October, 2018 Board of Directors Meeting

MINUTES OF THE

WESTERLEY HOMEOWNERS ASSOCIATION

BOARD OF DIRECTORS MEETING

 

21030 Whitfield Place

Sterling, VA 20165

 

October 9, 2018

                                                

Board Members Present:     Anthony DeRobertis               President

                                                Jeff Marsh                               Vice President

                                                Chris Lee                                Treasurer

                                                

Board Members Absent:      Rick Khosla                            Director

Stephanie Eckman                  Secretary

            

Others Present:                     Joe Barrows                            Sentry Management

Tammi Butler                         Recording Secretary

Renee Garcia-Tolson              Recording Secretary Trainee

Les Eckman

Angela Ojeda  

                                                

I.         Call to Order:  Mr. DeRobertis called the meeting to order at 7:06 p.m.

 

II.        Resident Forum:  Topics raised by resident Angela Ojeda (see Attachment A):

 

·      Previous concerns of the Board

·      Summary of her former committee activities as follow

 

MOTION:  Mr. Lee moved, Mr. Marsh seconded, to immediately close the resident forum. Motion carried without objection.

 

III.      Approval of Agenda:

 

MOTION:  Mr. DeRobertis moved, Mr. Lee seconded, to approve the agenda as written. Motion carried without objection.

 

 

IV.       Management Update – Mr. Barrows stated that updates were included in the Board packet. He provided an update on grounds maintenance proposals requested by the Board. 

 

V.        Board Officers’ Reports:  

 

President: No report.

 

Vice President: No report.

 

Treasurer: No report.

 

VI.       Approval of Minutes:

 

Amendment to September 2018 Board meeting minutes: Mr. Marsh requested to strike a resident’s name in parking committee minutes; to be replaced by “resident.” 

 

MOTION:  Mr. DeRobertis moved, Mr. Lee seconded, to approve the September 2018 Board meeting minutes as amended. Motion carried without objection.

 

VII.     Committee Reports:

 

Parking–Mr. Marsh is handling incoming emails regarding parking situations. There have been no recent tows. 

 

Grounds– There is still no chair for the grounds committee. Mr. DeRobertis suggested Ms. Stephanie Eckman chair the grounds committee. 

 

MOTION:  Mr. DeRobertis moved, Mr. Lee seconded, to appoint Ms. Eckman to chair of the grounds committee. Motion carried without objection.

 

Mr. DeRobertis stated that the turf repair work is pending. A meeting of the grounds committee is forthcoming in order to review grounds proposals.

 

Tot Lot– No report.

 

Pool– Mr. Eckman stated that the pool committee has not met due to a lack of quorum. Mr. Lee stated he would like to join the pool committee. 

 

MOTION:  Mr. Lee moved, Mr. Marsh seconded, to appoint Mr. Lee to join the pool committee. Motion carried without objection.

 

Mr. Eckman confirmed that pool repairs and winterization are complete. Five lightbulbs inside the pool still need to be replaced. Mr. Eckman informed the Board that resident Mr. Mohammed has volunteered to complete the repairs at no labor costs. Management and the Board confirmed that this arrangement is possible. Mr. Eckman is awaiting an estimate of the total cost of parts from Mr. Mohammed.

 

MOTION:  Mr. DeRobertis moved, Mr. Marsh seconded, to authorize the pool committee to spend up to $400 in parts for pool light repairs. Motion carried without objection.

 

The Board reviewed and discussed winterization details in the pool contract.

 

MOTION:  Mr. DeRobertis moved, Mr. Marsh seconded, to approve the pool gizzmos and skimmer.  Motion carried without objection.

 

ARB– No report. 

 

VIII.   Old Business:

 

Fence Repair: The Board agreed to table this agenda item.

 

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

 

Pool Contract:  The Board discussed seeking clarification and possible adjustments to Part 7 (Closing of Pool) of the pool contract. The Board asked Management to propose the following to pool contractor: 1) strike the pool closure time of 4:00 p.m. or change the time to 6:00 p.m. and 2) return to original contract pricing. The Board expressed need for improvement in communication between pool contractor and the Board in cases of pool closure due to weather or staffing issues.

 

MOTION:  Mr. DeRobertis moved, Mr. Lee seconded, to approve the amendments to the Premier Aquatics pool contract.  Motion carried without objection.

 

2019 Draft BudgetThe Board agreed to table this agenda item.

 

IX.       New Business:

 

Grounds Proposals:

 

Management presented the Board with grounds proposals. Management is still awaiting receipt of one more proposal for the Board to review. The Board reviewed and discussed the grounds proposals and services. Mr. Barrows provided pricing for the following contracts: Blake Landscape, Diamond Turf & Scapes, Shenandoah Landscape Services, and Premier Turf and Landscaping. Mr. Lee asked questions about how the increase in prices will affect the budget, which Management and the other Board members addressed. Mr. Marsh suggested to have grounds committee review grounds proposals, possibly in a joint meeting with Board members. The Board will request the grounds committee to make final recommendations by October 31stsince the current contract ends in January 2019. No motions made. The Board agreed to table this agenda item.

 

X.        Executive Session:

 

MOTION:  Mr. DeRobertis moved, Mr. Lee seconded, to enter executive session at 8:23 p.m. to discuss legal matters and collections. Motion carried without objection.

 

The Board agreed by consensus to close the executive session and reconvene the open session at 8:44 p.m.

 

Action Items from Executive Session

Regarding account #W00137, Management will contact attorney’s office for recommendation on foreclosure analysis. Management will send certified letters to accounts #W00140 and #W0086.  

 

XI.       Adjournment:

 

The Board meeting was adjourned at 8:44 p.m.