January, 2018 Board of Directors Meeting





21030 Whitfield Place

Sterling, VA 20165


January 29, 2018


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

Alison Ware                            Recording Secretary


I.         Call to Order:  Mr. DeRobertis called the meeting to order at 7:04 p.m.


II.        Resident Forum: No residents attended the meeting.


III.      Approval of Agenda:


Mr. DeRobertis added the following items under New Business:

·      Reserve study

·      Storm retention pond mowing height

·      Potential forming of a Westerley welcoming committee 


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



IV.      Management Update:


-      Sent signed Management contract to Corporate

-      Contacted Brothers Paving for additional sidewalk proposal; waiting for response

-      Contacted Bio Green for sprinkler proposal. They acknowledged the request and said they are working on the proposal.

-      Sent agreed upon counter offer discussion to Legal Counsel


V.        Board Officers’ Reports:  


President: Mr. DeRobertisasked whether it would be feasible to renovate the poolhouse to turn it into a better meeting space. He suggested possibly adding insulation and heating so that it could be used year-round. The Board and committees could also use it for meetings, which would be more convenient than booking a meeting room at the Cascades Library. The Board discussed potentially researching contractors to obtain quotes for this work. Mr. Barrows mentioned the possibility of adding a shed near the poolhouse for storage purposes, which would free additional space in the poolhouse. 


Vice President: No report.


Treasurer’s Report: Ms. Ojeda reviewed the budget summary for 2017. Westerley went over its estimated amounts for legal fees and water; however, overall the community only went over budget by $1,200. Part of that includes the legal collections and legal expenses which were in total of $10,661.26 over budget. Ms. Ojeda identified a water bill that may have been charged to Westerley in error ($1,129 for August 17-October 17, 2017 water charges from Fairfax Water). The bill was paid on October 20, 2017. Mr. Barrows will look into this. In addition, Ms. Ojeda will send a count of the number of errors she identified in the 2017 budget summary to Mr. Barrows.


The Board also discussed the high cost of printing for 2017 ($5,900). The Board asked whether it would be possible to obtain a monthly break-down of this cost. Management will look into getting itemized versions of the bills, as well as a per page cost for printing.


Secretary: No report.


VI.      Approval of Minutes:


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


VII.     Committee Reports:


Grounds– Mr. DeRobertisshared on behalf of the grounds committee that the tree removal work will be completed in sections. The first area to be addressed is near the poolhouse. The project will entail the removal of dead or dying trees, as well as trees that need to be transplanted due to overcrowding, etc.


Parking– Mr. Marsh conducted a parking study from December 18, 2017-January 1, 2018. He personally monitored each common parking space and collected the following data:

·     Westerley townhome streets have 165 total common parking spaces on both sides of Augusta Drive. On Monday, December 18, around noon, 80 (49%) of the common parking spaces were empty.

·     On Thursday, December 21, around noon, 84 (51%) of the parking spaces were empty and 20 of the original vehicles had not moved.

·     On Wednesday, December 27, around noon, 75 (46%) of the parking spaces were empty and 10 of the original vehicles had still not moved.

·     On Friday, December 29, around noon, 72 (44%) of the parking spaces were empty and seven of the original vehicles had still not moved. Since this marked the eleventh day, warning notices were given to the first-time offenders for “possible storage” of vehicles in common parking spaces.

·     On Monday, January 1, two of the original vehicles were towed by the towing company, Road Runner Towing, for being stored for longer than 14 days. This is in violation of the community parking policy adopted in November 2015, which can be found online at Westerley.org.


Mr. Marsh came to the following conclusions based on the data above:

·     During the workday, almost 50% of the common parking spaces are available.

·     145 (88%) of the parking spaces were occupied by vehicles that moved within three days.

·     Only 10 (6%) of the parking spaces were occupied by vehicles that did not move within one week.


Residents have more difficulty finding common parking spaces in the evenings and on weekends. The parking committee asks residents to make a concerted effort to use their garages and driveways as their primary parking spaces in order to alleviate some of this difficulty. The parking committee also asks that residents who will not be using their cars for longer than 3-5 days park them in their garages or driveways rather than occupying common parking spaces. 


The parking committee will continue to monitor Westerley’s parking situation over the coming year and will conduct another parking study in the spring.


Tot Lot– No report.


Pool– Ms. Ojeda reported that she sent several electronic quotes for the pool furniture. She also researched a company that refurbishes furniture and obtained an estimate to see what it would cost to strip and repaint the current pool furniture. Ms. Ojeda also obtained quotes for drywall replacement. She has a few questions for legal that she will pass along to Management. 


Mr. Marsh questioned the high cost of shipping that appears in some of the quotes for the purchase of new pool furniture. Ms. Ojeda suggested refurbishing the current pool furniture rather than replacing it.


MOTION:  Mr. DeRobertismoved, Ms. Ojeda seconded, to authorize the pool committee to spend an amount up to $20,000 to include both the refurbishment of the current pool furniture and the purchase of new furniture to be paid for out of the common reserve. The motion passed unanimously (3-0-0).


MOTION:  Ms. Ojeda moved, Mr. Marsh seconded, to remove Trushant Mehta from the pool committee. The motion passed unanimously (3-0-0).


Mr. DeRobertisadvised the pool committee that they will need to schedule a community meeting regarding the pool furniture because the project involves spending a large amount of funds. Input from residents is desired. Mr. Marsh and Ms. Ojeda will schedule this meeting.


Mr. DeRobertisasked about quotes for poolhouse maintenance involving paint touch-ups, power washing, and roof repairs. The pool committee was authorized in September 2017 to spend up to $2,000 on this work.


VIII.   Old Business:


Sidewalk Proposals: Mr. DeRobertisprepared a report comparing the costs of the three sidewalk repair proposals from Dominion, Finley, and Pro-Pave. The Board discussed the costs of the three contracts and which contractor to engage. Some of the repairs that need to be completed are more urgent than others, which was reflected in Mr. DeRobertis’ analysis of the contracts.


Ms. Ojeda suggested contacting Finley to ask about including information regarding the replacement of the sidewalk handicap ramps, as they are the only contractor out of the three who did not include these particular repairs in their contract. The Board will make a decision on this project in March after they obtain more details from Finley.


Pump Room Repairs: This agenda item was discussed during the President’s Report and the pool committee report.


Sprinkler System: The Board discussed the proposal from Bio Green and commented that the quoted amount ($1,750) seems expensive for the work being proposed. The Board questioned whether it is necessary for the company to bore underneath a sidewalk. Mr. DeRobertiswondered whether the company could move the existing pipe and route it to the other water meter, thereby reducing the amount of work. Ms. Ojeda suggested that Management contact Loudoun Water to determine where the water meters are located. The Board also commented that this project does not need to be completed until irrigation begins again in the spring.


IX.      New Business:


Storm Retention Pond Mowing Height: The Board decided to save this agenda item for a future meeting when members of the grounds committee can attend. This item will be placed on the agenda for the next meeting under Old Business.


Welcoming Committee: The Board agreed to table this item for now.


Reserve Study: Mr. Barrows sent the reserve study to the Board in November for their review. This item will be placed on the agenda for the next meeting under Old Business. Management will bring a copy of the study to the meeting.


X.        Executive Session:


MOTION:  Mr. Marsh moved to enter executive session at 8:31 p.m. to discuss legal matters, delinquencies, and covenants-related items. Motion carried without objection.


The Board agreed by consensus to close the executive session and reconvene the open session at 8:55 p.m.


MOTION:  Mr. DeRobertis moved to send final notices to accounts W00127, PW0012, W00237, and W00086.Motion carried without objection.


MOTION:  Mr. DeRobertis moved to send a counter offer to the attorney for account W0004A. Motion carried without objection.


MOTION:  Mr. DeRobertis moved to cancel the February 12, 2018 Board meeting and continue with the next scheduled meeting on March 12, 2018. Motion carried without objection.


XI.      Adjournment:


There being no further business to discuss, the Board meeting was adjourned at 8:58 p.m.