July, 2016 Board of Directors Meeting




21030 Whitfield Place

Potomac Falls, VA 20165

July 28, 2016


Board Members Present:     Anthony DeRobertis   President        

                                                Jeff Marsh                   Vice President

Angela Ojeda              Treasurer

Stephanie Byers          Secretary


Board Members Absent:      None


Others Present:                     Anne Welsh                Grounds Committee

                                                Joe Barrows                Sentry Management

                                                Karen Case                  Recording Secretary


I.         Call to Order:  Mr. DeRobertis called the meeting to order at 7:03 p.m.


II.        Homeowner Forum:

No comments from homeowners.


III.      Approval of Agenda:

MOTION:  Mr. DeRobertis moved, Ms. Byers seconded, to approve the agenda as amended.  Motion passed unanimously (4-0-0).


IV.      President’s Report: 

Board agreed there will not be a Westerley Day this year.


V.        Vice President’s Report: 

No report given.


VI.      Treasurer’s Report: 

Ms. Ojeda will follow up with Sentry accounting representative to get access to the account information. 


Mr. Barrows reported money was moved from the operating account to the reserve account based on a Sentry policy which automatically moves equity into reserves to balance out the balance sheet.  Mr. Barrows requested direction from the Board as to how to handle this going forward.  Board directed Management to reverse the transfer and do not automatically transfer equity going forward.  Instead, Management will authorize the regular reserve contribution transfer each month. 


Mr. DeRobertis noted the accounts exceeded the FDIC limits at one point.  Mr. Barrows suggested the Board consider an investment company which would automatically diversify funds below the limits.  Management will provide information on investment companies.


Ms. Ojeda spoke to the problem of not having access to the bank accounts due to outdated paperwork.  Mr. Barrows will follow up on the signature cards.  Ms. Ojeda requested Management provide a key of old account numbers matched to new account numbers.


Mr. DeRobertis requested clarification as to why pool expense is over budget in the financial reports.  The tile floor was budgeted for and most of the repairs were reserve expenses.  Management will follow up on this.


VII.     Secretary’s Report: 

MOTION:  Mr. DeRobertis moved, Ms. Byers seconded, to approve the June 30, 2016 Board meeting minutes as amended.  Motion passed unanimously (4-0-0).


VIII.   Committee Reports:


Grounds – Ms. Welsh indicated Advantage did not pick up any trimmings along Augusta and along the trail when they were on site this week.  Also, it took three weeks to get the Southern Oaks Pond Leyland Cypress trimmings cleaned up after a resident pruned them.  The Board noted this was not part of Advantage’s regularly scheduled activities and they did it at no charge.  Ms. Welsh indicated the Board did not respond to her email regarding grounds maintenance issues.  Going forward, Ms. Byers will acknowledge the emails on the Board’s behalf.  Ms. Welsh noted the Knock Out roses were not pruned back by the end of June so there was no additional bloom.  The roses need dead heading right away.  The Daylillies that were planted in front of the roses were trimmed down to the ground; there is just four to five feet of mulch there now.  Management will follow up with Advantage on both issues.


Parking – Mr. Marsh indicated the committee is currently working on the issue of individuals parking in the pool parking lot during pool hours but not using the pool.  Those vehicles have received warning notices, however technically they can be towed immediately for not obeying the posted signs.  Second incidents will result in towing.



A resident emailed the Board about a possible illegal business operating within the neighborhood.  Board discussed how to handle this.  Resident should be directed to contact Loudoun County police/proper authorities to address this as the Board does not have the authority to investigate this.


Tot Lot – Deferred to Old Business.


Pool – Ms. Ojeda will confirm the extra tiles have been properly stored in the pool house.  The committee has not met to discuss the rules.  The committee will work on this for next year.  Legal should review in advance of pool season next year.


IX.      Management Update:

Bio Green – Work is scheduled for the week of August 22nd.  The street will be closed down for one day.  Residents on Sweet Birch will be notified by mail.  Announcements will also be posted on the website and discussion list. 


Private Property Tree Encroachment – Mr. Barrows spoke to the homeowner and he agreed to remove the tree that is encroaching onto common area.


Front Fence – Fence was painted.


Loudoun County DOT Complaint – The Department of Transportation contacted Management regarding a complaint that a common area bush was impeding the view to traverse the intersection.  Mr. Barrows had the bush trimmed.  Upon re-inspection, DOT required the bush to be removed entirely because trimming was not going to be sufficient to keep the view unobstructed.  Mr. Barrows had the bush removed.


X.        Old Business:

Fence – Painted/complete.


Tot Lot Repairs Update – Lilly pad was installed, however only one part goes up and down.  They also fixed a warped area of timber at no charge.  The swing chains are on back order.


Route 7/Southern Oaks Walking Trail Overlay Proposals – Management solicited proposals from two additional vendors, however they declined to bid as they are booked for the season.  Management provided the revised proposal from Dominion as requested by the Board.  Finley declined to update their proposal.  The Board discussed the proposals.


MOTION:  Ms. Byers moved, Mr. DeRobertis seconded, to approve the revised proposal from Dominion Paving to complete the Route 7/Southern Oaks walking trail overlay and to request Dominion patch the trail between Vermont Maple and Hollow Mountain as long as the additional cost does not exceed $1,500.  Motion passed unanimously (4-0-0).


Ms. Welsh left the meeting at 8:19 p.m.


Advantage Update – Mr. Barrows updated the Board as to his recent communications with Advantage owner/Danny and the Area Manager/Yinnis.  Management has had difficulty getting information and timely communication from Yinnis.  Mr. Barrows followed up with Danny regarding the Ivy overgrowth, the issue of weed control/Roundup not effective in the garden, and the missed area of fence line along Backwater.  Danny agreed to take care of those items at no charge; Yinnis was to provide pictures when it was done, however he has not supplied pictures to date.  As far as the other items such as pruning the Leyland Cypresses and along the pool fence, Advantage will charge a fee to prune back the overgrowth and then they will maintain it as part of the contract.  Board had general discussion about the grounds maintenance contract, one time cleanup contract, the issue of additional costs not included within the contract, and Advantage crew causing damage to certain areas of the property.  It was suggested Management request Danny make a site visit and assign a different Area Manager.  Board also wants to know if Advantage wants to drop the contract so the Board can make informed decisions.  Board discussed pruning proposals from Advantage.


MOTION:  Ms. Byers moved, Mr. Marsh seconded, to approve the proposal from Advantage to prune along the pool fence within the next week, at a cost of $1,080 plus some portion of the dump fee, contingent upon what Management finds out from Danny.  Motion passed unanimously (4-0-0).


MOTION:  Mr. DeRobertis moved, Ms. Byers seconded, to approve Advantage to prune the Leyland Cypresses at a cost of $45 per tree and the Board will provide the total number of trees to prune.  Motion passed unanimously (4-0-0).


Bio Green Update – Already discussed under Management Update.  Mr. DeRobertis signed the contract which was already approved.


Pool Pump Intake Vent Options – Board discussed the proposal options and costs included in the Board packet.


MOTION:  Ms. Byers moved, Ms. Ojeda seconded, to accept option two (2) to replace the current door with a door that has a vent in it.  Motion passed unanimously (4-0-0).



XI.      New Business:

There was no new business to discuss.


XII.     Executive Session:

MOTION:  Mr. DeRobertis moved, Mr. Marsh seconded, to enter an executive session at 8:50 p.m. to discuss covenants and legal issues.  Motion passed unanimously (4-0-0).


Board agreed by consensus to adjourn the executive session and reconvene the general session at 8:58 p.m.


XIII.   Adjournment:

The Board meeting was adjourned at 8:58 p.m.