July, 2017 Board of Directors Meeting




21030 Whitfield Place

Sterling, VA 20165

July 10, 2017


Board Members Present:     Anthony DeRobertis               President

                                            Jeff Marsh                             Vice President

                                            Angela Ojeda                         Treasurer

                                            Kelly Whitaker                        Secretary

                                            Champion Chigwedu               Director


Board Members Absent:      None


Others Present:                     Anne Welsh                            Grounds Committee

                                              Karen Case                            Recording Secretary


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


II.        Resident Forum:

The following comments were raised and discussed during the open forum:


·      Tree limbs overhanging on Hollow Mountain Place into the street.

·      Tree limbs overhanging at 21418 Maple Hollow Court.

·      Multiple renters at one residence on Maple Hollow Court.  General discussion on County regulations relating to rentals.

·      Multiple cars and commercial vehicles parked overnight on Maple Hollow Court and Hollow Mountain Place.

·      Process to get individual pool pass has been difficult.

·      Townhome visitors parking on Hollow Mountain Place every weekend.  General discussion about public streets which are controlled by County and State.

·      Addressing overhanging tree limbs on County controlled streets versus HOA streets.

·      Is there any guideline for how far common area tree limbs can extend into private property.

·      General discussion about what residents can do about neighborhood cats entering and damaging private yards.


III.      Approval of Agenda:


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



IV.      Management Update:


-       Management switched meeting dates to second Monday of the month and reserved the library.

-       Sent out friendly reminder letters to owners with small delinquency amounts.

-       Scheduled an Advantage representative to attend the meeting in August.

-       Communicated with Pete from Premier that lifeguards need to rotate breaks and allow for lap swim.

-       Asked Reserve Advisors and Superior Reserve questions the Board brought up; answers are in the packet.

-       Requested references from Reserve Advisors; references sent to the Board.

-       Contacted Mercer Trigiani about amending governing documents; responses located in executive session packet.


V.        Board Officers’ Reports: 

President:  Mr. DeRobertis reported there are 199 subscribers (email addresses) on the discussion list.  Chris Lee will be asked to send a weekly update to the Board regarding the number of subscribers.  Board can track whether outreach efforts are working.  There was suggestion to advertise the discussion list on the  community bulletin board/pool house. 

Mr. DeRobertis reported on the townhome sidewalks which need some repairs to correct misalignments.

Mr. DeRobertis requested status update regarding proposed street lighting at the single family homes.  This led to questions from residents present at the meeting and general discussion about the proposed project.  No updates on pricing at this time.

Mr. DeRobertis indicated the Board needs to decide if it wants additional areas to have irrigation.  The Board needs to make sure the new irrigation system and landscape lighting are added to the new reserve study.

Vice President:  Mr. Marsh will investigate updating or replacing the community bulletin board and hopes to get some bids for the August packet.  Ms. Welsh would like to design the landscaping around it.

Treasurer’s Report:  Ms. Ojeda has been communicating with New York Life regarding the signature card update.  New York Life says they did not receive the signature card forms that were previously mailed to them.  There are new forms that need to be completed and notarized.  Ms. Ojeda will print the forms.  Mr. DeRobertis and Ms. Ojeda will coordinate on signing and notarizing the forms.  Forms should be mailed with tracking next time.

Secretary:  No report.


VI.      Committee Reports:

Grounds – Ms. Welsh presented a patch of long, uncut grass from the front of the community.  There was discussion about problems with the landscaper’s mowing schedule.  Services are not being delivered per the contract.  Ms. Ojeda reported on her grounds walk with the new account manager, Donald.  Ms. Ojeda sent an email regarding eleven items covered during the walk.  Advantage is going to do a soil test to see why certain treatments are not working.  Board is hoping the new account manager will rectify the problems, and if not, the Board will look for a new vendor.  Meeting with Advantage to discuss the problems is scheduled for August Board meeting.  Ms. Ojeda indicated she would like to nominate a new member to the grounds committee; to be discussed under New Business.

Parking – Mr. Marsh reported the committee continues to monitor use of the pool parking lot during pool hours.

Tot Lot – Mr. Marsh reported that Stephanie Byers power washed the entire tot lot, bricks and tables.  Thank you to Ms. Byers.  Mr. Marsh asked Management to follow up with Advantage about cleaning the tot lot trash can which is supposed to be done quarterly.

Pool – Ms. Ojeda reported the committee is still working on the draft of the new regulations.  Two new areas at the pool need repairs - Danielle is going to get a quote.  The pool committee has talked about the bushes in front of the pool house and decided to keep them.  Ms. Welsh stated she disagrees with the decision.  The grounds committee was unable to come to an agreement on a recommendation for the bushes.  Mr. DeRobertis noted the decision needs to be made before the pool house is painted.


VII.     Approval of Minutes:


MOTION:  Mr. DeRobertis moved to approve the May 25, 2017 Board meeting minutes as submitted.  Motion carried without objection.


MOTION:  Mr. DeRobertis moved to approve the June 5, 2017 Board meeting minutes as amended.  Motion carried without objection.


VIII.   Old Business:


Reserve Study Proposals:  The Board reported on the responses to their reference checks.  Mr. DeRobertis reported on the vendors’ responses to the Board’s questions.  The Board discussed the proposals.  The new irrigation system and landscape lighting need to be added to the reserve study.


Ms. Welsh left the meeting at 8:24 p.m.


MOTION:  Mr. DeRobertis moved, Ms. Ojeda seconded, to accept the Superior Reserve bid as amended.  Motion carried unanimously (5-0-0).


Draft Audit:  Discussion tabled until the next meeting.


IX.      New Business:


Committee Members:  Board discussed the formal process for appointing committee members as stated in the bylaws.  An appointment letter template needs to be created – Mr. DeRobertis will work on this.


MOTION:  Ms. Ojeda moved to nominate Rose Chidaushe to the Grounds Committee.  Motion carried without objection.


MOTION:  Ms. Whitaker moved to nominate Chesleigh Jonker to the Grounds Committee.  Motion carried without objection.


Board discussed how the ARB runs which is stated in the covenants.  Board needs to clarify who is the ARB Chairperson.  Board needs to work on updating committee procedures. 


MOTION:  Mr. Marsh moved, Ms. Ojeda seconded, to nominate Chesleigh Jonker and Stephanie Byers to the ARB.  Motion carried without objection.


Mr. DeRobertis noted the covenants specify the procedure for changing the design guidelines.  The ARB makes changes to the design guidelines which are then subject to Board confirmation.


Lafayette FCU Signature Cards:  Board discussed needed updates to the account.


MOTION:  Mr. DeRobertis moved, Ms. Ojeda seconded, to remove Stephanie Byers and add Jeff Marsh to the Lafayette Federal Credit Union account.  Motion carried unanimously (5-0-0).


X.        Executive Session:


MOTION:  Mr. DeRobertis moved to enter executive session at 8:55 p.m. to discuss collections and communication from the attorney.  Motion carried without objection.


Board agreed by consensus to close the executive session and reconvene the open session at 9:00 p.m.


XI.      Adjournment:


There being no further business to discuss, the Board meeting was adjourned at 9:00 p.m.