June, 2016 Board of Directors Meeting




21326 Augusta Drive

Sterling, VA 20164

June 7, 2016


Board Members Present:     Anthony DeRobertis   President        

                                                Jeff Marsh                   Vice President (left at 8:02 p.m.)

Angela Ojeda              Treasurer (arrived at 6:50 p.m.)

Stephanie Byers          Secretary


Board Members Absent:      None


Others Present:                     Anne Welsh                Grounds Committee (left at 8:05 p.m.)

                                                Michael Wolfrey         Finley Asphalt

                                                Karen Case                  Recording Secretary


I.         Call to Order:  Mr. DeRobertis called the meeting to order at 6:27 p.m.


II.        Homeowner Forum:

No comments.


III.      Finley Asphalt Presentation:  Mr. Wolfrey presented two options for repairing the asphalt trail – build up the trail with an overlay and backfill the edges with topsoil or completely excavate and reinstall.  Overlay is more cost effective.  Mr. Wolfrey recommended the whole trail be repaired rather than sections.  He also recommended the Board consult with an arborist regarding the tree roots.  The work required for an overlay should be less than a week.  Some parking spaces would be needed to park equipment.  The Board requested that Finley provide an estimate for the overlay option.  Finley will forward an estimate to Management.


IV.      Approval of Agenda: 

MOTION:  Mr. DeRobertis moved, Ms. Byers seconded, to approve the agenda as amended.  Motion passed unanimously (3-0-0).


V.        President’s Report: 

Mr. DeRobertis reported that Trushant Mehta resigned from the Board of Directors.  The Board discussed the challenges there have been with getting additional volunteers for the Board.  There are two open seats.  Discussion about postponing the election of officers until there is a full Board.  The Board agreed to keep the current officer positions and postpone the election of officers indefinitely.


VI.      Treasurer’s Report: 

No report given.


VII.     Secretary’s Report:

April 28, 2016 meeting minutes were missing from the Board packet.  Management should include them in the packet for the next Board meeting.  No minutes were approved.


VIII.   Committee Reports:

Ms. Ojeda arrived at 6:50 p.m.


Grounds – Discussion about watering and irrigation.  The watering contract is in place.  Ms. Welsh indicated the soil is dry and it does not appear to be watered.  Irrigation system has not been turned on because Bio Green does not have the keys.  Mr. DeRobertis will follow up with Management. 


Ms. Ojeda indicated the gates on Tamarack Ridge are being left open and getting out of alignment.  Mr. DeRobertis indicated the gates might have been installed by a resident and there was question as to whether or not they should be maintained by the Association.


Discussion about the special landscape cleanup project with Advantage.  The back area has not been completed per the contract.  Mr. DeRobertis will request a completion date from Management.  Mr. Marsh indicated there has to be a validation process for all contracts, confirming if/when they are completed.  Discussion about the spreadsheet for landscaping projects.  Mr. DeRobertis indicated most of the information is already on Trello.


Parking – No report.


Tot Lot – Will be discussed under New Business.


Pool – Ms. Ojeda reported pool passes are going to be issued this Saturday 11:00-12:00.


IX.      Old Business:

Pool House Floor Status Update – Pool house floor was completed and looks good.


Pool Pump Disconnect – Ms. Ojeda reported she reached out to Mohammed.  He indicated the box just needs a cleanup, not a new box.  Ms. Ojeda will request a proposal from Mohammed.


Pool Rules– The rules posted at the pool house should be consistent with the official rules.  Mr. DeRobertis suggested having the rules reviewed by legal counsel.  The lifeguards need a way of documenting how many guests are visiting the pool in the system.  Discussion about how lifeguards handle situations such as a resident inviting many guests to the pool, reducing the capacity for other residents to enter the pool.  The pool has been crowded since opening.  Lifeguards need to act on authority to keep the pool safe.  Discussion about pool toys and safety.  Pool committee will discuss further at next meeting.  A resident requested to place an ad on the pool house bulletin board.  Board discussed this and agreed soliciting/ads will not be permitted on the bulletin board unless it is for a Westerley event.


Route 7/Southern Oaks Walking Trail – Review of what was presented earlier in the meeting.


Scanned Historical Records Update – At last update Management was having corrupt files re-scanned.  Ms. Ojeda discussed the challenges and length of time it has taken in the scanning process.  Mr. DeRobertis will request a completion deadline from Management.


Bio Green Underground Digging Update – Still on hold.  Mr. DeRobertis will request update from Management.


ProPave Reimbursement Update – No update.  Overpayment was discovered six months ago and there has been very little progress.  Ms. Ojeda suggested Management reimburse the Association and ProPave can reimburse Management.  Discussion about frustrations with Horizon/Sentry Management including accounting procedures and changing property managers.  Ms. Byers suggested Sentry representative be invited to a meeting so the Board can explain their frustrations and expectations for moving forward.  Sentry will be invited to the next meeting.


X.        New Business:

Tree Proposals – Board discussed two proposals from Advantage – one proposal to remove eighteen (18) dead trees and one beautification proposal.  Ms. Ojeda suggested tabling new projects until Advantage completes the cleanup project.  Ms. Byers suggested letting the contractor know the Board will approve the new proposals once the cleanup project is completed.


Mr. Marsh left the meeting at 7:45 p.m.


Ms. Ojeda discussed concerns about making sure the trees are actually removed.  Tree removal proposal was tabled.  Ms. Welsh discussed concerns about the landscaper’s knowledge of flowers.  She recommended only approving the Annabelle Hydrangeas in the beautification proposal.  The landscapers weeded out all of the perennials in the garden, and they have agreed to replace them.  Management should make sure they do the replacement.


Mr. Marsh returned to the meeting at 7:52 p.m.


MOTION:  Mr. DeRobertis moved, Ms. Byers seconded, to approve the install of three (3) Annabelle Hydrangeas at a total cost of $375 provided they are installed within two weeks.  Motion passed unanimously (4-0-0).


Tot Lot Proposal – Board discussed the proposal and the Committee’s recommendation.


MOTION:  Mr. Marsh moved, Ms. Byers seconded, to approve the proposal from Playground Specialist, Inc. omitting the replacement of the play seat and adding full removal of the play seat mounting brackets, at a cost not to exceed $1,500.  Motion passed unanimously (4-0-0).


Premier Safety Switch Proposal – Item was discussed under Pool Pump Disconnect.  Ms. Ojeda to follow up with Mohammed.


Mr. Marsh left the meeting at 8:02 p.m.


Ms. Welsh left the meeting at 8:05 p.m.


Waivers from Sentry – Board reviewed and discussed the waiver form and noted this policy is not included in the management contract.  Waiver states Sentry recommends the Association not do business with a contractor because the contractor does not have workman’s compensation insurance; however Sentry initially recommended this contractor for a project in the community.  Sentry has indicated they will not pay the contractor for work he has completed until the form is signed.  Also the indemnity clause in the waiver is broader than the indemnity clause in the management contract.


MOTION:  Mr. DeRobertis moved, Ms. Byers seconded, to approve signing the waiver forms from Sentry.  Motion failed unanimously (0-3-0).


XI.      Executive Session:

Board agreed by consensus to move into executive session at 8:10 p.m. to discuss delinquencies and legal matters.


Board agreed by consensus to adjourn the executive session and reconvene the general session at 8:22 p.m.


XII.     Decisions Made After Executive Session:

MOTION:  Mr. DeRobertis moved, Ms. Byers seconded, to approve waiving the $15.00 late fee for unit #305.  Motion passed unanimously (3-0-0).


MOTION:  Ms. Byers moved, Mr. DeRobertis seconded, to approve the payment plan counteroffer of $200 per month for five years, provided the $200 is in addition to the regular monthly assessment fee, and if the owner becomes more than thirty (30) days in arrears on either payment, the Association will resume collection efforts.  Motion passed unanimously (3-0-0).


XIII.   Action Item Review:

Mr. DeRobertis –

  • Ask Mr. Barrows if the Bio Green irrigation system was turned on
  • Get a completion date for the landscape cleanup project
  • Respond to resident’s request to place ad at pool house
  • Ask Mr. Barrows for completion date on scanned historical records
  • Get update on Bio Green underground digging
  • Invite Sentry to the next meeting
  • Ask Mr. Barrows to get multiple quotes to overlay the walking trail


Ms. Ojeda –

  • Follow up with Mohammed on the pool pump disconnect/safety switch


XIV.   Adjournment:

The Board meeting was adjourned at 8:25 p.m.