2007 Meeting Minutes
November 27—Annual Meeting
Members Present
The meeting was called to order at 7:00 p.m. by David Robinette, President. Introductions of the current Board, Sarah Turner – Vice President; Dave Durham – Treasurer and Harry Anderson – Director at Large. Management was represented by Kathy Simonovich. Daniel B. Streich of Chadwick, Washing, Moriarty, Elmore and Bunn, PC was present (Association Counsel).
Quorum was achieved with 63 members present in person or by proxy. Proof of Notice of Meeting was acknowledged.
A motion to approve the November 6, 2006 Annual Meeting Minutes was made and seconded and carried unanimously.
Reports Of Officers
Presidents Report – David Robinette
- Currently five (5) active committees with a total of fifteen (15) members.
- Website Committee completed the website (www.dshoa.com) and is committed to updating for the betterment of the community.
- Board worked hard to negotiate contracts and was able to save the Association money by hiring new vendors (i.e. grounds maintenance and attorney)
- During 2007 repairs have been made to the exterior of the clubhouse, asphalt and concrete repairs, speed bump installation, fire lane painting, etc.
- The Board assisted with the Neighborhood Watch Program.
- The Board has been involved with the County Board of Supervisors regarding Magnolia Road and Atlantic Blvd.
- The Board developed a standard home inspection guideline for maintenance repairs and completed a full round of inspections.
- Overall level of participation has increased.
Treasurer’s Report – Harry Anderson
- As of October 31, 2006 there was an operating deficit of $26,760. Discussion on prior years’ deficit and funding requirements were not made.
- The Board contracted with Thomas Downey Ltd to prepare an updated Reserve Analysis. The analysis showed that the Association would run out of money in 10 years if the funding requirements were not made.
- The Board received proposals for erosion repairs throughout the community, as well as enhancements of the property, which exceed $25,000.
- The large 2008 increase was implemented in order to fund current expenses and fund future capital expenses.
Reports Of Committees
The following individuals provided reports on their respective Committees:
- Architectural Review Committee – Kevin Chroninger, Chair
- Shared Facilities Committee – Melissa Fishman, Chair
- Web Site Committee – David Robinette Reporting
- Parking Committee – Gary Whitehead, Chair
- Neighborhood Watch Program – Melissa Fishman and Lisa Eyler, Co-Chairs
Download the 2007 Annual Meeting Committee Reports (253KB PDF)
The Board introduced Kathy Simonovich of Service First Management the current Community Manager.
The Board introduced Dan Streich of Chadwick, Washington, Moriarty, Elmore and Bunn, PC.
The Board of Directors recognized the hard work of all the committee volunteers. A Certificate of Appreciation was awarded to Melissa Fishman.
Election Of Directors
The purpose of the Annual Meeting was to elect three (3) members to the Board of Directors (1 member for 3 years and 2 members for 1 year). Mr. Robinette called for two (2) members to volunteer to be the Inspectors of Election. Lisa Eyler and Susan Lloyd volunteered.
Currently three (3) members were entered into the election by submitting their Candidate Statements prior to the Annual Meeting – Harry Anderson, Jonathan McGeehan and Tariq Sheikh. Nominations were then opened to the membership. The following nominations were made: Melissa Fishman and Joan Whitehead. A motion to close nominations was accepted, seconded and carried unanimously.
Each candidate was given an opportunity to be heard and then answered questions from the floor.
The Election was held and the results were as follows:
Harry Anderson – 3 year term
Melissa Fishman – 1 year term
Joan Whitehead – 1 year term
Questions From Membership
The Board of Directors entertained questions from the membership. The following issues were discussed:
- Towing policies
- Assessment level and 2008 Operating Budget
- Trash pick-up
- Grounds Maintenance Services
- Irrigation Services
- Crime in the neighborhood
- Management contract (SFMC)
- Noise complaints, and
- Community Policing Officer
There was no Old Business or New Business presented.
Adjournment
A motion to adjourn at 9:00.
Back to 2007 Meeting Minutes list
October 23
Members Present
David Robinette, David Durham, Harry Anderson, Sarah Turner, Kevin Chroninger (ARC Chair), Melissa Fishman (SFC Chair), Gary Whitehead (Parking Committee Chair), Berty Damato (Website Committee), Kathy Simonovich (Service First Management & Consulting).
Call to Order
The meeting was called to order at 6:30 p.m.
Open Forum
Resident MM, of Golden Spike Terrace – Vehicle towed for expired tags parked in a visitor space. Questioning the validity of towing and policies.
Resident AT, of Box Car Square – Vehicle towed for expired tags. Requesting reimbursement of fees.
Resident PW, of Whitcomb Square – Concerns regarding vandalism on freshly painted fire lanes by skateboarders.
Resident RS, of Manning Square – Speeding in neighborhood and trash being placed out early by residents.
Resident BD, of Grand Central Sq - Common area and turf conditions.
Committee Reports
Architectural Review, Kevin Chroninger (Mtg Date – Third Monday at 7:00 p.m.) — No meeting was held as no applications were submitted. Discussion on website and impact on the communication as it related to the ARC.
Shared Facilities, Melissa Fishman (Mtg Date – Second Tuesday at 6:30 p.m.) — No report.
Newsletter, Eric Blackmer (Mtg Date – First Tuesday at 6:30 p.m.) — October newsletter submitted for distribution. The BOD requested Management to ask the Committee to put the website information and management’s information on the front page, move the President’s Message to the front page and include information regarding vandalism in the community (skateboarding on the fire lanes). Additionally, the Newsletter should be mailed with the Annual Meeting Notice Call for Candidates.
Website, Berty Damato (Mtg Date – Second Wednesday at 6:30 p.m.) — Attachment 1-8 report submitted. Discussion on utilizing the website to its full capability and advertising using the sandwich boards. Domain name needs to be renewed in January. Volunteers are needed for this committee and meetings are currently not being held. The Board accepted the resignation of Olga Howard from the Committee.
Parking, Gary Whitehead (Mtg Date – First Monday at 6:30 p.m.) — No meeting was held. Concerns over lost parking on Magnolia and speeding throughout the community.
David Robinette reported on the following issues raised with Bruce Tulloch’s office:
- Atlantic Blvd project is now fully funded and fast-tracked for completion.
- The BOD requested the county investigate the line of sight issues due to the increased traffic, speeding and accidents. VDOT completed a line of sight study and determined that the parking areas were incorrectly marked. Therefore, approximately 15 parking spaces were eliminated from Church Road to Golden Spike Terrace. There has been an increase in patrols for speeding and commercial vehicles.
Approval of Meeting Minutes
A motion by Robinette to approve the September 25, 2007 Board of Directors Meeting Minutes as presented was seconded by Anderson and carried unanimously.
Financial Management
A motion by Durham to approve the 2006 Draft Audit as presented by Singleton & Bardowski was seconded by Anderson and carried unanimously.
A motion by Anderson to adopt the Proposed 2008 Budget presented reducing the contribution in the THA Replacement Reserve to $62,490 and setting the monthly assessment at $90.00 per home per month. The motion was seconded by Turner and carried unanimously.
Contract Services
Grounds Maintenance — Discussion on the performance of the aeration services provided by Shenandoah. It was noted that the following areas were missed: across from 45642 Whitcomb Square, behind the row of town homes at 45642 Whitcomb Square and in front of the guest parking spaces on Whitcomb Square.
Genesis Landscaping contracts in the amount of $73,100 were presented for signature (to include the snow plowing contract for the 2007-2008 season).
Irrigation Maintenance — A motion by Anderson to approve Creative Irrigation’s Fall Winterization proposal in the amount of $685.00 was seconded by Robinette and carried unanimously. Management was instructed to notify Shenandoah that they are not to winterize the system.
Concrete & Asphalt Repairs — Management instructed to pay Dominion Paving & Sealing $22,416.00 representing the signed proposal dated August 16, 2007.
Pool Management — No action on US Aquatics proposals provided for extended services.
Management Services — SFMC Management Agreement tabled.
General Repairs — MDB Painting completed clubhouse repairs.
Parezo Electric reported that the street light breakers have been turned off. Management instructed to determine how many breaker boxes there are and how much it would cost to lock.
American Roots will be grinding the roots at 45637 Whitcomb Square within the next week. Additionally, he recommends no action on the dead trees behind 45580 Grand Central Square (covered in poison ivy).
No action on the requests to replace dead trees or common area turf at this time. This item will be addresses in the 2008 growing season.
Resident Matters
The Board of Directors denied the requests of (**name deleted)for the reimbursement of towing fees.
A motion by Robinette to approve Regulatory Resolution 2007-8, Rules/Regulations Regarding Trash Collection was seconded by Anderson and carried unanimously.
Management to collect signs from vendor and store at the clubhouse and remove the u-channel posts.
New Business
None.
Delinquencies
General discussion on delinquent accounts.
Adjournment
The meeting was adjourned at 10:20 p.m.
Back to 2007 Meeting Minutes list
September 25
Members Present
David Robinette, David Durham, Sarah Turner, Harry Anderson, Kevin Chroninger (ARC Chair), Melissa Fishman (Shared Facilites Chair), Kathy Simonovich (Service First Management & Consulting).
Call to Order
The meeting was called to order at 6:25 p.m.
Open Forum
Continued complaints regarding commercial vehicle parking along Magnolia. To be addressed by guest speaker.
Committee Reports
Architectural Review, Kevin Chroninger (Mtg Date – Third Monday at 7:00 p.m.) — The ARC submitted their September 17, 2007 meeting minutes.
Shared Facilities, Melissa Fishman (Mtg Date – Second Tuesday at 6:30 p.m.) — The SFC submitted their "wish list" for the 2008 budget considerations. Management directed to get pricing from US Aquatics for a seven day a week schedule and opening early (1 hour) two days a week.
Newsletter, Eric Blackmer (Mtg Date – First Tuesday at 6:30 p.m.) — The newsletter should be available for review on October 1st.
Website, Olga Howard & Berty Damato (Mtg Date – Second Wednesday at 6:30 p.m.) — Attachment 2 is the Committee report submitted to the BOD.
Parking, Gary Whitehead (Mtg Date – First Monday at 6:30 p.m.) — Attachment 3 is the Committee report submitted to the BOD.
Grounds Maintenance Interviews
The following were in attendance to discuss their proposals regarding the grounds maintenance contracts: Matt O’Donnell, Genesis Landscaping; Rafael Henriquez, The Word Group; and Fred Perrotta, TruGreen Landcare.
Guest Speaker – Bruce E. Tulloch, Vice Chairman Potomac District Supervisor
Attachment 4 is an overview of the topics discussed with Mr. Tulloch. Mr. Tulloch reported the following:
- The completion of Atlantic Boulevard is moving forward.
- No truck traffic on Magnolia and double fines for the violation will be taking effect immediately.
- There was a study of the line of sight issues on Magnolia.
- VDOT opposed four way stop signs on Magnolia.
- DSHOA should submit a letter to Mr. Tulloch requesting assistance to alleviate the commercial vehicle parking along Magnolia; speed enforcement issues on Magnolia and within the private streets; requesting a Community Policing Officer; continued investigation regarding the zoning violations on the Ruritan Circle Commercial property that backs to Hutchens Square and the removal of a white Mercedes parked on Blossom with NJ tags that has been there for over a month.
- Gang activity is down by 12%.
Approval of Meeting Minutes
A motion by Durham to approve the August 28, 2007, Board of Directors Meeting Minutes as presented was seconded by Anderson and carried unanimously.
Financial Management
The Board discussed the August 31, 2007 Financial Statements. The BOD will schedule a Special Meeting the first or second week of October to discuss the FY06 Audit and FY08 Draft Budget.
Management to contact Loudoun County Sanitation Authority to challenge the quarterly water bill due to the irrigation breaks.
Contract Services
Grounds Maintenance — American Roots Landscaping reported that all the stump and tree removal work has been completed.
A motion by Anderson to accept the proposal from Genesis Landscapes in the amount of $82,320.00 annually for the 2008 through 2010 grounds maintenance and snow plowing contracts. The motion was seconded by Robinette and was carried unanimously. Management to meet with Genesis to ensure the proper allocation of expenses on the Shared and Townhome budget. Management will have the contracts available for signature at the next meeting.
Management to provide termination notice to Shenandoah Landscape Services effective December 31, 2007.
Irrigation Maintenance — Tabled until the next meeting. Management to provide irrigation enhancement proposal from Creative Irrigation at next meeting.
Concrete & Asphalt Repairs — Dominion Paving & Sealing will be completing the fire lane power washing the week of September 24th and schedule the painting of the fire lanes and visitor space assignments within the next two weeks.
General Repairs — The Hix & Sons Drainage proposals were tabled.
A motion by Anderson to accept MDB Painting Proposal using composite materials for the exterior repairs of the clubhouse only in the amount of $4750.00 was seconded by Robinette. The motion carried 3 to 1 (Durham abstained).
Management reported that Flat Tail Trapping Services trapped one additional beaver by the wet pond.
Resident Matters
Management will be completing the follow-up inspection from the covenant violation hearings.
Discussion of the Policy Resolution as it relates to trash. Management will have Chadwick Washington prepare a Policy Resolution if a copy of the original resolution is not found.
New Business
Discussion of an outstanding resident award. Ideas would include offering a free clubhouse rental or monetary prize.
Delinquencies
Discussion on the transfer of records to the new attorney.
Adjournment
The meeting was adjourned at 10:30 p.m.
Back to 2007 Meeting Minutes list
August 28
Members Present
David Robinette, David Durham, Sarah Turner, Harry Anderson, Kevin Chroninger (ARC Chair), Melissa Fishman (Shared Facilites Chair), Olga Howard (Web Chair), Gary Whitehead (Parking Chair), Kathy Simonovich (Service First Management & Consulting).
Call to Order
The meeting was called to order at 6:33 p.m.
Open Forum
Gary Whitehead requested the BOD consider the installation of street trees along Magnolia Road behind their home (Whitcomb Square) to provide better screening.
Committee Reports
Architectural Review, Kevin Chroninger (Mtg Date – Third Monday at 7:00 p.m.) — Minutes of the August 20, 2007 meeting were provided. A motion by Robinette to approve the three (3) applications submitted to the ARC as the ARC did not have the appropriate quorum at the meeting. The motion was seconded by Durham and carried unanimously.
Shared Facilities, Melissa Fishman (Mtg Date – Second Tuesday at 6:30 p.m.) — The pool party was held in August with 143 people in attendance and was noted as a great success. The yard sale is set for September 15th from 8:00 a.m. to 1:00 p.m. Information regarding the yard sale will be published in the local newspaper. SFMC is now handling all clubhouse rentals and it was reported that it is running smoothly. The SFC would like the BOD to consider giving the guards end of season bonuses.
Newsletter, Eric Blackmer (Mtg Date – First Tuesday at 6:30 p.m.) — No report.
Website, Olga Howard & Berty Damato (Mtg Date – Second Wednesday at 6:30 p.m.) — Web survey – can be posted for one month with 100 responses at no charge or $19.95 a month with unlimited responses and can be canceled at anytime. A motion by Robinette to approve posting the web survey for one month at no charge. The motion was seconded by Anderson and was carried unanimously. Management directed to post sandwich boards announcing the website survey.
Parking, Gary Whitehead (Mtg Date – First Monday at 6:30 p.m.) — Committee requesting the BOD move forward with requesting "No Thru Trucks" and "a four way stop" at Blossom and Magnolia. The Committee will update the towing list and provide to Road Runner to begin patrolling for vehicles in violation.
Hearings – Executive Session
The Board of Directors went into Executive Session at 7:00 p.m. to conduct covenant violation hearings.
The Board of Directors exited Executive Session at 8:00 p.m. A motion by Robinette to: 1. Allow the homeowners that requested a thirty (30) extension to complete repairs the necessary time and if the repairs are not completed a monetary sanction of $10.00 a day will be fined effective August 28, 2007. All members must notify the Management Agent in writing when the items are completed so they can be re-inspected for compliance; 2. All homeowners who did not respond the to hearing will be fined $10.00 a day effective August 29, 2007 until the repairs are complete or ninety days whichever is greater; 3. Notify all owners that have responded and corrected the items that their cooperation was appreciated. The motion was seconded by Anderson and carried unanimously.
Approval of Meeting Minutes
A motion by Robinette to approve the July 31, 2007 Board of Directors Meeting Minutes as presented was seconded by Anderson and carried unanimously.
Financial Management
The Board of Directors reviewed the July 31, 2007 Financial Statements and discussed the revised Reserve Analysis presented by Thomas Downey, Ltd. Management to work with Harry Anderson with regards to the 2008 Operating Budget and the impact the revised analysis has on the budget.
Contract Services
Grounds Maintenance — The Board of Directors reviewed the Grounds Maintenance Proposals received from McFall and Berry Landscape, Heritage Landscape Services, TruGreen Landcare, The Word Group and Genesis Landscaping. Management instructed to invite TruGreen Landcare, The Word Group and Genesis Landscaping to the September meeting to review what they can offer to DS.
Management reported that American Roots Landscaping is scheduled to be on the property the week of August 27th to remove dead trees and stumps.
Management reported that they met with Terry Hix (drainage contractor) and he will be providing proposals for the areas of concern.
Irrigation Maintenance — The proposals provided were tabled until the October meeting.
Pond Services — A motion by Robinette to accept the proposal from Virginia Waters & Wetlands in the amount of $3,720.00 for the 2008 Lake Monitoring and Maintenance Program. The motion was seconded by Durham and carried unanimously.
It was reported that the spillway needs to be cleaned out.
Pool Services — A motion by Anderson to accept the 3 year Swimming Pool Management Agreement from U.S. Aquatics in the amount of $46,100; $47,480 and $48,430 respectfully. The motion was seconded by Robinette and carried unanimously.
Concrete & Asphalt Repairs — Dominion Paving & Sealing is scheduled to begin the asphalt trail work and install the two speed bumps within the next two weeks. The remainder of the work will be coordinated with the SFMC.
General Repairs — The clubhouse repairs were tabled and Management was requested to ask MDB Painting for a proposal that includes composite material instead of wood. The RPS proposal was declined.
The proximity card reader proposals were tabled indefinitely due to financial constraints.
A motion by Anderson to accept the proposal from R.A. Dobson in the amount of $400 to provide the annual maintenance contract for the heating and air conditioning system and the motion was seconded by Turner and carried unanimously.
Management advised the Board the clubhouse is being cleaned on a monthly basis by Maid for a Day in the amount of $65.00 a cleaning. The carpets were cleaned in August.
Legal Representation — A motion by Anderson to terminate the services of Rees Broome effective September 1, 2007 and hire Chadwick Washington Moriarty Elmore and Bunn. The motion was seconded by Robinette and carried unanimously.
Resident Matters
Bruce Tulloch is scheduled to attend the September Board of Directors meeting at 8:00 p.m.
The Board reviewed all correspondence provided in the Management Report.
New Business
—
Delinquencies
Follow-up regarding the "conflict of interest" remark on the Delinquency Report provided by Rees Broome.
Adjournment
The meeting was adjourned at 10:10 p.m.
Back to 2007 Meeting Minutes list
July 31
Members Present
David Robinette, David Durham, Sarah Turner, Harry Anderson, Kevin Chroninger (ARC Chair), Melissa Fishman (Shared Facilites Chair), Eric Blackmer (Newsletter Chair), Gary Whitehead (Parking Chair), Kathy Simonovich (Service First Management & Consulting).
Call to Order
The meeting was called to order at 6:35 p.m.
Open Forum
Sarah Turner provided information to the Board regarding wooden tot lots coming down in Cascades due to pressure treated lumber with chromated copper arsenate. SFMC will determine if any of the tot lots in DSHOA have the same problems.
Gary Whitehead reported there was an issue with the irrigation system (area muddy and wet all the time) behind where his house is located. SFMC to follow-up with Shenandoah Landscape.
Committee Reports
Architectural Review, Kevin Chroninger (Mtg Date – Third Monday at 7:00 p.m.) — Minutes of the July 16, 2007 meeting were provided.
Shared Facilities, Melissa Fishman (Mtg Date – Second Tuesday at 6:30 p.m.) — Discussion on rentals to non-residents and it was determined that you must be a member of the Association or the Condominium Association to rent the clubhouse. Pool party is scheduled for August 4th. The clubhouse is being rented on a regular basis and feedback from the community was that the clubhouse was in need of repairs.
Newsletter, Eric Blackmer (Mtg Date – First Tuesday at 6:30 p.m.) — Newsletter was distributed in July. Another writer was added by the Committee.
Website, Olga Howard & Berty Damato (Mtg Date – TBD) — No new information was available. David Robinette to follow-up with the Committee regarding the regular meeting date and survey options.
Parking, Gary Whitehead (Mtg Date – First Monday at 6:30 p.m.) — Discussion regarding parking signs and different problem areas. The Committee instructed to submit problems for discussion at the August meeting. The police are now patrolling and ticketing along Magnolia.
THOMAS DOWNEY, LTD
Doug White was in attendance at the meeting to discuss the draft reserve study. Management to meet with Mr. White on site to review appropriate components of the community and report back to the Board at the August meeting.
Approval of Meeting Minutes
A motion by Anderson to approve the June 26, 2007 Board of Directors Meeting Minutes as presented was seconded by Robinette and carried unanimously.
A motion by Anderson to approve the proposed Clubhouse Rental Procedures for the SFC noting that the security deposit received from the homeowner will be held and the rental fee will be deposited upon receipt. The motion was seconded by Robinette and carried unanimously.
Financial Management
The Board reviewed the June 30, 2007 financial statements. The Wachovia CD was cashed in by David Robinette and the check was given to SFMC for re-investment. Discussion regarding the multiple phone lines. Management to disconnect three lines and identify the best solution for the pool phone (coin phone or regular phone line) in accordance with Loudoun County requirements. Management reported that Shenandoah Landscape will reimburse the Association for the street cleaning expense as it was part of the contract.
Contract Services
Grounds Maintenance — A motion by Anderson to approve the American Roots Landscaping (ARL) proposal in the amount of $1290.00. Additionally, Management to instruct ARL to remove the dead trees behind the homes on Grand Central Square. The motion was seconded by Durham and carried unanimously.
Shenandoah Landscaping completed the drainage work and landscaping improvements that were approved from the June meeting.
Management to schedule a meeting with J. Hicks and Sons regarding the open issue of the drainage proposals.
The Request for Proposal for Grounds Maintenance was reviewed and Management to advise the vendors of the minor changes to the specifications.
Management was requested to discuss the following services with Shenandoah Landscaping: 1) replace the sodding on Magnolia near Whitcomb; 2) what is the schedule for over seeding and aeration; 3) trash pick up around the wet pond and specifically the spillway.
Pond Services — Management instructed to provide 2008 proposal from VA Waters and Wetlands at the next meeting.
Pool Services — 2007 pool season going very well. Determine what the 2008 contract price will be with the minimum wage increase and to advise US Aquatics that the guard umbrellas should be removed from the stands in bad weather and the utility door has been left open.
Concrete & Asphalt Repairs — The Board narrowed the concrete and asphalt repairs down to ART and Dominion Paving and Sealing. Management to determine the correct number for crack sealing and the price for painting "visitor" on the spaces in Sections 17, 18 and 19.
General Repairs — The clubhouse repairs were tabled until the next meeting upon additional receipt of proposals. The BOD requested to add the installation of two ceiling fans.
Management to obtain cleaning contract proposals. Additionally, Management will have the clubhouse cleaned now to include the carpets.
The proposal from Silent Partner Security for the proximity readers at the clubhouse was reviewed and tabled until the next meeting upon additional receipt of proposals.
Management instructed to get additional proposals for the HVAC maintenance contract.
Legal Representation — Management to clarify if the inclusion of one working session of the Board was included with the retainer fee for Chadwick Washington. This item was tabled until the next meeting.
Irrigation Maintenance — Management obtaining proposals for the maintenance of the irrigation system by qualified companies to include the expansion along Church Road. This information will be available at the next meeting.
Resident Matters
The BOD reviewed the request from a homeowner on Iron Horse for additional lighting. The BOD determined that it was not financially feasible at this time to install additional lighting.
Management to send additional letters to the homeowners on Hutchens Square regarding the play equipment and miscellaneous items on common area.
Management directed to send a second letter to the Sheriff’s Department regarding vehicle violation enforcement within the community.
Management instructed to schedule Covenant Violation hearings for the August meeting.
Management instructed to schedule Bruce Tullock for the September meeting.
New Business
—
Adjournment
The meeting was adjourned at 10:05 p.m.
Back to 2007 Meeting Minutes list
June 26
Members Present
David Robinette, David Durham, Sarah Turner, Harry Anderson, Kevin Chroninger (ARC Chair), Barbara Pandolfo (On-Site Administrator), Kathy Simonovich (Service First Management & Consulting).
Call to Order
The meeting was called to order at 6:30 p.m.
Open Forum
Resident S of XXXXX Hutchens Square was in attendance to discuss the zoning ordinance regarding the property behind her home.
Management introduced Barbara Pandolfo, the new On-Site Administrator, to the Board of Directors.
Committee Reports
The Board again requests that all committees report their recurring meeting date.
Architectural Review Committee, Kevin Chroninger — Minutes of the June 18, 2007 meeting were provided.
Shared Facilites, Melissa Fishman — Management reported on the follow-up to the SFC requests. Management met with U.S. Aquatics to review procedures regarding supplies and protocols for communication.
The Board requested Management to prepare a detailed description of the Clubhouse Rental Policy that they recommend. This should be presented to the Board prior to the next meeting.
The Board discussed the Dominion Station Condominium’s request for key distribution, placement of a drop box, use of storage facilities, bulletin board use and the use of the sandwich boards. The Board instructed Management to notify the Condominium Board that no keys will be distributed, a drop box can not be installed, no use of the facility for storage purposes and no use of the sandwich boards. Management to clarify the procedures to allow access to the facility for Board meetings and posting notices on the bulletin board.
Newsletter Committee, Eric Blackmer — The newsletter is scheduled to be published on July 15, 2007. Management will provide a copy of the Adopted May Board of Directors meeting minutes.
Website Committee, Olga Howard & Berty Damato — The Board discussed the Committees request to approve the Website Announcement and Survey Announcement. A motion by Robinette to approve the Website Announcement with the addition of language that differentiates between the Condominium Association and the Townhome Association (i.e. Serving the residents of the Dominion Station Townhome Community). The motion was seconded by Durham and carried unanimously.
The Survey Announcement was tabled and the Board requested that the Committee provide other options for web surveys.
The Board requested that Management provide the Clubhouse Rental Agreement to the Committee to put on the website as PDF file.
Parking Committee, Gary Whitehead — Discussion on Magnolia Road and enforcement of the vehicle regulations. A motion by Anderson to request counsel to draft a letter to the County Supervisor, VDOT and Sheriff’s Department regarding the following: enforcement of commercial vehicle parking, line of site issues, abandoned vehicles and speeding. Additionally, requesting "No Thru Truck" signs to be posted at both entrances to the community. The motion was seconded by Robinette and carried unanimously.
The Board requested that Management send correspondence to the Sheriff’s Department giving authority to enter upon the private property to enforce vehicle violations (i.e. state inspection, speeding, fire lane violations, etc.).
Approval of Meeting Minutes
A motion by Anderson to approve the May 22, 2007 Board of Directors Meeting Minutes as presented was seconded by Robinette and carried unanimously.
Financial Management
The Board reviewed the May 31, 2007 financial statements. Management to follow-up on: 1) Rate on Wachovia CD 2) Postage over budget 3) Telephone budget and invoices 4) Gas bills (need to be sent to Durham). A Draft 08 Budget will be presented at the July meeting for discussion.
Contract Services
Grounds Maintenance — Management was instructed to have a qualified irrigation company (Creative Irrigation Company and Ronco) to do a complete analysis of the irrigation system and make recommendations to the Board for maintenance and upgrades.
The Board reviewed multiple proposals submitted by Shenandoah Landscape Services as a result of a walk of the community with representatives of the Board and Management. Bid number ENVCJB07-11988 tabled. Bid number ENVCJB07-11967 was reviewed and the following items were approved:
- Landscape Enhancements – Install eleven (11) Burning Bush along the fence at the pool in the amount of $843.00. Motion by Anderson, seconded by Robinette and carried unanimously.
- Behind 45485 Baggett Terrace – Regard the existing swale in the amount of $2,222.50. Motion by Robinette, seconded by Anderson and carried unanimously.
- Remove the bed with ornamental grasses along the right side of Magnolia before Guilford Station in the amount of $3,932.00. Motion by Robinette, seconded by Anderson and carried unanimously.
Bid number ENVCJB07-11893 Rev 1 was reviewed and the following items were approved: At the entrance of Guilford Station prune the roots on the River Birch in the amount of $750.00. Motion by Robinette, seconded by Anderson and carried unanimously.
Management instructed to have American Stump price all the stump and tree work outlined in the above mentioned proposals.
Management instructed to have drainage firm to price all drainage work outlined in the above mentioned proposals.
Management instructed to bid out the 2008 Grounds Maintenance and Snow Plowing services. This information should be available at the August meeting.
Pool Management — Report given under Shared Facilities Committee. Additionally, U.S. Aquatics reported an injury at the pool on June 17, 2007. The injury was reported to the insurance company and the insurance company found that there was no negligence on the part of Association.
Reserve Analysis — Management to contact Doug White of Thomas Downey, LTD and schedule meeting on July 31, 2007.
Concrete & Asphalt Repairs — Proposals for concrete and asphalt repairs to be presented at the July meeting. Fire lane and parking space assignment/visitor should be addressed during these repairs.
General Repairs — Management to meet with Silent Partners on July 3, 2007 to discuss the proposal to a proximity system to have available at the next Board meeting.
Legal Representation — The Board tabled discussion on the revised Agreement with Rees, Broome, P.C.
The Board reviewed a proposal from Chadwick Washington. Management was requested to obtain an additional proposal from Whiteford, Taylor and Preston.
Resident Matters
Resident T requested the Board look at a drainage issue in an open space next to his/her home. This will be addressed with the drainage proposal from the other areas in the community./p>
Resident M requested the Board to bring Association Counsel into a possible property border issue with the commercial landowner behind his/her homes. The Board advised Management to notify M that this is not an Association issue and they would be unable to support her request.
New Business
Management advised the Board that Kathy Simonovich will take over as the Community Manager for Dominion Station. The July meeting was moved to July 31, 2007 to accommodate vacation schedules.
Management indicated the maintenance re-inspection will occur in July and results will be available at the July meeting.
Delinquencies
A motion by Anderson to write of $502.00 as bad debt for XXXXX Manning Square (XXXXXX and XXXXXX) was seconded by Robinette and carried.
Adjournment
The meeting was adjourned at 10:30 p.m.
Back to 2007 Meeting Minutes list
May 22
Members Present
David Robinette, David Durham, Sarah Turner, Harry Anderson, George Ellis (Service First Management & Consulting).
Call to Order
The meeting was called to order at 6:30 p.m.
Robinette signed the Reese Broome PC letter of agreement. This document was provided to the Board of Directors for signature, in recognition of a change in the firm’s name. The change was due to former partner Raymond Diaz leaving the firm.
Robinette executed two (2) liens that will be filed in support of the Association’s debt collections effort.
Open Forum
One owner had a question about the pond bubbler. Robinette and the Board responded by discussing the purpose of the system.
One owner discussed the pool pass system and asked how to get passes if they missed the registration.
Committee Reports
The Board requests that all committees report their recurring meeting date.
Architectural Review Committee — Kevin Chroninger, Chairperson of the Architectural Committee, reported that the committee had an "out of cycle" meeting in May and provided minutes of his meeting to management.
Shared Facilites, Melissa Fishman — No report. The Board discussed the issue and potential problem when multiple/numerous individuals make application for pool passes.
Newsletter Committee, Eric Blackmer — Eric discussed the next issue date of July 15, 2007. He asks that 1) future Pool Registration information be provided as early as possible to prevent production delays and 2) adopted Board meeting minutes be provided for the newsletter.
The Board of Directors requested that the Inspection Form developed management be placed in the newsletter and on the website.
Website Committee — No report. The Board asked management to place the sign boards at the two main entrances with the website (www.DSHOA.com) listed as "active."
Parking Committee — Gary Whitehead, parking chairperson, discussed soliciting the county to approve No Thru Truck status for Magnolia Drive.
Training
The Board of Directors has set the tentative date for a Board and Committee training session at June 25, 2007. Management is requested to seek date confirmations from the committee Chairs. Association Counsel, Ami Pape of ReesBroome PC to be in attendance and discuss various topics such as committee and board function, interactions, accountability, etc.
Robinette to provide a draft agenda for review.
Approval of Meeting Minutes
The Board reviewed the April 24, 2007 meeting minutes.
Motion made by Anderson, seconded by Robinette to approve the April 24, 2007 meeting minutes as presented. The motion was carried and approved unanimously.
Financial Management
The Board reviewed the April 30, 2007 financial statements.
Treasurer Durham discussed management’s Investment recommendations. Robinette MOVED to accept management’s investment recommendations. SECOND by Durham. The motion was approved unanimously.
Anderson advised the Board that management should not be a signatory on the investment accounts. Robinette MOVED to table the discussion of management’s function as signatory on investment accounts. SECOND by Durham. The motion was approved unanimously.
Durham asked management to discuss the recent pool repair invoices. Management advised that Century Management had failed to winterize several water lines in the pump room after they were asked to re-fill the lap pool in December. The lap pool had inadvertently been drained, for reasons unknown, and when re-filled, the fill lines were not drained and subsequently burst during freeze thaw cycles over winter. Management had been advised that Century was asked to reimburse the Association for the cost of repairs. Management to advise on any progress with Century.
Durham asked that copies of the 2007 Gas invoices be emailed to his attention. Durham asked that copies of 2007 Virginia Water and Wetlands invoices be emailed to his attention.
Durham asked that copies of the 2007 Legal invoices be emailed to the Board’s attention.
Management directed to change the AOL internet account to a free account, or to cancel and establish a no-cost account.
Anderson asked that a copy of the Reserve Study be emailed to his attention.
The Board asked that onsite administrator Barbara Pandolfo comes to the beginning of the next meeting, for introduction purposes.
Contract Services
Grounds Maintenance — The Board of Directors expressed concerns that the Irrigation System is not working at 100% capability. Management to discuss the issue with Shenandoah Landscape Services.
The Board discussed consultant Greg Budnik’s recommendations for erosion and drainage proposals. They recognized Greg’s proposal to charge an amount that is 10% of the project cost. Management is requested to counter his proposal to provide a "flat rate" for his design and consultation services.
Pool Management — Management directed to have the storage rooms cleaned out of all old trash and miscellaneous items that remain from previous years.
Resident Matters
—
New Business
—
Adjournment
The meeting was adjourned at 10:00 p.m.
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April 24
Members Present
David Robinette, David Durham, Sarah Turner, George Ellis (Service First Management & Consulting), Lisa Williams (SFMC)
Call to Order
The meeting was called to order at 6:30 p.m.
Open Forum
Resident A of XXXXX Golden Spike Terrace inquired if her/his architectural application had been reviewed and approved. Kevin Chroninger, chairperson of the Architectural Committee, reported that the application has been approved.
Committee Reports
Architectural Review Committee — The Board reviewed the architectural meeting minutes dated April 16, 2007.
Shared Facilites — Management met with the Shared Facilities chairperson Melissa Fishman to review the pool registration and clubhouse rental procedures.
Newsletter Committee — Nothing to report at this time.
Website Committee — The administrator reported on the updates made to the web site.
Parking Committee — Gary Whitehead, parking chairperson, reported that he was currently reviewing the parking rules and regulations.
Approval of Meeting Minutes
The Board reviewed the March 27, 2007 meeting minutes. Motion made by David, seconded by Sara to approve the March 27, 2007 meeting minutes as presented. The motion was carried and approved unanimously.
The Board reviewed the 2006 Annual Meeting minutes. The minutes will be approved at the 2007 Annual Meeting.
Financial Management
The Board reviewed the March 31, 2007 financial statement.
Contract Services
Grounds Maintenance — Shenandoah Landscape will be onsite May 4th to perform a site inspection. David Robinette, David Durham and George Ellis will accompany Lee DeVos of Shenandoah.
Pond Services — Management reported that VA Water is waiting for warmer temperatures before chemicals can be applied to the pond.
Pool Management — Management reported that minor white coat repairs have been done. US Aquatics will begin filling the pool April 30th.
Discussion ensued pertaining to installing three "911" signs to include the physical address of the pool around the pool deck. Motion made by Sara, seconded by David to purchase (2) 8x36 "911" signs and (1) 12x34 "911" sign to include the address of where the pool is located. Motion carried unanimously.
Resident Matters
The owner of XXXXX Hutchens Square attended the meeting to discuss the common area spaces behind the fences on Hutchens Square. The owner reported that they are completely saturated and requested that the Board would further review this issue. The Board reviewed a proposal submitted by Shenandoah Landscape recommending a drainage system be installed. The Board and Shenandoah Landscape will inspect the area in question on May 4th during the site inspection. This issue has been tabled for the May meeting.
New Business
The Board reviewed Harry Anderson’s resume as a possible candidate to be chosen to serve on the Board. Motion made by David, seconded by Sara to appoint Harry Anderson to serve on the Board until the next Annual Meeting. The motion carried unanimously.
The Board briefly reviewed the draft Reserve Study update. The Board requested this item be placed on the May agenda for further discussion.
Adjournment
The meeting was adjourned at 9:45 p.m.
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February 27
David Robinette, President, called the meeting to order at 6:35pm. Directors in attendance were Penelope Roberts, David Durham and Sarah Turner. George Ellis represented Service First Management Company. Kevin Chroninger represented the ARC and Penelope Roberts represented the newsletter Committee. Ami Pape, DS Legal council was also in attendance.
Open Forum
Residents of the condominiums raised concerns about the large amount of dog waste that has been littering their sidewalk. (Condos? Or HOA residents about condo owners dog's waste? Management will contact them in the a.m. to take appropriate action. XXXXX Locomotive.)
Resident M, (XXXXX Manning St), wants to know the status of the committees that have not been filled. Specifically the community clean up and the yard sale. Snow removal was also discussed and whether or not the community would have the sidewalks cleaned off.
Committee Reports
Architectural Review Committee (ARC), Kevin Chroninger — No applications to review
Shared Facilities Committee, No Chairman — Melissa Fishman might take Chairman position. Lisa A., Donetta C. and Melissa have been added to the committee. George said SFMC would meet with them to go over pool registration and pool passes etc.
Newsletter Committee, Penelope Roberts — P. Roberts motioned to approve a Charter for the Newsletter. Various issues were discussed by the Board of Directors including free speech. Counsel was consulted and recommended that the board limit the contents of the newsletter to relevant information to the Charter was amended to include language requiring that all newsletters be reviewed by our legal representation. Motion to accept amended Charter to the newsletter made by Roberts and seconded by Durham. Approved unanimously.
Roberts announced her resignation from the Newsletter Committee and as Chairman and Editor of the Newsletter Roberts nominated Eric Blackmer as editor of the Newsletter. Robinette amended the motion for all the newsletter volunteers to get together and select a Chairperson and an Editor of the newsletter. Seconded as amended by Durham and accepted unanimously.
Website Committee — Distribution of formal email addresses under the website was discussed. Board directed Berty to take the website down so legal could review it for content. Board discussed need for website committee and a chairman of that committee. Ami is going to get a charter in place for the board to review.
Parking Committee — Discussion on Current Parking Charter in place. Board decided to change article D. Roberts suggested rephrasing to "facilitate charter when directed to the board."
Robinette motioned to table discussion on parking Charter till the next meeting when the parking committee has a chance to review the Charter. Accepted unanimously.
George read Janet Pugh’s resignation effective immediately to the Board. Robinette asked George to provide the board with the current Board members elected terms.
Minutes
Motion to deny and review the minutes from January ’07 meeting accepted. Ami to review minutes.
CAI
Motion was made to remove Roberts as a CAI member and Turner added. Motion passed.
Financial Management
George reviewed financial Management. Pool, towing was discussed.
Contract Services — Roberts wants inspection on all areas said to be cleaned up. She has noticed areas not clean after it was said to be done.
Roberts motioned to accept Shenandoah Contract to remove vine on Elm and Baggett. Turner Seconded and accepted unanimously.
Durham motioned to accept Lake Monitor initiative. Robinette seconded and board accepted unanimously.
Pool — Ami suggested posting address of Pool clearly in several locations on the pool deck. If rescue needs to be called, address should be clearly visible.
Roberts motioned to table discussion on location and size of signage. Durham seconded and board accepted unanimously.
Motion to engage US Aquatics as the pool company by Robinette and seconded by Roberts. Board accepted unanimously.
Reserve Analysis — Nothing new to report.
General Repairs — New street lamp on Guilford Station Dr. discussed. Street lams are on order.
Motion to accept Parezo Electrical contract conditionally on George’s recommendation to replace lights and housing as necessary. Roberts motions, Durham seconds and Board accepts unanimously.
Compliance Matters — Several compliance issues are closed. Several are still open and will be discussed at March meeting.
Motion to deny refund requested by homeowner when their car got towed. Penelope motioned, Durham seconded. Board accepted unanimously.
Motion to provide Photos of homeowners’ car at time of towing has been denied. SFMC to contact homeowner to inform that no photo’s are available. Roberts motioned, Durham seconds. Board votes unanimously.
The Roadrunner towing agreement was discussed.
Old Business
Resident parking issue and law suit discussion. Board discussed possible settlement options and rejected all settlement proposals. Motion to table Administration Resolution for Committee Charters, for further discussion.
Penelope Roberts tendered her resignation as a Member of the Board of directors effective immediately.
Motion to adjourn the meeting by Robbinette. Motion to adjourn seconded by Durham and carried unanimously. Adjourned at 10:16 p.m.
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