September, 2016 Board of Directors Meeting

MINUTES OF THE

WESTERLEY HOMEOWNERS ASSOCIATION

BOARD OF DIRECTORS MEETING

21326 Augusta Drive

Sterling, VA 20164

September 29, 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 7:07 p.m.

 

II.        Resident Forum:

No comments.

 

III.      Approval of Agenda:

 

MOTION:  Mr. DeRobertis moved to approve the agenda as amended.  Motion carried without objection.

 

IV.      Board Officers’ Reports: 

 

President:  Mr. DeRobertis has obtained the reflectors but not installed them yet on Tamarack Ridge fence.  Board needs to think about when we will do another full reserve study.  Most recent update was done in 2013.  Also coming up fairly soon is resurfacing the townhome streets.

 

Vice President:  No report.

 

Treasurer:  Ms. Ojeda received the audit report, downloaded general ledger files from the Sentry website and requested reports from Entela.  She is in the process of reviewing those documents.  She has not contacted New York Life yet but will do so.  The Auditor confirmed digital documents, instead of hard copy, meet the legal requirements.

 

Secretary:  Ms. Byers has been acknowledging receipt of Ms. Welsh’s emails to the Board and confirming that Mr. Barrows has been included on those emails.

 

V.        Approval of Minutes: 

Follow up from last meeting:

Advantage has provided confirmation via email that they will complete the transfer of the bushes at no cost as a way to make up for previous mistakes.  No other written commitments from Advantage thus far. 

Ms. Ojeda did look for the extra waterline tiles and they were not in the pool house.  At Ms. Ojeda’s request, Mr. Barrows asked Premier Aquatics to return them.  Premier indicated they would not return the tiles because extra tiles were not purchased in the contract.  Mr. Barrows will ask Premier if a box of tiles can be purchased. 

 

MOTION:  Mr. DeRobertis moved, Mr. Marsh seconded, to approve the August 25, 2016 Board meeting minutes as amended.  Motion carried (3-0-1) with Ms. Byers abstaining.

 

VI.      Committee Reports:

Grounds – Ms. Welsh acknowledged Ms. Ojeda for doing a wonderful job on the irrigation project.  Ms. Ojeda reported on her walk with Yimis.  She noted the area behind the townhomes looks like Advantage has not maintained it in a few weeks.  Ms. Ojeda emailed pictures of the walk along with notes as to what area Advantage was to address.  She noted the dry ponds are very overgrown and not being maintained.  This led to a discussion about what the County regulation is and how the dry ponds should be maintained.  Ms. Welsh indicated her last check of the regulation stated the County will clear the space for the drain; the rest can be left in a natural state or manicured.  There was discussion about the pros/cons of letting it stay natural.  Mr. Barrows will contact the County and confirm the current regulation. 

Ms. Ojeda reported Yimis agreed to clean up the Backwater fence.  Yimis also agreed to cut up the dead tree that was thrown over the fence as well as clean up that fence.  Ms. Ojeda will forward the homeowner’s address and Mr. Barrows will mail a letter to the homeowner informing them of the fence cleanup.  Yimis indicated it will take at least three weeks to complete the items addressed.  Mr. Barrows will follow up to confirm completion.  Ms. Ojeda will forward her write-up of the walk to Mr. Barrows.  Mr. Barrows will forward the write-up to Advantage for their comments/agreement.

Yimis provided a proposal to address the area of Tamarack Ridge Square and Maple Leaf Place that was discussed on the walk.  The proposal will be discussed under New Business.

 

Parking – There was discussion about the commercial vehicles and boats that have been parked in the community and how we will address it.  There was also discussion about vehicles parking on the driveway apron encroaching onto the sidewalk/street and how this will be addressed.

 

Tot Lot – No committee report.  Ms. Welsh suggested the Board consider power washing the tot lot surface and the pool deck next spring.

 

Pool – Ms. Ojeda indicated she started the review process of pool regulations.  There was discussion about current participation in the committee and committee’s plan to research rules from other Counties to gather ideas.  This led to discussion about concern that pool committee has not had a meeting to revise the pool regulations yet.  Mr. DeRobertis indicated the committee was charged with updating the pool rules over three months ago.  Committee members will research other county regulations, follow up via email, and hold a committee meeting to draft the update.

Ms. Ojeda reported the lower part of the drywall in the pump room is falling apart.  The other Board members will look at it and then let Management know if any follow up is needed.

 

VII.     Management Update/Old Business:

 

Fence Repair from Leaning Tree – Scheduled for October 5th.

 

Installation of Missing Stop Sign – Should be installed already; Ms. Byers will confirm.

 

Pool Pump Room Vented Door – On back order; scheduled for install October 5th.

 

Investigate Leak in Men’s Shower Room – Management had the men’s shower inspected by a plumber; no leak was found in the shower or pump.  Observed water pooling along the tile wall; plumber suggested tile might not be sealed properly and water is seeping into drywall.  Also shower floor might not be graded enough toward the drain.  Management and Danielle are coordinating with the contractor to come back and correct anything that was missed.

 

Arrange for Ms. Ojeda to Meet with Advantage and BioGreen – Complete.

 

Taxes – Complete.

 

Renewal of Insurance – Complete.

 

Pool Winterization – In progress; submitted back to Premier

 

Fence on Backwater and Vines along Tamarack Communicate to Advantage – Already discussed under Grounds Committee.

 

VIII.   New Business:

           

Snow Removal Contract – Ms. Welsh commented the amount of sand left after snow removal has been an issue.  Board reviewed and discussed the snow removal proposals and the various options/costs of sand, chemicals and pre-treatment.  Board agreed to have a small meeting with the vendor to discuss solutions for storing excess snow/develop an emergency snow plan with a map.

 

MOTION:  Ms. Byers moved, Ms. Ojeda seconded, to accept the snow removal contract from The Kauffman Group, Inc.  Motion carried unanimously (4-0-0).

 

Board and Treasurer Expectations and Upcoming Budget Process – Board discussed how the budget process went last year, lessons learned and how to move forward this year.  Board agreed if it has not approved a budget by the October meeting, Mr. Barrows will provide a final budget for the Board to review and approve.  Mr. Barrows provided copies of the draft budget he prepared; he will circulate it to the Board via email as well.  Mr. DeRobertis noted the assessment allocation for common/townhome/single family needs to be corrected on the draft budget.

 

Approve Lighting – Board discussed one proposal received so far.  Ms. Ojeda suggested the proposals should indicate a warranty and installation, labor and parts included.  It was noted the project would require another electric meter with an ongoing bill.  Ms. Welsh questioned whether it was aesthetically right to do the lighting. 

 

MOTION:  Mr. Marsh moved, Ms. Byers seconded, to table the discussion on the lighting.  Motion carried without objection.

 

Review Proposed Pool Work

 

MOTION:  Mr. DeRobertis moved, Mr. Marsh seconded, to table the discussion on pool work until the next meeting.  Motion carried without objection.

 

Approve Draft Audit – Tabled until next meeting.

 

Turf Renovation - Powerseeding – Board discussed the proposal for fall turf services.  There was discussion about what is included in the grounds maintenance contract and whether powerseeding is needed.

 

MOTION:  Mr. DeRobertis moved, Ms. Byers seconded, to approve the Advantage Fall Turf Services/Powerseed proposal at a cost of $5,110 on the condition Advantage provides a map of areas to be done before starting work and the work is completed by October 10th, 2016.  Motion carried (3-1-0) with Ms. Ojeda opposed.

 

Budget – Already discussed.

 

ARB – Guideline Updates – Ms. Byers will circulate her comments to the Board via email for discussion at the next meeting.

 

Landscaping Proposal for Tamarack Ridge Square and Maple Leaf Place – Ms. Welsh indicated she was opposed to the proposal from Advantage.  Ms. Byers suggested the discussion be deferred until Ms. Welsh provides a proposal with what she recommends for the area.

 

Ms. Welsh left the meeting at 9:04 p.m.

 

IX.      Executive Session:

 

Board agreed by consensus to move into executive session at 9:05 p.m. to discuss delinquencies.

 

Board agreed by consensus to close the executive session and reconvene the general session at 9:07 p.m.

 

X.        Decisions Made Following Executive Session:

 

Board agreed by consensus to approve the payment plan requests from homeowners W00086 and W00140 and to allow for the extension on the tree removals.

 

XI.      Adjournment:

 

 

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