July, 2018 Board of Directors Meeting





21030 Whitfield Place

Sterling, VA 20165


July 17, 2018


Board Members Present:     Anthony DeRobertis               President

                                                Jeff Marsh                               Vice President

                                                Stephanie Eckman                  Secretary         

                                                Chris Lee                                Treasurer

                                                Rick Khosla                            Director


Board Members Absent:      None


Others Present:                     Joe Barrows                            Sentry Management

Tammi Butler                         Recording Secretary

Angela Ojeda              


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


II.        Resident Forum: There were no homeowners present at the opening of the meeting.


III.      Approval of Agenda:


Mr. DeRobertis requested to move the Election of Officers up on the agenda under Old Business. 


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



IV.       Management Update:

·     Scheduled hearing sent docket to Board

·     Sent hearing results for previous hearing

·     Filed annual taxes

·     Ordered tot lot mulch

·     Sent email regarding umbrella or furniture delivery – not receiving responses

·     Requested the foreclosure analysis.


V.        Board Officers’ Reports:  


President: No report.


Vice President: No report.


Treasurer: Ms. Ojeda asked about an update from last month’s meeting concerning the financial report. The sidewalk repairs was not allocated to the correct account. Management will ensure the correction is made for Account #2472.


VI.       Approval of Minutes:


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


VII.     Committee Reports:


Grounds– Mr. DeRobertis stated that recommendations were made for tree removals which Management has addressed.  Mr. DeRobertis stated there was a wet spot along Augusta Drive which he suspects is from a sprinkler head leaking. Mr. DeRobertis stated that the contractor will be sending a quote for installing additional sprinkler heads. Mr. DeRobertis had a concern about an additional sprinkler head and the amount of mud along the sidewalk on Augusta Drive and Sweet Birch Terrace. Ms. Ojeda reported that the valve box next to the pool gate was flooded. Management will have the vendor look into the issue.


Parking– Mr. Marsh stated there was a parking committee meeting held with no residents present. Mr. Marsh has been collecting data and has placed 10 warning stickers on vehicles. Mr. Marsh will provide more data at the next Board meeting. Mr. Marsh informed the Board that additional stickers were needed and he proposed purchasing 250 stickers with authorization to spend $150. Mr. Marsh stated that revisions were proposed for the draft parking policy. Currently, the policy allows vehicles to be stored for 14 days. The revision states that a warning sticker will be placed on the vehicle on day seven and towed on day 10. The Board discussed when the parking policy should be mailed to homeowners. The Board also discussed sending postcards to tenants informing them of the changes. Management confirmed there were 57 tenants in the community.


MOTION:  Mr. Marsh moved, Ms. Eckman seconded, for the parking committee to spend up to $150. The motion passed unanimously (5-0-0).


Tot Lot– Mr. Marsh reported that it took less than an hour to mulch the tot lot. There were 11 volunteers. Mr. Marsh thanked the following volunteers: Angela Ojeda, Tahar Sharif, Chesleigh Jankers, Paul and Michelle Thompson, Hoa Lai, Alina Marsh, and Danielle and George Dimitrov. Mr. Marsh requested purchasing four signs and two posts for the pool parking lot.


MOTION:  Mr. Marsh moved, Ms. Eckman seconded, the parking committee be allotted $1,000 for the pool signs in the parking lot.  The motion passed unanimously (5-0-0).


Pool– Ms. Ojeda stated that she was in the process of having the exterior lights in the pool house replaced. The two contractors involved are B-K Lighting and Huntington Electric. Ms. Ojeda has purchased cleaning equipment, detergent, shower curtains etc. and will forward the receipts to Management. Ms. Ojeda stated that the pool committee would like to have a pot luck. The Board discussed supplying the paper products and the location of the pot luck. Mr. Ojeda gave an update on the status of the umbrellas.  Mr. Marsh requested waiting until the end of the pool season before having them removed. Ms. Ojeda reported that the pool furniture has not been delivered.  Mr. DeRobertis stated the county completed an inspection and moved the location of the phone which is causing a tripping hazard from the phone line. Mr. DeRobertis has requested purchasing a longer phone line.


MOTION:  Mr. DeRobertis moved, Mr. Marsh seconded, to authorize the pool committee to hold a pot luck in the adjacent grassy area of the parking lot. The motion passed unanimously (5-0-0).


ARB– Ms. Ojeda asked if the Board was considering updating the ARB guidelines. Mr. Lee explained that the committee was in the process of finalizing the guidelines. The design guidelines are for providing guidance to homeowners when making changes to their homes. The Board discussed the request from a homeowner concerning solar panels. 


VIII.   Old Business:


Election of Officers:  The Board discussed the responsibilities of the Board positions.


MOTION: Mr. Marsh moved, Ms. Eckman seconded, to nominate Mr. DeRobertis as president. The motion passed unanimously (5-0-0).


MOTION: Mr. Marsh moved, Ms. Eckman seconded, to nominate Mr. Lee as treasurer.  The motion passed unanimously (5-0-0).


MOTION: Mr. Marsh moved, Mr. DeRobertis seconded, to nominate Ms. Eckman as secretary. The motion passed unanimously (5-0-0).


MOTION: Mr. Marsh moved, Ms. Eckman seconded, to nominate Mr. Marsh as vice president. The motion passed unanimously (5-0-0).


MOTION:  Mr. DeRobertis moved, Mr. Marsh seconded, to waive the election and accept the nominees. The motion passed unanimously (5-0-0). 


Reserve Study Approval:  The Board discussed the 2017 reserve study. 


MOTION:  Mr. Marsh moved, Ms. Eckman seconded, to approve the Reserve Study. The motion passed unanimously (5-0-0).


Welcoming Committee:  The Board discussed the importance for having a welcoming committee. Ms. Eckman agreed to help with the committee. The Board discussed including the following information in the welcome letter: trash/recycling, pool passes, parking, ARB, etc. Ms. Eckman will draft a copy and send to the Board members for review. Ms. Eckman volunteered to give new homeowners a personal card and baked goods. 


Covenants Amendment: The Board tabled the discussion.  Mr. DeRobertis will email a draft copy to Ms. Eckman.


Fence Repair:  Mr. DeRobertis stated that they need to determine who is liable for the fence and the specific addresses. The fences on the common ground are the association’s responsibility. The fence in question is on private ground. Mr. DeRobertis will forward the addresses to Management who will consult with Legal. 


Tree Removal Process The Board reviewed the draft copy of the Common Ground Tree Maintenance and Removal process as submitted in the Board packet. Mr. DeRobertis will finalize the draft and the Board will vote on it in August. 


Audit The Board reviewed the audit as presented in the Board packet. 


MOTION:  Mr. DeRobertis moved, Mr. Marsh seconded, to approve the draft audit and also apply the recommended adjusting journal entries. The motion passed unanimously (5-0-0).


IX.       New Business: There was no new business.


X.        Executive Session:


MOTION:  Mr. DeRobertis moved to enter executive session at 8:55 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 8:57 p.m.


XI.       Adjournment:


The Board meeting was adjourned at 8:57 p.m.