August, 2019 Board of Directors Meeting





Cascades Library

21030 Whitfield Place, Potomac Falls, VA 20165


August 13, 2019


Board Members Present:     Anthony DeRobertis               President

Stephanie Eckman                  Secretary

Chris Lee                                Treasurer 


Board Members Absent:      Jeff Marsh                               Vice President

Bobby Rauf                             Director


Others Present:                     Entela Vangjeli                       Sentry Management 

Paul Bjorlo                              Recording Secretary


Residents Present:                No residents attended the meeting.    


I.              Call to Order


Mr. DeRobertis called the meeting to order at 7:06 p.m. and confirmed that a quorum was met.


II.            Approval of Agenda


MOTION:  Mr. DeRobertis moved to approve the agenda as submitted.  The motion carried without objection.


III.          Resident Forum


No residents attended the meeting.


IV.          Approval of Minutes 


MOTION:  Mr. DeRobertis moved, Mr. Lee seconded, to postpone the approval of the July 16th, 2019 meeting minutes until the September meeting.  The motion carried without objection.


V.            Management Update


Management has received proposals for the removal of several trees within the community (including several that were damaged during a recent accident).

Management has contacted Dominion Virginia Power regarding the light that is out at Vermont Maple.  The urinal in the men’s bathroom at the pool has been fixed by Kiddco.  A renewal agreement for the community association underwriter’s insurance is included in this month’s Management Packet, as are proposals for turf renovation.  


VI.          Board Officers’ Reports  


The Board briefly discussed options for updating the website.


VII.        Committee Reports

a.     Grounds – Nothing to report. 

b.    Parking – Nothing to report.

c.     Tot Lot – Nothing to report.  

d.    Pool – Ms. Eckman asked for a hard copy of the pool rules and said the pool committee would be calling a meeting to discuss outstanding items (including rules and pass issuing process) sometime soon.

e.     ARB Report – Nothing to report.

f.      Welcoming Committee – Nothing to report. 


VIII.     Old Business


a.     Election of Officers - The Board agreed to table discussion of this item until their next meeting.


b.    Tree Removal Process


MOTION:  Ms. Eckman moved, Mr. Lee seconded, to accept the Common Ground Tree Maintenance and Removal Policy as amended.  The motion carried without objection.


c.     Sign Project – Ms. Vangjeli noted that the Board would not need to secure a permit to install solar-powered lights to illuminate the sign, but the Board agreed it would be good to secure one just to be safe.  The Board agreed to continue this conversation once a decision had been made regarding the new sign.


d.    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.


e.     Winter Clean-Up – The Board had received proposals from two different vendors and were still waiting on a proposal from a third vendor.  The Board agreed to wait until Management had received the third proposal to make a decision on their Winter Clean-Up services.


f.     Street Sign

MOTION:  Mr. DeRobertis moved to accept the GSW street sign proposal (as outlined in Estimate # 0000138) in the amount of $596.10 to replace the street signs at the intersection of Southern Magnolia Square and Sweet Birch Terrace.  The motion carried without objection.


g.     Turf Renovation – The Board reviewed a proposal from Shenandoah Landscape Services for renovating the turf in their community.  They agreed that re-seeding the shady portions of the area was not a good use of resources. The Board reviewed a number of photos of the area to determine which areas they wanted to re-seed and which they did not.  They submitted that information to Management so that Management could secure updated bids.  The Board also discussed whether it would be feasible / reasonable to block off a portion of the area being re-seeded to maximize the likelihood that the grass seed would grow.  


h.    Single Family Home Reserve – Ms. Vangjeli has spoken with a CPA since the last meeting regarding some of the Board’s options for allocating the money they have in their reserve account.  The Board primarily discussed two different options: a) sending a lump-sum refund check to single-family homeowners; or b) giving the single-family homeowners a credit for several subsequent years to reduce their dues.  After discussion, the Board decided they wanted to wait until next meeting to make a decision on this issue.


IX.          New Business


a.     Grounds Walk-Through – The Board agreed to table discussion of this matter until next month’s meeting because the two Board Members who completed the walkthrough (Jeff Marsh and Bobby Rauf) were not in attendance for tonight’s meeting.


b.    Fall Flowers – The Board asked Management to have Shenandoah Landscape Services amend their proposal (Bid # 8841) to price for 1000 tulip bulbs instead of 666 Mixed Violas to see how that would affect the price.  The Board agreed to revisit this issue at next month’s meeting.


c.     Snow Removal 2019-2020


MOTION:  Mr. DeRobertis moved, Ms. Eckman seconded, to approve the proposal from the Kauffman Group to extend their current snow removal contract through the 2019-2020.  The motion carried without objection.


d.    2020 Swimming Pool Repairs – The Board agreed to table this item for discussion until after the Pool Committee had convened its meeting.


e.     Tree Removal


MOTION:  Mr. DeRobertis moved, Ms. Eckman seconded, to approve the proposal from ADM Tree Services (Quote # 2016) in the amount of $720.00 to remove two dead Ash Trees between two houses on Antler Court.  The motion carried without objection.


f.      Insurance Renewal


MOTION:  Mr. DeRobertis moved, Ms. Eckman seconded, to renew their insurance coverage with Community Association Underwriters.  The motion carried without objection.


X.            Executive Session


MOTION:  Mr. DeRobertis moved, Mr. Lee seconded, to enter into Executive Session at 8:43 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 8:44 p.m.  


XII.        Adjournment


The Board meeting was adjourned at 8:44 p.m.