March, 2018 Board of Directors Meeting





21030 Whitfield Place

Sterling, VA 20165


March 12, 2018


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

Kelly Eckman                         Grounds Committee

Alison Ware                            Recording Secretary


I.         Call to Order:  Mr. DeRobertis called the meeting to order at 7:01 p.m.


II.        Resident Forum:


·     A homeowner requested on behalf of a neighbor that a toddler swing be installed in the tot lot. Mr. Marsh will look into this.

·     A second homeowner brought up emails about parking that have recently been sent amongst homeowners. The Board discussed whether/how to respond.


III.      Approval of Agenda:


Mr. DeRobertis added the following items under New Business:

·      Scheduling the annual meeting

·      Appointing a new pool committee member


Mr. DeRobertis added the following item under Old Business:

·      Pool rules


The Board discussed whether to add the ARB (Architectural Review Board) to the monthly committee reports.


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



IV.      Management Update:


-      Received clarification from Finley on sidewalk accessibility ramps

-      Received additional information about the location of the water meters (they are located near but not right next to each other in front of the pool house)

-      Wind storm clean-up has been addressed, including fence repairs

-      Legal Counsel has been working on the items from the January meeting


V.        Board Officers’ Reports:  


President: No report. 


Vice President: No report.


Treasurer’s Report: Ms. Ojeda asked Management to seek clarification on the 2017 Verizon charges for the pool house. Ms. Ojeda also brought up a discrepancy she noticed for insurance costs. Ms. DeRobertis requested that Management obtain a break-down of these charges for 2017.


Management brought up a CD that is about to mature and asked the Board what should be done with the funds in the account.


Secretary: No report.


VI.      Approval of Minutes:


Mr. DeRobertis and Ms. Ojeda made two corrections to the January 2018 draft meeting minutes.


MOTION:  Mr. DeRobertis moved to approve the January 2018 Board meeting minutes as amended. Motion carried without objection.


Mr. DeRobertis reminded Ms. Ojeda to send the ledger errors that she noticed to Management. Mr. DeRobertis asked Management for an update on the printing costs that were discussed in January. Management will send a printing report with additional detail to the Board. The Board discussed whether it is necessary to have paper copies of the Board packets for each meeting. The Board agreed that electronic copies will suffice.


Mr. DeRobertis also reminded Ms. Ojeda to send the legal questions about the pool to Management. Ms. Ojeda shared a summary of her discussion with the insurance agent. The Board discussed the pros and cons of having workers’ compensation insurance. The Board decided to seek advice from Legal Counsel about this.


VII.     Committee Reports:


Grounds– No report.


Management stated that a homeowner at 46837 North Brook Way reported a concern about a dead tree. Ms. Eckman will look into this.


Parking– Mr. Marsh stated that the parking committee continues to respond to emails sent to This email address is being protected from spambots. You need JavaScript enabled to view it.


Mr. Marsh brought up the residents who have been using cones to reserve parking spaces, a practice that is not allowed. Management has sent notice to the homeowners of the property.


Tot Lot– Mr. Marsh stated that the tot lot should be mulched soon. He requested Management obtain a quote from Advantage that includes a labor and materials cost break-down. A homeowner present asked about the possibility of using rubber mulch in the tot lot. The Board shared that they looked into this previously, but it was too costly. 


Pool– No report.


VIII.   Old Business:


Sidewalk Proposals: The Board discussed the three sidewalk proposals. Management clarified the Board’s question from January about Finley’s contract not including the handicap ramps. 


MOTION:  Mr. Marsh moved, Mr. DeRobertis seconded, to select Finley for the sidewalk work in the amount of $12,761 to be paid for out of the townhome reserve account. The motion passed unanimously (4-0-0).


Sprinkler System: The Board discussed changing the water source of the sprinkler system, as the irrigation system may be connected to the wrong water meter. The sprinkler is currently on the water plus sewer line. The Board wants to determine the exact location of the water meters and find out whether the irrigation system is connected to the wrong meter. Management will contact Loudoun Water again to seek clarification on the summer water bills. Management will also meet with Bio Green on site to determine where the water meters are located.


Storm Water Retention Pond Mowing Height:  The Board discussed what height the storm retention pond should be mowed to. 


MOTION:  Ms. Ojeda moved, Ms. Whitaker seconded, to mow the storm retention pond grass at five inches. The motion failed with Mr. DeRobertis and Mr. Marsh opposing (2-2-0).


MOTION:  Mr. DeRobertis moved, Mr. Marsh seconded, to mow the storm retention pond grass at six inches. The motion passed with Ms. Ojeda opposing 


Reserve Study Approval:  The Board confirmed it will discuss and approve the reserve study at next month’s meeting.


Welcoming Committee: The Board decided to table this item until the next meeting.

Pool Rules:


MOTION:  Mr. DeRobertis moved, Ms. Ojeda seconded, that the pool rules be sent to Legal for review. The motion passed unanimously (4-0-0).


IX.      New Business:


Covered Recycle Bins:  The Board discussed whether the community should have covered recycle bins. The Board decided to table this item until next month’s meeting.


Annual Meeting: The annual meeting is scheduled for Monday, May 14th. Management and the Board discussed whether to hold the meeting at Cascades Library, Dominion High School, or the Westerley pool house.


MOTION:  Ms. Ojeda moved, Mr. Marsh seconded, to hold the annual meeting at Dominion High School. The motion passed unanimously (4-0-0).


Appointing a Pool Committee Member: Ms. Ojeda nominated Mohammad Ahmed to serve on the pool committee. 


MOTION:  Ms. Ojeda moved, to add Mohammad Ahmed to the pool committee. No second; the motion failed.


The Board discussed scheduling of the pool committee meetings. Ms. Eckman offered to serve on the pool committee.


MOTION:  Ms. Ojeda moved, Ms. Whitaker seconded, to add three new members to the pool committee (Mohammad Ahmed, Stephanie Eckman, and Les Eckman). The motion passed unanimously (4-0-0).


XI.      Adjournment:


The Board meeting was adjourned at 8:56 p.m.