March, 2017 Board of Directors Meeting




21326 Augusta Drive

Sterling, VA 20164

March 23, 2017


Board Members Present:     Anthony DeRobertis   President        

                                            Jeff Marsh                 Vice President

                                            Stephanie Byers         Secretary


Board Members Absent:      Angela Ojeda              Treasurer


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 7:10 p.m.


II.        Resident Forum:

No residents present and no comments.


III.      Approval of Agenda:


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


IV.      Management Update:

-       Mailed completed bank signature card forms to New York Life.

-       Contacted Legal Counsel regarding the governing documents / legal opinion.

-       Mailed cease and desist letter per Board’s decision at last meeting.

-       Requested pricing information from Dominion for single family home lighting.  Project will require obtaining easements from owners to place the lights on property.  VDOT will not allow Dominion to put the lights into the right of way because VDOT did not make the request.  Trenching and boring will be the most expensive aspect of the project.  Dominion would not give an estimate, however they did provide prices for trenching and boring per 100 feet and a per fixture price with a revenue credit.

-       Deputy Holden is the community Officer.  There has been a lack of responsiveness.  Management will continue to reach out to him. 

-       New fire lane signs should be installed and corrected fire lane curb painting should be completed next week.

-       Communicated with the County regarding dry ponds.  Management determined that the County does have an easement for one of the ponds on Hollow Mountain.  The Association is responsible for the other dry ponds.  According to County regulations, all of the tree growth has to be removed from the dry ponds.  County agreed to give the Association more time to remove the tree growth due to misinformation given by the previous County representative.


V.        Board Officers’ Reports: 


President:  No report.


Vice President:  No report.


Treasurer’s Report:  No report.


Secretary: No report.


VI.      Approval of Minutes: 


MOTION:  Ms. Byers moved to approve the February 23, 2017 Board meeting minutes as amended.  Motion carried without objection.


VII.     Committee Reports:

Grounds – Discussion about the dog urine spots in common area grass.  Ms. Welsh indicated there has been no improvement and suggested mailing a letter.  It was agreed to include a letter regarding this with the annual meeting mailing.  Ms. Welsh reported on the state of the parking lot including loitering and debris left on the grounds.  Ms. Welsh commented about VDOT rescinding its decision to paint the fire lane on Hollow Mountain because it is not in the budget.


Parking – Mr. Marsh reported three vans exceeding the size limit after 9:00 p.m. have received warning stickers.  Stored vehicles are receiving warning stickers according to the protocol.


Tot Lot – No report.


Pool – Pool committee meeting was held and a lot of work was accomplished.  The committee has agreed to first work on the internal operations document, then the pool rules document which will be reviewed by legal counsel.


MOTION:  Mr. DeRobertis moved to appoint Angela Ojeda, Jeff Marsh, Trushant Mehta and Danielle to the Pool Committee.  Motion carried without objection.


VIII.   Old Business:           

Fire Lane Curb – Hollow Mountain – Discussed under Grounds Committee Report.


IX.      New Business:   

Advantage Watering Proposal – Board discussed the proposal for deep root watering of newly planted landscaping and annuals.


MOTION:  Mr. DeRobertis moved, Mr. Marsh seconded, to approve the Advantage watering proposal for twice per week and upon request.  Motion carried (3-0-0).


Premier Aquatics – Ladder Proposal – Board discussed proposal to address a cracked step in one of the pool ladders.


MOTION:  Ms. Byers moved, Mr. Marsh seconded, to approve the Premier Aquatics proposal to complete the required parts and services and put off the recommended.  Motion carried (3-0-0).


Annual Meeting – Board discussed content for a letter to be included in the annual mailing.  Topics will be landscaping, dog urine spots in grass, keeping sidewalks clear, ARB, parking issues and accomplishments.  Board asked Management to get quotes for street cleaning.  Board will send their topic blurbs to Management to be compiled for the mailing.


Ms. Welsh left the meeting at 8:01.


The Board authorized Management to advertise and purchase light refreshments for the annual meeting.  Discussion about encouraging residents to submit proxies. 


X.        Executive Session:


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


Board agreed by consensus to close the executive session and reconvene the open session at 8:31 p.m.


XI.      Decisions Made Following Executive Session:


MOTION:  Ms. Byers moved, Mr. Marsh seconded, to approve the payment plan request and point out that units not in good standing are not eligible for pool passes as discussed in executive session.  Motion carried (3-0-0).


XII.     Adjournment:


There being no further business to discuss, the Board meeting was adjourned at 8:33 p.m.