January, 2019 Board of Directors Meeting





21030 Whitfield Place

Sterling, VA 20165


January 8, 2019


Board Members Present:     Anthony DeRobertis               President

Jeff Marsh                               Vice President

                                                Chris Lee                                Treasurer

Stephanie Eckman                  Secretary


Board Members Absent:      Rick Kholsa                            Director 


Others Present:                     Joe Barrows                            Sentry Management

Renee Garcia-Tolson              Recording Secretary


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


II.        Resident Forum:  No residents present.   


III.      Approval of Agenda:


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


IV.       Management Update – Management reported the following:

      Followed up with Premier regarding the pumps. They agreed that they made the mistake and would not be charging. 

      Set up meeting with Diamond Turf and Scapes. Communicated with BOD that contractor chose to remove their bid.

      Sent Last Chance Letters to accounts PW0005 and W00074.

      Followed up on extra light with Dominion. They have now pushed the date back until March. Work order in packet. 


V.        Board Officers’ Reports:  


President:  Mr. DeRobertis reported that he met with Diamond Turf and Scapes to discuss the grounds contract. The contractor decided to remove their bid. A thank-you letter from the Board will also be sent to the Loudoun County Board of Supervisors.       


Vice President:  Mr. Marsh stated that he will begin updating the bulletin board. 


Secretary:No report. 


Treasurer:  No report. 


VI.       Approval of Minutes:


MOTION:  Mr. DeRobertis moved, Mr. Lee seconded, to approve the November meeting minutes as amended and the December meeting minutes as written. Motion carried without objection.


VII.     Committee Reports:


Grounds– No report.


Parking– Mr. Marsh stated that a car with flat tires was towed.  


Tot Lot– No report.


Pool–Mr. Eckman will be meeting with Mr. Mohammed to work on replacing the light bulbs. Mr. Eckman is also awaiting the status on the returning of the pool umbrellas.


ARB– Mr. Lee reported that the amended design review was sent to the Board for their review and feedback. 


Welcome Committee– No report.  


VIII.   Old Business:


Grounds Contract:  The Board discussed the grounds contract. Diamond Scapes and Turf decided to remove their bid. Management gave a summary of his experience with Brightview and Shenandoah Landscaping and there was discussion from the Board. 


MOTION:  Ms. Eckman moved, Mr. Marsh seconded, to approve the Shenandoah Landscaping grounds contract in the amount of $60,000, pending a three-year contract with a 2% maximum increase. Motion carried without objection. 


Tree Removal Process:  Mr. DeRobertis stated that a final draft of the tree removal process will be submitted to all homeowners. 


IX.       New Business:


Manager Change:Management stated that a new manager will be transitioning to work with the community.


February Board Meeting: Due to scheduling conflicts, the next Board meeting will be held on February 11, 2019 at 7:00 p.m.

MOTION:  Mr. DeRobertis moved, Mr. Marsh seconded, to hold the next Board meeting on Monday February 11, 2019 at 7:00 p.m. 


X.        Executive Session:


MOTION:  Mr. Marsh moved, Mr. Lee seconded, to enter into Executive Session at 8:12 p.m. for the purposes of discussing legal matters, delinquencies, and covenants related items. 


XI.       Reconvene Board Session


MOTION:  Mr. Marsh moved, Mr. Lee seconded, to send a notice to residents based on the determination made from legal that the fences are not maintained by the homeowner association.  


The Board agreed by consensus to close the executive session and reconvene the open session at 8:35 p.m.


XII.     Adjournment:


The Board meeting was adjourned at 8:36 p.m.