September, 2019 Board of Directors Meeting

MINUTES OF THE

WESTERLEY HOMEOWNERS ASSOCIATION

BOARD OF DIRECTORS MEETING

 

Cascades Library

21030 Whitfield Place, Potomac Falls, VA 20165

 

September 10, 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:                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 amended (adding agenda items e – j to New Business).  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 approve the July 16th, 2019 meeting minutes as submitted.  The motion carried without objection.

 

MOTION:  Mr. DeRobertis moved, Mr. Lee seconded, to approve the August 13th, 2019 meeting minutes as amended.  The motion carried without objection.

 

 

 

V.            Management Update

 

Ms. Vangjeli recently walked through the community with a community resident and noted violations in several areas.  Violation letters were sent as needed.  Management has asked for proposals for the removal of several dead trees within the community.  There is also a stump near an electrical box from a recently-removed tree that needs to be removed as well.  Management has contacted Dominion Virginia Power to inquire about the two extra street lights on the Westerley bill.  Per DVP request, Management will follow up again in the next week.  Proposals for the fall flowers have been included in the Management Packet for discussion.  

 

VI.          Board Officers’ Reports  

 

Mr. DeRobertis emailed everyone the final draft for the Tree Removal Procedures document that was approved by the Board during the August 13, 2019 meeting.

 

VII.        Committee Reports

a.     Grounds – Nothing to report. 

b.    Parking – Mr. Marsh reported that there is another boat that is being parked within the community and has alerted police.

c.     Tot Lot – Nothing to report.  

 

MOTION:  Mr. Marsh moved, Mr. Rauf seconded, to nominate Mr. Rauf as the new Chairperson of the Tot Lot Committee.  The motion carried without objection.

 

d.    Pool – The Board discussed the possibility of repairing a portion of the pool sidewalk that has cracked.  The Board also discussed a number of winterization measures for the pool.

 

MOTION:  Mr. DeRobertis moved, Mr. Rauf seconded, to approve proposal from Premier Aquatics (Proposal ID # 3374) to winterize the pool by installing a gizmo in each skimmer ($18 per skimmer) and by adding the algicide already included in the contract.  The Board decided not to approve all other items included in the proposal from Premier Aquatics.  The motion carried without objection.

 

e.     ARB Report – Nothing to report.

f.      Welcoming Committee – Nothing to report. 

 

VIII.     Old Business

 

a.     Election of Officers – The Board discussed which officers would be up for election at the next annual meeting.

 

 

 

MOTION:  Mr. DeRobertis moved to suspend the rules for electing officers and appoint himself as President, Mr. Marsh as Vice President, Mr. Rauf as Treasurer, and to offer the position of Secretary to Ms. Eckman.  The motion carried without objection.

  

b.    Sign Project – The Board decided to table the discussion of the sign project until next month’s meeting.

 

c.     Pool Rules and Regulations – Mr. Eckman suggested that The Board hold off on making any changes to the existing pool rules until a later date.  The Board did discuss the possibility of authorizing consumption of alcoholic beverages on pool grounds.  The Board did articulate its desire to work toward implementing any rule changes before the pool reopened next year and suggested they may simply follow the recommendations of their attorneys if no changes could be agreed upon before February 2020.

 

d.    Winter Clean-Up – The Board discussed a proposal from Poop Scoop Troopers for Winter Clean-Up throughout the community.  

 

MOTION:  Mr. DeRobertis moved to accept the proposal from Poop Scoop Troopers to perform a walk-through cleaning of the community twice per month for $110 per service (contingent upon confirming that their proposal includes clean-up service in each of Westerley’s accessible common areas).  The motion carried without objection.

 

e.     Single Family Home Reserves – The Board continued their discussion of what to do with the money in the single-family home reserves.  They discussed the feasibility of allocating funds only for residents they could confirm had been living within the community long enough to have contributed to the surplus and felt this would not be plausible.  The Board also discussed the possibility of using this money to perform a variety of tree maintenance and beautification projects in the single-family section of the community.  

 

MOTION:  Mr. DeRobertis moved, Mr. Rauf seconded, to evenly distribute the surplus in the single-family home reserve account to homeowners currently living within the community.  The motion failed with Mr. Marsh and Mr. Lee opposing  (2-2-0).

  

IX.          New Business

 

a.     Grounds Walk-Through – Due to time constraints, the Board agreed to table discussion of this matter until next month’s meeting.

 

b.    Fall Flowers – The Board reviewed proposals from Shenandoah Landscape Services as presented in the Board packet.

 

MOTION:  Mr. DeRobertis moved, Mr. Marsh seconded, to approve the proposal from Shenandoah Landscape Services (Bid # 8841) in the amount of $2,700.00 for the violas.  The motion carried without objection.

 

MOTION:  Mr. DeRobertis moved, Mr. Marsh seconded, to approve the proposal from Shenandoah Landscape Services (Bid # 9076) in the amount of $2,813.00 for the tulips.  The motion carried without objection.

 

c.     2020 Swimming Pool Repairs – Due to time constraints, the Board agreed to table discussion of this matter until next month’s meeting.

 

d.    Break-In Prevention Checklist

 

MOTION:  Mr. Rauf moved, Mr. DeRobertis seconded, to approve the final draft of the “Security and Safety Recommendations for Westerley Community” document.  The motion passed without objection.

 

e.     Community Street Repairs – Due to time constraints, the Board agreed to table discussion of this matter until next month’s meeting.

 

f.      Trash Inspection – Due to time constraints, the Board agreed to table discussion of this matter until next month’s meeting.

 

g.     Tree Removal Contractors – Due to time constraints, the Board agreed to table discussion of this matter until next month’s meeting.

 

h.    Social – Due to time constraints, the Board agreed to table discussion of this matter until next month’s meeting.

 

i.      Grounds Committee Vacancy – Due to time constraints, the Board agreed to table discussion of this matter until next month’s meeting.

 

j.      Policy Clarifications – Due to time constraints, the Board agreed to table discussion of this matter until next month’s meeting.

 

X.            Executive Session

 

MOTION:  Mr. DeRobertis moved, Mr. Marsh 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 8:59 p.m.