The Malvern Communicator

April 2015

PRESIDENT’S REPORT – ROBERTA JALBERT I can't believe another year has passed again. Isn't life supposed to slow down as we get older?

I'll be brief folks. We find ourselves looking for candidates for positions on the

Board again and a lack of volunteers. We have three seats this year. Luckily two current members will continue for another two years. And we have two additional candidates for the vacant seat. Thank you to Karen Pilkerton and Bill Rowe! But it seems to me that in a community of this size we should be able to attract more than two people! Please consider running for a position next year.

Security patrols will begin again May 1st with an emphasis on pool use and activity at the dock. It has proven to be very effective over the past two years!

I look forward to seeing you all at the meeting in April and please remember to bring signed Proxy forms from neighbors if you can!

Inside this edition: Candidates for Directors ............................... Page 2

2014 Financial Information ....................... Page 3, 4

Reports ......................................................... Page 5

Firewise ......................................................... Page 6

Proxy ............................................................. Page 7

Board and committee reports are available on a monthly and/or as needed basis on the Malvern website; see: http://malvernofmadison.org/MalvernNews.php You may subscribe to receive these reports via email by visiting http://malvernofmadison.org/ and clicking on the "Subscribe" button.

Current Board members:

Roberta Jalbert: ................................. President Rick Collins: .................... 1st VP & lake, grounds T. J. Wright: .............................................. Roads Ed Johnson: ........................ Secretary-Treasurer Jerry Monnat: ................................ Architectural Joe Graham: .......................... Clubhouse & pool Jason Woodward: ................................. Director

ANNUAL MEMBERSHIP MEETING Where: Malvern Clubhouse Date: Saturday, April 25, 2015 Sign in: 9:30 until 10:00 a.m. Meeting: 10:00 a.m. Agenda: Election of directors, committee reports, other

business of the Association

SPECIAL BOARD MEETING Time: Shortly after the conclusion of the Membership

meeting Agenda: New Board of Directors meet to elect 2015-

2016 officers and make committee assignments; Malvern members may attend and comment on topics listed on the agenda

BOARD MEMBER CANDIDATES: Each director serves a 2-year term. This year, 3 of the 7 director positions are open. Candidates to fill these positions as of the date of publication date are:

1. Rick Collins 2. T.J. Wright 3. Karen Pilkerton 4. Bill Rowe

See next page for more information on candidates.

CANDIDATES FOR DIRECTORS

Our bylaws state there will be 7 directors. Each director shall hold office for a period of 2 years. No member shall serve more than three successive terms.

The membership will vote to elect 3 directors on April 25, 2015. The current list of candidates are as follows:

Rick Collins – I have been a Malvern homeowner for the past 9 years and have enjoyed every minute of it. My wife, Ceil, and I chose Malvern because it offered us an ideal place to retire. The rural living, the amenities such as the lake, pool and clubhouse, and the friendly neighbors all contribute to an atmosphere I would like to see preserved. After spending 35 years in the classroom as a science teacher, I enjoy giving back to the community as a board member. I have contributed my time and abilities to Malvern projects and would like your support to continue. I currently chair the Lake and Grounds committee and would like to continue to maintain and improve these facilities and to insure Malvern’s financial future.

T. J. Wright – current director and Roads committee chairman running for his second term. Our previous home was in a guard gated community of 5 acre home sites very similar to the pristine setting we all enjoy here. We resided there for over twelve years, so I have a good understanding of the challenges faced maintaining the appearance and values of properties such as ours, balanced with common sense and compassion for the individual property owners. I have spent the majority of my life since school working as an executive in the Construction industry, currently serving as the Estimating Manager of R. E. Lee and Son, Inc. in Charlottesville since 2009. Prior to moving to VA. I was a Senior Project Manager involved in projects ranging from small developments, to mega municipal jobs, managing projects in several southern states. Diana and I have raised 6 daughters, and have chosen Malvern for our retirement residence. We enjoy golf, an occasional travel adventure in our motorhome, and playing with our grandchildren. We're excited about the potential of making new friends here, and look forward to getting to know you, and enjoying the wildlife and nature we’re blessed with here. What I can offer to the community as a member of the Board includes: 1) A professional approach to breaking down and analyzing issues, thoughtful decision making, and the patience derived from raising that many daughters; 2) A sound understanding of business principles, economics, and the leadership skills necessary to pull a group of people together, develop a consensus, and assist in making reasonable decisions for the betterment of the community at large, and; 3) Honesty and integrity. Thank you for your consideration.

Karen Pilkerton – I would like to serve my community on the Board of Directors. My husband Gary and I moved to Malvern in 2005. We both became involved in volunteer activities in the community. I served on the clubhouse, rules, architecture, volunteer, and finance committees and am the Firewise Program Coordinator. I would look forward to the opportunity to work with the other board members to keep our common areas well maintained and our association financially sound.

I have many years of experience throughout my adult life volunteering and working successfully within groups. I participated on the boards of the Madison County Library Board for three years, the Fairfax County Association For The Gifted, The Pine Spring Elementary PTA (education committee, build a playground committee, volunteer committee), and was a member of the Fairfax County School Board Citizens Advisory Council, Tremont Gardens Neighborhood Watch (liaison to Fairfax County Mason District substation). I acted as a mediator in my volunteer capacity as well as in my work environments.

I was service representative for C&P of Virginia back when service was of the utmost importance and learned how to balance customers’ needs with company policy. I was called upon to handle difficult customers on the phone and in person. I trained fellow employees and supervised and managed the office in the absence of management. I prepared training materials for collection of final bills. I worked for the Fairfax County Library System as secretary to the Deputy Director where I prepared meeting agendas, minutes, training materials and correspondence. I also trained fellow employees. I then transferred to the non-profit, Fairfax County Library Foundation as Administrative Assistant to the Director where I set up the office files, researched donors and prepared campaign letters.

I am retired and have the time to commit to a board position.

Bill Rowe – The Malvern HOA should work to build a sense of community that contributes to the value of a Malvern address. We can do that by maintaining our clubhouse, pool, and roads, and continuing to landscape the common areas. I have worked with most of the current board members since we bought our home in 1999, and feel together we can continue working on existing strengths.

I’m a retired mechanical engineer with experience in product testing and accident analysis. Prior to that, I designed toys for Kenner and jet engine tooling for GE after leaving the Navy. Current volunteer activities are a docent with the National Air and Space Museum, and activities as a Virginia Master Naturalist making charcoal, with Montpelier and for the Smithsonian Conservation Institute, part of the Zoo, at Front Royal.

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2014 YEAR-END STATEMENT OF INCOME AND EXPENSES

TOTAL Budget Difference Income

Annual Dues 119,982.67 122,850.00 (2,867.33) Fees Boat Fee 120.00 135.00 (15.00) Clubhouse Rental 4,132.00 3,000.00 1,132.00 Collection Fee 1,247.24 Late Fee 779.43 450.00 329.43 NSF Fee 30.00 Packet 455.00 325.00 130.00 Pool Fee 2,375.00 2,500.00 (125.00) Road Impact Fee 0.00 Total Fees 9,138.67 Interest Income 469.00 400.00 69.00 Mowing 1,300.00 1,500.00 (200.00) Other income 1,038.65 Previous dues 2,205.56 Total Income 134,134.55 131,160.00

Expenses Accounting 1,000.00 (1,000.00) Administration General 333.99 1,000.00 (666.01) Office Supplies 7.07 Postage and Delivery 618.58 750.00 (131.42) Printing and Reproduction 395.26 500.00 (104.74) Administration - Other 0.00 500.00 (500.00) Total Administration 1,354.90 Bad debt 810.00 2,625.00 (1,815.00) Buildings, Grounds Dock decking (CIP) 0.00 2,000.00 (2,000.00) Dock Repairs 400.24 500.00 (99.76) Maintenance 871.25 400.00 471.25 Mowing 3,843.21 4,400.00 (556.79) Signs 214.16 500.00 (285.84) Supplies 73.13 205.00 (131.87) Tree services 0.00 1,000.00 (1,000.00)

Total Buildings, Grounds 5,401.99 Business Licenses and Permits 201.47 230.00 (28.53) Insurance Expense Fidelity 460.00 General liability 3,076.00 3,500.00 (424.00) Umbrella 537.00 600.00 (63.00) Total Insurance Expense 4,073.00

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Legal Fees 3,433.15 4,000.00 (566.85) Miscellaneous Expense 1,250.00 1,600.00 (350.00) Clubhouse Insulation (CIP) 4,675.00 3,000.00 1,675.00 Cleaning 1,210.15 1,500.00 (289.85) Maintenance 1,664.14 1,000.00 664.14 Management 384.50 350.00 34.50 Supplies 125.88 500.00 (374.12) Total Clubhouse 8,059.67 Pool Capital Expenditures 2,167.50 2,000.00 167.50 Chemicals 2,047.27 1,800.00 247.27 Keys 571.78 600.00 (28.22) Maintenance 2,301.99 2,240.00 61.99 Opening/closing 0.00 500.00 (500.00) Passes 0.00 500.00 (500.00) Repairs 419.28 1,000.00 (580.72) Total Pool 7,507.82 Playground maintenance 709.00 750.00 (41.00) Roads Easement (CIP) 6,000.00 (6,000.00) Repaving (CIP) 31,398.00 26,000.00 5,398.00 General repairs 5,000.00 (5,000.00) Snow removal 12,247.20 5,000.00 7,247.20 Total Roads 43,645.20 Security Equipment 1,080.88 2,000.00 (919.12) Services 15,410.00 11,000.00 4,410.00 Total Security 16,490.88 Social Committee 999.91 1,500.00 (500.09) Utilities Electric 5,494.36 4,800.00 694.36 Telephone, cable, internet 1,475.77 1,560.00 (84.23) Total Utilities 6,970.13 Taxes 0.00 1,000.00 (1,000.00) Reserve Fund 30,000.00 30,000.00 (0.00)

Total Expenses 130,907.12 134,910.00

2014 ASSET INFORMATION FROM BALANCE SHEET

Account balances on January 1, 2014: operating funds: $86,806.96; reserve funds: $142,449.36; total funds: $229,256.32. Account balances on December 31, 2014: operating funds: $89,333.04; reserve funds: $172,625.71; total funds: $261,958.75.

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HELP KEEP OUR COMMUNITY BEAUTIFUL:

LAKES AND GROUNDS We’ve survived another hard winter, and now we can enjoy getting to those spring projects. I’m happy to report that the common areas have not sustained any damage. The pumper pull off area at the North dock is nearly done; it needs a little more grading and a final topcoat of crusher run. The docks need another coat of stain to preserve the work completed two years ago. The dam face has a few areas that can use some additional rock as well. Another area of concern is the mail building roof. I would like to add a roof ridge vent to reduce the heat damage to the lights and ceiling. Do you have any suggestions for an entrance fence? Some have suggested a small split rail to emphasize the rural nature of the entrance. If you have another suggestion or like that one please let me know. MALVERN EVENTS PLANNERS

The committee is looking for new members. We are a very friendly group who enjoy gathering for meetings once a month to plan social events for our Malvern residents. If you would be interested in joining our group or just coming to one of our meetings to try it out, we meet every second Tuesday of the month at the clubhouse at 7:00pm. Or feel free to call Ellie for more info at 845-269-1569.

ARCHITECTURAL COMMITTEE The 2015 building season is finally upon us after a long winter. Please review the rules and covenants before submitting building request packages for new homes or outbuildings, additions to structures already in place, or fences, etc. If the initial package is complete the process normally goes quickly and smoothly. Any building which requires the use of heavy equipment on our roads requires road fees from both the resident and the contractor doing the work. Final approval is required from the Board of Directors after the Architecture committee submits their recommendation. This comes at a monthly meeting. Any discrepancy can result in up to a 30-day delay. Please ensure compliance and completeness to ensure timely approval.

THE "MALVERN NEWS" – A MONTHLY (OR AS NEEDED) ELECTRONIC NEWSLETTER The Board prepares a monthly online newsletter of what's currently occurring in the community. You can sign up to receive the newsletter delivered via email by clicking the "Subscribe" button at http://www.malvernofmadison.org/ and entering your email address. It’s a great way to stay informed about what’s going on!

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FIREWISE COMMITTEE Dear Fellow Malvern Property Owners:

The greatest cause of wildfire in Virginia is from open burning. Help reduce the threat of wildfire in Malvern by participating in the Firewise Program.

In 2014, Malvern received a $4900 grant from Firewise Communities to pay for a professional tree crew to come into our community to chip large limbs, shrubs and smalls trees. Chipping Day will be held again on April 22, 2015, weather permitting.

PARTICIPATE IN THE PROGRAM • HAVE BRANCHES, BRUSH OR SMALL TREES

CHIPPED UP FOR FREE • GET A FREE INDIVIDUAL WILDFIRE HOME RISK

ASSESSMENT YOU MUST • Please notify the program coordinator by April

15, 2015 if you wish to be added or removed from the list of 2014 participants. (malvernfirewise@gmail.com or 948-3230)

• KEEP A LOG BEGINNING JANUARY 15, 2014 and/or JANUARY 2015 OF ALL FIREWISE WORK COMPLETED to meet your 20% in-kind requirement.

• BRING MATERIAL UP TO 8” IN DIAMETER, WITH THE CUT OR BROKEN END OF EACH PIECE FACING THE ROAD, TO THE EDGE OF YOUR PROPERTY OR WITHIN 10’ FROM THE ROAD, BY April 21, 2015. MATERIAL STACKED AFTER THIS DATE WILL NOT BE CHIPPED.

• REMOVE ALL BRANCHES FROM TREES • NOT INCLUDE VINES, BRIARS, WEEDS, PLANTS,

ROOTBALLS WITH DIRT, LEAVES OR LUMBER. THEY WILL NOT BE SHREDDED

• TELL THE CREW OR NOTIFY THE PROGRAM COORDINATOR IN ADVANCE IF YOU WANT TO HAVE MULCH

Logs and instructions are available from the Malvern web site or by contacting the Program Coordinator.

Learn more about Firewise at http://www.malvernofmadison.org/firewise.shtml.

Contact your Malvern Firewise Program Coordinator at malvernfirewise@gmail.com or 948-3230 for more information or questions.

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NOTICE OF ANNUAL MEMBERSHIP MEETING Where: Malvern Clubhouse Date: Saturday, April 25, 2015 Sign in: 9:30 until 10:00 a.m. Meeting: 10:00 a.m. Agenda: Election of directors, committee reports, other business of the Association There must be at least 50 lots represented in person or by proxy to hold the meeting. There are only 2 membership meetings each year. These meetings are a necessity to ensure proper maintenance of our common amenities, which include over 8½ miles of roadways, signs, culverts, clubhouse, pool, lake, playground and common areas. Proper maintenance of our amenities helps to preserve the value of your property. So please either attend the meeting or alternatively provide a signed proxy as instructed below.

Proxy (I)(We), ______________________________ and ___________________________ as owner(s) of the following

Lot(s) __________________________ Malvern Club, Inc. under the provisions of the duly recorded legal instruments

governing said Club, do hereby grant my/our Proxy to _____________________________________ of Malvern Club

Inc., owner of Lot # _________. This Proxy is executed for the 2015 Annual Meeting to be held on Saturday, April 25,

2015 at 10:00 AM, at Malvern’s Clubhouse, and carries with it the full right to the proxy holder to cast his/her/their

vote allocated to said lot or lots as he/she sees fit on all issues properly brought for a vote at the meeting for which

this proxy is valid.

Signature (Owner): ____________________________________ Date____________________

Signature (Owner): ____________________________________ Date ____________________

Instructions: Each lot is entitled to one vote; please indicate all lots owned. This proxy will be used to satisfy QUORUM requirements of 50 members voting in person or by proxy. Your proxy may also be used on votes requiring a two-thirds vote of members voting either in person or by proxy. You may ask the member you assign this proxy to vote your wishes or to vote in the same manner as the member will vote. Please note the Board of Directors can’t use this proxy if the motion is modified or on new motions that may come before the membership. Also note that a majority vote includes only those members present and voting.

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Malvern Club Inc. 905 Malvern Drive Madison, VA 22727

ADDRESS CORRECTION REQUESTED

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