April, 2018 Board of Directors Meeting





21030 Whitfield Place

Sterling, VA 20165


April 9, 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

                                                RoseChidaushe                      Grounds Committee

Alison Ware                            Recording Secretary


I.         Call to Order:  Mr. DeRobertis called the meeting to order at 7:00 p.m.


II.        Resident Forum:  No topics were discussed.


III.      Approval of Agenda:


Mr. DeRobertis added the following items under Old Business:

·      Pool pump room drywall proposal

·      Covenants amendment – outstanding


Mr. DeRobertis added the following items under New Business:

·      Spring annuals

·      Fence behind Hollow Mountain Place

·      Tree removal procedure with follow-up


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



IV.      Management Update:


-      Sent signed liens back

-      Sent breakdown of printing to Board

-      Asked Attorney about contractors without workers comp

-      Asked Advantage for tot lot proposal

-      Sent signed Finley contract back

-      Met with Finley onsite to mark concrete

-      Met Southern Company onsite to oversee removal of pool furniture

-      Located second water meter

-      Asked Attorney for guidance on pool rules draft

-      Booked room at Dominion High School for Annual Meeting


V.        Board Officers’ Reports:  


President: No report. 


Vice President: No report.


Treasurer’s Report: No report.


Secretary: No report.


VI.      Approval of Minutes:


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


VII.     Committee Reports:


Grounds– Ms. Chidaushestated that communication is ongoing with the landscaping company regarding the schedule for planned spring work (grass cutting, weeding, etc.) The Board discussed the upcoming landscaping committee meeting this week. Ms. Ojeda reported about the trees on Cliff Haven Court.


Parking– Mr. Marsh stated that the purpose of the next parking meeting will be to review the parking rules.


Tot Lot– The Board discussed whether it would be possible to add a toddler swing to the tot lot. This potential project was researched and is not currently possible, as it would require moving trees and extending the tot lot.


Mr. Barrows discussed the mulch proposal from Advantage. The Board had asked for a cost break-down of the product and the labor. The cost of the mulch is $1,980, and the labor cost is $1,800. The Board discussed the feasibility of adding rubber mulch or a rubber mat on the tot lot in the future instead of regular mulch. Mr. Marsh requested that Management obtain an additional mulch proposal from Virginia Ground Covers (to be broken down in the same manner, with product and labor separated).


Pool– Ms. Ojeda mentioned that Southern Company came to pick up the pool furniture and discussed repairs needed in the pool equipment room. The committee’s recommendation is to accept the pump room drywall proposal from Davis Contracting.


The committee is currently working to obtain quotes for power washing and other exterior work. Ms. Ojeda brought up the proposal from Premier Aquatics for pool maintenance. The Board discussed the contract and whether the company should be draining the pool every year. Ms. Ojeda stated that the pool committee would like to send a letter to Premier Aquatics regarding some issues that occurred last year. The pool committee also recommends that an independent professional evaluate the condition of the pool and provide maintenance recommendations.


Mr. DeRobertis summarized the two action items that arose from this discussion: one, to approve some of the items in the Premier Aquatics contract; and two, for Management to research a company to complete an independent inspection of the pool.


The Board discussed the pool’s “No Diving” signs. Ms. Ojeda will double check their location. The Board discussed whether to replace the hydrostatic valves at this time, as well as re-grouting of the skimmers around the pool.


MOTION:  Ms. Ojeda moved, Mr. Marsh seconded, to accept the first two items in the Premier Aquatics contract to replace the hydrostatic valve and the skimmer, with the old parts to be returned to the association. The Board authorizes the pool committee at its discretion to spend the money on the remaining items. The motion passed unanimously (4-0-0).


Ms. Ojeda requested on behalf of the pool committee for the Board to approve funds to create flyers for advertising pool activities. The Board discussed volunteers to distribute the flyers.


MOTION:  Mr. DeRobertis moved, Ms. Ojeda seconded, to authorize the pool committee to spend up to $100 on incidentals for pool committee activities. The motion passed unanimously (4-0-0).


ARB Report– A meeting will take place soon to discuss the new sections being proposed.


VIII.   Old Business:


Sprinkler System: The Board discussed the details of the proposal from Bio Green and continued to question why it is necessary for the company to bore under the sidewalk. Because the pipe in question was originally connected to the wrong water meter, Mr. Marsh suggested that Bio Green pay for half of the proposed work. Mr. DeRobertis asked Management to request that the water meters be given two separate shut-offs as part of the work.


MOTION:  Mr. DeRobertis moved, Mr. Marsh seconded, to approve the Bio Green contract, adding on that when it’s done it has two separate underground shutoffs, one for the pool house and one for the irrigation system, for an amount up to $1,750. The motion passed unanimously (4-0-0).


Reserve Study Approval:  The Board briefly discussed reserve contributions. The Board decided to table this agenda item until next month’s meeting.


MOTION:  Mr. DeRobertismoved, Ms. Ojeda seconded, to table approval of the reserve study for now. The motion passed unanimously (4-0-0).


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


Covered Recycle Bins:  The Board discussed covered recycle bins. Mr. Marsh proposed that the Board bring up the process of purchasing covered recycle bins at the annual meeting. The Board agreed that they will make an announcement at the annual meeting that these are available.


Pool Pump Room Drywall Proposal:  The pool committee recommends accepting the proposal from Davis Contracting. Mr. DeRobertis pointed out that the work needs to be completed prior to the county inspection.


MOTION:  Mr. DeRobertis moved, Ms. Whitaker seconded,to approve the contract from Davis Contracting as presented, with the work to be completed by May 1stand the work being contingent upon Management receiving and approving the required insurance, licensing, etc. documentation. The motion passed unanimously (4-0-0).


The Board discussed the association’s process for obtaining proposals.


Covenants Amendment – Outstanding:  The Board decided to table this item for now.


IX.      New Business:


Annual Meeting: The annual meeting is scheduled for Monday, May 14th. Management will send a notice about the meeting to homeowners and will also bring food to the meeting. The Board discussed the upcoming Board election.


Spring Annuals:  The Board discussed the quote from Advantage Landscaping for spring annuals.


MOTION:  Mr. DeRobertis moved, Ms. Whitaker seconded, to approve the contract from Advantage Landscaping as presented for spring annuals. The motion passed unanimously (4-0-0).


Fence Behind Hollow Mountain Place:  The Board discussed the fence and who is responsible for maintaining it. The fence is a community divider that sits on private property. The Board agreed to research this further and will discuss it at the next meeting.


Tree Removal Procedure with Follow-Up: The Board agreed to table this item until the next meeting.


XI.      Adjournment:


The Board meeting was adjourned at 8:58 p.m.