November/December, 2016 Board of Directors Meeting




21326 Augusta Drive

Sterling, VA 20164

December 1, 2016


Board Members Present:     Anthony DeRobertis   President        

                                            Jeff Marsh                  Vice President

                                            Angela Ojeda              Treasurer (Arrived 7:07 p.m.)

                                            Stephanie Byers          Secretary


Board Members Absent:      None


Others Present:                     Joe Barrows                Sentry Management

                                              Karen Case                 Recording Secretary


I.         Call to Order:  Mr. DeRobertis called the meeting to order at 7:00 p.m.


II.        Resident Forum: 

A resident requested reimbursement of a towing fee.


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 reported the pool laptop is not working.  He will order a new adapter which may be the problem.  If adapter is not the problem, the laptop may need to be replaced.


Vice President:  No report.


Treasurer:  Tabled until Ms. Ojeda is present.


Secretary:  Ms. Byers submitted draft minutes for review.  No other updates.


V.        Approval of Minutes: 

Ms. Ojeda arrived at 7:07 p.m.


MOTION:  Mr. DeRobertis moved to approve the October 27, 2016 Board meeting minutes as submitted.  Motion carried without objection.


MOTION:  Mr. DeRobertis moved to approve the November 1, 2016 special meeting minutes as submitted.  Motion carried without objection.


Treasurer’s Report:  Ms. Ojeda reviewed the updated version of the auditor’s report from 2014-2015.  Further discussion tabled to Old Business.  Ms. Ojeda obtained the New York Life access account form; she will complete her part and forward to Management.


VI.      Committee Reports:

Grounds – Ms. Ojeda reported the fence on Antioch Place is still unattached and leaning.  Management will follow up.  Ms. Ojeda will look at the condition of the dry ponds and report back to the Board with pictures.  There was discussion on feedback received from the County regarding dry pond requirements.


Parking – Mr. Marsh reported one issue pending is tow fee reimbursement request to be discussed during executive session.  Ms. Byers related an issue of a vehicle parked in a way that takes up two spaces.  Mr. Marsh agreed to acknowledge receipt of resident parking emails.


Tot Lot – No report.


Pool – Work to update rules is in progress.


VII.     Management Update:

Men’s Locker Room – Contractor who installed the tile floor inspected the area.  There is still uncertainty as to the source of the leak.  Contractor provided options to correct depending on source of the leak.  Contractor suggested waiting until pool season when water is back on and problem can be properly diagnosed.  Item tabled until pool season.

Follow Up on Trash in Backyard of Home – Management contacted the County and was informed it is a zoning issue.  Zoning has not responded to multiple voice mails.  In the meantime, trash pile was removed.

2017 Budget – Management sent the approved budget to Corporate for uploading and to prepare the mailing.

Pool Recommendations and Lighting Proposal – To be discussed under Old Business.


VIII.   Old Business:

Review Pool Work – Board discussed Premier proposal.  Management will get clarification on whether Chlorinator can be replaced without shutting down the pool.  Board agreed to table Chlorinator to March.

Approve Draft Audit – Discussion and clarification about the Total Members Equity amount.  Question was raised as to where the Irrigation Reserves account came from.  Management will get clarification from auditor.  Approval tabled until auditor provides clarification.

Approve Engagement with Goldklang – Tabled.  Board directed Management to get additional bids.

Review Lighting – Board discussed BioGreen lighting proposal.  Suggestion was made to try more cost-effective solution to light the monument sign.  Ms. Byers will get pricing from Home Depot for LED solar lights.  Board agreed to table Phases 1 and 2 of the proposal.


MOTION:  Ms. Ojeda moved, Mr. Marsh seconded, to approve Phase 3 of the BioGreen lighting proposal dated December 1, 2016.  Motion carried (4-0-0).


IX.      New Business:       

Trash Issues – Board discussed trash issues which are becoming a problem.  Household trash is being put in the pet waste stations and trash is being left on the grounds.  Board directed Management to change Advantage weekly trash pickup day to Wednesday and get price for twice weekly trash pickup.  Board will reassess to see if Wednesday trash pickup day helps.

Dead Grass/Pet Issues – Board discussed issue of dead grass in the community.  Problem is related to dogs urinating in the grass and pet owners not picking up pet waste.  Discussion about pets urinating in backyards instead of common areas and violations for dead grass.  Ms. Byers will draft an email regarding this issue for Board review and sending to the community.   

Cancel December Board Meeting – Board agreed unanimously to cancel the December Board meeting and reconvene at the January Board meeting.  Board requested Management to email the financials in December.


X.        Executive Session:


MOTION:  Mr. DeRobertis moved to enter executive session at 8:07 p.m. to discuss the towing reimbursement request.  Motion carried without objection.


Board agreed by consensus to close the executive session and reconvene the open session at 8:30 p.m.


XI.      Decisions Made Following Executive Session:


MOTION:  Mr. DeRobertis moved, Mr. Marsh seconded, to reimburse the resident for the towing fee in full.  Motion carried (3-1-0) with Ms. Ojeda opposed.


There was discussion about having the towing company proactively monitor for repeated violations.


XII.     Executive Session:


MOTION:  Mr. DeRobertis moved to enter executive session at 8:35 p.m. to discuss collections.  Motion carried without objection.


MOTION:  Mr. DeRobertis moved to close the executive session and reconvene the open session at 8:54 p.m.  Motion carried without objection.


Ms. Ojeda discussed her research into installing lighting for the single family homes.  An issue would be obtaining easement agreements.  Ms. Ojeda will forward the VDOT contact information to Management. 


XIII.   Adjournment:


The Board meeting was adjourned at 8:59 p.m.