August, 2017 Board of Directors Meeting


                                                                    WESTERLEY HOMEOWNERS ASSOCIATION                            


21030 Whitfield Place

Sterling, VA 20165

August 14, 2017


Board Members Present:     Anthony DeRobertis               President

                                            Jeff Marsh                               Vice President

                                            Angela Ojeda                          Treasurer (arrived at 7:07)

                                             Kelly Whitaker                        Secretary

                                              Champion Chigwedu              Director                                                  

Board Members Absent:     None


Others Present:                     Anne Welsh                            Grounds Committee

                                              Chesleigh Jonker                    Grounds Committee

                                              Rose Chidaushe                      Grounds Committee

                                              Joe Barrows                            Sentry Management

                                               Donald Burrill                         Advantage Landscaping

                                             Karen Case                              Recording Secretary 

                                              Chuck Grube                           Resident                     


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 resident forum:

·      Question and discussion about covenants inspections and enforcement.

·      Residents not maintaining trees or lawns, dilapidated fences.


Ms. Ojeda  arrived at 7:07 p.m.


·      Several volunteers have served the community for many years and they deserve official acknowledgment from the Board thanking them for their service.


III.      Approval of Agenda: 

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


IV.      Management Update:

-       Met with Ms. Welsh and Mr. DeRobertis to look at tree issues that residents brought up as concerns.

-       At Mr. Marsh’s request, obtained bids for sign replacement by the pool.

-       Followed up with legal counsel regarding Association matters.


V.        Board Officers’ Reports: 

President:  Mr. DeRobertis reported a resident contacted the County Supervisor about the parking in the community.  Supervisor responded and acknowledged the concern.  Mr. DeRobertis asked Management to verify whether the Association insurance policy covers committee members.  He would like to include the extent of that coverage in the committee member welcome letters.  Following up a topic at the last meeting, the email subscriber count has to be pulled manually.  Chris will provide the subscriber count periodically and Mr. DeRobertis will report it to the Board.  Subscriber count was at 201 at last check.  Mr. DeRobertis requested Board input on addressing the uneven sidewalk panels at the town homes.  Board discussed approaches to repairing the sidewalk panels and consensus was to inventory the trip hazards and get quotes.


Vice President:  No report.

Treasurer’s Report:  Ms. Ojeda reported the history of account numbering changes when Sentry Management and Horizon merged.  Instead of renaming the account at the Board’s request, a second reserve account number was created on the balance sheet in error.  To correct this, the two reserve account numbers on the balance sheet are being merged.  “2271 Reserve Pool” and “2270 Reserve Common” are being merged on the balance sheet.  The account number reflecting replacement reserves on the balance sheet will be “2270 Reserve Common” going forward.  Ms. Ojeda has reviewed the draft audit and contacted the auditor to get more information.

Secretary:  No report.


VI.      Approval of Minutes:

MOTION:  Mr. DeRobertis moved to approve the July 10, 2017 Board meeting minutes as submitted.  Motion carried without objection.


VII.     Committee Reports:

Grounds – Ms. Welsh reported the committee met on August 12th; Mr. DeRobertis was also present.   The Advantage contract was discussed in detail and the committee formulated a list of recommendations for Advantage.  Without objection, the list of recommendations was provided to Donald, new Advantage Account Manager, during the Board meeting. 

Donald went into detail about several problems he has identified and begun to rectify regarding Advantage’s work in the community.  Several concerns and recommendations were discussed, including:

·      Improving communication

·      Increasing transparency and addressing issues with the contract vs. expectations

·      Phasing in of work to get the community to a certain standard

·      Working through challenges including grass growth, over planting of trees and a combative resident

·      New property inspection service report will communicate what was done on the property and the Account Manager’s notes regarding the service

·      Committee will offer a property grid to start with until Advantage creates their grid

·      History of poor work / expectation of better service from Advantage going forward

·      Request for Advantage to clean the tot lot trash can once per quarter

Donald left the meeting.


Board discussed the committee’s recommendations for Chair and Vice Chair.

MOTION:  Mr. DeRobertis moved, Ms. Ojeda seconded, to appoint Chesleigh Jonker to Chairperson of the Grounds Committee.  Motion carried without objection.


MOTION:  Mr. DeRobertis moved to appoint Anne Welsh to Vice Chairperson of the Grounds Committee.  Motion carried without objection.


The following amendment was made to the committee’s list of recommendations:  All communication from Grounds Chairperson to Advantage should cc: Management.

MOTION:  Mr. DeRobertis moved to approve the recommendations from the Grounds Committee as amended.  Motion carried unanimously.


Due to a short timeline, Mr. Jonker stated the grounds committee is requesting the Board’s pre-approval to spend approximately $650 on the Chrysanthemums and updating two gardens. 

MOTION:  Mr. DeRobertis moved to approve the Grounds Committee to spend up to $1,000 on fall beautification.  Motion carried without objection.


Parking – Mr. Marsh will call the community police officer for input on parking issues.


Tot Lot – Cleaning of tot lot trash can already discussed under Grounds Committee.


Pool – Ms. Ojeda reported the committee has finished updating the pool rules.  The draft will be forwarded to the Board for comments and suggestions.  There was discussion about the need to hold a pool committee meeting.  There was discussion about addressing the previously reported maintenance issues at the pool house.  It was stated the pool committee needs to hold a meeting to make recommendations on maintenance issues that need to be addressed.  Ms. Ojeda indicated she would also like the committee to start working on quotes for repair/replacement of pool furniture.  She would like some information about when the current furniture was purchased.  The current furniture is original, however it has had some service done.


VIII.   Old Business:

Draft Audit:  Ms. Ojeda has requested more information from the auditor. 

MOTION:  Mr. DeRobertis moved to postpone discussion of draft audit until next month.  Motion carried without objection.


Electronic (Scanned) Records: 

MOTION:  Mr. DeRobertis moved to postpone discussion of electronic scanned records until next month.  Motion carried without objection.


IX.      New Business:


Committee Appointment Letters:  Mr. DeRobertis circulated a draft to the Board for comments or suggestions.

MOTION:  Mr. DeRobertis moved to postpone further discussion of committee appointment letters until next month.  Motion carried without objection.


Grounds Committee Responsibilities:  There is currently no charter.  The committee will provide recommendation on its scope by providing a draft charter. 

MOTION:  Mr. DeRobertis moved to refer grounds committee responsibilities to the Grounds Committee.  Motion carried without objection.


Website Postal Address Verification:  Ms. Ojeda discussed the idea of including an address verification step in the process of registering for the discussion list.  This has been discussed previously however no solution has been identified.

MOTION:  Mr. DeRobertis moved to postpone New Business items C through J until next month.  Motion carried without objection.


X.        Executive Session:

MOTION:  Mr. DeRobertis moved to enter executive session at 8:30 p.m. to discuss collections and communication with 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.