you will read, the 2014 strategic plan provides sully...

July 20, 2014

Members and Residents of Sully Station II Community Association:

The Board of Trustees (BOT) requests and encourages your input to the revised draft 2014

Strategic Plan. Your input is requested no later than August 15, 2014. Input should be sent by

email to the following email address: [email protected].

Your BOT has been working on the 2014 Strategic Plan over that last several months. Some

input was solicited from members and has already incorporated into the draft document. The

2014 Strategic Plan is still a work-in-progress with completion currently planned for late August.

So what the 2014 Strategic Plan? It is a document summarizing why Sully Station II Community

Association exists, what we are trying to accomplish, and how we will go about doing so. As

you will read, the 2014 Strategic Plan provides Sully Station II Community Association’s

mission and vision, organization history, critical issues and strategies, and our program and

management goals and objectives.

To assist you in putting your comments in context, the general guidelines and content

requirements for each section are provided at the beginning of each section. Your Trustees have

been following these general guidelines and content requirements in the development of the

draft. The general guidelines and content requirements are highlighted in blue lettering. This

blue lettering verbiage will be removed before 2014 Strategic Plan is finalized.

Please note the Executive Summary is absent. This summary section will be added after all your

inputs are received, captured in applicable sections, and the other sections of the plan are

finalized.

Thanks in advance for your review and input.

Board of Trustees

2014 Strategic Plan

Sully Station II Community Association Page i

Sully Station II Community Association

2014 Strategic Plan

Revised Draft

I. Cover Page

II. Table of Contents ..................................................................................................................... i

III. Executive Summary - one or two pages ................................................................................ 1

IV. Mission and Vision Statements - one page ...................................................................... 1

Mission ................................................................................................................................... 1

Vision ..................................................................................................................................... 1

V. Organization Profile and History - two pages ...................................................................... 2

History .................................................................................................................................... 2

Organization Profile ................................................................................................................ 2

The Advantages and Benefits of Sully Station II Membership ................................................. 3

Advantages ............................................................................................................................ 3

Benefits .................................................................................................................................. 3

Global Financial Crisis ............................................................................................................ 4

VI. Critical Issues and Strategies – one page ........................................................................ 4

Strengths ................................................................................................................................ 4

Weaknesses ........................................................................................................................... 4

Opportunities .......................................................................................................................... 4

Threats ................................................................................................................................... 5

VII. Program Goals and Objectives - two pages ..................................................................... 5

Objective #1: Maintain and improve the quality of life of community members ........................ 5

Objective #2: Maintain and increase property values of homeowners ..................................... 5

Objective #3: Promote responsible stewardship of the environment and community property 6

VIII. Management Goals and Objectives - two pages .............................................................. 6

IX. Appendices ..................................................................................................................... 6

A. SSIICA Units, Sections, and Breakouts ............................................................................ 6

B. SSIICA Maps ................................................................................................................... 6

C. SSIICA Legal details and Articles of Incorporation Summary ........................................... 6

Sully Station II Community Association Page 1 of 6

III. Executive Summary - one or two pages Summarized the strategic plan: it should reference the mission and vision; highlight the long-

range goals (what the organization is seeking to accomplish); and perhaps note the process for

developing the plan, as well as thank participants involved in the process. From this summary,

readers should understand what is most important about the organization.

IV. Mission and Vision Statements - one page

Mission and vision answers why the organization exists and how it seeks to benefit society.

These statements can stand alone without any introductory text, because essentially they

introduce and define themselves.

Mission

The mission of Sully Station II Community Association (SSIICA) is to provide for the

preservation and enhancement of the property values, amenities, and opportunities in the said

community contributing to the personal and general health, safety, and welfare of residents and

for the maintenance of the land and improvements thereon.

Vision

SSIICA will be a desirable community association in the local area to call home for those living

in the Commonwealth of Virginia and working in or around the Washington Metropolitan area.

The vision is to ensure the Community’s best interests and investments are maintained or

improved throughout the operational lifecycle of the Association’s property.

The Association vision seeks to:

• Ensure that the community is attractive, well-maintained and safe;

• Support a variety of social recreational activities that address the goals and interests of a

multi-cultural community;

• Contribute positively to the members’ investment in SSIICA, particularly in preserving and

enhancing property values;

• Promote a strong sense of community and enrich the quality of life for its members;

• Develop creative ideas for our future with a basis to build upon our founding documents,

bylaws, and history;

• Encourage residents to be aware of and active in the surrounding community; and

• Pursue excellent outcomes and value in the use of the Association’s financial resources

As the Association looks forward, an effective property management approach is required to

ensure the needs of this maturing community are proactively addressed in the most cost effective

manner and with the highest quality results.

A full time property management agent will play an important part of the process to execute

tasks in a proactive, cost-effective manner ensuring the results meet or exceed industry and

regulatory standards.


V. Organization Profile and History - two pages The reader should learn the story of SSIICA (key events, accomplishments, and changes over

time) so the reader can understand its historical context.

History

Sully Station II Community Association, Inc. (hereinafter referred to as “SSIICA” or

“Association”) is a Virginia Nonstock Corporation comprised of numerous subcommunities

(known as “sections”), operating as a property owners association.

Located in the historic Sully District of Centreville, Virginia, the Association is a 1,320 unit

planned community in western Fairfax County located near the corner of Stone and Braddock

Roads. The 1,320 units features a mix of 406 single-family homes; 846 townhomes; and 68

estate lots, currently with 66 estates and 2 vacant lots. The listing of SSIICA streets and

breakouts by section and type of homes is provided in Appendix A. Maps providing on overview

of the SSIICA area and sections is provided in Appendix B.

The Declaration of Covenants, Conditions and Restrictions for SSIICA were made on April 20,

1988. This Declaration and the Bylaws of SSIICA provided specifics and depth to the Articles

of Incorporation.

On April 26, 1989 the law firm of Rees, Broome & Diaz, PC, was approved by the Board to

serve as general legal counsel for the Association under SSIICA General Resolution 89-10. Now

known as Rees Broome, PC, the law firm has provided service to the Association since the Board

approval of the General Resolution.

On March 12, 1990 an Amended and Restated Supplementary Declaration of Covenants and

Restrictions for Sully Station II (Sully Estates Cluster) was made. The SSIICA Consent of

Trustees was signed on March 30, 1990.

Further details of SSIICA are found in Appendix C.

Organization Profile

Originally SSIICA was a developer/homeowner governed association, but in 1992 control was

turned over to the homeowners only. The SSIICA governing structure is headed by an elected

seven-member Board of Trustees (Board). Trustees are elected at an annual meeting to serve

two-year terms. Board officer positions are elected annually by the Trustees at the first Board

meeting following the Annual Meeting. The Board is the decision-making authority of the

Association. The Board is authorized to make decisions except for those areas where the legal

documents specifically reserve this prerogative for the Association membership. The Board

meets monthly to conduct the Association’s business.

Since incorporation, the Association has always employed a management firm to assist the Board

with operation of the Association. From the beginning through May 30, 2013, Community


Management Corporation served in this capacity. In 2012, the Board developed a management

performance statement of work, competitively bid, and awarded a management contract to

Armstrong Management Services, LLC (now known as FirstService Residential).

The Board of Trustees has appointed committees to assist them in providing governance for the

community. Committees are an effective way to ensure homeowner participation in the decision-

making process. Each committee provides the Association with a community-to-committee-to-

Board flow of information and opinion.

SSIICA is located within close proximity to Metropolitan Washington, D.C. and many major

Northern Virginia shopping and major employment centers. The Centreville community enjoys a

centralized location with Washington, D.C. only 23 miles to the east and convenient access to the

entire DC metropolitan area via Interstate 66. In addition, our residents have a choice of two

exits to access to Interstate 66. The community is also close to Lee Highway Route 29, Route 50,

Braddock Road, and the intersection of Route 28 which provides ease of access to and from the

Association.

The Advantages and Benefits of Sully Station II Membership

Advantages

Sully Station residents enjoy a recreational complex which includes a community center, a large

olympic-size pool with three (3) wooden decks off the pool patio along with a gazebo. Also,

located throughout the community are four (4) multi-purpose courts, eleven (11) tot lots, and an

extensive system of trails for walking, jogging, or bicycling. Several public tennis courts,

basketball courts, softball and soccer fields are also in close proximity to the neighborhood.

Community activities and clubs bring residents together for fun, athletic competition, recreation

and charity events. Annual events include chili bingo, spring fling, community clean up, July 4th

barbeque, social mixer at the pool, National Night Out, and breakfast with Santa. We also have

numerous picnic and play.

The Sully Station II Community is convenient to churches, golf courses, many Fairfax County

Parks, riding stables, and shopping malls. Chalet Woods and Cub Run Stream Valley Park are

both within walking distance. Eleanor C. Lawrence Park, Bull Run Regional Park, the Manassas

National Battleground, Flat Lick Stream Valley Park, and Virginia Chase County Park are also

near the Community.

Benefits

SSIICA provides a number of services and use of facilities to community residents. The services

include common area landscape and grounds maintenance, estates and townhome snow removal,

trash and recycling, parking enforcement, towing services, community bulletin boards, and an

association website. In addition, there are a number of rules and regulation guidelines for

residents to follow.


Global Financial Crisis

The events leading to and the resultant Financial Crisis of 2007-2008 had a negative impact on

operations. Where the Association always enjoyed strong economic conditions with extremely

low delinquency rates, the result of the crisis has brought an historically high delinquency rate,

rising from 2 to 10 percent. The Association is recovering from that crisis with a slow return to a

low delinquency rate.

VI. Critical Issues and Strategies – one page This section makes explicit the strategic thinking behind the plan. Board and staff leaders may

refer to this document to check their assumptions, and external readers will better understand

the organization's point of view. The section may be presented as a brief outline of ideas or as

a narrative.

The critical issues faced by SSIICA that must be addressed for the association to achieve its

mission and vision are based on our initial thoughts assessing the strengths, weaknesses,

opportunities, and threats as we currently view them.

Strengths

Attributes that promote the SSICA’s ability to meet its mission and vision, include:

Pool, playgrounds, tennis courts, and basketball courts

Access to miles of wooded parkland and jogging trails

Activities for involvement

Diversity of the population

Intertwining with Fairfax County Parks

Weaknesses

Attributes that hamper the SSIICA’s ability to meet its mission and vision, include:

Inadequate use of technology

Lack of thorough communication

Reduced involvement of volunteers

Spending money without planning for expenses as they relate to maintenance,

improvements, and specific needs

Opportunities

Factors, both internal and external, that would enable SSIICA to meet its mission and vision,

include:

Consolidating committees to reduce redundancy and utilizing management resources

efficiently

Planning in order to protect property values

Determining special project to enhance the property

Enforcing convenience standards and aggressively address delinquent HOA fee payments

Communications methods that are easily implemented and effective


Threats

Factors, both internal and external, that would hamper SSICA from meeting its mission and

vision, include:

High rate of foreclosure

Delinquencies

Lack of timely communications

Lack of volunteers

Aging community facilities and homes

VII. Program Goals and Objectives - two pages The goals and objectives are the plan of action - what the organization intends to "do" over the

next few years. As such, this section should serve as a useful guide for operational planning

and a reference for evaluation. For clarity of presentation, it makes sense to group the goals

and objectives by program unit if the organization has only a few programs; if some programs

are organized into larger program groups, the goals and objectives will be delineated at both

the group level and the individual program level.

Objective #1: Maintain and improve the quality of life of community

members

Goals:

1) Strengthen and clarify the relationship between the HOA Board, The Property

Management Company, and community members.

2) Increase opportunities for community social interactions

3) Prioritize the health, safety, and security of residents.

4) Establish collaborative partnerships with surrounding communities

5) Establish cooperative partnership with the Fairfax County Police to ensure the streets and

trails are safe for all.

6) Establish effective communication methods to inform the residents of Sully Station II

information. All relevant methods would apply, i.e. electronic and print.

Objective #2: Maintain and increase property values of homeowners

Goals:

1) Reduce the rate at which properties are becoming “investment” purchases (conversion

to rental units).

2) Develop a set of marketing tools so that properties for sale command the maximum

market sale price.

3) As financial stability of HOA improves, develop and expand community amenities.

Survey residents to determine which amenities offer the greatest appeal


Objective #3: Promote responsible stewardship of the environment and

community property

Goals:

1) Develop and implement a written, long-term plan that promotes an attractive,

sustainable, “green” community. The plan should be aesthetically pleasing,

environmentally responsible, and cost-effective.

2) Significantly reduce water usage and other expenses associated with current methods

of landscape irrigation.

3) Enforce fair and reasonable convenience standards across the community to ensure

community appearance is maintained.

4) Expand community lighting on private and county streets to eliminate unsafe

conditions.

VIII. Management Goals and Objectives - two pages The management functions are separated from the program functions to emphasize the

distinction between service goals and organization development goals. This gives the reader a

clearer understanding both of the difference and the relationship between the two sets of

objectives, and enhances the "guiding" function of the plan.

1. Reduce owner delinquency to five percent (5%).

2. Generate owner’s interest to volunteer for committees and activities.

3. Expand the Community Center to accommodate more residents.

4. Set up lighting for each of the tot lots around the community.

5. Build a dog run park in community.

6. Set up lighting for marquee signs.

7. Set up pool area to be American Disabilities Act (ADA) compliant.

8. Establish effective communication methods with the residents and owners.

IX. Appendices Appendices should be included only if they will truly enhance readers' understanding of the

plan, not just burden them with more data or complicating factors. Perhaps no appendices are

needed for our Strategic Plan to opt for brevity.

A. SSIICA Units, Sections, and Breakouts

B. SSIICA Maps

C. SSIICA Legal details and Articles of Incorporation Summary


(SSIICA)

Streets, Sections, and Type Units

Type HomesNo.

Of

Street Units Street Units Estates = 66

Battery Ridge Court TH Knoughton Way SF *Estate Lots = 2

Battery Ridge Lane TH Linden Creek Court SF Single Family = 406

Beaumeadow Court TH Locust Grove Court SF Townhouses = 846

Beaumeadow Drive TH Muddy Creek Court SF Total Units = 1320

Belcher Farm Court TH North Slope Street SF

Belcher Farm Drive TH Pond Field Drive TH SectionNo.

Of Units

Belle Plains Drive SF Round Lick Lane SF One = 103 TH

Chandley Farm Circle EH Schoolfield Court SF Two = 43 TH

Chandley Farm Court EH Sequoia Farms Drive SF Three = 110 TH

Creek Valley Court TH Shetler Way TH Four = 84 TH

Croatan Court TH Stone Creek Court SF Five = 50 TH

Croatan Drive TH Stone Creek Drive SF Six = 44 SF

Cub Run Park Drive EH Stream Pond Court TH Seven = 80 TH

Cub Stream Drive SF Stream Pond Drive TH Eight = 77 TH

Deer Lake Court TH Sully Lake Court TH Nine = 37 SF

Deer Lake Lane TH Sully Lake Drive TH Ten = 83 SF

Deer Pond Court SF Summerlake Way TH Eleven = 74 SF

Deer Pond Road SF Truitt Farm Court TH Twelve = 34 SF

Flagler Court SF Truitt Farm Drive TH Thirteen = 61 TH

Flagler Drive SF Village Center Drive SF Fourteen = 83 TH

Flower Hill Court TH Watermark Circle TH Fifteen = 52 TH

Flower Hill Drive TH Willow Creek Drive TH Battery Ridge = 103 TH

Gordon Drive SF Winterfield Court TH Belle Pond Homes = 37 SF

Grobie Pond Lane TH Winterfield Drive TH *Chandley Farm Circle = 54 EH

Gulliver Road SF Woodcreek Lane TH Cub Run Park Dr = 14 EH

Hartlaub Court SF Woodspring Court TH Linden Creek = 31 SF

Kamputa Drive SF Sequoia Farms = 26 SF

Legend Stone Creek Dr = 5 SF

EH = Estate, SF = Single Family, and TH = Town Home Rivermeade Homes = 35 SF

Total Units = 1320

List of SSIICA Streets Breakouts

Streets with grey background are Fairfax County streets

SSIICA Draft 2014 Strategic Plan Appendix A Page 1 of 1


Estates

Community Center

Battery Ridge

Village Center Dr

Gulliver Rd

N. Slope Round Lick

etc.

SS

IICA

Draft 2014 S

trategic Plan

Appendix B

Page 1 of 2

Community Center

Estates

N. Slope Round Lick Gulliver Rd

etc.

Battery Ridge

Village Center Dr

SS

IICA

Draft 2014 S

trategic Plan

Appendix B

Page 2 of 2

Sully Station II Community Association Appendix C Page 1 of 1

Appendix C

SSIICA Legal Details and Articles of Incorporation Summary

Sully Station II Community Association, Inc. (hereinafter referred to as “SSIICA” or

“Association”) is a Virginia Nonstock Corporation comprised of numerous subcommunities

(known as “sections”), operating as a property owners association under Section 55-508, et seq.

of the Virginia Code, and is located in Fairfax County, Virginia and its Declaration is recorded at

Deed Book 7004, Page 1490 in the Fairfax County land records.

On April 01, 1988 SSIICA was formed as a not for profit corporation under Articles of

Incorporation in compliance with the requirements of Chapter 10 of Title 13.1 of the Code of

Virginia. The Articles of Incorporation (with short synopsis) include:

I. Name of the Corporation — Sully Station II Community Association

II. Purpose and Powers of the Association — the purpose and powers

III. Membership and Voting — every person or entity record owner of a lot

IV. Board of Trustees (Board) — consisting of seven (7) Trustees and their powers

V. Duration — shall exist perpetually

VI. Dissolution — by quorum meeting with 2/3 vote

VII. Severability — Invalidation of any articles in no way affects other provisions which

remain in full force and effect.

VIII. Federal agency rights — as long as there is Class B membership (developer)

IX. Annexation — properties may be annexed

X. Amendments — the articles may be amended with 75% Member vote.

The Declaration of Covenants, Conditions and Restrictions for SSIICA were made on April 20,

1988 by KETTLER & SCOTT, INC. a Delaware corporation, and BATTERY RIDGE II, L.P., a

Virginia limited partnership. This Declaration and the Bylaws of SSIICA provided specifics and

depth to the Articles of Incorporation.

On April 26, 1989 the law firm of Rees, Broome & Diaz, PC was approved by the Board to serve

as general legal counsel for the Association under SSIICA General Resolution 89-10.

On March 12, 1990 an Amended and Restated Supplementary Declaration of Covenants and

Restrictions for Sully Station II (Sully Estates Cluster) was made and between KETTLER &

SCOTT, INC.; and WESTCHESTER HOMES OF VIRGINIA, INC., a Virginia corporation;

CHRISTOPHER PROPERTIES, L.P., a Virginia limited partnership; and SSIICA. This

amended and restated Declaration designated Lots 1 through 69 as a Cluster of SSIICA to be

known as the Sully Estates Cluster. The SSIICA Consent of Trustees was signed on March 30,

1990.

SSIICA Draft 2014 Strategic Plan Appendix C Page 1 of 1

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