October, 2017 Board of Directors Meeting




21030 Whitfield Place

Sterling, VA 20165

October 2, 2017


Board Members Present:     Anthony DeRobertis               President

                                            Jeff Marsh                             Vice President

                                            Angela Ojeda                         Treasurer

                                            Kelly Whitaker                        Secretary


Board Members Absent:     Champion Chigwedu              Director


Others Present:                   Joe Barrows                            Sentry Management

                                            Chesleigh Jonker                    Grounds Committee

                                            Rose Chidaushe                      Grounds Committee

                                            Karen Case                              Recording Secretary


I.         Call to Order:  Mr. DeRobertis called the meeting to order at 7:07 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 submitted.  Motion carried without objection.


rIV.      Management Update:

·      Turned accounts W00081, W0004A and PW0005 over to collections.

·      Informed grounds committee of Board approval to spend up to $100 for map printing.

·      Informed grounds committee of Board approval to spend up to $2,300 for landscaping in front of pool house.

·      Asked Premier to assess if any items required repair at the pool.  Pete Maekla responded that he did not believe any items were in need at this time.  Ms. Ojeda requested additional follow up on the pool cover as it appears the bolts are not holding the straps properly.  Ms. Ojeda also reported two light bulbs are burned out in the decorative light poles in the front of the pool house.  She offered to replace them. 

MOTION:  Mr. DeRobertis moved to approve Ms. Ojeda to spend up to $100 for replacement light bulbs.  Motion carried without objection.

·      Scanned signed Conflict of Interest forms into the files.

·      Obtained revised Management Proposals to include a 3rd comprehensive inspection.

·      Scheduled work for installation of new reader board.

·      Asked Mercer Trigiani if all deed owners must sign the vote to approve Declaration amendment.  Mercer Trigiani  responded that every owner on the deed must sign off.

·      Purchased thank you cards for former Board members.

·      Conducted sidewalk assessment with Mr. DeRobertis and Mr. Marsh.  In progress of getting bids.


V.        Board Officers’ Reports: 

President:  Mr. DeRobertis reported he did sidewalk inspection with Mr. Marsh and Mr. Barrows.  Final draft of committee appointment letter is not yet complete.


Vice President:  Mr. Marsh requested clarification on costs for reader board.

Treasurer’s Report:  Ms. Ojeda and Mr. DeRobertis signed the New York Life account access forms and had them notarized.  Ms. Ojeda will meet with Chauvon McFadden within the week to submit the forms and get more information on the process.  Ms. Ojeda reviewed the general ledger for 2017.  She will reach out to Ms. Vangjeli for clarification on the following items: there is an Advantage invoice for cleaning up branches, however branch clearing is included in their contract; there are three Advantage charges for the same amount and only one invoice.  Ms. Ojeda asked about getting a cheaper price for “no parking” signs during tree elevations in the future.

Mr. DeRobertis reported he spoke to Loudoun County about its recently completed study on pedestrian accessibility along Route 7.  Mr. DeRobertis emailed a copy of the study to each Board member for their reference.  The County will not be taking action on this for a couple of years.  However, the County wanted to make the Association aware of the following:  The Board of Supervisors has asked about doing a trail to connect Route 7, where there are no sidewalks.  If the County decides to construct a trail in the future, it would have to negotiate an easement with the Association.


Secretary:  No report.


VI.      Approval of Minutes:

MOTION:  Mr. DeRobertis moved to approve the September 11, 2017 Board meeting minutes as amended.  Motion carried without objection.


VII.     Committee Reports:

Grounds Committee (GC) – The following items were reported and discussed:

·      Advantage’s work overall is showing significant improvements in consistency of grass care and trash cleanup.  Non-regular work has also improved. 

·      State did work on Southern Oaks dry pond.  They haven’t put in a proper channel at the base of the pond.  Their work removed multiple split rails that should be replaced.

·      GC request to install two trash cans along Route 7 trail.  Advantage will addend their contract to include emptying the new trash cans at no additional charge.

MOTION:  Mr. DeRobertis moved, Mr. Marsh seconded, to approve up to $1,000 for the installation of two (2) trash cans.  Motion carried unanimously (4-0-0).

·      GC request for Board to vote on and resolve a committee deadlock – whether or not to standardize grass cut level to no shorter than 6 to 8 inches as standard maintenance instruction.  Currently grass cutting levels are standard throughout the community at 3 inches, including dry ponds.  Recommendations from the State guidebook were provided.


MOTION:  Mr. DeRobertis moved to add discussion on grass height in dry ponds to the agenda under New Business.  Motion carried without objection.

·      GC Report items #3 and #4 regarding request for pre-approved annual budgets for GC will be discussed during the 2018 draft budget discussions.

·      Need for a survey to identify Association fences and need for Board to designate a body to perform or empower the GC to perform ongoing fence management and maintenance.  Discussion on whether to do a fence survey was added to the agenda under New Business.  Board agreed the GC can move forward with handling fences that are clearly within Westerly common grounds.

MOTION:  Mr. DeRobertis moved, Ms. Ojeda seconded, to consider fences which are maintained by Westerley HOA as within the scope of the grounds committee.  Motion carried unanimously (4-0-0).

·      GC request for Board to vote on Advantage proposal to clean up extra leaves from the street curb in front of the townhouses.  Expense would come out of townhouse assessments.  Discussion on this was added to the agenda under New Business.

·      GC request for Board to vote on allowing Advantage to offer basic price options for tree removals and lawn service packages to residents for their private properties.  Prices should be discounted given they are on the property doing work already.  Contract agreements would be between the resident and Advantage. 

MOTION:  Mr. DeRobertis moved, Ms. Ojeda seconded, to approve GC Report items #7 and #8 to allow Advantage to offer independent contracts/pricing to residents.  Motion carried unanimously (4-0-0).

·      GC request to approve up to $1,500 for replacement of five (5) dead or dying Knockout Rose bushes in Rose Hill Garden this fall.

MOTION:  Mr. DeRobertis moved, Mr. Marsh seconded, to approve a budget not to exceed $1,500 for the replacement of five (5) rose bushes in Rose Hill Garden.  Motion carried unanimously (4-0-0).

·      GC provided copies of the laminated community grid map.  GC request for an additional $100 to print more community maps.

MOTION:  Mr. DeRobertis moved to approve the grounds committee to spend up to an additional $100 for map printing.  Motion carried without objection.


Parking – No report.


Tot Lot – No report.


Pool – Ms. Ojeda reported the next committee meeting has been scheduled for October 5th at 6:30 p.m.  Mr. Marsh suggested scheduling the meeting for a different date when committee member Danielle can be there.  The meeting will be rescheduled pending a new date and time.


VIII.   Old Business:           

Electronic (Scanned) Records:  Ms. Ojeda reported the next step is the verification of the scanned records.  General discussion about whether to scan records older than seven (7) years and that scanned documents should use OCR technology.  Management noted records up to seven (7) years old must remain at the Sentry office to be accessible to homeowners per state law.  Board agreed Ms. Ojeda can take records prior to 2010 for verification purposes.  Mr. Barrows will bring 2-3 boxes of records for Ms. Ojeda.


NY Life Corporate Resolution:  Discussed earlier in the meeting.


Policy on Conflict of Interest:  Mr. Barrows provided copies to Ms. Ojeda and Ms. Whitaker to review, sign and return next month.


Proposal for Sentry Community Management Services:  Board discussed the proposals and options for frequency of covenants inspections. 

MOTION:  Mr. DeRobertis moved, Ms. Ojeda seconded, to request a bid for a Sentry Management contract for five (5) years with two (2) inspections and request a 90-day out clause be in the contract.  Motion carried unanimously (4-0-0).


IX.      New Business:


2018 Draft Budget:  Board did a line by line review of Ms. Ojeda’s draft budget and Management’s draft budget and discussed revisions.  Revised draft will be reviewed and finalized at the next Board meeting.

Ms. Chidaushe left the meeting at 8:33 p.m.


X.        Adjournment: 


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