2008 Meeting Minutes
November 18
Members Present
David Robinette, Harry Anderson, Joan Whitehead, Melissa Fishman, Gary Whitehead (Parking Committee Chair), Aimee Jorns (Shared Facilities Chair), and Kathy Simonovich (Service First Management & Consulting).
Call to Order
The meeting was called to order at 6:30 p.m.
Open Forum
Homeowner Cynthia Payne requested the Board to allow the placement of “No Dumping” stickers on the storm drains as provided by Loudoun County.
Committee Reports
Architectural Review Committee (ARC), Kevin Chroninger (Mtg Date – Third Monday at 7:00 p.m.) — A motion by Robinette to accept the resignation of Kevin Chroninger, Anibal Avalos and Tom Gimon was seconded by Anderson and carried unanimously. Discussion on solar shingles. Management directed to inquire if the homeowner inquiring about the modification (BJ Miller) seek additional information and provide to the Board.
Shared Facilities Committee, Aimee Jorns (Mtg Date – Second Tuesday at 6:30 p.m.) — A motion by Anderson to amend the Clubhouse Rental Policy Resolution to change the rental fee to $100.00 (for up to 6 hours), security deposit remains at $250.00 and is available for rental seven days a week. The motion was seconded by Robinette and carried unanimously.
Newsletter Committee, Eric Blackmer (Mtg Date – First Tuesday at 6:30 p.m.) — A motion by Anderson to suspend further publications of the newsletter. The motion was seconded by Robinette and carried unanimously.
Website Committee, Berty Damato (Mtg Date – Second Wednesday at 6:30 p.m.) — No report.
Parking Committee, Gary Whitehead (Mtg Date – First Monday at 6:30 p.m.) — No report.
Neighborhood Watch — No report.
Minutes
A motion by Robinette to approve the October 21, 2008 Board of Directors Meeting minutes. The motion was seconded by Whitehead and carried unanimously.
Financial Management
Status of Operations—October 31, 2008: As of October 31, 2008 the Association had an unaudited surplus of $29,230.
Contract Services
Grounds Maintenance — A motion by Robinette to approve the tree maintenance proposal as presented by Thrive in the amount of $21,655.00 was seconded by Anderson and carried unanimously. A motion by Robinette to approve the drainage and tree installation proposal as presented by Genesis Landscapes in the amount of $12,710.00 was seconded by Anderson and carried unanimously.
Adjournment
The meeting was adjourned at 8:15 p.m.
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October 21
Members Present
David Robinette, Sarah Turner, Joan Whitehead, Melissa Fishman, Gary Whitehead (Parking Committee Chair), Kevin Chroninger (ARC Chair), Eric Blackmer (Newsletter Committee Chair), and Kathy Simonovich (Service First Management & Consulting).
Call to Order
The meeting was called to order at 6:30 p.m.
Open Forum
No items brought forward.
Committee Reports
Architectural Review Committee (ARC), Kevin Chroninger (Mtg Date – Third Monday at 7:00 p.m.) — Report submitted
Shared Facilities Committee, Melissa Fishman (Mtg Date – Second Tuesday at 6:30 p.m.) — No report.
Newsletter Committee, Eric Blackmer (Mtg Date – First Tuesday at 6:30 p.m.) — Lack of information provided for newsletter distribution. Discussion on continuing the paper version of the newsletter.
Website Committee, Berty Damato (Mtg Date – Second Wednesday at 6:30 p.m.) — No report.
Parking Committee, Gary Whitehead (Mtg Date – First Monday at 6:30 p.m.) — No report. Parking Resolution tabled.
Neighborhood Watch — No report.
Minutes
A motion by Robinette to approve the September 23, 2008, Board of Directors Meeting minutes. The motion was seconded by Fishman and carried unanimously.
Financial Management
Status of Operations—September 30, 2008: As of September 30, 2008, the Association had an unaudited surplus of $21,765. A motion by Turner to approve the 2009 Operating Budget as presented with the monthly assessment set at $100.00 per unit was seconded by Fishman and carried unanimously.
Contract Services
Grounds Maintenance — Management directed to follow-up with Kate Davidson regarding the proposals for the tree work and have available at the next meeting. The tree work should include all trees within the community.
Irrigation Maintenance — A motion by Turner to approve Aspect Irrigation’s proposal to re-route and extend the existing irrigation system (with the exception of Atlantic Blvd.) in the amount of $37,800.00. The motion was seconded by Fishman and carried unanimously. Terms regarding contract payment need to be negotiated.
Snow Plowing — A motion by Anderson to approve Genesis Landscapes Snow Removal proposal was seconded by Robinette and carried unanimously.
Pool Management — A motion by Robinette to accept U.S. Aquatics proposal for the installation of drain covers for the main pool, lap pool and wading pool in the amount of $1,350.00 was seconded by Whitehead and carried unanimously.
Pond Maintenance — A motion by Robinette to accept Virginia Waters & Wetlands, Inc. 2009 Lake Monitoring & Maintenance Program in the amount of $4,500.00 was seconded by Whitehead and carried unanimously.
Trash Contract — The Board of Directors reviewed the competitive bids from American Disposal and Patriot Disposal and determined that New Visions proposed price of $14.00 per unit per month was competitive. A new contract will be drawn up for presentation in April 2009.
General Repairs — A motion by Robinette to accept CP Electric’s proposal to remove non matching existing flood lights and relocate and install four new matching flood lights in the amount of $2,100 was seconded by Fishman and carried unanimously. Management reported that the sign work should be completed within the next week by D&D Signs. A motion by Robinette to approve MDB Painting’s proposal to install a 25ft commercial grade flag pole with the ropes on the inside that will accommodate two flags in the amount of $1,536.23 was seconded by Turner and carried unanimously.
New Business
The Annual Meeting of the Membership will be held Tuesday, December 2, 2008. There will be two Director position’s up for election. The regular meeting of the Board of Directors will be held November 18, 2008.
Executive Session
8:30 p.m. to 9:00 p.m.
Adjournment
The meeting was adjourned at 9:00 p.m.
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September 23
Members Present
David Robinette, Harry Anderson, Sarah Turner, Joan Whitehead, Gary Whitehead (Parking Committee Chair), Aimee Jorns (Shared Facilities Chair), and Kathy Simonovich (Service First Management & Consulting).
Call to Order
The meeting was called to order at 6:30 p.m.
Open Forum
Concerns regarding storm drain by Reading and Golden Spike. Landscapers need to pick up trash when mowing.
Committee Reports
Architectural Review Committee (ARC), Kevin Chroninger (Mtg Date – Third Monday at 7:00 p.m.) — No report.
Shared Facilities Committee, Melissa Fishman (Mtg Date – Second Tuesday at 6:30 p.m.) — Budget presented to the BOD.
Newsletter Committee, Eric Blackmer (Mtg Date – First Tuesday at 6:30 p.m.) — No report.
Website Committee, Berty Damato (Mtg Date – Second Wednesday at 6:30 p.m.) — No report.
Parking Committee, Gary Whitehead (Mtg Date – First Monday at 6:30 p.m.) — No report.
Neighborhood Watch — No report.
Minutes
A motion by Robinette to approve the August 26, 2008 Board of Directors Meeting minutes. The motion was seconded by Anderson and carried unanimously.
Contract Services
Irrigation Maintenance — A motion by Robinette to approve Aspect Irrigation’s 2009 Irrigation Contract (The Complete Plan) in the amount of $3130.00 was seconded by Whitehead and carried unanimously.
Snow Plowing — A motion by Anderson to approve Genesis Landscapes Snow Removal proposal was seconded by Robinette and carried unanimously.
Pool Management — A motion by Anderson to accept U.S. Aquatics 2009 Pool Management Agreement in the amount of $47,480 was seconded by Turner and carried unanimously.
Pond Maintenance — The Virginia Waters & Wetlands 2009 Maintenance Agreement was tabled. Management directed to obtain additional bid for this service.
Trash Contract — Management directed to obtain competitive bids for the trash contract. New Vision Trash has indicated their renewal price to be $14.00 per unit per month.
General Repairs — A motion by Anderson to accept CP Electric’s proposal to replace the existing light pole at Hutchens Square in the amount of $2000. The motion was seconded by Robinette and carried unanimously.
KATE DAVIDSON – Landscape Architecture & Garden Design Presentation
Management directed to have three (3) proposals available at the October meeting for the tree work as discussed.
Executive Session
8:15 p.m. to 9:00 p.m.
Financial Management
Status of Operations—August 31, 2008—Harry Anderson Reporting: As of August 31, 2008 the Association had an unaudited surplus of $9,609. A motion by Anderson to invest $100,000 in CD’s at the best rate. The motion was seconded by Robinette and carried unanimously. A motion by Anderson to approve the 2007 Draft audit as presented by Singleton & Bardowski. The motion was seconded by Robinette and carried unanimously. 2009 Budget discussion.
Adjournment
The meeting was adjourned at 10:15 p.m.
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August 26
Members Present
David Robinette, Harry Anderson, Sarah Turner, Joan Whitehead, Melissa Fishman, Kevin Chroninger (ARC Chair), Gary Whitehead (Parking Committee Chair), Aimee Jorns (Shared Facilities Chair), Eric Blackmer (Newsletter Committee Chair), and Kathy Simonovich (Service First Management & Consulting).
Call to Order
The meeting was called to order at 6:30 p.m.
Open Forum
Discussion regarding replacement of the tennis court gate.
Committee Reports
Architectural Review Committee (ARC), Kevin Chroninger (Mtg Date – Third Monday at 7:00 p.m.) — No report. Discussion on obtaining paint colors (color schemes) for the homes.
Shared Facilities Committee, Melissa Fishman (Mtg Date – Second Tuesday at 6:30 p.m.) — Pool party was held August 23, 2008. Yard sale will be held in conjunction with Cascades Park on October 11th (rain date October 12th). Discussion on procedures regarding Club house rental inspections. Chair will coordinate with owners for pre-inspection.
Newsletter Committee, Eric Blackmer (Mtg Date – First Tuesday at 6:30 p.m.) — Next Newsletter will be published in October. Discussion on format and committee contributions.
Website Committee, Berty Damato (Mtg Date – Second Wednesday at 6:30 p.m.) — Report submitted.
Parking Committee, Gary Whitehead (Mtg Date – First Monday at 6:30 p.m.) — Parking Resolution tabled until September meeting.
Neighborhood Watch — Drug activity noted at the tot lots. Management to have signs installed at each that indicates the areas close at dusk and violators will be prosecuted.
Minutes
A motion by Anderson to approve the July, 29, 2008 Board of Directors Meeting as amended. The motion was seconded by Robinette and carried unanimously.
Financial Management
Status of Operations—July 31, 2008—Harry Anderson Reporting: As of July 31, 2008 the Association has an un-audited surplus of $25,170. Management and Treasurer will be meeting first week of September to review the draft budget. All committee chairs are to advise Management of budget needs. 2007 Draft Audit was tabled until September meeting. Tax returns were signed.
Contract Services
Grounds Maintenance — A motion by Anderson to approve Genesis Landscapes proposal to install topsoil around water meters on Box Car and Iron Horse in the amount of $525.00 was seconded by Robinette and carried unanimously. Management to request Kate Davidson to attend the September meeting with the site analysis plan.
Irrigation Maintenance — Management to have Aspect Irrigation inspect Box Car Square for the irrigation installed by the developer for the model.
Pool Management — The 2009 Swimming Pool Management Agreement was presented for approval. The Board tabled until September. Management to discuss with U.S. Aquatics the removal of the fuel surcharge.
Tot Lot — All new tot lots are complete. Management to have a fence placed in front of the Guilford Station tot lot entrance.
General Repairs — Management to follow-up with CP Electric on entrance repairs. D&D Signs will be completing the replacement/straightening of signs within the next two weeks. American Roots will be completing the stump removal within the next two weeks. Management to make sure each street entrance has “No Soliciting Signs.” A motion by Anderson to approve MDB Painting proposal in the amount of $690.00 to repair the clubhouse chimney. The motion was seconded by Fishman and carried unanimously.
Resident Matters
A motion by Anderson to deny the request of reimbursement to **** for the trash can violation. The motion was seconded by Fishman and carried unanimously. Management to inform owner that trash can must be stored in the rear of the homes.
Discussion on **** and the tree on common area affecting the lot. Management to get with Genesis Landscaping to request additional pruning and a proposal to remove and replace the tree.
New Business
None
Delinquencies
A motion by Anderson to write off $102.50 as bad debt regarding the property ****. The motion was seconded by Robinette and carried unanimously.
A motion by Anderson to write off $2173.50 as bad debt regarding the property ****. The motion was seconded by Robinette and carried unanimously.
Executive Session
8:00 p.m. to 8:30 p.m.
Adjournment
The meeting was adjourned at 8:50 p.m.
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July 29
Members Present
David Robinette, Harry Anderson, Joan Whitehead, Melissa Fishman, Kevin Chroninger (ARC Chair), Gary Whitehead (Parking Committee Chair), Aimee Jorns (Shared Facilities Chair), and Kathy Simonovich (Service First Management & Consulting).
Call to Order
The meeting was called to order at 6:15 p.m.
Executive Session
Opened at 6:16 p.m. and closed at 6:25 p.m.
Open Forum
Discussion regarding the Association assessments and services.
Committee Reports
Architectural Review Committee (ARC), Kevin Chroninger (Mtg Date – Third Monday at 7:00 p.m.) — ARC Meeting Minutes from July 21, 2008.
Shared Facilities Committee, Melissa Fishman (Mtg Date – Second Tuesday at 6:30 p.m.) — Pool party scheduled for August 23, 2008 from 4:00 p.m. to 12:00 a.m.
Newsletter Committee, Eric Blackmer (Mtg Date – First Tuesday at 6:30 p.m.) — Newsletter draft to be submitted by August 1, 2008.
Website Committee, Berty Damato (Mtg Date – Second Wednesday at 6:30 p.m.) — No Report.
Parking Committee, Gary Whitehead (Mtg Date – First Monday at 6:30 p.m.) — Discussion on visitor parking violations and attorney’s opinion regarding implementing a decal system. Management directed to have attorney revise the Parking Policy Resolution to incorporate the distribution of parking decals. Management to obtain prices for parking decals.
Neighborhood Watch — No Report.
Minutes
A motion by Anderson to approve the June 24, 2008 Board of Directors Meeting. The motion was seconded by Whitehead and carried unanimously.
Financial Management
Status of Operations—June 30, 2008—Harry Anderson Reporting: As of June 30, 2008 the Association has an un-audited surplus of $30,107. 2009 Operating budget work to begin in August.
Contract Services
Grounds Maintenance — A motion by Robinette to approve Genesis Landscapes proposal for the drainage improvements behind Thompson Square in the amount of $2,565.00 was seconded by Anderson and carried unanimously. A motion by Anderson to approve Kate Davidson Landscape Architecture proposal in the amount of $3,600 to develop a long term landscape plan was seconded by Fishman and carried unanimously.
Irrigation Maintenance — Management directed to contact Aspect Irrigation to determine when the system is running and report several areas not working properly. Additionally, request proposals for future improvements (Blossom and Atlantic).
Pool Management — US Aquatics reports no issues at the pool. MDB requested final payment which the Board denied. Management to request MDB to make final repairs and perform a walk-thru with representative of the Board.
Towing — No new information to report.
Tot Lot — All tot lots have been completed with the exception of the Baggett Terrace. The rock climbing wall was damaged and All Recreation reports the installation should be completed by August 8th.
General Repairs — CP Electric will complete the lighting enhancements as soon as the parts arrive and request that the lights be moved from the current location closer to the wall. Management to clarify the D&D Proposal to replace and straighten signs through the community and move forward with the project.
Resident Matters
Management to schedule the start of the maintenance hearings in August (Whitcomb Square and Guilford Station). Re-inspection is on-going.
New Business
None
Old Business
None
Delinquencies
General discussion on delinquent accounts.
Adjournment
The meeting was adjourned at 8:30 p.m.
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June 24
Members Present
Harry Anderson, Sarah Turner, Joan Whitehead, Melissa Fishman, Kevin Chroninger (ARC Chair), Gary Whitehead (Parking Committee Chair), Aimee Jorns (Shared Facilities Chair), and Kathy Simonovich (Service First Management & Consulting).
Call to Order
The meeting was called to order at 6:35 p.m.
Open Forum
Street light reported out at 45590 Whitcomb Square.
Discussion regarding the maintenance of the path and grounds in Section 11 & 12 off of Thompson Square. Management to determine who is to maintain.
Committee Reports
Architectural Review Committee (ARC), Kevin Chroninger (Mtg Date – Third Monday at 7:00 p.m.) — ARC Meeting Minutes from June 17, 2008.
Shared Facilities Committee, Melissa Fishman (Mtg Date – Second Tuesday at 6:30 p.m.) — Committee going to meet regarding pool party.
Newsletter Committee, Eric Blackmer (Mtg Date – First Tuesday at 6:30 p.m.) — No report.
Website Committee, Berty Damato (Mtg Date – Second Wednesday at 6:30 p.m.) — No report.
Parking Committee, Gary Whitehead (Mtg Date – First Monday at 6:30 p.m.) — Meeting Minutes from June 2, 2008. Management to follow-up with Association counsel regarding Parking Rules.
Neighborhood Watch — Report submitted.
Minutes
A motion by Anderson to approve the May 27, 2008 Board of Directors Meeting Minutes as amended. The motion was seconded by Whitehead and carried unanimously.
Financial Management
Status of Operations—April 30, 2008—Harry Anderson Reporting: As of May 31, 2008 the Association has an un-audited surplus of $31,184; however does not include bad debt expense previously approved. Two CD’s were cashed in to fund the reserves expenses previously approved. Management requested to sort the delinquency report by address in the future.
Contract Services
Grounds Maintenance — Management reported that the landscape improvement at the side common ground on Whitcomb Square was approved in the amount of $840.00 and the removal/disposal of all dead ornamental trees in the turf areas and all ornamental shrubs that are in the mulched areas that did not flush new leaves in the spring and are now dead in the amount of $2410 was approve. Additionally, Management will be meeting with Kate Davidson to develop a long term grounds enhancement proposal for the Board’s consideration.
Irrigation Maintenance — Management reported that Aspect Irrigation completed the enhancement project. A motion by Anderson to approve Aspect Irrigation Inc. proposal in the amount of $880.00 for the 2008 winterization of the system. The motion was seconded by Fishman and carried unanimously.
Pool Management — US Aquatics reports no issues at the pool. MDB Painting reports that the sink and countertops will be installed as soon as they arrive. Management will inspect the project with a member of the Board when completed prior to final payment being released.
Towing — No new information to report.
Access Control System — A static IP address has been ordered from Verizon. Management will be meeting with Vintage on July 7th to complete the project.
Tot Lot — All Recreation is tentatively scheduled to begin the tot lot installation on July 21st. They report it should take approximately 8 days to complete. Management will have a pre-install meeting with the installer prior to the commencement of the work.
General Repairs — CP Electric will complete the lighting enhancements as soon as the parts arrive. Additionally, Management will inform CP Electric that they will be performing all lighting repairs at the property. Culbertson Company has completed the tuck pointing of the monuments.
Resident Matters
A motion by Anderson to deny ** reimbursement for maintenance services was seconded by Turner and unanimously.
New Business
The Board of Directors meeting for July has been moved to July 29th.
Old Business
The Board directed Management to take no further action of the replacement or removal of the flags at the front entrance. This would be deferred until 2009.
Delinquencies
General discussion on delinquent accounts.
Adjournment
The meeting was adjourned at 7:50 p.m.
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May 27
Members Present
David Robinette, Harry Anderson, Sarah Turner, Joan Whitehead, Melissa Fishman, Kevin Chroninger (ARC Chair), Gary Whitehead (Parking Committee Chair), Aimee Jorns (Shared Facilities Chair), Eric Blackmer (Newsletter Committee Chair), and Kathy Simonovich (Service First Management & Consulting).
Call to Order
The meeting was called to order at 6:35 p.m.
Open Forum
Concerns regarding termites being found at a residence and providing information to the community.
Discussion on concerns regarding 45568 and 45562 Reading Terrace and the homes being used an “apartment.” Additional concerns regarding parking issues with regards to these homes.
Discussion on drainage and turf conditions on Reading and Golden Spike.
Committee Reports
Architectural Review Committee (ARC), Kevin Chroninger (Mtg Date – Third Monday at 7:00 p.m.) — ARC Meeting Minutes from May 19, 2008.
Shared Facilities Committee, Melissa Fishman (Mtg Date – Second Tuesday at 6:30 p.m.) — The yard sale was a success.
Pool registration was completed and discussion for 2009 registration. The Committee is to make recommendation to the Board regarding the pool party, changes to Policy Resolution 10-05, Use of Common Areas: Community Center and 2009 pool registration process.
Newsletter Committee, Eric Blackmer (Mtg Date – First Tuesday at 6:30 p.m.) — The next newsletter will be distributed August 1, 2008.
Website Committee, Berty Damato (Mtg Date – Second Wednesday at 6:30 p.m.) — Report submitted.
Parking Committee, Gary Whitehead (Mtg Date – First Monday at 6:30 p.m.) — Report submitted.
Neighborhood Watch — Report submitted.
Minutes
A motion by Robinette to approve the April 22, 2008 Board of Directors Meeting Minutes as presented. The motion was seconded by Anderson and carried unanimously.
Financial Management
Status of Operations—April 30, 2008—Harry Anderson Reporting: As of April 30, 2008 the Association has an un-audited surplus of $31,839. A motion by Anderson to write off $9245.94 in bad debt was seconded by Robinette and carried unanimously. A motion by Anderson to accept the payment plan from the owner of ***** Golden Spike Terrace as presented was seconded by Robinette and carried unanimously.
Contract Services
Grounds Maintenance — A motion by Anderson to approve the drainage improvements behind 45555 Hutchens Square in the amount of $3595 as submitted by Genesis Landscapes was seconded by Robinette and carried unanimously.
A motion by Anderson to approve the drainage improvement at the back corner of 45521 Hutchens Square in the amount of $1375 as submitted by Genesis Landscapes was seconded by Robinette and carried unanimously.
Management directed to arrange a meeting with Genesis Landscapes and David Robinette regarding the Hutchens Square work and to discuss the tree pruning.
Management directed to contact American Roots and request a proposal to remove the dead plant material.
Management directed to contact Kate Davidson (Landscape Architect/Designer) to meet with the Board.
Irrigation Maintenance — A motion by Robinette to approve the proposal from Aspect Irrigation in the amount of $16,800 to install an 8 zone extension of existing irrigation system along Church Road (expense to be allocated as a capital expense) was seconded by Turner. The motion passes 3-1, Anderson opposed. Management to amend the Contract to indicate the specific areas to be included, clarify if the wiring correction is included, reduce the deposit to 25%, determine if permits are necessary, who is responsible for contacting Miss Utility and remove the personal guarantee of the contract.
Pool Management — The Board of Directors selected MDB Painting to perform the bath house renovation in the amount $39,866. The renovation is 90% completed and MDB anticipates completion within the next two weeks. U.S. Aquatics completed the white coat and the pool opened on Memorial Day weekend.
Towing — No new information to report.
Access Control System — Vintage Security is currently installing the access control system to the clubhouse and will be completed by May 29, 2008.
Tot Lot — A motion by Anderson to approve the proposals from All Recreation of Virginia in the amount of $94,584.30 to replace the Guilford Station, Baggett Terrace and Magnolia tot lots. The motion was seconded by Robinette and carried 3-1 (Turner abstained).
General Repairs — A motion by Anderson to approve CP Electric proposal in the amount of $6200 for the electrical enhancements at the entrance monuments was seconded by Whitehead and carried unanimously.
A motion by Robinette to approve the Culbertson Company proposal in the amount $6780.00 to complete the mortar repairs at the entrance monuments was seconded by Anderson and carried unanimously.
Resident Matters
A motion by Anderson to deny **** towing reimbursement was seconded by Whitehead and carried 3-1 (Turner Opposed).
Management requested to have Road Runner refund **** towing fees due to the inappropriate towing of a van.
A motion by Robinette to deny **** the trash violation fine was seconded by Turner and carried unanimously.
A motion by Robinette to waive the trash violation fine of **** and advise Owner that violation can not occur within the next 6 months or assessment will be imposed was seconded by Turner and carried unanimously.
Management noted the Spring Maintenance Inspection was just about complete, grass compliance letters continue to be issued on a weekly basis and the basketball hoop was removed from the end of Thompson Square.
New Business
None.
Delinquencies
General discussion on delinquent accounts.
Adjournment
The meeting was adjourned at 9:45 p.m.
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April 22
Members Present
David Robinette, Sarah Turner, Harry Anderson, Joan Whitehead, Melissa Fishman, Kevin Chroninger (ARC Chair), Gary Whitehead (Parking Committee Chair), Aimee Jorns (Shared Facilities Chair), Eric Blackmer (Newsletter Committee Chair), and Kathy Simonovich (Service First Management & Consulting).
Call to Order
The meeting was called to order at 6:31 p.m.
Open Forum
Concerns regarding Atlantic Boulevard, easements and traffic lights.
Discussion on the community policing program and point of contact for such a program.
Fire lane issues on Golden Spike at Reading and Trestle.
Skate boarders damaging the curbs.
Creative Irrigation
Representative unavailable to attend the scheduled meeting.
Committee Reports
Architectural Review Committee (ARC), Kevin Chroninger (Mtg Date – Third Monday at 7:00 p.m.) — ARC Meeting Minutes from April 21, 2008 presented and reviewed. Management inspected the common area tree at **** and determined the tree roots could be removed from the owner’s property. The Board of Directors approved the request for the installation of black shutters on the home of ****. Discussion on brushed nichol hardware on storm doors. Owners must submit an application to the ARC.
Shared Facilities Committee, Melissa Fishman (Mtg Date – Second Tuesday at 6:30 p.m.) — Community yard sale scheduled. Discussion on renting the clubhouse during the week and allowing outside businesses to rent.
Newsletter Committee, Eric Blackmer (Mtg Date – First Tuesday at 6:30 p.m.) — The deadline for article submission is April 25, 2008. The draft newsletter will be provided to Management on April 28, 2008.
Website Committee, Berty Damato (Mtg Date – Second Wednesday at 6:30 p.m.) — No report.
Parking Committee, Gary Whitehead (Mtg Date – First Monday at 6:30 p.m.) — Committee provided a report to the Board.
Minutes
A motion by Robinette to approve the March 25, 2008 Board of Directors Meeting Minutes as presented. The motion was seconded by Anderson and carried unanimously.
Financial Management
Status of Operations—March 31, 2008—Harry Anderson Reporting: As of March 31, 2008 the Association has an un-audited surplus of $27,498. Management opened a Money Market Account at Corus Bank at 3.94%.
Contract Services
Grounds Maintenance — A motion by Robinette to approve the landscape improvements to the front and back entrance signs in the amount of $3072 as submitted by Genesis Landscapes was seconded by Anderson and carried unanimously.
motion by Robinette to approve the landscape/drainage improvement to the Guilford Station tot lot in the amount of $3184 as submitted by Genesis Landscapes was seconded by Anderson and carried unanimously.
Management directed to seek proposals for the installation of two (2) flag poles with a concrete pad, removal of the current bushes and transplant the annual flowers to the main entrance monument.
to seek proposals from Genesis Landscapes for the drainage problem on Whitcomb Square and Hutchens Square.
Management to convey to Genesis the concerns of the Board regarding the mowers and damaging turf and the performance issues regarding the street cleaning.
Management is seeking an additional proposal from CP Electric for the front entrance lighting enhancements. Additionally, Management to advise Parezo Electric that all work must be authorized prior to commencement. Request that lights be of a consistent nature (i.e. cool versus warm).
Irrigation Maintenance — Management to seek additional proposals for the enhancement project.
Pool Management — Management will provide additional information to the Board regarding the status of the wading pool repairs when they become available.
The bath house restoration proposals were tabled. Sarah will develop the specifications to be redistributed to the contractors for a proposal.
Towing — Discussion regarding towing took place during the Parking Committee’s report.
Access Control System — A motion by Robinette to approve Vintage Security’s proposal in the amount of $5600 for the installation of the Access Control System to the clubhouse and the Maintenance Agreement in the amount of $240 was seconded Fishman and carried unanimously.
Tot Lot —The proposal from All Recreation was tabled. Management to provide full playground equipment brochures to Melissa for recommendations. Consideration of placement of trash cans and appropriate signs at the tot lots.
General Repairs — R.A. Dobson performed the spring services on April 17, 2008. Management obtaining bids for tuck pointing of the entrance signs and at the pool.
Resident Matters
A motion by Anderson to deny the request of **** for the reimbursement of towing fees. The motion was seconded by Whitehead and carried 4-0-1.
Management reported that the 2008 Spring Maintenance Inspection was underway. Letters are being sent as each section is completed.
New Business
None.
Delinquencies
General discussion on delinquent accounts.
Adjournment
The meeting was adjourned at 10:00 p.m.
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March 25
Members Present
David Robinette, Sarah Turner, Harry Anderson, Joan Whitehead, Melissa Fishman, Kevin Chroninger (ARC Chair), Gary Whitehead (Parking Committee Chair), Aimee Jorns (Shared Facilities Chair), Eric Blackmer (Newsletter Committee Chair), Berty Damato (Website Committee Chair), Kathy Simonovich (Service First Management & Consulting), and Daryl Childs (Community Enforcement Services).
Call to Order
The meeting was called to order at 6:30 p.m.
Open Forum
Concerns regarding turf conditions on Reading Terrace.
COVENANTS HEARINGS HELD IN EXECUTIVE SESSION
Daryl Childs – Community Enforcement Services
Mr. Childs discussed the premise of his company (to provide parking and covenants enforcement to homeowners associations). The cost for his services would be approximately $26.00 to $28.00 an hour and he estimates 3.3 hours a day two to three times a week. Management will follow-up with Association Counsel regarding his services.
Committee Reports
Architectural Review Committee (ARC), Kevin Chroninger (Mtg Date – Third Monday at 7:00 p.m.) — ARC Meeting Minutes from March 17, 2008, presented and reviewed. Management to follow-up regarding the tree removal of 45464 Baggett Terrace and determine if the common area tree roots are affecting the homeowners property. The owner of *** appealed the ARC’s decision to deny the installation of shutters. The homeowner presented their case and the Board tabled any decision until they could look at the property.
Shared Facilities Committee, Melissa Fishman (Mtg Date – Second Tuesday at 6:30 p.m.) — Discussion on clubhouse rental policy and the ability to allow use during the week. Discussion on pool pass administration for 2008. After the decision was made regarding not moving forward with the key fob entry system at the pool, it was decided to handle pool passes the same as previous years. The only exception is that pictures will not be required. Management to work with the SFC on the pool package.
Newsletter Committee, Eric Blackmer (Mtg Date – First Tuesday at 6:30 p.m.) — The Board clarified issues regarding the new Charter. The next deadline for articles will be May 1, 2008 for publication in early May. The Newsletter should be contained to five pages.
Website Committee, Berty Damato (Mtg Date – Second Wednesday at 6:30 p.m.) — Management to get specific information to Chair for publication on the website (community clean-up, yard sale, etc.) No new volunteers have come forward to serve on this committee.
Parking Committee, Gary Whitehead (Mtg Date – First Monday at 6:30 p.m.) — Committee to meet and discuss parking decals and continued violations. Discussion with regards to taxi cabs being commercial vehicles.
Minutes
A motion by Robinette to approve the February 26, 2008 Board of Directors Meeting Minutes as presented. The motion was seconded by Anderson and carried unanimously.
Financial Management
Status of Operations—February 29, 2008—Harry Anderson Reporting: As of February 29, 2008 the Association has an un-audited surplus of $21,943.00. Two Certificates of Deposit will be maturing 5/31/08 and 6/23/08. Discussion on the electrician’s charges and the Board requested Management to contact Parezo Electric to discuss the Board’s concerns.
Dominion Station HOA was named in a law suit regarding a foreclosure (45629 Iron Horse Terrace). The Loudoun County Board of Supervisors has filed suit in order to stop the foreclosure proceedings due to the home being an ADU (Affordable Dwelling Unit).
Contract Services
Grounds Maintenance — The Genesis Landscape proposal in the amount of $3072.00 for minor replacement/improvements to the front entrance was tabled until the next meeting. The Genesis Landscape proposal in the amount of $2984.00 for the Guilford Station tot lot drainage repair was tabled until the next meeting. Management to coordinate a meeting with Genesis Landscapes and Board representatives to discuss these proposals on site.
Irrigation Maintenance — Management to follow-up on the irrigation improvements proposal with Creative Irrigation.
Pool Management — A motion by Anderson to approve a counter offer to U.S. Aquatics in the amount of $46,800 to resurface the main pool, lap pool and wading pool (white coat) and resurface the beach entrance. The cost would include the installation of “DS” on the floor of the main pool in tiles of no smaller than 3x3. The motion was seconded by Robinette and carried unanimously.
Towing — Discussion on Road Runner’s performance with respect to how often they are towing, etc. Management to reinforce to Road Runner the Board’s expectations and this item will be reviewed at the next meeting.
Access Control System — Discussion on the feasibility of installing a system in time for the pool usage. The Board determined that they would concentrate on getting a system installed for the Clubhouse and focus on the pool entry next year. Management directed to have Vintage Security break out the proposal submitted for the 1) key pad only for the clubhouse and 2) for the addition of the key fobs to be presented at the next meeting.
General Repairs — Management to arrange to have Parezo Electric (or another contractor) to meet with Landscapers and Management to determine the lighting situation at the entrances.
Management to follow-up with MDB Painting regarding the warranty items. Additionally, Management will solicit proposals for bath house repairs from MDB and another qualified contractor.
Management reported the graffiti on the electrical boxes to Dominion VA Power.
Management directed to solicit a proposal from All Recreation Play Equipment for the refurbishing of the tot lots. The proposals should include a price for alternative flooring (rubber, etc.). The tot lots should be designed for usage for ages up to eight years old.
Resident Matters
A motion by Robinette to refund towing charges incurred by the owner of **** as they were new residents to the state and had 30 days to acquire an inspection sticker. The motion was seconded by Fishman and carried unanimously.
The Board denied the request for waiver of covenants assessments for the following homeowners requesting: **** and ****. The violations still exists.
The Board denied the requests of **** for the waiver of the trash violation charge.
The Board reviewed the Exterior Home Maintenance Inspection Report to be used during the spring inspection. The inspection will occur during the month of April.
Hearing Results – The Board unanimously agreed to the following actions: Omitted
New Business
None.
Delinquencies
General discussion on delinquent accounts.
Adjournment
The meeting was adjourned at 11:00 p.m.
Back to 2008 Meeting Minutes list
February 27
Members Present
David Robinette, Sarah Turner, Harry Anderson, Joan Whitehead, Melissa Fishman, Kevin Chroninger (ARC Chair), Gary Whitehead (Parking Committee Chair), Aimee Jorns, (Parking Committee Member), Kathy Simonovich (Service First Management & Consulting), Bill White (Vintage Security).
Call to Order
The meeting was called to order at 6:30 p.m.
Open Forum
No items brought forward.
Bill White – Vintage Security
Mr. White discussed with the Board the different options for the key fob system. Management will meet with Mr. White within the next week and obtain a detailed proposal to provide the Board prior to the next meeting.
Committee Reports
Architectural Review Committee (ARC), Kevin Chroninger (Mtg Date – Third Monday at 7:00 p.m.) — No report presented as no business was conducted in February.
Shared Facilities Committee, Melissa Fishman (Mtg Date – Second Tuesday at 6:30 p.m.) — No report presented as no business was conducted in February. A motion by Whitehead to appoint Aimee Jorns to Chair the SFC was seconded by Anderson and carried unanimously.
Newsletter Committee, Eric Blackmer (Mtg Date – First Tuesday at 6:30 p.m.) — A motion by Turner to adopt Policy & Administrative Resolution No. 7E, Newsletter Committee Charter was seconded by Anderson and carried unanimously.
The Board of Directors reviewed the Winter 2008 proposed Newsletter and requested Management to contact the Newsletter Committee Chair to discuss the proposed changes.
Website Committee, Berty Damato (Mtg Date – Second Wednesday at 6:30 p.m.) — Web Site Committee report was submitted.
Parking Committee, Gary Whitehead (Mtg Date – First Monday at 6:30 p.m.) — Discussion on xxxxx Grand Central Square ramp that needs yellow painting; problems in different areas, expired tags and grace period and visitor parking tagging. Parking Chair to get with Management to discuss parking decal options.
Minutes
A motion by Robinette to approve the January 22, 2008 Board of Directors Meeting Minutes as presented. The motion was seconded by Anderson and carried unanimously.
Financial Management
Status of Operations – January 31, 2008 – Harry Anderson Reporting. As of January 31, 2008, the Association has an un-audited surplus of $12,889. Management to correct the budget spread error.
Contract Services
Grounds Maintenance — A motion by Anderson to approve the Genesis Landscapes proposal in the amount of $1400 to complete the Streetscape, winter prune, structure prune and some plant reduction of large or overgrown plants. The motion was seconded by Fishman and carried unanimously.
A motion by Anderson to approve the Genesis Landscapes proposal in the amount of $2450 to complete the removal of the declined plantings and large empty bed sections along Church Road. The motion was seconded by Turner and carried unanimously.
Irrigation Maintenance — Management to follow-up on the irrigation maintenance contract with Creative Irrigation and contact Loudoun County regarding the water restrictions and the impact on the irrigation system.
General Repairs — It was reported that the street lights come on at different times. Management to contact Parezo Electric to identify the problem.
Resident Matters
A motion by Robinette to deny xxxxxx reimbursement of towing charges. The motion was seconded by Anderson and failed 5-0. Management to determine if the owner was new to the state and was illegally towed (towing for "no inspection sticker" versus "expired inspection sticker"). If the tow was inappropriate, Management to request Road Runner to reimburse the homeowner.
A motion by Robinette to approve moving forward requesting Loudoun County to take over the structural maintenance of the stormwater wet pond and initiating a Maintenance Agreement was seconded by Anderson and carried unanimously.
Management reviewed the Covenant Violations and informed the Board there would be several hearings at the next meeting regarding the trash can violations.
New Business
Management distributed to the Board information on Community Enforcement Services (parking enforcement and covenants enforcement). The Board to follow-up with the neighboring community that uses the services and advise Management how to move forward.
Andrea McGimsey and Susan Shaw from VDOT reported to David Robinette on the Atlantic Boulevard expansion project and indicated they would be willing to meet with the Association. This meeting would occur at the April BOD meeting or a special meeting would be called in March.
Discussion on Magnolia Road and additional parking and the possibility of consolidating bus stops to accommodate this. Any inquires would be made by homeowners to the County regarding this issue.
Delinquencies
General discussion on delinquent accounts.
Adjournment
The meeting was adjourned at 9:15 p.m.
Back to 2008 Meeting Minutes list
January 22
Members Present
David Robinette, Harry Anderson, Sarah Turner, Joan Whitehead, Kevin Chroninger (ARC Chair), Gary Whitehead (Parking Committee Chair), Kathy Simonovich (Service First Management & Consulting).
Call to Order
The meeting was called to order at 6:30 p.m.
Open Forum
No items brought forward.
Committee Reports
Architectural Review, Kevin Chroninger (Mtg Date – Third Monday at 7:00 p.m.) — The meeting minutes from November 19, 2007 was presented. The December and January meetings were canceled due to lack of business.
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.) — Submission deadline is February 1, 2008.
The revised Newsletter Resolution was tabled until the February meeting.
Website, Berty Damato (Mtg Date – Second Wednesday at 6:30 p.m.) — The Board of Directors appointed Berty Damato as the Chair for the Committee. Management to provide information regarding corrections to the website.
Parking, Gary Whitehead (Mtg Date – First Monday at 6:30 p.m.) — It was reported that ten to twelve cars had been tagged since the last meeting. Visitor parking continues to be an issue.
Approval of Meeting Minutes
A motion by Anderson to approve the October 23 and November 27, 2007 Board of Directors Meeting Minutes as presented. The motion was seconded by Turner and carried unanimously.
Financial Management
Status of Operations – December 31, 2007 – Harry Anderson Reporting
As of December 31, 2007 the Association has an un-audited surplus of $2,725. This is due to the Miscellaneous Owner Receivable (Covenant Assessments) of $18,565.30. Discussion on how to handle the Covenant Assessments and the impact on the financial statements. More information will be provided to the Board at the February meeting after consulting with legal counsel.
The Board approved moving $90,000 from the Money Market account into a Certificate of Deposit at the best possible rate.
Contract Services
Grounds Maintenance — Genesis Landscapes will be going through the property removing dead plant material and putting together recommendations on improvements. Management received only one complaint during the recent snow event and the BOD received positive comments regarding the service from Genesis.
Irrigation Maintenance — Discussion on the winterization completed by Creative Irrigation. Management to contact Creative Irrigation regarding the spring maintenance contract and the enhancement proposal and report to the Board at the February meeting.
Concrete & Asphalt Repairs — Dominion Paving continues to seek compensation for the additional work order. The Board denied the request as the work order was not signed.
Management Services — A motion by Anderson to approve the Management Agreement as presented by Service First Management & Consulting, Inc. in the amount of $9.00 per unit per month. The motion was seconded by Whitehead and carried unanimously.
General Repairs — Management reported to Parezo Electric several areas where street lights were out. Additionally, Management had the empty U-channel posts removed, flags replaced and handicap toilet in women’s room replaced.
Management requested to invite Vintage Security to attend the February meeting to further discuss the key fob operations for the clubhouse and pool.
Insurance — The Board of Directors completed the Association questionnaire to increase the Fidelity Bond coverage.
Resident Matters
The Board tabled a decision regarding the request for reimbursement in towing charges for **omitted** until further information can be gathered. The Board will notify **omitted** prior to the 27th of January.
A motion by Anderson to deny **omitted** request for towing reimbursement charges. The motion was seconded by Robinette and carried unanimously.
A motion by Robinette to deny **omitted** request for towing reimbursement charges. The motion was seconded by Anderson and carried unanimously.
Management to reply to **omitted** regarding the concern over visitor parking warnings. It was noted that the owner has renters living in the basement.
The Board tabled any decision regarding the Stormwater Maintenance Agreement with Loudoun County until Management provided more information regarding maintenance responsibilities and does this include the wet and dry ponds.
New Business
Community Initiatives by the Board of Directors — Irrigation system expansion; tot lot refurbishing and landscaping improvements (to include drainage issues.
Delinquencies
General discussion on delinquent accounts.
Adjournment
The meeting was adjourned at 9:35 p.m.