May, 2019 Annual Meeting (draft)

MINUTES OF THE

WESTERLEY HOMEOWNERS ASSOCIATION

BOARD OF DIRECTORS 2019 ANNUAL MEETING

 

Dominion High School Library

21326 Augusta Drive, Sterling, VA 20164

 

May 14, 2019

                                                

Board Members Present:     Anthony DeRobertis               President 

Jeff Marsh                               Vice President

Chris Lee                                Treasurer

Rick Kholsa                            Director

 

Board Members Absent:      Stephanie Eckman                  Secretary

 

Others Present:                     Entela Vangjeli                       Sentry Management

                                                Paul Bjorlo                              Recording Secretary 

 

I.         Call to Order:  Mr. DeRobertis called the meeting to order at 7:02 p.m.

 

II.        Approval of Agenda

 

Roll Call (Proof of Quorum):  A quorum was met (24 proxies; 10 in-person).

 

III.      Proof of Meeting Notice:  Management provided proof of meeting notice by sworn affidavit dated May 14, 2019.

 

IV.       Reading of Minutes of 2018 Meeting:

 

MOTION:  Mr. DeRobertis moved to waive the reading of the 2018 annual meeting minutes. The motion passed unanimously.

 

MOTION:  Mr. DeRobertis moved to approve the 2018 annual meeting minutes. The motion passed unanimously.

 

V.        Officer Reports:  

 

President’s Report – Mr. DeRobertis noted that there was a surplus of roughly $60,000 that had been paid by residents in single-family homes.  He asked the meeting attendees if they had any ideas for projects this money could be allocated for.  One homeowner suggested the possibility of refurbishing and lighting one of the signs within the community.  Mr. DeRobertis said the Board had discussed the possibility of using the 

 

 

money to fund a project that would benefit the single-family homeowners since they were the ones who had contributed the funds that comprised the surplus.  One Board member raised the possibility of using 60k to cover legal fees toward helping resolve the parking issues with the single-family homes.  

 

Additionally, Mr. DeRobertis discussed the Board’s process for filling vacant Board seats.  He noted that, according to the Board’s current procedure, when vacant seats need to be filled, a vote is held and the person who wins the vote is appointed to that vacant seat for the remainder of the term.  He suggested amending the bylaws 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 they would like to explore amending the language in the bylaws to amend the Board’s process in this way.  

 

Vice President’s Report – Nothing was discussed.

 

Treasurer’s Report – Mr. Lee noted that he board had purchased some supplies for the pool.  

 

VI.       Committee Reports:  

 

Pool Committee – Mr. Lee noted that the Board had received their permit to authorize the opening of the pool.  The Board is currently working on sending pool passes to residents. 

 

VII.     Resident Open Forum:  One homeowner (who lives on Backwater) raised concerns about parking on his street and said there are often people who park by his house who are not authorized to park there.  He raised the possibility of having “Resident Parking Only” signs installed on his street.  The homeowner said he had been told by both the state and the county that the process of installing these signs would need to be initiated by the HOA.  This same homeowner also noted issues with commercial / work vehicles parking near the intersection of Antioch and Augusta.  Mr. Marsh noted that the county would not likely treat these vehicles as commercial vehicles unless they were tagged as such.  So even though they might be considered commercial vehicles according to the community bylaws, the county would not take any action unless the vehicles met the county definition of commercial vehicles.  The same homeowner also noted that there are two dead trees (on Richland Forest) that he is concerned could fall on his house or car.  Mr. Marsh suggested that the homeowner write Richland Forest’s HOA of the trees and ask them to remove the trees. 

 

Another homeowner asked if it would be possible to have a “No Soliciting” sign installed within the community, while another said he had noticed people speeding through the community and asked that the Board explore the possibility of installing speed limit signs throughout the community.  

 

Another homeowner noted that there is a house on Augusta (right behind the community pool) that has grass that is knee-high.  Ms. Vangjeli said she has sent these residents a notice to initiate the process of getting this issue resolved and asked him to cut his grass within seven days.

 

Another resident expressed concerns with the lighting near the end of Tamarack Square.  She said the trees have grown in front of it and are interfering with the functionality of the light.  She asked that the Board look into who was responsible for this and have it addressed.  The Board said it would look into the issue.  

 

VIII.   Election of Directors:  Dale Pontiff and Angela Ojeda were appointed to serve as election inspectors.  One Board position was up for election.  Two members have resigned and will be appointed by the Board.  Mr. DeRobertis called for nominations from the floor to be a candidate for the Board of Directors. There being no further nominations, the floor was closed.

 

Only one candidate, Mr. Rauf, sought election for the opened Board position.  Given that he was the only resident running, the Board voted unanimously to appoint him.  

 

IX.       Unfinished Business:  There was no unfinished business to discuss.

 

X.        New Business:  Mr. DeRobertis called for any new business. No new business was raised.

 

XI.       Adjournment:  The 2019 annual meeting was adjourned at 8:04 p.m.