September, 2017 Board of Directors Meeting

MINUTES OF THE

WESTERLEY HOMEOWNERS ASSOCIATION

BOARD OF DIRECTORS MEETING 

21030 Whitfield Place

Sterling, VA 20165

September 11, 2017

                                               

Board Members Present:     Anthony DeRobertis               President

                                            Jeff Marsh                             Vice President

                                            Champion Chigwedu              Director

 

Board Members Absent:     Angela Ojeda                          Treasurer

                                           Kelly Whitaker                        Secretary

                       

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:

There were no residents present and no discussion.

 

III.      Approval of Agenda: 

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

 

rIV.      Management Update:

-       Insurance company confirmed that committee members are covered under the current directors and officers (D&O) liability policy.

-       Sidewalk inspection is scheduled for September 19th weather permitting.

-       Sample ARB charter was emailed to Mr. Jonker, grounds committee Chair.

-       Previous electronic communication policy was emailed to the Board.

-       Met with NV Roofing to conduct inspection of the pool house roof.  Minor repairs are needed.  Proposal will be forwarded to the pool committee.

-       “No Parking” signs were printed and placed in spots along Southern Oaks.

-       Draft budget was emailed to the Board.

 

V.        Board Officers’ Reports:  

President:  Mr. DeRobertis reported the sidewalk inspection has been scheduled with two rain dates.

 

Vice President:  No report.

Treasurer’s Report:  Mr. Marsh read a report from Ms. Ojeda: Sentry needs to update the adjusted general entry in the financial reports as noted in the draft audit.  Ms. Ojeda received the general ledger from Entela.  She also received a draft of Sentry’s proposed 2017 budget.  She forwarded the paperwork to update the NY Life Securities account.

 

Secretary:  No report.

 

VI.      Approval of Minutes:

MOTION:  Mr. DeRobertis moved to approve the August 14, 2017 Board meeting minutes as submitted.  Motion carried without objection.

 

VII.     Committee Reports:

Grounds – Mr. DeRobertis summarized the grounds committee written report:  The committee has completed locator (grid) maps of the community and is requesting to spend up to $100 to produce 17x11 laminated copies. 

MOTION:  Mr. DeRobertis moved, Mr. Chigwedu seconded, to approve the grounds committee to spend up to $100 on printing.  Motion carried unanimously.

The committee is requesting to spend up to $2,300 on pool front landscape renovation, pending a finalized bid from Advantage.

MOTION:  Mr. DeRobertis moved, Mr. Marsh seconded, to approve the grounds committee to spend up to $2,300 on pool house front landscape renovation.  Motion carried unanimously.

Next grounds committee meeting is September 12th at 6:00 p.m.  Currently meeting every two weeks.

 

Parking – Mr. Marsh noted there has been resident complaints about commercial vehicle parking violations.  This led to general Board discussion about this issue.

 

Tot Lot – Mr. Marsh noted tot lot trash cans have not been cleaned yet.

 

Pool – Mr. Marsh read a report from Ms. Ojeda: The committee approved the roof inspection, just waiting on a quote.  The committee requests up to $2,000 to complete the pool house roof work. 

MOTION:  Mr. Marsh moved, Mr.  DeRobertis seconded, to approve the pool committee to spend up to $2,000 on pool house roof work.  Motion carried unanimously.

The committee is still working on getting quotes for replacing the pool furniture.  Management needs to get a recommendation from Premier regarding the pool cover/hooks because the cover is starting to slip.

 

VIII.   Old Business:

Draft Audit:  Tabled.

MOTION:  Mr. DeRobertis moved to table discussion of draft audit until Treasurer is present.  Motion carried without objection.

 

Electronic (Scanned) Records:  Tabled. 

MOTION:  Mr. DeRobertis moved to table discussion of scanned records until Ms. Ojeda is present.  Motion carried without objection.

 

Committee Appointment Letters:  Mr. DeRobertis read the draft letter aloud.  He has not received any feedback from the Board as of yet.  He will make some updates and send a final draft to the Board.

 

Website Postal Address Verification:  

MOTION:  Mr. DeRobertis moved to adopt the policy of doing postal address verification on the website.  Motion failed (0-3-0) with Mr. DeRobertis, Mr. Marsh and Mr. Chigwedu opposed.

 

NY Life Corporate Resolution: 

MOTION:  Mr. DeRobertis moved, Mr. Chigwedu seconded, to adopt the following corporate resolution:  Kevin and Ed Barrow are removed as Account Administrators of the brokerage account held at NYLIFE Securities LLC with Account ID number N23-738247 as they are no longer working for Westerley Homeowners Association as of December 2010.  Anthony DeRobertis and Angela Ojeda are hereby appointed as Account Administrators of the above mentioned Brokerage Account.  Motion carried unanimously.

 

Policy on Conflict of Interest:  Management provided copies of the disclosure form for Board members to complete and sign.  The form is supposed to be completed annually.

 

Discussion on Replacement of Tree:  Management reported that a resident requested replacement of a common area tree that was removed, to be replaced at 46895 Westland Court.  Resident is asking for permission to replace the tree.  The Board deferred the request to the grounds committee.

 

Management Proposal:  Management discussed the new process for providing a proposal for their own services.  Board requested proposals for three and five year contracts with a third inspection included.

 

Sign Proposals:  Board reviewed and discussed the proposals.  A sixth track as well as new letter sets in black/red are needed. 

MOTION:  Mr. DeRobertis moved, Mr. Marsh seconded, to approve spending up to $2,500 with Signarama to refurbish the sign.  Motion carried unanimously.

 

Former Board Member Recognition:  Board discussed ideas including a formal thank you letter or certificate.  Management will get thank you cards.  Mr. Chigwedu will look into possibility of printing on a small souvenir item.

 

IX.      New Business:

 

CAU Insurance Renewal:  Board reviewed and discussed the policy renewal options.

MOTION:  Mr. Marsh moved, Mr.  DeRobertis seconded, to add the option for volunteer accident insurance to the policy at $300 per year and “no” to the other options.  Motion carried unanimously.

MOTION:  Mr. DeRobertis moved, Mr. Marsh seconded, to approve the CAU insurance renewal with the options we just voted on.  Motion carried unanimously.

 

Home Business – Moving Trucks:  Board discussed a resident complaint about a moving business being operated out of a home on Tamarack Ridge Square.  The complaint states that the business’s moving vans are constantly rumbling in and out of the neighborhood from 7:00 a.m. – 9:00 p.m. seven days per week, temporarily blocking the street/fire lanes.  Resident has already contacted County zoning, but is requesting Board to take action.  Board defers this issue to County zoning and suggested resident could reach out to the County Board of Supervisors.

 

Moving Bank Accounts to Sentry:  Board discussed whether to move the Association’s accounts.

MOTION:  Mr. Marsh moved, Mr.  DeRobertis seconded, to keep our funds where they are.  Motion carried unanimously.

 

Covenants Amendment Cover Letter:  Board agreed on action item for Management to send follow up questions to the attorney.

 

County Easement to Maintain Storm Drains:  Board discussion in favor of having the County maintain the storm drains.

MOTION:  Mr. DeRobertis moved to authorize the relevant officer or management agent to ask the County about getting this process started.  Motion carried without objection.

 

X.        Executive Session:

MOTION:  Mr. DeRobertis moved, Mr. Chigwedu seconded, to enter executive session at 8:35 p.m. to discuss legal issues and collections.  Motion carried unanimously.

MOTION:  Mr. DeRobertis moved to close the executive session and reconvene the open session at 8:53 p.m.  Motion carried without objection.

 

XI.      Decision Made After Executive Session:

MOTION:  Mr. DeRobertis moved to move the following accounts to collections: W00081, W0004A and PW005 as discussed in executive session.  Motion carried without objection.

 

XII.     Adjournment:

 

There being no further business to discuss, the Board meeting was adjourned at 8:54 p.m.