March, 2016 Board of Directors Meeting




21326 Augusta Drive

Sterling, VA 20164

March 30, 2016


Board Members Present:     Anthony DeRobertis   President

                                                Jeff Marsh                   Vice President

Angela Ojeda              Treasurer

Stephanie Byers          Director


Board Members Absent:      Trushant Mehta           Director


Others Present:                     Anne Welsh                Grounds Committee

Tracy Plazyk               Horizon Community Services

                                                Karen Case                  Recording Secretary


I.         Call to Order:  Mr. DeRobertis called the meeting to order at 7:06 p.m.


II.        Homeowner Forum: 

Mr. Field, a renter, who moved into the neighborhood in January, discussed a parking issue.  He was unaware of the parking policy and his moving truck was towed.  He requested reimbursement of the towing fee.  The Board provided information about the community website, parking policy and discussion list.  The Board will take the request under consideration.


III.      Approval of Agenda:


MOTION:  Mr. Marsh moved to approve the agenda.  Motion carried.


IV.      President’s Report: 

No report given.


V.        Treasurer’s Report:

Ms. Ojeda read a statement regarding a summary of budget activities leading up to the final 2016 budget and her disagreement with parts of the budget.  Ms. Ojeda requested to attach her statement to the minutes.  There was discussion about the statement and whether individual Board member statements should be attached to the Board meeting minutes.

MOTION:  Ms. Byers moved to include in the minutes a paraphrase of Ms. Ojeda’s statement, but not the entire document, because of the length.  Motion failed.

MOTION:  Ms. Ojeda moved to attach her report to the minutes of March 30, 2016.  Motion failed.


VI.      Secretary’s Report:

MOTION:  Mr. DeRobertis moved to table the February 25, 2016 and February 19, 2016 Board meeting minutes until revisions are done.  Motion carried.

MOTION:  Mr. DeRobertis moved, Mr. Marsh seconded, to approve the December 15, 2015 Board meeting minutes as amended.  Motion carried (3-0-1) with Ms. Byers abstaining.


VII.     Committee Reports:

Grounds – Ms. Welsh inquired why she is not permitted to communicate directly with the landscape vendor.  She also expressed disappointment that the Board did not consult her in deciding on the new landscape contract.  Discussion on reasons Management should be point of contact for vendors, rather than individual Board/community members.  Discussion about timeline and the contract decision which had to be made at the last Board meeting.  The Board expressed they value Ms. Welsh’s contributions and invited her to join the meeting with Advantage to discuss how all concerned are going to work together.  Landscape committee can give design input to the new vendor.  Ms. Welsh requested the Board send a letter to Carlos thanking him for years of service on the landscaping.  Mr. DeRobertis volunteered to draft the letter.


Parking – Mr. Marsh asked if Road Runner is patrolling.  Ms. Plazyk has reached out to Road Runner to make sure they are patrolling and determine the frequency.  There is a lot of parking on the fire lane currently.  Discussion about resident double parking on Tamarack Ridge and issues with enforcement.  Discussion on whether a vehicle can be towed from a driveway.  Board should review the advice from legal counsel and discuss during executive session if there are further questions.


Tot Lot – No report given.


Pool – The Board reviewed the 2016 swimming pool equipment and supply order sheet.


MOTION:  Mr. DeRobertis moved, Ms. Byers seconded, to approve the 2016 swimming pool equipment and supply order sheet submitted by Premier Aquatics as amended, striking the 12-24 Foot Telescopic Pole and the Life Preserver Ring Buoy for a total cost of $1,591.  Motion carried (4-0-0).


VIII.   Old Business:

Pool House Floor – Discussion about committee recommendations.  Ms. Ojeda would like an updated contract including the baseboard.  Ms. Byers suggested the vendor information and current proposal be passed on to Management to negotiate the contract.  Discussion regarding the remodeling work to be done now and work that might be done in the future.  Further discussion on this item was tabled until Management gets an accurate written contract for the Board’s review.


Pool Pump Disconnect – Tabled due to lack of information.  Ms. Ojeda will follow up with Mohammed.


Pool Rules for 2016 Season – Tabled until a later time.


Pool Committee Members – There are no members at this time.  Mr. Marsh suggested offering pool committee chair to Mr. Mehta.


MOTION:  Mr. Marsh moved, Mr. DeRobertis seconded, to offer pool committee chair to Mr. Mehta.  Motion carried (3-1-0) with Ms. Ojeda opposed.


Route 7/Southern Oaks Walking Trail – Before getting proposals, Ms. Plazyk will schedule a presentation from vendors to help the Board identify exactly what they want in the contract.


Scanned Historical Records – Ms. Ojeda would like to pick up the boxes of scanned records from Management to start verifying the records were scanned.  Mr. DeRobertis suggested the corrupt files be re-scanned first.  Ms. Byers discussed concern about the records being outside the Management office.  Management will have the corrupt files re-scanned by the next Board meeting.


Schedule Alternative Monthly Meeting Dates – Tabled until the full Board is present.


IX.      New Business:

Bio Green Under-Street Boring Problem – Bio Green could no longer pull the piping through without excavating and cutting into the asphalt.  That will cost an additional $4,500 as long as there are no additional permits that would increase the cost.  Bio Green will update the cost in their contract and forward it to Ms. Plazyk.  Further discussion was tabled until the Board receives more information.


Basketball Hoop Policy – Ms. Byers indicated there are three hoops on Vermont Maple.  Concerns discussed regarding bikes, scooters, litter on the sidewalks and yards, safety of children playing in the streets, basketballs hitting cars and landscaping, etc.  Discussion about how to resolve these issues based on what is currently in the guidelines.  Ms. Plazyk suggested introducing the topic on the discussion Board.


X.        Executive Session:

MOTION:  Mr. DeRobertis moved to move into executive session at 9:08 p.m. to discuss delinquencies and legal matters.  Motion carried.


The Board agreed by consensus to adjourn the executive session and reconvene the general session at 9:09 p.m.


XI.      Decisions Made After Executive Session:

MOTION:  Mr. DeRobertis moved, Ms. Byers seconded to deny the homeowner’s request to reimburse $150.00.  Motion carried (4-0-0).


XII.     Adjournment:

The Board meeting was adjourned at 9:10 p.m.