March, 2019 Board of Directors Meeting





22330 S Sterling Blvd

Sterling, VA 20164


March 26, 2019



Board Members Present:     Anthony DeRobertis               President

Jeff Marsh                               Vice President

Chris Lee                                Treasurer


Board Members Absent:      Stephanie Eckman                  Secretary         

Rick Kholsa                            Director 


Others Present:                     Entela Vangjeli                       Sentry Management 

Renee Garcia-Tolson              Recording Secretary


Residents Present:                Les Eckman

Bobby Rauf     

                                                Rose Chidaushe 


I.              Call to Order


Mr. DeRobertis called the meeting to order at 7:00 p.m. and confirmed that a quorum was met.


II.            Resident Forum


Mr. Rauf asked if the Board has reviewed the proposal for Westerley light projects. Mr. Rauf provided a summary of the project, which costs approximately $1,225. The Board reviewed the proposal and there was a discussion. Mr. Rauf stated that the gate has been repaired. 


Ms. Chidaushe stated that she is interested in viewing the Shenandoah contract. Mr. DeRobertis stated that he will email a copy. Management stated that a grounds walkthrough with the manager of Shenandoah will be held at 10:15 a.m. on April 5th and the Grounds Committee has been invited. A separate walkthrough meeting to discuss the flowerbed design will be held at a later date. Management requested the Grounds Committee to compile a list of concerns to review with Shenandoah. Ms. Chidaushe expressed concerns about the trash collection and there was a discussion from Management and the Board. Ms. Chidaushe asked Management to clarify the point of contact with Shenandoah. 


The Board agreed that communication with the vendors should come from Management. Mr. DeRobertis stated that a new chairperson is needed for the Grounds Committee. Mr. Lee stated that it is important to preserve relationships with the vendors, as well as ensuring all Grounds Committee proposals adhere to the budget. The total annual budget for the Grounds Committee is $12,000. This does not include the tree trimming removal, which has been budgeted for $8,000. The next Grounds Committee meeting will be held in April. 


III.          Approval of Agenda


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


IV.         Management Update


Management stated that the fence near Tamarack Ridge Sq. has been repaired. Management confirmed that Doody Calls will replace the pet station. Management and the Board reviewed a map of the community grounds and discussed the landscaping services. Management will send a power washing proposal for the Westerley sign to the Board.      


V.            Board Officers’ Reports  


There were no reports. 


VI.          Approval of Minutes 


MOTION: Mr. DeRobertis moved, Mr. Lee seconded, to approve the January meeting minutes as submitted. Motion carried without objection.


VII.        Committee Reports

a.     Grounds – Discussed in resident forum.

b.    Parking – Mr. Marsh reported that a boat is being parked overnight on a public street in the Westerley community.     

c.     Tot Lot – The fence has been repaired. 

d.    Pool – Mr. Eckman submitted the Pool Rules and Regulations for the Board’s review and approval. A copy will also be sent via email. The pool umbrellas will be delivered on March 27th. Nine pool lights have been repaired below the budget amount approved by the Board. The pool passes will be scheduled for distribution in late April. Homeowners will be informed via the discussion forum and a sign posted on the pool house. A pool key will be provided to Shenandoah to remove the leaves.  

e.     ARB Report – No report.

f.      Welcoming Committee – No report. 


VIII.     Old Business

a.     Tree Removal Process – This item was tabled. 


IX.          New Business

a.     Deciding the Annual Meeting Date – The Board agreed to hold the 2019 Annual Meeting at 7:00 p.m. on May 14th, 2019 at the Dominion High School Library. The Board discussed the instructions regarding vote by proxy. There will be one Board position open for election.  

b.    Solar Panel Lighting – This item was tabled.

c.     Trash Pickup – This item was tabled. 


X.            Executive Session


MOTION:  Mr. Marsh moved, Mr. Lee seconded, to enter into Executive Session at 8:28 p.m. for the purposes of discussing legal matters, delinquencies, and covenants related items. 


XI.         Reconvene Board Session


The Board agreed by consensus to close the executive session and reconvene the open session at 8:52 p.m. The next Board meeting will be held at 7:00 p.m. on April 9th at Cascades Library. 


XII.        Adjournment


The Board meeting was adjourned at 8:53 p.m.