2009 Meeting Minutes
- December 1 Annual Meeting
- No November Meeting
- October 27
- September 22
- August 25
- July 28
- June 23
- May 26 (June 2)
- April 28
- March 24
- February 24
- January 27 (February 3)
December 1, Annual Meeting
Members Present
The meeting was called to order by David Robinette, President. Introductions of the current Board: Sarah Turner, Vice President; Harry Anderson, Treasurer; Cynthia Payne, Secretary; and Joan Whitehead, Director at Large. Management was represented by Kathy Simonovich, Property Manager and President, Service First Management & Consulting (SFMC).
Quorum was achieved with over 50 members present in person or by proxy. Proof of Notice of Meeting was acknowledged.
Board and Committee Member Presentation
The Board of Directors and each Committee Chair presented material for the community. Their presentation are available for download.
View the 2009 Annual Meeting Power Point Presentation (A very large 5MB PDF document)
Organizational Meeting Minutes
After the Annual Meeting, the new Board members elected officers of the Association.
The meeting was called to order at 9:00 p.m. The purpose of the meeting was to elect the officers of the Association.
A motion by Whitehead to elect Harry Anderson as President. The motion was seconded by Payne and carried unanimously.
A motion by Anderson to elect Sarah Turner as Vice President. The motion was seconded by Harris and carried unanimously.
A motion by Anderson to elect Aaron Harris as Treasurer. The motion was seconded by Whitehead and carried unanimously.
A motion by Anderson to elect Cynthia Payne as Secretary. The motion was seconded by Whitehead and carried unanimously.
A motion by Anderson to elect Joan Whitehead as Director at Large. The motion was seconded by Payne and carried unanimously.
There being no further business, the meeting adjourned at 9:10 p.m.
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October 27
Members Present
Harry Anderson, Cynthia Payne, Joan Whitehead, Sarah Turner, Aaron Harris (Architectural Review Committee Chair), Velda Fleming (Communication 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, Theodore Wilson (Mtg Date – The Committee presented the Board with the original house colors to be kept on file. Additionally, the Committee provided three (3) recommendations for pre-approved sheds and Revised Design Guidelines for the Boards consideration.
Shared Facilities, TBD (Mtg Date – Second Tuesday at 6:30 p.m.) — No report.
Communications Committee, Velda Fleming (Mtg Date – TBD) — The website was updated with all information provided.
Parking, Gary Whitehead (Mtg Date – First Monday at 6:30 p.m.) — No report.
Neighborhood Watch — No report.
Approval of Meeting Minutes
A motion by Turner to approve the September, 2009 Board of Directors Meeting minutes was seconded by Anderson and carried unanimously.
Financial Management
Status of Operations — September 30, 2009
Treasurer’s Report: As of September 30, 2009 the Association has an un-audited surplus of $11,246. A Certificate of Deposit was purchased at Mutual of Omaha Bank at 2.1% interest. Accounts Receivable continues to be a problem with $42,116 due in Homeowner Assessments.
Budget – FY10: A motion by Anderson to approve the 2010 Operating Budget as presented with a fee increase to $103.00 per home per month. The motion was seconded by Turner and carried 3 to 1 (Whitehead abstained).
Audit – FY08: Mohn will be providing a revised audit for the Board to review.
Contract Services
Grounds Maintenance — Mowing continues on a seven to ten day schedule. Genesis is requested to check the storm drains during leaf removal.
Asphalt Maintenance — Fairfax Excavation completed all concrete and asphalt work.
General Repairs — Management will continue to work with Sarah Turner on the clubhouse renovations.
Resident Matters & Miscellaneous Matters
The Board of Directors reviewed correspondence from homeowners regarding speed bumps, noise complaints and towing matters.
New Business
The Annual Meeting is schedule for December 1, 2009. There will be two seats up for election at this meeting.
Executive Session Covenant Violation Hearings
Attachment 1 (not included in web content for privacy reasons) is a list of covenant violation hearings held and results of such hearings.
Delinquencies
*** Purposely Omitted
Adjournment
The meeting was adjourned at 8:50 p.m.
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September 22
Members Present
David Robinette, Cynthia Payne, Harry Anderson, Joan Whitehead, Sarah Turner, Aaron Harris (Architectural Review Committee Chair), Velda Fleming (Communication Committee Chair), Melissa Fishman (Shared Facilities Committee Chair), Kathy Simonovich (Service First Management & Consulting).
Call to Order
The meeting was called to order at 6:30 p.m.
Open Forum
Aaron Harris brought forward the possibility of changing the Trash Resolution to be more specific on trash being placed in black heavy duty bags or trash cans.
Melissa Fishman wanted to verify when trash was to be picked up. Trash days are Tuesday and Friday with recycling on Friday. Trash will be picked up between 8 and 12.
Committee Reports
Architectural Review, Theodore Wilson (Mtg Date – Third Monday at 7:00 p.m.) — The Committee is working on putting together a list of paint colors for the community. The Committee is continuing to review the Design Guidelines to make recommendations to the Board of changes.
Shared Facilities, Melissa Fishman (Mtg Date – Second Tuesday at 6:30 p.m.) — The yard sale is scheduled for October 3rd. All other community events are cancelled due to the lack of community volunteers.
Communications Committee, Velda Fleming (Mtg Date – TBD) — Discussion on the community banner. The web site will be updated with appropriate information.
Parking, Gary Whitehead (Mtg Date – First Monday at 6:30 p.m.) — No report.
Neighborhood Watch — No report.
Community Enforcement Services — Daryl Childs
Presentation made to the Board regarding services offered by CES (parking, covenants, etc.)
Approval of Meeting Minutes
A motion by Robinette to approve the August 25, 2009 Board of Directors Meeting minutes was seconded by Payne and carried unanimously.
Financial Management
Status of Operations — August 31, 2009
As of August 31, 2009 the Association has an un-audited surplus of $460. A Certificate of Deposit will be coming due on October 2, 2009. Management to provide information to the Treasurer on renewal.
The Board reviewed and discussed the draft 2010 budget. Management will update the budget and present at next meeting.
A motion by Anderson to table discussion of the 2008 Draft Audit as presented by Mohn & Allen was seconded by Robinette and carried unanimously. Once more information is received by Management regarding the outstanding questions the audit will be reviewed.
Contract Services
Grounds Maintenance — A motion by Robinette to approve the snow plowing contract as presented by Genesis Landscapes was seconded by Payne and carried unanimously. A motion by Robinette to approve the proposal from Genesis in the amount of $986.00 to repair the damage to the common area off of Magnolia Road was seconded by Anderson and was carried unanimously. A motion by Anderson to approve the proposal from Genesis Landscapes for the landscape improvements to the common area beside 45642 Whitcomb Square was seconded by Robinette and carried unanimously.
Asphalt Maintenance — A motion by Anderson to approve Fairfax Excavation’s proposal in the amount of $12,779 for additional concrete and asphalt maintenance was seconded by Robinette and carried unanimously.
Pool Management — A motion by Anderson to approve U.S. Aquatics proposal for Pool Management services in the amount of $51, 540 (7 day operating schedule) was seconded by Robinette and carried unanimously.
Trash Contract — A motion by Robinette to approve New Vision Disposal trash contract effective January 1, 2010 in the amount of $13.25 per unit per month was seconded by Anderson and carried unanimously.
Irrigation — A motion by Robinette to approve Aspect Irrigation’s proposal in the amount of $9700 to install irrigation around the Manning Court tennis court was seconded by Anderson and carried unanimously. This expense is to occur in 2010.
General Repairs — Vintage Security proposal for the installation of the Proximity Key entry system was tabled. Sarah Turner will prepare the specifications for the clubhouse renovations in order for Management to obtain proposals.
Resident Matters & Miscellaneous Matters
The Board reviewed parking suggestions and lighting suggestions as provided by homeowners.
A motion by Robinette to deny towing reimbursement charges for **** was seconded by Anderson and carried unanimously.
A motion by Anderson to deny the request from **** for waiver of monetary sanctions was seconded by Robinette and carried unanimously.
New Business
None.
Delinquencies
A motion by Anderson to write off $5375.97 as bad debt as associated with Owner Khan (45597 Whitcomb Square) was seconded by Robinette and carried unanimously.
Hearing
****
Adjournment
The meeting was adjourned at 9:50 p.m.
Back to 2009 Meeting Minutes list
August 25
Members Present
David Robinette, Cynthia Payne, Harry Anderson, Joan Whitehead, Sarah Turner, 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, Theodore Wilson (Mtg Date – Third Monday at 7:00 p.m.) — No report.
Shared Facilities, Aimee Weissman (Mtg Date – Second Tuesday at 6:30 p.m.) —No report.
Communications Committee, Velda Fleming (Mtg Date – TBD) — No report.
Parking, Gary Whitehead (Mtg Date – First Monday at 6:30 p.m.) — No report.
Neighborhood Watch — No report.
Approval of Meeting Minutes
A motion by Robinette to approve the July 28, 2009 Board of Directors Meeting minutes amended was seconded by Anderson and carried unanimously.
Financial Management
Status of Operations — July 31, 2009
As of July 31, 2009, The Association is in good shape budget wise. Currently DSHOA is under budgeted expense by more than $19,000.00 while income is only $1,035 under budget (this is due to lower interest rates). Unfortunately the arrears continue to be of concern as Assessment Receivables stand at $24,762.64. There are also almost $12,000.00 in Late Fee, Legal and Misc. Owner Receivables. This brings the total accounts receivable to $36,669.10 as of July 31. Additionally it should be noted that there are now 21 unit accounts with a balance over $500.00. Of this 13 of the accounts have a balance in excess of $1,000.00. The Board reviewed and discussed the draft 2010 budget.
Contract Services
Grounds Maintenance — Kate Davidson provided the second stage of landscape improvements for review. Management will follow-up and provide more information at the next meeting. Genesis will be providing the snow plowing contract at the next Board meeting.
Asphalt Maintenance — The asphalt/concrete repairs have been completed. Management to follow-up with Fairfax Excavation to review additional concerns.
Pool Management — U.S. Aquatics to provide an updated proposal for a seven (7) day operation to be presented at the next Board meeting.
Trash Contract — Management to negotiate with New Visions on the contract price and allow the contractor to change the recycling day to Friday.
Irrigation — A motion by Anderson to approve Aspect Irrigation Inc. 2010 maintenance contract in the amount of $4,020 was seconded by Turner and carried unanimously.
Pond Maintenance — A motion by Anderson to approve Virginia Waters & Wetlands 2010 maintenance contract in the amount of $4,500 was seconded and carried unanimously.
General Repairs — Management to follow-up with Vintage Security on the pool entrance enhancement. Management to invite Community Enforcement Services to the next meeting.
Resident Matters & Miscellaneous Matters
A motion by Payne to rescind the April 28, 2009 motion to convert the open parking to visitor on Baggett and Thompson as it is not permissible on the governing documents of the Association. The motion was seconded by Anderson and carried 4-1 (Turner opposed). Harry Anderson and Sarah Turner left the meeting at 8:15 p.m. Discussion revising the parking rules and regulations to require permit parking.
New Business
None.
Delinquencies
No action.
Adjournment
The meeting was adjourned at 8:30 p.m.
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July 28
Members Present
David Robinette, Cynthia Payne, Harry Anderson, Joan Whitehead, Berty Damato (Communications Committee), Aaron Harris (Architectural Review Committee), Lisa Elyer (Neighborhood Watch), Melissa Fishman (Shared Facilities Committee), Kathy Simonovich (Service First Management & Consulting).
Call to Order
The meeting was called to order at 6:35 p.m.
Invited Guests
Captain Ricky Frye – Loudoun County Sheriff’s Office, Field Operations Division; Deputy J.D. Spurlock – Loudoun County Sheriff’s Office, Special Operations Division; Debbie Hawk – Office of the Board of Supervisors, Staff Aide to Supervisor Andrea McGimsey
Open discussion on speeding along Magnolia, police presence within the community, community policing programs, Neighborhood Watch concerns and recent random acts of violence within the community.
Open Forum – 8:00 p.m.
Aaron Harris – Consideration of putting some type of barrier along the property on Church Road (shrubs, fencing, etc.) and possibly updating trash regulations for proper storage of trash in cans or heavy black bags.
Committee Reports
Architectural Review, Theodore Wilson (Mtg Date – Third Monday at 7:00 p.m.) — Aaron Harris reported two applications have been denied; Design Guidelines need to be updated and the ARC is currently looking at recommendations to be made to the Board; and the Committee is beginning a color database and homeowners should be directed to the Committee for inquiries.
Shared Facilities, Aimee Weissman (Mtg Date – Second Tuesday at 6:30 p.m.) — Melissa Fishman reported 181 people attend the pool party on July 25th.
Communications Committee, Velda Fleming (Mtg Date – TBD) — Berty Damato reported a new Events section of the website is active; pictures from the BBQ are posted; and the Design Guidelines should be posted when revised.
Parking, Gary Whitehead (Mtg Date – First Monday at 6:30 p.m.) — A motion by Payne to correct the improper fire lane on Golden Spike Terrace (should be on right side of street as enter from Magnolia) was seconded by Anderson and carried 3-1.
Neighborhood Watch — Open discussion occurred at the beginning of meeting.
Approval of Meeting Minutes
A motion by Whitehead to approve the June 23, 2009 Board of Directors Meeting minutes amended was seconded by Robinette and carried unanimously.
Financial Management
Status of Operations — June 30, 2009
As of June 30, 2009 the Association is on track budget wise. All investments have been made as approved at the last meeting. Adjustments to the line items as far as interest income will need to be made for the 2010 budget because interest rates have dramatically declined. Arrears continue to be a great concern. They are up from last month and there are now 11 accounts with a balance exceeding $1,000 due. Total due from Association members is now over $34,000. The next CD matures in October 2009. Draft budget being prepared in August.
Contract Services
Grounds Maintenance — Management to follow-up with Thrive regarding the stump removal on Whitcomb and a proposal for removal of dead trees around pond. Management to follow-up with Genesis regarding the water of trees on Magnolia and Guilford Station.
Asphalt Maintenance — The asphalt and concrete work is scheduled for the last week of July into the first two weeks of August. Management as arranged for the membership to be notified and contractors.
General Repairs — The two trash cans have been installed and Management will have Genesis add to their schedule for pick-up. MDB will be completed some minor repairs at the clubhouse.
Resident Matters
A motion by Robinette to deny towing reimbursement for ***** was seconded by Payne and didn’t pass 2-2. Management will provide additional information to the Board for another vote.
New Business
Management requested to provide a quote to Board for Community Policing from Daryl Childs.
Delinquencies
No action.
Adjournment
The meeting was adjourned at 9:15 p.m.
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June 23
Members Present
David Robinette, Sarah Turner, Cynthia Payne, Harry Anderson, Joan Whitehead, Aimee Weissman (Shared Facilities Committee Chair), Kathy Simonovich (Service First Management & Consulting).
Call to Order
The meeting was called to order at 6:30 p.m.
Open Forum – 6:30 p.m.
Aimee Weissman discussed issues regarding parking and towing. Joan Whitehead discussed issues regarding the status of trucks on Magnolia Road.
Committee Reports
Architectural Review, Theodore Wilson (Mtg Date – Third Monday at 7:00 p.m.) — No report.
Shared Facilities, Aimee Weissman (Mtg Date – Second Tuesday at 6:30 p.m.) &mdash Report on Community BBQ and the upcoming pool party.
Communications Committee, Velda Fleming (Mtg Date – TBD) — A motion by Robinette to accept the proposal from Vision Sign for $330 to purchase a banner advertising the website. The motion was seconded Turner and carried 3/2 (Approve – Robinette, Turner and Whitehead; Opposed – Anderson and Payne).
Parking, Gary Whitehead (Mtg Date – First Monday at 6:30 p.m.) — No report.
Neighborhood Watch — No report.
Approval of Meeting Minutes
A motion by Robinette to approve the June 2, 2009 Board of Directors Meeting minutes was seconded by Whitehead and carried unanimously.
Financial Management
Status of Operations — May 31, 2009
As of May 31, 2009, the Association is ahead of budget. Homeowner arrears continue to be of concern. A motion by Robinette to deny *** and **** any reduction of fees (attorney or assessments) was seconded by Anderson and carried unanimously.
Contract Services
Grounds Maintenance — A motion by Robinette to accept the proposal from Thrive in the amount of $820.00 to prune the trees on the side of 45562 Whitcomb Square and to remove the dead tree behind 45553 Whitcomb Square. The motion was seconded by Payne and carried unanimously. The Board discussed the drainage issue at 45531 Grand Central Square and if the Association should cause any repairs. The professional opinion from Kate Davidson and Genesis Landscapers is that this a private property issue.
Asphalt Maintenance — A motion by Robinette to accept Fairfax Excavation & Paving Company (FEPC) proposal in the amount of $71,154.00 for asphalt and concrete repairs. The motion was seconded by Anderson and carried unanimously. Management to advise FEPC to stencil “visitor” on the asphalt versus the curb and advise of additional concrete repairs.
General Repairs — A motion by Anderson to approve ordering two (2) trashcans from Peachtree to be placed at the pool tot lot and the Guilford Station tot lot. The motion was seconded by Payne and carried unanimously.
Resident Matters
A motion by Robinette to table the request for towing reimbursement from ***** in order to further review the information from the tow company, was seconded by Payne and carried unanimously.
New Business
Nothing brought forward.
Delinquencies
No action.
Adjournment
The meeting was adjourned at 8:37 p.m.
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May 26 (June 2)
Members Present
David Robinette, Harry Anderson, Joan Whitehead, Sarah Turner, Cynthia Payne, Aimee Weissman (Shared Facilities Committee Chair), Velda Fleming (Communications Committee Chair), Kathy Simonovich (Service First Management & Consulting).
Call to Order
The meeting was called to order at 6:15 p.m.
Hearings
(Purposely Omitted)
Open Forum – 6:45
No items brought forward.
Asphalt Presentations
Fairfax Excavation – Marty Small
Tibbs Paving – Ken Pokorny
Committee Reports
Architectural Review, Theodore Wilson (Mtg Date – Third Monday at 7:00 p.m.) — No report.
Shared Facilities, Aimee Weissman (Mtg Date – Second Tuesday at 6:30 p.m.) &mdash Community BBQ set for June 6, 2009. Discussion on upcoming events.
Communications Committee, Velda Fleming (Mtg Date – TBD) — Discussion on purchasing a banner advertising the website and reimbursement of copy costs. The survey given out at pool registration will be put on the website.
Parking, Gary Whitehead (Mtg Date – First Monday at 6:30 p.m.) — A motion by Robinette to accept the resignation of Carolyn Erice as of June 2, 2009 was seconded by Payne and carried unanimously. Continued discussion on the parking resolution. The issue was tabled until then next meeting.
Neighborhood Watch — No report.
Approval of Meeting Minutes
A motion by Robinette to approve the April 28, 2009 Board of Directors Meeting minutes was seconded by Whitehead and carried unanimously.
Financial Management
Status of Operations — April 30, 2009
As of April 30, 2009, the Association is ahead of budget. This is primarily due to Rec Contract Services being under budget $31,073.95. All other expenses are within normal tolerance. Homeowner arrears continue to be of concern. Of the $30,386.77 in arrears, about $18,000 will in my estimation be foreclosures for which the Association will not recover. There are 2 CD’s maturing now that represents $194,000 which will be reinvested.
Contract Services
Grounds Maintenance — Genesis will be completing all the enhancement plantings the week of June 1st, as well as the tree removal behind 22059 Manning Square; trees pruned at 45562 Whitcomb Square and clean up overgrown drainage area on Golden Spike. The Board reviewed the request from a homeowner on Trestle Terrace to consider making improvements to the rear of the property due to the slope. There was no action on this item.
Asphalt Maintenance — Marty Small from Fairfax Excavation and Ken Pokorny from Tibbs Paving presented their proposals and answered questions from the Board. Management instructed to follow-up with Marty Small to have him bid some minor concrete repairs and add 6 speed bumps to the proposal. A final proposal will be presented to the Board at their next meeting.
Pool Management — Management met with the guard staff and no issues have been reported.
General Repairs — Management to request additional prices for trash cans from All Recreation. Management to request Vintage to downsize the interior gate and give an updated proposal.
Resident Matters
(Purposely Omitted)
New Business
No report.
Delinquencies
No action.
Adjournment
The meeting was adjourned at 9:40 p.m.
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April 28
Members Present
David Robinette, Harry Anderson, Joan Whitehead, Sarah Turner, Cynthia Payne, Aimee Jorns (Shared Facilities Committee Chair), Kathy Simonovich (Service First Management & Consulting).
Call to Order
The meeting was called to order at 6:30 p.m.
Open Forum – 6:45
Homeowner Carolyn E. discussed her concerns of the visitor parking violations.
Committee Reports
Architectural Review, Theodore Wilson (Mtg Date – Third Monday at 7:00 p.m.) — No report.
Shared Facilities, Aimee Jorns (Mtg Date – Second Tuesday at 6:30 p.m.) &mdash Pool registration set to begin May 6, 2009. Volunteers still needed for upcoming activities.
Communications Committee, Velda Fleming (Mtg Date – TBD) — The Committee will have a Volunteer Sign-Up Sheet and Resident Survey available at pool registration for distribution.
Parking, Gary Whitehead (Mtg Date – First Monday at 6:30 p.m.) — A motion by Robinette to accept the resignation of Gary Whitehead as of May 1, 2009 was seconded by Anderson and carried unanimously. A motion by Robinette to appoint Carolyn Erice to the Parking Committee and serve as Chair was seconded by Anderson and carried unanimously. A motion by Anderson to implement a parking decal system by registering all cars within the community and issuing permanent parking decals and visitor parking passes was seconded by Payne. The motion passed 3-2 (in favor –Anderson, Payne and Whitehead; opposed –Robinette and Turner). A motion by Turner to change the open parking on Baggett and Thompson to visitor parking was seconded by Robinette and carried unanimously. The Board will review the proposed Parking Policy Resolution and discuss implementing at the next BOD meeting.
Neighborhood Watch — No report.
Approval of Meeting Minutes
A motion by Anderson to approve the March 24, 2009 Board of Directors Meeting minutes. The motion was seconded by Robinette and carried unanimously.
Financial Management
Status of Operations — March 31, 2009
As of March 31, 2009 expenses are $15,731 under budget. Income is under budget $3,100.49. The net is that we are ahead of budget by over $12,000. There is 1 CD that matures this month. Arrears continue to be a problem. There are about 12 units that are expected to have uncollectible balances for the year.
Contract Services
Grounds Maintenance — Management reported that Genesis planted the seedlings around the pond that were provided by Loudoun County. Management had requested the declining tree be removed behind 22059 Manning Square and to have the common area drain cleaned of overgrown plant material behind 21942 Golden Spike Terrace.
Irrigation Maintenance — The irrigation system is operating properly.
Asphalt Maintenance — Management to follow-up with Tibbs and AR Tech regarding their proposals for asphalt repairs. BOD will advise management whether to schedule for presentations at the May meeting.
Pool Management — The pool facility is ready for inspection by the County.
General Repairs — Management to follow-up with All Recreation regarding trash receptacle prices.
Resident Matters
No report.
New Business
No report.
Delinquencies
Discussion of Counsel’s Collection Status Report.
Adjournment
The meeting was adjourned at 9:00 p.m.
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March 24
Members Present
David Robinette, Harry Anderson, Joan Whitehead, Cynthia Payne, Aimee Jorns (Shared Facilities Committee Chair), Gary Whitehead (Parking Committee Chair), Eric Blackmer (Architectural Review Committee), Aaron Harris (Architectural Review Committee), Velda Fleming (Communications Committee Chair), Kathy Simonovich (Service First Management & Consulting).
Call to Order
The meeting was called to order at 6:30 p.m.
Kincora Presentation
Route 28 and 7 Development.
View “The Facts About Kincora” pdf document (67KB)
Open Forum
Homeowner Seth B. discussed the current parking resolution as it pertains to towing of vehicles for expired inspection or registration.
Homeowner Aaron H. discussed visitor parking violation issues and common area tree behind his home needs to be addressed.
Committee Reports
Architectural Review, Theodore Wilson (Mtg Date – Third Monday at 7:00 p.m.) — Two applications were submitted and approved. The Committee will review the current guidelines in place to make any proposed recommendations to the Board.
Shared Facilities, Aimee Jorns (Mtg Date – Second Tuesday at 6:30 p.m.) &mdash Pool registration was discussed and determined as included in attachment B. All information will be submitted to SFMC by April 3, 2009 for distribution.
Communications Committee, Velda Fleming (Mtg Date – TBD) — The Board advised that the forum portion of the website is tabled indefinitely. The Committee will continue to review content of the website.
Parking, Gary Whitehead (Mtg Date – First Monday at 6:30 p.m.) — Decision regarding hang tags to be discussed when entire Board is present.
Neighborhood Watch — No report.
Approval of Meeting Minutes
A motion by Robinette to approve the February 24, 2009 Board of Directors Meeting minutes. The motion was seconded by Anderson and carried unanimously.
Financial Management
Status of Operations — February 28, 2009
As of February 28, 2009 income was under budget by $2,085.74 (due to interest and legal fee reimbursement being down) and expenses were under budget by $6,825.72. We are ahead of the current budget by $3,532.12. Arrears continue to be a problem ($28,672.91). All CD’s mature this year and any new CD purchases will carry lower interest rates than we have been able to get previously.
Contract Services
Grounds Maintenance — A motion by Robinette to approve the proposal from Genesis in the amount of $1,150.00 for restoring the area at Box Car and Iron Horse. The motion was seconded by Anderson and carried unanimously.
Irrigation Maintenance — Aspect Irrigation will be relocating the timer panel at the front entrance near the flag poles. The irrigation system should be completed by the second week of April.
Asphalt Maintenance — Management is reviewing proposals received to present at the April meeting.
Pool Management — U.S. Aquatics has cleaned and filled the pools.
General Repairs — New flag pole being installed by MDB Painting.
Resident Matters
No report.
New Business
No report.
Delinquencies
Discussion of Counsel’s Collection Status Report.
Adjournment
The meeting was adjourned at 10:00 p.m.
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February 24
Members Present
David Robinette, Harry Anderson, Sarah Turner, Joan Whitehead, Cynthia Payne, Gary Whitehead (Parking Committee Chair), Eric Blackmer (Architectural Review Committee), Velda Fleming (Communications 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, Chair TBD (Mtg Date – Third Monday at 7:00 p.m.) — Meeting Minutes presented from the 2/19/09 meeting. Chair position undetermined.
Shared Facilities, Aimee Jorns (Mtg Date – Second Tuesday at 6:30 p.m.) &mdash Discussion on clubhouse rentals and inspections and holding users responsible for condition of clubhouse. Discussion on 2009 Pool Registration and recommendations from the Committee.
Communications Committee, Velda Fleming (Mtg Date – TBD) — Discussion on posting calendar of events and getting information to the community regarding the website.
Parking, Gary Whitehead (Mtg Date – First Monday at 6:30 p.m.) — Discussion on revising the rules regarding parking.
Neighborhood Watch — No report.
Approval of Meeting Minutes
A motion by Anderson to approve the February 3, 2009 Board of Directors Meeting minutes. The motion was seconded by Robinette and carried unanimously.
Financial Management
Status of Operations — January 31, 2009
As of January 31, 2009 income was under budget by $1,244.92 and expenses were under budget by $4,777.04. We are ahead of the current budget by $3,532.12. Arrears continue to be a problem ($30,455.09). All CDs mature this year and any new CD purchases will carry lower interest rates than we have been able to get previously.
Contract Services
Grounds Maintenance — A motion by Anderson to approve the proposal from Genesis in the amount of $21,688 and $2,998 for grounds improvement as provided in the landscape plan from Kate Davidson. The motion was seconded by Turner and carried unanimously. Management received the information from Kate Davidson to provide the county with the application for the saplings.
Irrigation Maintenance — Aspect Irrigation reports they are about 90% complete with the Blossom Road improvements.
Asphalt Maintenance — Management has submitted a request for proposal for asphalt repairs to be presented at the March meeting.
General Repairs — D&D will be completing the sign repairs within the next two weeks. MDB Painting will be removing the flag poles and installing the new flag pole once the landscaping enhancements begin.
Resident Matters
No report.
New Business
Follow-up discussion on commercial vehicles and a description of such vehicles.
Delinquencies
No action.
Adjournment
The meeting was adjourned at 8:45 p.m.
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January 27 (February 3)
Members Present
David Robinette, Harry Anderson, Sarah Turner, Joan Whitehead, Cynthia Payne, 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
Homeowner Allen Brown was in attendance to discuss towing issues.
Committee Reports
Architectural Review, Chair TBD (Mtg Date – Third Monday at 7:00 p.m.) — A motion by Robinette to appoint Eric Blackmer, Theodore Wilson and Aaron Harris to the ARC. The motion was seconded by Turner and carried unanimously.
Shared Facilities, Aimee Jorns (Mtg Date – Second Tuesday at 6:30 p.m.) — No report.
Communications Committee (Newsletter and Website Combined) — A motion by Anderson to rescind the Newsletter Charger 7-E. The motion was seconded by Robinette and carried unanimously. A motion by Robinette to form the Ad Hoc Communications Committee and appoint Eric Blackmer, Theodore Wilson, Velda Fleming and Berty Damato. The motion was seconded by Anderson and carried unanimously.
Parking, Gary Whitehead (Mtg Date – First Monday at 6:30 p.m.) — No report.
Neighborhood Watch — No report.
Approval of Meeting Minutes
A motion by Anderson to approve the November 28, 2008 and December 2, 2008 Board of Directors Meeting minutes. The motion was seconded by Robinette and carried unanimously.
Financial Management
Status of Operations – December 31, 2008
As of December 31, 2008 the Association has an un-audited surplus of $27,610.00. This is despite having had to write off double the amount of bad debt allowed for in the 2008 budget. Arrears continue to be a concern. The Reserves stand at $203,409 for the town homes and $165,057 for the Rec Facility.
Contract Services
Audit & Tax Returns — A motion by Robinette to approve OAO Mohn & Allen proposal in the amount of $1900.00 to prepare the 2008 audit and tax returns. The motion was seconded by Payne and carried unanimously.
Grounds Maintenance — A motion by Anderson to approve the proposal from Genesis in the amount of $725.00 to complete minor winter pruning of the common ground shrubs. The motion was seconded by Payne and carried unanimously. Management to meet with Kate Davidson to inspect the Thrive work and to prepare a time line for the continuing enhancement project in the community. This includes the free saplings provided by the county.
Irrigation Maintenance — Aspect Irrigation has begun the enhancements along Blossom.
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.
Towing — A motion by Anderson to approve to amended Road Runner Wrecker Service contract. The motion was seconded by Robinette and carried unanimously. The contract modification included the towing of vehicles at 12:01 a.m. on the 8th day of the month for expired tags and expired inspection stickers.
General Repairs — A motion by Robinette to approve the proposal to repair the streets signs as submitted by D&D Signs in the amount of $3040. The motion was seconded by Anderson and carried unanimously. Loudoun County Water Authority will be cutting back the brush behind 22028-22038 Box Car Square to gain access to their water meter.
Resident Matters
No report.
New Business
Discussion on children playing in the common area and causing damage. Management to discuss with Association counsel options the Board may have.
Delinquencies
No report.
Adjournment
The meeting was adjourned at 8:40 p.m.
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