Community Relations Committee Meeting Minutes Thursday February 7, 2013

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1 Community Relations Committee Meeting Minutes Thursday February 7, 2013 Members in Attendance: Pat Bour, Dave Barrie, Kim McGraw, Alethea Christon, Amanda Jacks, Kelly Chambliss Meeting was called to order by Amanda Jacks at 6:30pm. General Action Items: Resident Jeff Kretsch presented to the committee his idea about setting up his personal telescopes on March 13, 2013 for residents to come to the toboggan hill by Parkway pool and view the comet Pan STARRS. The committee agreed unanimously for this event and Kelly will send out notification via to residents. (this is a no cost event) Old Business: The 2013 CRC activities calendar has been updated and approved. The only date that we may adjust is the concerts in the summer; we are currently researching bands and the cost for one or two performances. New Business: Pat Bour nominated Alethea Christon to the CRC and Kim second her nomination. Alethea was unanimously voted into the committee. Welcome and thank you Alethea she will be representing Morven. The CRC has an open chair for a Foxfield and Welbourne representative. Spring Fling will be on March 23, 2013 and Pat Bour, Amanda Jacks, Alethea Christon and Kelly Chambliss will be at the event. The Easter Bunny will be in attendance again this year. Kelly s going to look through all of the items we have for kids crafts and the committee will discuss via if we currently have enough crafts for the event. The treats will be water, juice boxes, cookies and one health option like small prepackaged baby carrots. We will have face painting again this year. Kelly Chambliss and Amanda Jacks will research the proposed bands by Pat Bour from last year s concert series. We will also send correspondence back to bands who have already contacted us about our concert availability. It was brought to PMP s attention that we have had several pets who have gone missing and could we coordinate or assist with setting up a notification system to help our residents. The committee agreed that we will place a section on the CountrySide website where Kelly can post information about lost or found pets. Kelly will also add a section in the Courier near the dog walker listing to inform residence that they can go to our website. Kim McGraw moved the meeting be adjourned and Pat Bour second the motion at 7:30pm.

2 CRC Meeting Community Relations Committee Thursday March 11, 2013 Meeting called to order at 6:30pm Old Business CRC Next event will be the Spring Fling Summer Bands Kelly brought all of the previous year s crafts and decorations to the meeting and we all agreed to use them along with candy filled eggs to give to the children. MOMs Club will be our face painters this year Refreshments will include cookies, juice, water along with carrots in ranch dip and grapes. Continue the tradition of the jelly bean count jar for the children. The Easter bunny will be present for photos. Pat, Kim, Alethea, Dave, Kelly and Amanda will be volunteering at the event. Continuing to work with local bands for dates and rates that are within our budget to bring out larger turn out of our neighborhoods. New Business Keep Loudoun Beautiful Potomac Falls High School We will post the information on our website for anyone who is interested in attending. Pat moved that we donate $200 to Project Graduation and Kim second the motion. All were in favor of the request and motion. Toboggan Night & the Comet with Jeff Was a cold night but we had several residents in attendance and they all really liked being able to use Jeff s telescope to see into the sky. Meeting was adjourned at 7:00pm Kim McGraw, Alethea Christon, Dave Barrie, Pat Bour, Kelly Chambliss and Amanda Jacks were present for the meeting.

3 The CRC meeting was held on Wednesday, April 10, The meeting started at 6:34 P.M. Present were: Pat Bour, Kim McGraw, Elizabeth Moran, Alethea Christon, David Barrie and Kelly Chambliss (PMP). Absent: Amanda Jacks. The Spring Fling event was reviewed. The Committee agreed it was a good event. Kelly reported we were under budget, for this event by $ The Committee discussed the upcoming events on Saturday, April 20- the Annual Spring Cleanup and the Shred event. Kelly will send out a general to the residents to remind them of these events. Kelly will try to obtain grass pickers for the Annual Spring Cleanup. The Committee discussed the Summer Concert. Elizabeth will advise the Committee about a possible band for the Summer Concert. Amanda will advise the Committee about her discussions with another band for the Summer Concert. The Committee discussed the Adult Party. Kelly will send out menus to the Committee to review and decide on which caterer for the Adult Party. The Committee approved the Article for Dog waste station at Halifax/Carrollton Road for the May Courier. The Committee approved the collection of used Halloween costumes via a collection box at the Office. Kelly will put this information on our web, with a link about Let s Help Kids program. The Committee asked Kelly to contact Jeff Kretsch to find out of other possible astronomical events to advertise to the community. The meeting was adjourned at 7:19 P.M. Submitted by David Barrie

4 Community Relations Committee Meeting Minutes Thursday May 2, :30pm Proprietary Office Attendance: Alethea Christon, Elizabeth Moran, Dave Barrie, Pat Bour, Kelly Chambliss, Amanda Jacks Absent: Kim McGraw A. Meeting called to order at 6:30pm by Amanda Jacks B. General Action Items Old Business A. CRC Events 1. Spring Clean Up Saturday April 20, The event went well and we had several neighbors in attendance. Next year we want to send correspondence to River Bend Middle School and Potomac Falls High School to request students who need community service hours attend. 2. The Free Shred event with Cascades & Great Falls was also on April 20, 2013 and there was a lot of participation New Business A. CRC Events 1. Summer Concerts/Bands Covered with Jam will be playing on June 15 th and the Irish Band will play on July 13 th. Pat made a motion to accept the bands as written and Dave second it, all voted in favor. We asked Kelly to check with the band Covered with Jam about a rain date and if their fee was negotiable. We may have a third band for the pre teen pool party if we hear back from the band. Kelly will research for glow in the dark bracelets/bands and green shamrock necklaces for the committee to pass out at the concerts. 2. Adult Party After researching the crab feast idea and due to the market cost we will be going with BBQ this year. The committee selected to go with Red Hot and Blue and their Boss Hog Best Value with a selection of 5 meats and two sides. Instead of kegs of beer we will be getting cases of beer. There was discussion about wine or having a fruit punch with vodka. The pricing for tickets will be $25 for residents and $35 for non residents. Kelly will draft up a flyer for us to begin promoting the event right away. We agreed that we need to have RSVP s in before the week of so we can order the correct amount of food. The dessert and fresh fruit will be purchased at Costco.

5 B. MISC 1. River Bend Middle School End of Year Celebration Received a letter from River Bend Middle School requesting a donation for their end of year celebration. Pat Bour moved that CRC donate $75 and Dave Barrie second the motion. All voted in favor. Meeting adjourned at 7:45pm Minutes submitted by: Amanda Jacks

6 CRC Meeting Minutes June 06, 2013 The CRC meeting was held at the Proprietary Office on Thursday, June 06, 2013 The meeting started at 6:30 P.M. In attendance were Elizabeth Moran, Pat Bour, Alethea Christon, Amanda Jacks, Kelly Chambliss (PMP) and David Barrie. Absent- Kim McGraw The committee discussed the upcoming Covered With Jam Concert Committee asked Kelly to purchase juice, soda, water and freeze pops for the event. The committee also asked Kelly to purchase glow necklaces to hand out to all residents who attend the concert. The committee discussed and agreed that selling tickets for the Adult BBQ during the concert for residents who are unable to make it in to the Proprietary Office would be a great idea. Committee asked Kelly to advertise on the concert flyer that tickets for the Adult BBQ will be available to purchase during the concert and to send out a reminder mass about the concert with Adult BBQ ticket sale information included. Amanda Jacks, Kim McGraw, Elizabeth Moran, Alethea Christon, Kelly Chambliss, and Dave Barrie will be available to volunteer for the Covered With Jam Concert. The committee discussed the upcoming Family Fun Night Event The committee discussed the menu for the event to include hot dogs, chips, fruit trays, veggie trays, soda, juice, water, and ice cream sandwiches. The committee discussed games for the event to include limbo, hula-hoops, and water balloon toss. Committee asked Kelly to purchase a couple of $5 gift cards to Five Below as prizes to give to winners of the games. Committee asked Kelly to bring out the sidewalk chalk and music machine for the event. Amanda Jacks, Kelly Chambliss, Alethea Christon, and Dave Barrie will be available to volunteer for the Family Fun Night Event The committee had a quick review of the plans for the Adult BBQ Facilities Committee has a request to utilize space on the CountrySide website (front page) to make time sensitive announcements about pool related items. Committee discussed this request and agreed to allow the Facilities Committee to have space on the CountrySide website for time sensitive announcements about pool related information. The meeting adjourned at 7:15 P.M.

7 CRC Meeting July 1, 2013 The CRC meeting was held at the Proprietary Office on Monday, July 1, The meeting started at 6:38 P.M. In attendance were; Elizabeth Moran, Pat Bour, Alethea Christon, Kim McGraw, Kelly Chambliss (PMP) and David Barrie. Absent- Amanda Jacks. The committee did a review of the Covered with Jam Concert. The event started late however the band made up the time by staying late. Consensus was this band would be considered for 2014 events. The glow necklaces were a big hit. The committee reviewed the Family Fun Night. The Event reached the capacity of 178 for Parkway Pool. Approximately another 30 more were admitted, as people left the pool. There were 400 hot dogs and 225 ice cream sandwiches consumed at the event. Committee will consider Veggie Burgers for the next event. It was a Fantastic event, with great weather, with a tremendous turn out. There was discussion about the Shepherd s Pie Celli Band. PMP was directed to send out a general about this event on Friday, July 12 and include information about the Adult Pool Party in this to the residents. The committee reviewed the Adult Pool Party food and beverages. The committee decided to keep the agreed upon selection of coleslaw, brownie bites cookies and to limit the decorations to Tiki torches. The committee members agreed to remind the members of the various committees about the Adult Pool Party. The committee reviewed the request from the Loudoun Impact Fund and declined to include in the Courier, as a press release. The option will be presented to the Loudoun Impact Fund to purchase space in the Courier. The meeting adjourned at 7:22 P.M.

8 Community Relations Committee Meeting Minutes August 1, 2013 Attendees: Pat Bour, Dave Barrie, Alethea Christon, Amanda Jacks, Kelly Chambliss with a new member Kathy Reynard who will be voted in by the BOD. Called to order at 6:35pm Old Business 1. The Shepard s Pie concert featuring Irish music went very well. The temporary tattoos and necklaces were a lot of fun for the kids. Overall feedback was that the music was good for all generations and the kids were dancing and have a lot of fun. 2. The Adult Party was fun this year. We had about 40 in attendance and the food was awesome! DJ Bob played great music so there was dancing up until the rain started at 11pm. Thoughts for next year will be to have a BYOB with free hamburgers and hot dogs to the first 150 residents who pick up a ticket for the adult party. New Business CRC Events 1. Family Fun Night #2 is August 10 th, Kelly will send the committee a spreadsheet with all of the numbers for food and the costs of our first event this summer so we can purchase the correct number of items to serve. We will have music and games for everyone to enjoy. Alethea, Kelly, Pat, Dave and Amanda are scheduled to be at the event. 2. Pre-Teen Pool Party is August 31 st at Lindenwood Pool. The committee will be providing, sodas, pizza and ice cream sandwiches for the event along with games for those attending. 3. Fall Fest October 5 th Kelly will provide the committee at our Sept meeting with items from the Entertainment Group we use for the large rides/games we have for the kids. The same pony company from last year will be requested again this year. We need to find out of the pumpkins will be donated again this year. The hayride is reserved. The committee agreed we need to find a new company for the funnel cakes and ask the Mom s Club if they would like to be the face painters again. There was discussion about having a can or nonperishable food drive for the local Link Food Bank at our event. Kathy has a contact at Link and will be contacting them to get further details. Courier/Website/Mass 1. Project Baby Blvd requested to be advertised/promoted within our neighborhood and we will inform them that they can purchase a booth at the Fall Fest, or purchase and ad in our Courier and we can place information on our website for them. 2. Suggested Courier Article from a Resident about parking in the town homes was recommended and we will place something in the next courier about the VDOT regulations. Meeting Adjourned 7pm

9 CRC Committee Meeting Minutes September 5, 2013 Attendees: Pat Bour, Dave Barrie, Alethea Christon, Amanda Jacks, Elizabeth Moran, Kelly Chambliss, Donna Cooper & resident Kathy Reynard. Absent: Kim McGraw Meeting was called to order at 6:35pm by Amanda Jacks Old Business Family Fun Night 2 was a great success and under budget by $ New Business 1. CRC 2014 Budget Donna was present to review any questions we had about the budget line items for The committee is in agreement with a couple of updates that will be presented at the budget meeting in October. 2. CRC Events a. Fall Fest October 5, pm i. The committee reviewed two different proposals, one from Entertainment Connection and the second from Fantasy World Entertainment. The proposal from the pony company we used last year, Peppermint Pony, was present to the committee. The MOM s club confirmed they can be in attendance for face painting again this year. The funnel cake vendor is still being researched. The committee will be reviewing additional vendors and proposals and will be making a voting selection via e-voting/ process. Kelly will be drafting the flyer for the courier this week and sending for voting approval. There will be flyers posted for this event at the Tot Lots and Townhome mail boxes to remind residents of the event along with the A - frame boards and courier. Resident Kathy Reynard is going to purchase a table and collect food for LINK, there will be information about this food drive on the website and in the courier. b. BOO Fest October 26, pm ii. The flyer for the event was rewritten by Pat and Kelly and looks great! We will have games and activities for the kids along with the photo corner. Refreshments will be provided and the costume contest will be held at 3:15 pm with lots of prizes for several categories of winners. CRC committee members will be present to volunteer at the event. 3. Courier/Web/Mass a. Articles/suggestions presented to the committee were: i. A library to be created by a resident who would like to have it near a pathway or common area. At this time the committee is not able to approve this suggestion and will inform the resident. ii. A resident requested that an article be published in the courier and due to the size of the article the committee feels that posting the link on the website will be the best option for this request.

10 iii. The American Red Cross reached out to us about hosting a blood drive. Due the requirements of prescheduling and having enough residents in attendance this will require further research. Should the committee want to participate we may contact another HOA to participate along with us. We can post links to all of the local blood banks on our website. Motion was made by Pat Bour to adjourn the meeting at 8:40pm. Alethea second the motion and the vote was unanimous.

11 CRC Committee Meeting Minutes October 3, 2013 Attendees Pat Bour, Dave Barrie, Alethea Christon, Amanda Jacks, Elizabeth Moran, Kelly Chamblis Meeting was called to order at 6:30pm by Amanda Jacks Old Business None New Business - Pat Bour moved the motion that starting in 2014 all Loudoun County C non profits will not be charged the $10 fee for a table at our Fall Fest Event. Dave Barrie second the motion and the votes were unanimous. CRC Events Fall Fest October 5, pm Volunteers along with Donna and Kelly from PMP have scheduled to grill the hot dogs. The Sheriff s office has confirmed we will have crossing guard for the event to direct traffic. Pumpkins have been donated by Valley crest and the hot dogs along with hot dog buns have been donated by AAA. The committee reviewed the budget and line items for the Fall Fest event and directed Kelly to purchase apples along with the beverages Friday before the event. Halloween House Decorating Contest CRC committee members will drive to their respective neighborhoods and or call Kelly with their top selections by 4:30 on Friday Oct 25 th. Committee members also selected additional neighborhoods to vote that are missing a representative. Winners will be announced on Oct 28 th and will receive a $20 Home Depot gift card. This event will be posted on the web, courier and signage we have. BOO Fest October 26, pm The committee voted on selecting goodie items for the children to receive who attend the Boo Fest. There will be arts and crafts, the candy corn counting jar, and 5 Below gift cards to the costume contest winners. The addition of carrots and ranch dip will be added to the cookies, gold fish & water/juice boxes that will be served. Volunteers are Pat, Dave, Amanda Alethea, Elizabeth and Kelly from PMP will be there. This event will be posted on the web, courier and signage we have.

12 Shred Event November 2, 2013 This event will be in partnership with Great Falls Chase and Cascades and the truck will be parked at the Parkway Pool parking lot for residents to come and drop off their documents to be shredded. This event will be posted on the web, courier and signage we have. The Committee approved unanimously the extension of the existing contract with Allegra for This contract will go out from competitive bids in 2014, for The Committee rejected unanimously posting on the web or in the Courier, of the Haunted House information. PMP was instructed to contact the person and suggest the purchase of space in the Courier, for next year s event. The meeting was adjourned at 7:30 P.M.

13 COMMUNITY RELATIONS COMMITTEE MEETING MINUTES The CRC Committee met at the Proprietary office on Monday, November 11, The meeting started at 6:30 P.M. In attendance were: Pat Bour, Kim McGraw, Alethea Christon, David Barrie and Kelly Chambliss, PMP. Absent were: Amanda Jacks and Elizabeth Moran. No residents present at meeting. Old Business: Pat Bour will contact Heather Stiles to obtain further documentation for CRC to proceed with the Waves donation request. Boo Fest came in under budget. The Committee agreed that for 2014, the review of the Halloween House Decorations should be closer to Halloween. New Business: Volunteer appreciation gift cards and a guest pool pass voucher will be distributed at the NAC meeting Tuesday, November 12 th. We have a total of 55 CountrySide HOA Volunteers in The annual children s Winter Celebration was discussed. It was determined by the Committee to have the following at the event: Santa, Face Painting, snacks & drinks, make and take crafts and goodie bags from Santa. Projected party volunteers are Pat, Alethea, David and Kelly. There was discussion on the Winter Holiday House Decorating contest. Judging will be Dec 19th and 20th. Volunteers are- Pat/Rokeby, Kim/Belmont, Elizabeth/Oakridge, David/Oatlands and Welbourne, Amanda/Foxfield and Morven and Kelly the Villas. The Committee agreed to meet at Parkway meeting room on January 25 th, 2014, to review and organize all existing CRC event items, to determine if they can be used or discarded. The Committee will meet at 11 AM. The Committee directed Kelly to obtain further details from a band who requested to play at a 2014 CountrySide Summer Concert. The Committee agreed to put a Loudoun Health Department survey as a link on our web page and send out a general . The meeting adjourned at 7:15P.M. Submitted by David Barrie

June 2, 2014 Volume 8, Number 22

This Week June 2, 2014 Volume 8, Number 22 Kaffee Klatch, Wednesday, June 4 at the Supervisors Office in the lower level of the Courthouse. Hope to see you there! Monday, June 2 Appanoose County Board