September, 2018 Board of Directors Meeting

MINUTES OF THE

WESTERLEY HOMEOWNERS ASSOCIATION

BOARD OF DIRECTORS MEETING

 

21030 Whitfield Place

Sterling, VA 20165

 

September 11, 2018

                                                

Board Members Present:     Anthony DeRobertis               President

                                                Jeff Marsh                               Vice President

                                                Stephanie Eckman                  Secretary         

                                                Chris Lee                                Treasurer

                                                

Board Members Absent:      Rick Khosla                            Director

            

Others Present:                     Joe Barrows                            Sentry Management

Alison Ware                            Recording Secretary

Officer Holben                        Loudoun County Sheriff

Arvind Sudan

Les Eckman

Angela Ojeda  

                                                

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

 

II.        Resident Forum:  Topics brought up by homeowners included:

·      Covenants reminders

·      Parking concerns

 

III.      Approval of Agenda:

 

Mr. DeRobertis requested that committee membership be moved to the top of the agenda. He also asked that storm pond easements and pool repairs be added as agenda items under new business.

 

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

 

Committee Membership: Mr. Lee brought up concerns about a committee member, summarized in a written statement (found in Attachment A to these minutes). 

 

MOTION:  Mr. Lee moved, Ms. Eckman seconded, to immediately end Ms. Angela Ojeda’s appointment to any and all committees. The motion passed (3-1-0) with Mr. Marsh objecting.

 

MOTION:  Mr. Lee moved, Mr. Marsh seconded, to appoint Mr. Les Eckman as chair of the pool committee. The motion passed (3-0-1) with Ms. Eckman abstaining.

 

Mr. Eckman accepted the appointment. Ms. Ojeda reminded the Board about one pending action item regarding the pool furniture.

 

 

IV.       Management Update – Mr. Barrows stated that updates were included in the Board packet. He provided an update on the extra light fixture requested by the Board.

 

V.        Board Officers’ Reports:  

 

President: No report.

 

Vice President: No report.

 

Treasurer: No report.

 

VI.       Approval of Minutes:

 

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

 

VII.     Committee Reports:

 

Parking–Mr. Marsh conducted a parking study from August 6-20, 2018. He personally monitored each common parking space and collected the following data:

 

·     Westerley townhome streets have 167 total common parking spaces on both sides of Augusta Drive. On Monday, August 6, around 12:30 p.m., 79 (47%) of the parking spaces were empty.

·     On Thursday, August 9, around 1:30 p.m., 83 (50%) of the parking spaces were empty and 22 (25%) of the original vehicles had not moved.

·     On Monday, August 13, around 1:00 p.m., 79 (47%) of the parking spaces were empty and 8 (9%) of the original vehicles had still not moved.

·     On Friday, August 17, around 12:30 p.m., 84 (50%) of the parking spaces were empty and 6 (7%) of the original vehicles had still not moved.  Since this marked the 11th day, warning notices were given to the first-time offenders for “possible storage” of vehicles in common parking spaces.

·     On Monday, August 20, around 4:30pm, two of the original vehicles were towed by Road Runner Towing for being stored for longer than 14 days.

  

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

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

·      145 (87%) of the parking spaces were occupied by vehicles that moved within three days.

·     8 (5%) of the parking spaces were occupied by vehicles that did not move within one week.

 

Additionally, Mr. Marsh inferred from the data above that vehicles are not being improperly stored in Westerley. The Board commented that a cease and desist was sent to the resident by a lawyer representing Westerley. The resident has continuously emailed the Board members complaints about parking. Officer Holben stated that the resident’s complaints about the Westerley Board are not valid. Officer Holben verified that the Westerley Board has followed procedures legally and has not engaged in any illegal or improper behavior. Officer Holben and the Board discussed various parking issues impacting the roads around Westerley. Management shared that three additional pool parking signs were added near the pool.

 

Grounds– Mr. DeRobertis stated that the grounds committee does not currently have a chair.

 

MOTION:  Mr. DeRobertis moved, Ms. Eckman seconded, to approve up to $5,000 for tree removal, tree pruning, and turf enhancement in the common area near the pool house and to provide tree removal notifications per the latest draft of the tree removal policy per its requirements. The motion passed unanimously (4-0-0).

 

Management asked the Board whether they would like to seek bids for the grounds contract. Mr. DeRobertis will prepare the final draft of the RFP.

 

Tot Lot– No report.

 

Pool– Ms. Ojeda reminded the Board that the umbrellas should be boxed up in the next two weeks.

 

ARB– No report.

 

VIII.   Old Business:

 

Fence Repair: Mr. DeRobertis asked Management to send this to the attorney for review.

 

Tree Removal Process: The Board agreed to table this agenda item.

 

IX.       New Business:

 

CAU Insurance Renewal:  The Board discussed the details of the insurance policy. Mr. Lee asked questions about worker’s compensation insurance, which Management and the other Board members addressed. The Board agreed to approve the policy and elected volunteer coverage as part of it.

 

MOTION:  Mr. DeRobertis moved to approve the insurance policy as discussed. Motion carried without objection.

 

Committee Folders:  Ms. Eckman stated that she will distribute organized folders to committee members to help make their responsibilities easier to carry out.

 

Guidance for Chairperson of Each Committee:  The Board discussed how to streamline each committee’s communication to Management.

 

Bio Green Sprinkler Head Proposal:  The Board discussed Bio Green’s proposal to add five new sprinkler heads from the front of the pool house towards the pool parking lot. Adding these would help the pool house incur less damage from water that is being sprayed on the plantings/landscaping in that area. The Board requested that Management ask the vendor to install the new valves prior to the winter. The Board also discussed a potential leak in one of the existing sprinkler valves.

 

MOTION:  Mr. DeRobertis moved to approve the Bio Green sprinkler heads proposal. Motion carried without objection.

 

Pool Contract:  The Board discussed the details of the proposed pool contracts. The Board discussed the quality of the services that have been provided by the current pool contractor, Premier Pool Management. The Board also discussed when the contractor is responsible for refunding the association if the pool is closed due to mechanical issues, etc. Additionally, the Board and Management discussed pool staffing and pool hours. The Board requested that Management follow up with Premier to ask for several amendments to the contract, including a termination clause. The Board also asked Management to request Premier change their contract language to state that the association will be refunded when the pool is closed for four consecutive days (rather than ten consecutive days). Finally, the Board asked for the contract to be amended to a fixed total cost of $40,000 per year for three years. The Board will await Premier’s decision on their counteroffer contract. 

 

Snow Contract:  The Board discussed the details of the proposed snow contract.

 

MOTION:  Mr. DeRobertis moved, Mr. Marsh seconded, to approve the snow contract. Motion carried without objection.

 

Notable Minutes Contract:  The Board discussed the proposed contract for recording secretary services at each Board meeting.

 

MOTION:  Mr. DeRobertis moved, Ms. Eckman seconded, to approve the Notable Minutes contract. Motion carried without objection.

 

Auditor Engagement:  Management asked the Board whether they want an audit and taxes to both be addressed as part of this year’s audit. The Board agreed to have both. 

 

2019 Draft Budget: Mr. DeRobertis commented that the costs of the 2019 grounds and pool contracts are not yet available. The Board agreed to discuss the draft budget further at a later time.

 

Storm Pond Easements:

 

MOTION:  Mr. DeRobertis moved to approve the storm pond easement agreement. Motion carried without objection.

 

Pool Repairs:The Board agreed to table this item for now. 

 

Pool Winterization:The Board discussed winterization of the pool.

 

MOTION:  Mr. DeRobertis moved to authorize the pool committee to spend up to $1,000 on winterization of the pool. Motion carried without objection.

 

X.        Executive Session:

 

MOTION:  Mr. DeRobertis moved to enter executive session at 8:54 p.m. to discuss a potential legal dispute and collections. Motion carried without objection.

 

The Board agreed by consensus to close the executive session and reconvene the open session at 9:00 p.m.

 

XI.       Adjournment:

 

The Board meeting was adjourned at 9:00 p.m.