July, 2019 Board of Directors Meeting





Sterling Library

22330 S. Sterling Blvd.  Sterling, VA  20164


July 16, 2019


Board Members Present:     Anthony DeRobertis               President

Stephanie Eckman                  Secretary

Bobby Rauf                             Director


Board Members Absent:      Jeff Marsh                               Vice President

Chris Lee                                Treasurer 


Others Present:                     Entela Vangjeli                       Sentry Management 

Paul Bjorlo                              Recording Secretary


Residents Present:                One resident attended the meeting.    



I.              Call to Order


Mr. DeRobertis called the meeting to order at 7:00 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” as item F under Old Business, “Single Family Reserve” as item F under New Business).  The motion carried without objection. 


III.          Resident Forum


One resident (who lives on Northbrook Way) attended the meeting.


IV.          Approval of Minutes 


MOTION:  Mr. DeRobertis moved to approve the June 11th, 2019 meeting minutes as amended.  The motion carried without objection.





V.            Management Update


Management has received proposals for the removal of several trees within the community.  Ms. Vangjeli noted she has received certified letters from several residents regarding these trees and suggested the Board take action on them.  Ms. Vangjeli has also included a proposal in the Management Packet for replacing the Southern Magnolias Square street sign, which is worn and damaged.  Ms. Vangjeli also contacted Backflow technology to have them test an irrigation system valve, which was ultimately replaced by BioGreen.  The Board packet for this meeting included proposals for the Westerley sign and for turf renovation (which they subsequently reviewed).  Management also provided Mr. DeRobertis with a copy of their most recent tax return, which he approved and signed. 


VI.          Board Officers’ Reports  


The Board briefly discussed options for updating its website.


VII.        Committee Reports

a.     Grounds – Nothing to report. 

b.    Parking – Nothing to report.

c.     Tot Lot – Nothing to report.  

d.    Pool – Ms. Eckman noted that the Pool Committee would be calling another meeting shortly to discuss several items, including the system the Board uses to assign and distribute pool passes.

e.     ARB Report – Nothing to report.

f.      Welcoming Committee – Nothing to report. 


VIII.     Old Business


a.     Tree Removal Process – The Board is working to complete resolutions to help formalize the process of dealing with trees for residents and agreed to table discussing this until next month’s meeting.


b.    Sign Project – Ms. Vangjeli suggested the Board table this item for discussion until the illumination / lighting issue has been resolved.


c.     Pool Rules and Regulations – The Board has agreed that the Pool Committee needs to schedule a meeting to discuss the Pool Rules and Regulations.  This meeting has not yet been scheduled.


d.    Landscape Enhancements – Ms. Vangjeli has received several other proposals from vendors for landscape enhancements to be completed throughout the community.



MOTION:  Mr. DeRobertis moved, Mr. Rauf seconded, to approve quote # 1981 from ADM in the amount of $545.00 to cut and remove trees from locations on Mountain Laurel and Southern Magnolia Square. The motion carried without objection.


MOTION:  Mr. DeRobertis moved, Mr. Rauf seconded, to approve quote # 1979 from ADM in the amount of $845 for cutting down a dead tree located at 46840 Northbrook Way, but does NOT want ADM to haul away the debris after the tree is cut down.  The motion carried without objection.   


MOTION:  Mr. DeRobertis moved, Mr. Rauf seconded, to approve quote # 1992 from ADM in the amount of $775 to cut down a dead tree located in the back yard of 21406 Maple Hollow Ct. but does NOT want ADM to haul away the debris after the tree is cut down.  The motion carried without objection.


e.     Winter Clean-Up – The Board agreed to table discussion of this item until their next meeting.


f.     Officer Elections – The Board agreed to table discussion of this item until their next meeting.


IX.          New Business


a.     Street Sign – The Board agreed to table discussion of this item until their next meeting.


b.    Westerley Sign – The Board reviewed proposals from two vendors for replacing the Westerley sign.


MOTION:  Mr. DeRobertis moved, Ms. Eckman seconded, to approve the proposal from GSW to replace the Westerly sign as outlined in estimate # 139 in the amount of $2,072.50.  The motion carried without objection.


c.     Turf Renovation – The Board reviewed a proposal from Shenandoah Landscape Services for renovating the dirt area on Vermont Maple Terrace.  They had asked Management to get clarity from the vendor 


d.    Security Concerns – Ms. Eckman said she would send a message to the Westerley Discussion Board outlining some suggestions for residents in response to a series of break-ins that have recently taken place within the community.


e.     Landscaping Scope of Work – The Board discussed their contract with Shenandoah Landscaping and agreed they needed to address some things that were omitted from the Shenandoah Landscaping contract.


f.      Single-Family Reserve – The Board reviewed previous correspondence between Mr. DeRobertis and Westerley’s legal representation regarding options for utilizing a budget surplus.  The Board weighed the advantages and disadvantages associated with several possibilities, the Board agreed to discuss their options with an accountant and revisit the issue during their next meeting.  


X.            Executive Session


MOTION:  Mr. DeRobertis moved, Mr. Rauf seconded, to enter into Executive Session at 8:46 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 8:58 p.m.  


XII.        Adjournment


The Board meeting was adjourned at 8:59 p.m.