079.00
$
$
12.00
$ 192.00
$ 4,060.00
$
79.38
$
100.00
$
$
$
43.99
45.00
139.50
$
$
$
$
$
$
$
17.00
5.00
2.92
220.00
$ 187.00
$
55.00
$ 122.64
$ 2,318.30
$450.00
$
80.85
$ 3,213.80
$ 200.85
$ 14,453.27
Net Income
$ (2,943.80)
Beginning Funds 05/01/2015
$ 51,848.87
43.99
120.00
139.50
250.00
450.00
40.00
-
$ 2,000.00
$ 2,740.00
$ 4,300.00
$ 650.00
$ 1,150.00
$
-
$ 200.00
$ 4,100.00
$ 100.00
$ 650.00
$ 1,000.00
$ 800.00
$
$
$
$
$
$
$
$
350.00
250.00
300.00
$140
205.00
60.00
300
2,500.00
400.00
$ 2,305.00
$ 22,500.00
Ending Cash 05/31/2015: Un-deposited checks
$ 190.00
Bank of America Checking Acct
$ 47,642.41
PayPal Account
$ 1,072.66
Net Funds on Hand (05/31/2015)
$ 48,905.07
The above schedule of revenue and expense information (with current and historical budgeted information),
and change in cash for Mclean Hamlet Community Association (MHCA), for the period May 1, 2015
through May 31, 2015 has been prepared by Jeff Shivnen in my capacity as MHCA treasurer.
Jeff Shivnen
Treasurer McLean Hamlet Community Association
$189
$1,000
$664
$165
$299
$579
$600
$200
$450
$300