Island Creek Community Association
Island Creek Express - October 2020
From the Board




To Our Island Creek Community,

Hello from your board! There has been a flurry of activity around your community which I am sure you can see. We have been busy also behind the scene working to monitor the performance of our contractors and also working contracts that are expiring at the end of the year.

First, the asphalt. Please note Cindy has tried tremendously hard to work with Finley Asphalt and Paving to get updates to you as soon as they come in. Along with doing her other responsibilities, she is on the phone several times a day with the contractors in the community. You may know, our arborist is out doing much needed tree work in the community. And she is also reinspecting the 400+ homes that received violation notices. My point for mentioning this is I personally feel many times Cindy takes the brunt of frustration by a vocal few and I do not think that is fair. We are all doing the best we can, and Cindy is doing an amazing job for us.

Next, the trash. American Disposal was not able to do recycling pick up the other week. When one of our contractors does not perform in accordance with the contract, Barkan works with the contractor immediately to remedy the situation. I also have emailed contractors and will take the necessary steps- to include working with our lawyers to remedy the situation- if needed.

We are also doing much needed tree work around the community. It was realized in years past there was not enough funds allocated for tree maintenance around the community. So, we drafted a request for proposal for our tree work, interviewed companies and hired an arborist that has prepared a detailed tree study and maintenance plan to help us take care of much needed tree issues around the community.

We are also currently finalizing our 2021 budget, and with over a hundred items, we do our best to predict accurately. It is true in 2019, we were over by $74,000. But I want to put it in perspective. We have a roughly $1,000,000 budget. $74K over would be like $7.40 on a $100 budget. Many overages are offset by not having spent as much in other areas plus we have over $100,000 in unallocated funds (rainy day money). Two of the biggest drivers for the overage were Trees and Legal fees. In 2018, formal complaints were filed with our Board and State Ombudsman, which required us to expend extra money on legal fees, totaling over $20,000 for 2018 and 2019. These legal expenditures were not planned for in our budget. Tree maintenance will continue to be a big ticket item, but we now have a 3-year plan in place to address and rectify a years-in-the-making situation.

I want to thank our new board members: Charles, Denise, and Malik for stepping up and joining the board. The community is excited to see the great things ahead for us in the future and glad you will be a part of it!

We also have a runoff election—first time ever! Jay Aronowitz and Madeleine Galvin tied for the last spot on the board. The runoff election is 29 October 2020 at our next board meeting. Good luck to both candidates!

So, in the next few months, we have tree work, mailbox replacements for section 1, interviewing landscaping contractors, drafting future contracts and section 1 asphalt work. In the Fall, things may slow down, but not for your board!!

As a board, we appreciate sincerely everyone’s comments and inputs. We take every request or question seriously. The board has made available more methods to reach us than any board before. While we are all elected volunteers, please note that each one of us take our responsibility very seriously. We look forward to continuing to serve you!

Sincerely,
Karen Patrick
IC Association President
Special Runoff Election October 29, 7pm

As you know, the 2020 Annual Meeting took place September 17, 2020. There were four (4) seats open on the board. We are happy to announce the election of Denise Gentile, Charlie Kiely and Malik Walker to serve on the board! The election for the fourth seat ended in a tie between Jay Aronowitz and Madeleine Galvin.

Given the tie, the Association will hold a Runoff Election to determine who obtains the fourth seat on the board. The Runoff Election will take place on Thursday, October 29, 2020 at 7:00pm. The sole purpose of this Runoff Election will be to elect a candidate (either Jay Aronowitz or Madeleine Galvin) for the fourth seat on the board.

ATTENDANCE
The meeting will be held virtually; however, there is in an option for homeowners to attend physically (virtually preferred for safety reasons). The physical location for attendance will be at the clubhouse located at 7550 Thomas Grant Drive. Considering social distancing requirements, only a limited number of homeowners may attend physically. Therefore, please email [email protected] by the close of business on Friday, October 23 if you would like to attend physically. Otherwise, we will see you virtually!

Please note that neither candidates nor board members (except the board president and management) will be attending physically in order to ensure there is sufficient room for those homeowners who want to attend physically.

VIRTUAL LINK
To attend the Virtual Runoff Election Meeting, join from a PC, Mac, Linux, iOS or Android by clicking on the below link. For the best audio experience, please use computer audio.


You are also able to call-into the meeting by dialing (470) 869-2200 – note that the meeting ID for the Runoff Election is 149 527 6381

VOTING
Only two names (Jay Aronowitz and Madeleine Galvin) will be placed on the ballot. There will be no option for write-in candidates. Vote-Now has emailed and sent a first class letter to each homeowner with your Voting ID and information about how to vote online. You should be receiving the letter any day now, so be on the look out for it!

Below are additional ways for homeowners to vote:

  1. By Ballot either online or via U.S. mail: a unique Voting ID has been mailied to your residence.
  2. By Instructed Proxy: instructed proxy allows someone to cast your vote for you, but you direct them how to vote i.e. you choose the candidates. 
  3. By Uninstructed Proxy: uninstructed proxy allows someone to cast your vote for you but leaves how to vote to the proxy’s discretion. 
  4. In person, at the Run Off Election Meeting.

Please see the candidate statements for:


In order to obtain a quorum, it is essential that you VOTE or return a proxy! The online ballot will be kept open until the board president declares the polls closed at the meeting and you will be given five (5) minutes to vote your ballot (if you have not done so earlier). Paper ballots may be submitted up until the meeting at 7:00 p.m. on October 29th.

ORGANIATIONAL MEETING & REGULAR BOARD MEETING
Following the Runoff Election, the board of directors will hold an Organizational Meeting in executive session and a regular Board Meeting will follow. The Organizational Meeting is conducted in executive session to determine the positions held by each board member. During the regular Board Meeting, regular business will be conducted to include review of the proposed 2021 annual budget. 
For a Safe Halloween 2020, Island Creek Will Not Host or Sanction Any Halloween Functions This Year

Do COVID-19, the Island Creek Association will not host or sanction any Halloween functions this year.  While we can’t mandate individual homeowners not participate or hand out candy at their personal residences, we ask you to review the CDC guidance below.

The CDC has classified Halloween activities as high, moderate, and low risk. Traditional trick-or-treating and indoor haunted houses and costume parties are considered a high-risk activities, and CDC recommends avoiding them this year. CDC also notes that a costume mask is not a substitute for a cloth mask.

The list of low and moderate risk activities include creative alternatives to traditional Halloween fun. Of course, if you have COVID-19 or have been exposed to the virus, you should stay home and abstain from participating in social activities.
Avoid these higher risk activities to help prevent the spread of the virus that causes COVID-19.

High Risk Activities:
  • Participating in traditional trick-or-treating where treats are handed to children who go door to door
  • Having trunk-or-treat where treats are handed out from trunks of cars lined up in large parking lots
  • Attending crowded costume parties held indoors
  • Going to an indoor haunted house where people may be crowded together and screaming
  • Going on hayrides or tractor rides with people who are not in your household
  • Using alcohol or drugs, which can cloud judgement and increase risky behaviors
  • Traveling to a rural fall festival that is not in your community if you live in an area with community spread of COVID-19
Moderate Risk Activities
  • Participating in one-way trick-or-treating where individually wrapped goodie bags are lined up for families to grab and go while continuing to social distance (such as at the end of a driveway or at the edge of a yard)
  • If you are preparing goodie bags, wash your hands with soap and water for at least 20 second before and after preparing the bags.
  • Having a small group, outdoor, open-air costume parade where people are distanced more than six feet apart
  • Attending a costume party held outdoors where protective masks are used and people can remain more than 6 feet apart
  • A costume mask (such as for Halloween) is not a substitute for a cloth mask. A costume mask should not be used unless it is made of two or more layers of breathable fabric that covers the mouth and nose and doesn't leave gaps around the face.
  • Do not wear a costume mask over a protective cloth mask because it can be dangerous if the costume mask makes it hard to breathe. Instead, consider using a Halloween-themed cloth mask.
  • Going to an open-air, one-way, walk-through haunted forest where appropriate mask use is enforced, and people can remain more than 6 feet apart
  • If screaming will likely occur, greater distancing is advised. The greater the distance, the lower the risk of spreading a respiratory virus.
  • Visiting pumpkin patches or orchards where people use hand sanitizer before touching pumpkins or picking apples, wearing masks is encouraged or enforced, and people are able to maintain social distancing
  • Having an outdoor Halloween movie night with local family friends with people spaced at least 6 feet apart
  • If screaming will likely occur, greater distancing is advised. The greater the distance, the lower the risk of spreading a respiratory virus.
  • Lower your risk by following CDC's recommendations on hosting gatherings or cook-outs.
These lower risk activities can be safe alternatives:
  • Carving or decorating pumpkins with members of your household and displaying them
  • ·Carving or decorating pumpkins outside, at a safe distance, with neighbors or friends
  • Decorating your house, apartment, or living space
  • Doing a Halloween scavenger hunt where children are given lists of Halloween-themed things to look for while they walk outdoors from house to house admiring Halloween decorations at a distance
  • Having a virtual Halloween costume contest
  • Having a Halloween movie night with people you live with
  • Having a scavenger hunt-style trick-or-treat search with your household members in or around your home rather than going house to house

Visit the CDC website for more Halloween guidance.
Vote 2020 US Presidential Election


Option 1: In-Person Early Voting

Currently, you can vote in-person at the Fairfax County Government Center. Voting hours are:
  • Monday-Friday, 8am-4:30pm
  • There will be no Saturday voting at this location again until October 17.
  • Starting October 14, 14 additional early voting sites will open.
  • Find the complete list of early voting locations and hours online.
  • If you are a Fairfax County resident, you can vote at any early voting location in the County. Be sure to double check the polling place hours before you vote.
  • The last day to early vote is October 31.
More on in-person early voting is here.

Option 2: Mail-In Ballots and Ballot Drop Boxes

  • You can apply for a mail-in/absentee ballot here. Election offices have begun sending ballots out.
  • The deadline to apply for an absentee ballot online, by mail, by fax, or by email is October 23 at 5pm.
  • Track the status of your absentee ballot applications and ballot here.
  • Returning ballots:
  • If returning via mail, be sure to allow as much time as possible to return your ballot.
  • Mail-in ballots that are postmarked on Election Day will be accepted and counted. They must however, be received by the Office of Elections at 12 noon on the Friday immediately following the election.
  • ·All ballots sent to voters by mail will have a prepaid return envelope. The Post Office will post mark pre-paid envelopes. Every envelope has an intelligent barcode printed on it which allows the Office of Elections to check when an envelope was placed in the postal system.
  • You may fill out your ballot with blue or black ink and you don't need a witness signature.
  • If returning to a drop-off box, drop boxes will be available at every early voting location (starting October 14), but outside the voting room, only during the hours the polls are open. They will also be located at every precinct on Election Day from 6am-7pm.
  • Currently, you may drop off your ballot at the Fairfax County Government Center. A box is located outside and in the lobby.
  • There’s no need to wait in line, and a poll worker will attend each box at all times.
  • If you have applied to vote by mail, you can still alternatively vote in-person. We suggest you bring your mail-in ballot with you however.
  • More information about mail ballots can be found here.

Option 3: Election Day

On Election Day, all precincts will be open from 6am-7pm.
  • Again, you will be able to drop off mail-in ballots at drop-off boxes when the precinct is open.
  • Find out where you vote here.

Curbside Voting

  • Curbside voting is available for those who are 65-years-old or older, or any person with a physical disability.
  • ·A phone number is posted outside of all voting locations that you can call if you need to vote curbside.
  • It is important to note that curbside voting does not put you at the front of the line.
  • If you are voting at the Fairfax County Government Center, curbside voters are in a separate queue and handled in the order of the request. It can take some time to process each voter, so if you decide to vote at the Government Center, be prepared to wait.

Other Notes

  • Anyone can vote early. The General Assembly this year implemented no-excuse absentee voting.
  • If you vote absentee or early, your ballot will be counted and reported on election night.
  • Since 2007, the County has had a system in place to preprocess absentee ballots so they can be tallied on Election Night.
  • The Office of Elections is seeking to hire additional staff to process absentee ballots. You can apply here.
  • You can also apply to be an Election Officer here.
  • Please contact the Fairfax County Office of Elections for more information at 703-222-0776, TTY 711.
Community Shred Day Was a Success!

Thank you to two of our long time residents Patrick Holland (Embrace Home Loans, [email protected]) and former resident, Ania Cress (Keller Williams Realty, [email protected]) who generously sponsored this hugely popular event.

Thank you Pat and Ania for another successful Community Shred Day!
Island Creek Campaign Sign Rules

Per the Island Creek Association handbook of Architectural Guidelines, Rules and Regulations, the below paragraph explains the guidance for campaign signs:

Campaign Signs:
a) Not more than one (1) campaign sign shall be displayed on any given property.

b) Campaign Signs may be displayed no earlier than 30 days prior to an election and must be removed no later than one (1) week following the election.

c) Campaign Signs shall not be wider than 18 inches or taller than 12 inches.

d) Campaign Signs may only be displayed in the front yard or a window of the home

Upcoming Crackfill, Asphalt Repair & Striping Sections 1 & 2
 
If it happens to rain on the date your street is scheduled, it will be rescheduled to a later date to-be-determined.

Click here to find out which section your street is located in. Work hours will be between 7:00 a.m. and 7:00 p.m., Monday thru Friday.  Specifically, the construction work is scheduled as follows:

SECTION 1
STRIPING SECTION 1 - October 15, 16, 22, 26th.
Vehicles must be removed by 7 am and may return at 7 pm on the day that work is scheduled for your street or your vehicle will be towed.

Please see the Striping schedule below:
October 12-Mary Beth Way & Royal Thomas Way (rescheduled to Oct 26)

October 15-Effingham Square & Thomas Grant Court

October 16-Lamoyne Court & Clubhouse Parking Lot

October 22-Bartley Way, Markhams Grant, Nevitt Way, Osprey Point Lane, Parish Glebe Lane, Shirley Hunter Way, Wiley Creek Way.

October 26-Mary Beth Way & Royal Thomas Way

Click HERE to see Striping Map for October 15, 16, 26
Click HERE to see Striping Map for October 16 (continued) & 22.

CRACKFILL & ASPHALT REPAIRS - SECTION 1

We will crackfilling the streets 10/14-10/16 from 7am to 7pm. Please be cautious where the work is being performed.

Finley will be performing asphalt repairs as indicated on the map. NO PARKING SIGNS will be placed on locations where you should not park on the 10/16 when the asphalt repairs are being installed.

Please do not block the street access, firelane, or block asphalt repair areas and please walk around the barriers during this short term inconvenience.

Click HERE to see asphalt repair map

OTHER INFORMATION: 

  • DO NOT walk on across freshly asphalt or crackfill locations until the barriers are removed.
  • All pets should be kept crackfill and asphalt repairs for 24 hours to prevent tracking.
  • We will be working from 7am to 7pm during the dates provide. Please take general cautions as we will be moving construction equipment into position as the work is going on.
  • Please advise your children to avoid playing in areas that are within the work zones. 

SECTION 2
CRACKFILL & ASPHALT REPAIRS - SECTION 2  

We will crackfilling the streets 10/15-10/16 from 7am to 7pm. Please be cautious where the work is being performed.

Click HERE to see map

Finley will be performing asphalt repairs as indicated on the map. NO PARKING SIGNS will be placed on locations where you should not park on the 10/16 when the asphalt repairs are being installed.

Please do not block the street access, firelane, or block asphalt repair areas and please walk around the barriers during this short term inconvenience.
 
OTHER INFORMATION: 

  • DO NOT walk on across freshly asphalt or crackfill locations until the barriers are removed.
  • All pets should be kept crackfill and asphalt repairs for 24 hours to prevent tracking.
  • We will be working from 7am to 7pm during the dates provide. Please take general cautions as we will be moving construction equipment into position as the work is going on.
  • Please advise your children to avoid playing in areas that are within the work zones.  

General Membership Meeting
Thursday, Oct 22, 2020 7:00 pm

Please join the ICES PTA General Membership meeting virtually on Thursday, October 22, 2020, from 7:00 to 8:00 PM.

We look forward to coming together with parents and faculty to discuss priorities for the PTA in the 2020-2021 school year.

Join online via WebEx or by phone at 415-527-5035, Attendee access code 155 120 93

Please be sure to follow the PTA on Facebook where event details are posted for easy access.  
OVER HALF OF DEER CRASHES OCCUR OCTOBER –DECEMEBER

Fall is breeding season for deer and you can expect to see more of them on our roads. Please be aware that deer are unpredictable and crashes with them are a safety concern.
There are hundreds of reportable accidents involving deer in the county and more than half of our annual crashes occur during the months of October, November and December. Deer are most active before sunrise to mid-morning, as well as dusk to early evening. This is also the time when many of us are headed to and from work or school.


We urge motorists to pay attention, drive carefully and remember these safety tips:
Always wear your seat belt and drive the posted speed limit.

  • Do not text and drive. Avoid distractions!
  • Watch for eyes shine along roadsides. If you see one deer, it is likely that there are others nearby.
  • Use high beams as traffic allows to spot deer further away. Be careful not to disrupt oncoming cars.
  • If a deer is stopped in the roadway, slow down and flash your headlights. Deer can become mesmerized or blinded by bright steady lights.
  • Slow down or stop if necessary to avoid hitting a deer but you should never swerve out of the lane to miss one. A crash with another car or anything along the roadside is likely to be more serious.
  • Take your foot off the brake at time of the crash. This reduces the chance of a deer crashing through a windshield or windows when hit.
  • If you get into a crash with a deer, try to move your car off the road and out of traffic.
  • If your car is immobilized in the roadway, turn on your flashers and immediately call police.
  • Try to wait at a safe spot off the road.
  • Rely on your own senses. Never depend on hood whistles, car horns or other devices to scare deer out of your path.
  • Pay attention to deer crossing signs and be careful in areas where deer are known to travel.

If a deer is injured or killed, immediately report the crash to us on our non-emergency line at 703-691-2131.
Architectural Inspections




Every year an annual architectural (exterior) inspection takes place for all Townhomes and Single-Family Homes. Violations for items such as peeling paint, damaged wood, siding cleaning, and lawn maintenance are some of the items that can be cited. These inspections are not meant to be punitive, but to help maintain the appearance of our Community and to assist in keeping your house in good repair.

The architectural process in Island Creek Community Association (ICCA) is regulated by the governing documents of the Association. Due process procedures are also regulated by the Property Owners Association (POA) act of Virginia. If you are not sure if your home meets our standards, please review our Guidelines at: http://islandcreek.org/cgi-bin/documents.pl?action=view&docid=1480189663

In early August, the first inspections were completed, files checked, and first notices sent. First notices typically give the homeowner 30 days to complete repairs. For items such as lawn maintenance, 7 days are given to bring the violation into compliance. Trashcans that are stored in public view are asked to be removed within 5 days. It is also important to note that the Association understands that homeowners may be at the mercy of contractors, weather, or financial constraints. If this is the case, please request an extension using the Violation form.

If you have need an extension, fill out the Inspection Violation Request form http://islandcreek.org/cgi-bin/formmanager.pl?action=displayform&formid=1496887048 and provide a rational and number of days for the extension.

If you have fixed your violation (during any phase), you can go to the IC website and click on this link http://islandcreek.org/cgi-bin/formmanager.pl?action=displayform&formid=1496887048 and provide a picture showing you have fixed the issue.

After the first 30 days are up (early September), a second inspection takes place of the existing violations. If the homeowner has not remedied the violation and has not requested an extension, a second violation is issued. This second violation gives the lot owner 30 more days to bring the home into compliance. Once again, please keep in contact with the on-site manager, and keep her aware of any circumstances. If necessary, extensions can be granted. This saves a lot of time and postage involved in sending out second notices.

Finally, after the second 30 days are up for the second notification, a third inspection takes place. If the home is still not in compliance, a due process hearing notice is sent to the homeowner. This hearing notice gives the homeowner 7 days to either bring the home into compliance or appeal the violation. It will also give a date and time for the hearing if these things are not done. Hearings are held before the Board of Directors in a private, individual session. During a hearing, the homeowner can contest the violation and explain why they are not in violation. This session is only to address violations; for any other issue, you should address the Board during the open session of any regularly scheduled Board meeting.

After all hearings are conducted, the Board of Directors will determine what action, if any, is necessary. Per Virginia law and ICCA Resolution 2002-2, Associations may assess homeowners a charge of either $10.00 per day or a one-time $50.00 charge per violation, and/or suspend access to Community Facilities. These charges cannot exceed $900.00. After the $900.00 has been capped, the account is turned over the Association attorneys for collection procedures, like collection procedures for assessments.

As you can see, there is a lot of time and work involved in this process. To save everyone time, money, and headache, it is imperative that everyone COMMUNICATE.

We are all neighbors and the appearance and actions of ourselves affect everyone that lives in our Community.

As always, if you have any questions or concerns over this process, please contact Cindy Wade, the on-site manager at (703) 339-6987 or via email at [email protected].
If you "unsubscribe" then you will not receive future emails with important Island Creek news, events, updates and much more!