November, 2017 Board of Directors Meeting




21030 Whitfield Place

Sterling, VA 20165

November 13, 2017


Board Members Present:     Anthony DeRobertis               President

                                             Jeff Marsh                            Vice President

                                             Angela Ojeda                        Treasurer


Board Members Absent:     Kelly Whitaker                        Secretary

                                           Champion Chigwedu               Director


Others Present:                   Joe Barrows                            Sentry Management

                                           Karen Case                              Recording Secretary

                                           Anne Welsh                             Grounds Committee

                                           Michael Horrigan                      Resident

                                           Stephanie & Les Eckman           Residents


I.         Call to Order:  Mr. DeRobertis called the meeting to order at 7:09 p.m.


II.        Resident Forum: 

Resident thanked the Board for tree removal.


III.      Approval of Agenda: 

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


IV.      Approval of Minutes:

MOTION:  Mr. DeRobertis moved to approve the October 2, 2017 Board meeting minutes as amended.  Motion carried without objection.


rV.        Management Update:

·      Premier repaired the bolts on the decking to hold the pool cover.

·      Management has received two snow removal proposals and they are in the Board packet.  Kauffman has not returned calls from Management and has not provided a proposal.

·      There are nineteen (19) boxes containing records older than 2010.  The boxes are in the Management office.  Management requires a Board member to go to the office and sign them out in person.

·      Obtained and sent termination language for the contract as requested by the Board.

·      Met with Reserve Specialists on site, walked the property and provided all the information from the previous reserve study.

·      Met with contractors to perform walk through and obtain sidewalk concrete bids.  Bids are in the Board packet.

·      Met with contractors to discuss pump room repair.  Bids are in the Board packet.

·      Conducted and completed the fall inspection.


VI.      Board Officers’ Reports: 

President:  No report.


Vice President:  No report.


Treasurer’s Report:  Ms. Ojeda discussed the financial ledger.   There are three separate charges in the amount of $500 from Advantage for branch removal.  Ms. Ojeda cannot locate an invoice for one of those charges.  There are some grounds expenses codes under General Maintenance that should be coded to Townhouse Reserve.

MOTION:  Mr. DeRobertis moved, Ms. Ojeda seconded, that the expense for fire lane signs in the town home area in the amount of $1,328.50 be charged to the Townhome Reserve account.  Motion carried without objection.

MOTION:  Mr. DeRobertis moved, Ms. Ojeda seconded, to reimburse the General Maintenance account from the Townhome Reserves for the cost of installing the fire lane signs in the town home areas in the amount of $628.25.  Motion carried without objection.

Ms. Ojeda reported there is a charge for $282.98 from May that needs clarification.  Ms. Ojeda will forward a copy of the bill to the Board in order for it to be researched.

Ms. Ojeda received confirmation receipt from New York Life, confirming they received the package from the Board.  The bank signature card should be up to date now.


Secretary:  No report.


VII.     Committee Reports:

Grounds Committee (GC) – Ms. Welsh reported the GC voted to reorganize.  Mr. Jonker resigned from the GC.  Ms. Chidaushe is the new Chair and Ms. Ojeda is Vice Chair.  More volunteers are needed and welcome.  The tulips were planted at the entrance last week.  Advantage is going to cover the tulips at the pool to protect them from deer.

Ms. Ojeda emailed the County regarding the Southern Oaks dry pond.  The County replaced the portion of the fence that they previously removed to do the service.  The GC had requested to get the natural channel done.  The County declined that request.  Ms. Ojeda plans to email the request for service and maintenance for the Tamarack Ridge dry pond.


Parking – No report.


Tot Lot – No report.


Pool – Ms. Ojeda reported the committee met last week and reviewed a couple of quotes on the furniture.  The committee decided to keep searching for commercial grade furniture.


VIII.   Old Business:           

Proposal for Management Service:  Board discussed the proposed contract and pricing options.  Discussion about the termination clause in the contract.

MOTION:  Mr. DeRobertis moved, Ms. Ojeda seconded, to approve the Sentry Management contract in the amount of $38,064 for the first year, with a 2% escalation and with the early termination clause added in, with the maximum early termination fee of $1,720.80 in 2019, $1,161 in 2020, $594 in 2021, and $303.90 in 2022.  Motion carried unanimously (3-0-0).


Grounds Committee Reorganization:  Discussed earlier in the meeting.

MOTION:  Mr. DeRobertis moved, Mr. Marsh seconded, to appoint Rose Chidaushe as Chair and Angela Ojeda as Vice Chair of the Grounds Committee.  Motion carried without objection.

Mr. DeRobertis reported he volunteered to join the Grounds Committee temporarily to help out at the meetings.  Residents Stephanie and Les Eckman also volunteered to help on grounds.

MOTION:  Mr. DeRobertis moved, Ms. Ojeda seconded, to appoint Anthony DeRobertis and Stephanie Eckman to the Grounds Committee.  Motion carried without objection.


Proposed Welcome Committee:  Ms. Welsh suggested a welcome committee and reported a resident has volunteered to help with this.  Committee would welcome new homeowners with a small potted plant or a baked good, for example, and general information about the community.  Management can include the monthly closing report in the Management report.  Ms. Welsh will invite the volunteer resident to a Board meeting for further discussion. 

Ms. Welsh left the meeting at 8:12 p.m.


2018 Draft Budget:  Board discussed and made amendments to the draft budget.  Board discussed a proposal for leaf removal which was recommended by the Grounds Committee.  The proposal was for Advantage to pick up leaves that townhome residents would rake from their private yards to the curb.  Concern was that many residents would not participate.

MOTION:  Mr. DeRobertis moved to try one leaf removal in 2018.  Motion failed for lack of a second.

MOTION:  Mr. DeRobertis moved, Ms. Ojeda seconded, to accept the 2018 budget as amended with single family home assessment at $84 and townhome assessment at $103.  Motion carried unanimously (3-0-0).

Management will forward a sample of the budget mailing to the Board for review.


Storm Retention Pond Mowing Height:  Discussion tabled to the next meeting.


Fences: Ms. Ojeda reported on an area of fence at Antioch Place which needs to be replaced.  This will be discussed at the next Grounds Committee meeting.


Townhome Leaf Removal:  Discussed earlier in the meeting.


County Complaints – Storm Retention Pond:  As discussed earlier in the meeting, the County replaced the section of fence that they previously removed when performing maintenance on one of the storm retention ponds.


IX.      New Business:


Snow Removal Proposals:  Board discussed the proposals in the Board packet as well as Kauffman’s contract from last year.  Mr. Barrows attempted to reach Kauffman again, leaving a voice mail requesting a snow removal bid for the 2017-2018 season.

MOTION:  Mr. DeRobertis moved, Mr. Marsh seconded, that if possible, renew Kauffman with the same contract as last year or as long as the Kauffman contract is still cheaper, otherwise to go with Advantage, attempting to negotiate down the truck with plow price, but accepting anyway if not possible.  Motion carried unanimously (3-0-0).


Extended Parking Request:  Board discussed a resident request for extended parking.  Mr. Marsh will forward Board’s response to Management via email.


X.        Adjournment: 


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