June, 2019 Board of Directors Meeting





Cascades Library

21030 Whitfield Place, Potomac Falls, VA 20165


June 11, 2019


Board Members Present:     Anthony DeRobertis               President

Jeff Marsh                               Vice President

Chris Lee                                Treasurer

Bobby Rauf                             Director


Board Members Absent:      Stephanie Eckman                  Secretary 


Others Present:                     Entela Vangjeli                       Sentry Management 

Paul Bjorlo                              Recording Secretary

Les Eckman                            Pool Committee Chair


Residents Present:                One resident (who lives on Mountain Laurel Terrace) attended the meeting.           



I.              Call to Order


Mr. DeRobertis called the meeting to order at 7:04 p.m. and confirmed that a quorum was met.


II.            Approval of Agenda


MOTION:  Mr. DeRobertis moved to approve the agenda as amended (adding Officer Elections and Flower Beds as items D and E to New Business).  The motion carried without objection. 


III.          Resident Forum


Only one resident (who lives on Augusta) attended the meeting.  The homeowner noted that there is a problem with trash in the community because residents are not properly securing their garbage.  Mr. DeRobertis stated the contractors who handle landscaping in the community are supposed to pick up trash in common areas and commented that this would not completely resolve the issue.  Mr. DeRobertis noted that the board had previously discussed getting covered bins which he thought might also help alleviate the issue.  


Additionally, Mr. Rauf noted that there are areas near his home (on the common ground near the community pool) where the grass is not in great shape.  Mr. DeRobertis explained that this was likely due to the fact that the Board had had several trees removed from that area last year and had not yet seeded that area.  He suggested this was something the Board would explore, and he asked management to secure a quote for seeding the area.  


IV.          Approval of Minutes 


MOTION: Mr. DeRobertis moved to approve the May 14th, 2019 meeting minutes as amended.  The motion carried without objection.


V.            Management Update


Management met with a representative from Roof Simple to discuss the pool house roof.  His suggestions were included in the management report.  Management has also spoken with Shenandoah about landscaping work to be done in the community (including removal of dead trees in the community, mowing along Augusta, maintenance of flower beds) and has requested proposals for each item.  


VI.          Board Officers’ Reports  


Nothing to report.


VII.        Committee Reports

a.     Grounds – Nothing to report. 

b.    Parking – Mr. Marsh noted that a car had been towed recently that had been stored within the community for over two weeks.  The Board also discussed measures that could be taken (including installing signs and/or speed bumps) to mitigate hazards posed by people speeding through the community.

c.     Tot Lot – Mr. Marsh noted that the fences surrounding the tot lots were bowing slightly.  He said he had taken some plastic zip ties to try to fix the fences in some places, and the Board said that it may eventually need to consider more permanent repair options. 

d.    Pool – The Board noted that there are issues with the system being used at the pool to sell ice cream bars.  They said that the lifeguards are not supposed to be handling money and instituted a coupon system to resolve that issue.  The Board has concerns about the current system and acknowledged the Pool Committee needed to have a meeting to discuss the issue in greater detail.  Mr. DeRobertis also asked if the laptop being used to issue passes was working properly, and the Board seemed to agree that it was working.

e.     ARB Report – Nothing to report.

f.      Welcoming Committee – Nothing to report. 



VIII.     Old Business

a.     Tree Removal Process – The Board agreed to table the discussion of this item until next month’s meeting.


b.    Sign Project – Mr. Marsh said he and Mr. Rauf had met a representative from Sign-O-Rama and discussed options for refurbishing the Westerley entrance sign.  Mr. Marsh stated that the Board was hoping to get some quotes from Sign-O-Rama to give the Board some options to discuss.  Mr. Marsh will coordinate with management to get some options for discussion at the next Board meeting.


c.     Pool Rules and Regulations (moved to executive session) – The Board agreed to send the pool rules back to the pool committee for discussion.


MOTION:  Mr. DeRobertis moved, Mr. Rauf seconded, to send the pool rules back to the pool committee for discussion.  The motion carried without objection. 


IX.          New Business


a.     Landscaping enhancements – Management noted there are several dead trees within the community (one of which is located behind 46840 Mountain Laurel, the other of which is located at 21497 Southern Magnolia Square) that need to be removed.  Mr. Lee offered to take some pictures of the trees in question so the Board could review them prior to making a decision on whether to approve Shenandoah’s Bid (Bid # 8545) for removing them.  Additionally, the Board discussed whether or not they wanted to hire Shenandoah for winter clean-up.  The Board requested that management inquire to see if it would be possible to hire Shenandoah to complete these services on-demand.  Management will inquire and report back at the next meeting.


b.    Pool House Roof Discussion – Management has obtained a proposal from C2 Operations for replacing the Pool House Roof.  The person who completed the quote told them the roof would probably last another five years.  The Board agreed to table discussion of this issue.  


c.     By-Laws Discussion – The Board had raised the possibility of amending the community’s by-laws so that someone who assumed a seat by virtue of this process assumes the role for the remainder of the year (which means the seat would be opened up at the end of that year) instead of for the remainder of the term.  The Board agreed that this could pose an issue in the future; however, it was not currently causing an issue and the Board agreed they would be better off using their limited funds to address more pressing issues.  The Board agreed to revisit this issue during the September meeting when they to discuss the annual budget.  


d.    Officer Elections – The Board agreed to discuss Officer Elections at next month’s meeting. 


e.     Flower Beds – The Board discussed the possibility of having a resident purchase flowers from a local nursery and hiring someone from the nursery to plant them in the community.  


MOTION:  Mr. DeRobertis moved, Mr. Rauf seconded, to approve a reimbursement of up to $1,100 for the purchase of flowers for the community, and approved Shenandoah to install the flowers at their quoted cost.  The motion carried without objection. 


X.            Executive Session


MOTION:  Mr. DeRobertis moved, Mr. Lee seconded, to enter into Executive Session at 8:58 p.m. for the purposes of discussing legal matters, delinquencies, and covenants related items.  The motion carried without objection.  


XI.         Reconvene Board Session


The Board agreed by consensus to close the executive session and reconvene the open session at 8:59 p.m.  


XII.        Adjournment


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