November, 2018 Board of Directors Meeting





22330 S Sterling Blvd

Sterling, VA 20164


November 13, 2018


Board Members Present:     Anthony DeRobertis               President

Jeff Marsh                               Vice President

                                                Chris Lee                                Treasurer

Stephanie Eckman                  Secretary


Board Members Absent:      Rick Khosla                            Director


Others Present:                     Joe Barrows                            Sentry Management

Tammi Butler                         Recording Secretary

Angela Ojeda  


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


II.        Resident Forum:  Topics raised by resident Angela Ojeda:

·     Declaration was documented in the minutes. 


III.      Approval of Agenda:


MOTION:  Ms. Eckman moved, Mr. Lee seconded, to approve the agenda as amended to add Welcome Committee under Reports. Motion carried without objection.



IV.       Management Update – Management reported the following:

·     Emailed Grounds Proposals to Grounds Committee

·     Followed up with MT regarding fence

·     Returned approved winterization form for gizmos

·     Got revised Premier Aquatics contract and returned the signed version

·     Followed up with MT regarding foreclosure analysis

·     Followed up on Dominion work order


V.        Board Officers’ Reports:  


President:  No report.


Vice President:  No report.



Secretary:Ms. Eckman presented committee folders to the Board. The committee folders include the current names of the committee members, phone numbers, and email addresses. In addition the folders will include the monthly agenda, monthly committee minutes, policies, vendors/contractor’s contact information, and other pertinent information.


Treasurer:  No report. 


VI.       Approval of Minutes:


Amendment to October 9, 2018 Board meeting minutes: Ms. Ojeda’sdeclaration from the October meeting will be included as an attachment in the minutes. 


MOTION:  Mr. DeRobertis moved, Mr. Lee seconded, to approve the October 9, 2018 Board meeting minutes as amended. Motion carried without objection.


VII.     Committee Reports:


Grounds– Ms. Eckman resigned from the committee. Mr. DeRobertis commented that a new vendor needs to be selected. The Board discussed if there was a breach of contract with Advantage. 


Parking– Mr. Marsh stated he contacted the magistrate and he cannot obtain an order protection against the resident. 


Tot Lot– No report.


Pool– Ms. Eckman stated they were in the process of approving the regulations. The committee submitted feedback and will vote via email. Mr. Mohammed is still planning on replacing the light bulbs. The umbrellas were picked up. 


ARB– No report. 


Welcome Committee– Ms. Eckman asked Management how he should notify her of new owners. Ms. Eckman will include some of the following items in the welcome bag: baked cookies, flyers from local restaurants, information about the parking policy, trash schedule, etc. Ms. Eckman will gather pricing for purchasing magnets. The magnets will have contact information for Sentry and committee contact information.


VIII.   Old Business:


Tree Removal Process:  Tabled


Grounds Proposal:  The Board discussed the budget for the grounds contract. Ms. Eckman inquired about getting referrals from the landscaping companies who submitted proposals. Management gave a summary of his experiences with the following landscape companies: Blake Landscapes, Diamond Turf & Scapes, K&H Landscape, Shenandoah Landscape Services, Premier Turf and Landscaping. Mr. Marsh proposed either Shenandoah or Diamond Turf & Scapes as well as having a line item of $61,000. The Board was in favor of Diamond Turf & Scapes but will ask for recommendations from the Grounds Committee. Ms. Eckman agreed to email the committee and request that they send their feedback to the Board by November 30.


2019 Draft BudgetThe Board reviewed the draft budget as presented in the Board packet. Mr. Marsh requested adding a line item for emergency trees. The assessments for townhomes is $104 and single family homes is $86. It was noted that the grounds, pool, and trash contracts have increased. The Board discussed the number of residents using the pool and whether the number of lifeguards could be reduced from three to two on the weekends. The Board discussed opening the pool at 10 a.m. on the weekdays instead of noon. 


MOTION:  Mr. Marsh moved, Mr. Lee seconded, to approve the 2019 budget for $86 for single family homes and $104 for townhomes. Motion carried without objection.


IX.       New Business:


Audit and Tax Engagement: 


MOTION:  Mr. DeRobertis moved, Mr.  Marsh seconded, to approve the Engagement of Kahline CPA for the audit at task for two years. Motion carried without objection.


X.        Executive Session:


There was no Executive Session.


XI.       Reconvene Board Session


XII.     Adjournment:


The Board meeting was adjourned at 8:55 p.m.