2010 Meeting Minutes
April 20
Members Present
Harry Anderson, Sarah Turner (Departed at 7:30 p.m.), Aaron Harris, Joan Whitehead, Cynthia Payne, Kathy Simonovich, Service First Management & Consulting, Inc.
Call to Order
The meeting was called to order at 6:30 p.m.
Open Forum
Samantha Loftin of Baggett Terrace inquired about solicitation within the neighborhood, trash not being secured and Neighborhood Watch.
David Robinette of Whitcomb Square had comments regarding the new Parking Resolution (why garage town homes needed to register; towing out of non garage town homes assigned spaces and unrestricted parking from 7:00 a.m. to 9:00 p.m.)
Presentation: Atlantic Blvd. Extension
The following were present to discuss concerns over the Atlantic Blvd extension: Susan Shaw, Project Manager for VDOT; Jeff Austin, Contract Manager for Shirley Contracting Company; Steve Kuntz, Senior Associate for Dewberry; William Atkins, Construction Manager for VDOT; Andrea McGimsey, Potomac District Supervisor of Loudoun County.
Discussion on the approved plans, environmental impact and right of way purchases. Construction to begin late summer and anticipated completion in 2011. There will be a sidewalk on the west side of the property and a trail on the east side of the property. A traffic light will go in at the 625 junction. Sound walls are not being built. VDOT has set aside money for landscaping. Questions from the membership consisted of safety issues and construction type. VDOT agreed to look into the issue of installing a traffic light at Magnolia.
Minutes
A motion by Harris to approve the March 23, 2010 Board of Directors Meeting minutes was seconded by Whitehead and carried unanimously.
Committee Reports
Architectural Review, Chair Aaron Harris (Mtg Date – Third Monday at 7:00 p.m.) – Report submitted and no action taken during the last meeting.
Shared Facilities, Chair TBD (Mtg Date – Second Tuesday at 6:30 p.m.) — Report reviewed as submitted. Pool registration dates have been set.
Communications Committee, Chair Velda Fleming (Mtg Date – TBD) — No report.
Neighborhood Watch — No report.
Financial Management
Status of Operations – March 31, 2010
As of March 31, 2010, the Association had an un-audited deficit of $9,106. This is mainly due to the overage in snow plowing.
Audit – FY09
A motion by Payne to approve the 2009 Draft Audit as presented by OAO Mohn & Allen, PC was seconded by Harris and carried unanimously.
Contract Services
Grounds Maintenance/Snow Plowing — A motion by Harris to approve the Manning Square grounds improvements proposal from Genesis Landscapes in the amount of $7,126.00 was seconded by Anderson and carried unanimously.
The Baggett Square drainage project has been completed. Management will monitor to see if the design is working.
Clubhouse Remodel — The clubhouse remodel has been completed. Management will be scheduling a walkthrough with the contractor and Sarah Turner.
Tennis Court — A motion by Harris to approve the proposal from Bishop’s Tennis, Inc. in the amount of $8,520.00 to repair and resurface the tennis court was seconded by Whitehead and carried unanimously.
Covenants Inspection — A motion by Harris to approve the proposal from Community Inspection Services to provide the maintenance inspection of the community was seconded by Payne and carried unanimously.
Property Enforcment — Community Enforcement Services contract tabled until the May meeting.
Insurance — A motion by Whitehead to approve increasing the Umbrella Liability Policy to $5,000,000 in the amount of $1,811.00 was seconded by Harris and carried unanimously.
General Maintenance — Management will have MBD Painting repair the spring on the wading pool gate ($95.00); repair tile in women’s room bathroom at no charge; clean out gutters and straighten and reattached ($330.00) and request a revised proposal to replace the columns on the pool deck.
R.A. Dobson will be performing the spring maintenance on the HVAC system.
Resident Matters & Miscellaneous Matters
A motion by Payne to deny *** [purposely omitted] reimbursement of towing charges was seconded by Harris and carried unanimously.
A motion by Payne to not make any donation to the Sterling Golf, Swim and Tennis Club. The motion was seconded by Anderson and carried unanimously.
Adjournment
The meeting was adjourned at 9:0 p.m.
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March 23
Members Present
Harry Anderson, Sarah Turner, Aaron Harris, Joan Whitehead, Cynthia Payne, Kathy Simonovich (Service First Management & Consulting).
Call to Order
The meeting was called to order at 6:30 p.m.
Open Forum
Report of loose man hole cover near the path and 21965 Thompson Square.
Committee Reports
Architectural Review, Chair Aaron Harris (Mtg Date – Third Monday at 7:00 p.m.) — Report reviewed as submitted. A motion by Payne to approve the revised Design Guidelines as submitted by the ARC was seconded by Whitehead and carried unanimously.
Shared Facilities, Chair TBD (Mtg Date – Second Tuesday at 6:30 p.m.) — Report reviewed as submitted. Pool registration dates have been set.
Communications Committee, Chair Velda Fleming (Mtg Date – TBD) — No report.
Neighborhood Watch — No report.
Presentation
Don Wakefield of Diversified Property Services was in attendance representing VDOT regarding the Atlantic Boulevard Extension. Members in attendance were encouraged to provide written questions to Management to provide to Mr. Wakefield in preparation for the April 20, 2010 Board of Directors meeting. Management will forward additional information regarding the project to members that request in written format.
Approval of Meeting Minutes
A motion by Harris to approve the February 23, 2010 Board of Directors Meeting minutes was seconded by Whitehead and carried unanimously.
Financial Management
Status of Operations – February 28, 2010
As of February 28, 2010, the Association had an un-audited deficit of $11,036. This is mainly due to the overage in snow plowing. The Association collected $10,805 in past due assessments as a result of the parking suspension action.
Audit – FY09
The field work has been completed by OAO Mohn & Allen, PC and a draft audit should be available for the April meeting.
Contract Services
Grounds Maintenance/Snow Plowing — Genesis Landscapes is currently working to clean up the property from the storm damage. The drainage project on Baggett Terrace should begin the first week of April. The streets will be cleaned of sand and debris the first week of April. Management is working with Kate Davidson to prepare the landscape enhancements for Manning Square tennis court and Baggett Terrace entrances.
Clubhouse Remodel — The clubhouse remodel is continuing and completion is anticipated in mid April.
Irrigation Maintenance — Aspect Irrigation completed the install around the Manning Square tennis court. The entire system was tested and only one minor repair was found.
General Maintenance — MDB Painting repaired the Thompson Square common area fence damaged in the storm and is repairing some broken signs in the neighborhood. A motion by Payne to approve U.S. Aquatics proposal to replace the main pool pump in the amount of $5,650 was seconded by Harris and carried unanimously.
Resident Matters
The Board of Directors reviewed correspondence received since the last BOD meeting.
A motion by Payne to adopt Policy Resolution No. 2010-4.5, Parking Regulations (Restated and Revised) as amended was seconded by Harris and carried 4-1 (Turner opposed).
Adjournment
The meeting was adjourned at 9:00 p.m.
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February 23
Members Present
Harry Anderson, Sarah Turner, Aaron Harris, Joan Whitehead, Cynthia Payne, 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 Aaron Harris (Mtg Date – Third Monday at 7:00 p.m.) — Report reviewed as submitted. The Architectural Design Guidelines, Specific Project Requirements revisions were submitted to the Board of review. This item was tabled until the March meeting.
Shared Facilities, Chair Vacant (Mtg Date – Second Tuesday at 6:30 p.m.) — The Committee had their organizational meeting and will be moving forward with planning events, etc. Erika Jones was appointed as the Chair person of the Committee.
Communications Committee, Chair Velda Fleming (Mtg Date – TBD) — No report.
Neighborhood Watch — No report.
Approval of Meeting Minutes
A motion by Turner to approve the January 26, 2010 Board of Directors Meeting minutes was seconded by Whitehead and carried unanimously.
Financial Management
Status of Operations – January 31, 2010
As of January 31, 2010, the Association had an un-audited surplus of $10,332. Accounts Receivables total $51,159 and continue to be an issue.
Contract Services
Grounds Maintenance — A motion by Payne to approve Fairfax Excavation & Paving Company’s proposal for Snow Removal for the remaining 2010 season and 2010/2011 season. The motion was seconded by Harris and carried unanimously.
Clubhouse Remodel — The clubhouse remodel was delayed due to the weather conditions. Management and contractors are meeting March 2, 2010 to finalize all the details and move forward with all the work.
Irrigation Maintenance — Aspect Irrigation was delayed due to the weather conditions on the Manning Square improvements.
Resident Matters
Management to contact Diversified Property Services to invite to the March meeting to discuss the Atlantic Blvd Extension.
The revised Parking Resolution was discussed and final changes made. Management to provide to Counsel for review and will be reviewed for adoption at the March meeting.
New Business
Discussion on requiring homeowners to use heavy duty black trash bags.
Adjournment
The meeting was adjourned at 8:00 p.m.
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January 27 (February 3)
Members Present
Harry Anderson, Sarah Turner, Aaron Harris, Joan Whitehead, Cynthia Payne, Kathy Simonovich (Service First Management & Consulting).
Call to Order
The meeting was called to order at 6:30 p.m.
Open Forum
Aaron Harris commented on the December snow storm and contractors performance.
Joan Whitehead commented on a crack in the asphalt on Whitcomb Square.
Jay Conner, Feras Qumseya and Rich Bajusz of Baggett Terrace commented on the commercial property behind their homes and the current drainage problem. Requested the BOD contact the County Supervisor for additional help regarding the appearance of the property. Management will send the correspondence to counsel for comment.
Emeka Ngonadi of Manning Square commented on the current towing policies.
Committee Reports
Architectural Review, Chair Aaron Harris (Mtg Date – Third Monday at 7:00 p.m.) — Report reviewed as submitted. Comments regarding the Design Guidelines were provided to Chair for revision. A motion by Harris to approve the three recommended sheds as presented by the ARC. The motion was seconded by Whitehead and carried unanimously.
Shared Facilities, Chair Vacant (Mtg Date – Second Tuesday at 6:30 p.m.) — A motion by Anderson to appoint Jennifer Gerrior and Erika Jones to the SFC. The motion was seconded by Whitehead and carried unanimously.
Communications Committee, Chair Velda Fleming (Mtg Date – TBD) — No report.
Neighborhood Watch — No report.
Approval of Meeting Minutes
A motion by Anderson to approve the October 27 and December 1, 2009 Board of Directors Meeting minutes was seconded by Harris and carried unanimously.
Financial Management
Status of Operations – December 31, 2009
As of December 31, 2009, the Association had an un-audited surplus of $19,469. Accounts Receivables total $45,180 and continue to be an issue.
Audit – FY08
A motion by Anderson to approve the 2008 Audit as presented by OAO Mohn & Allen, PC. The motion was seconded by Turner and carried unanimously.
Contract Services
Audit FY09— A motion by Harris to approve the proposal presented by OAO Mohn & Allen in the amount of $1900 to perform the 2009 audit and tax returns was seconded by Anderson and carried unanimously.
Grounds Maintenance — Management to convey to Genesis Landscapes that the snow plowing was less than adequate and they need to do a better job. A motion by Anderson to approve Genesis Landscape proposal to correct the drainage behind 45421-25 Baggett Terrace was seconded by Harris and carried unanimously.
Clubhouse Remodel — A motion by Anderson to approve the clubhouse renovation project not to exceed $50,000.00. The motion was seconded by Sarah and carried 4 to 1, Harris abstained.
Irrigation Maintenance — Aspect Irrigation will begin the enhancement on Manning Square within the next couple weeks.
Resident Matters
*** Purposely Omitted
A motion by Anderson to revoke parking privileges for owners sixty (60) days or more delinquent. The motion was seconded by Harris and carried unanimously. Management to prepare a Certified Letter to be sent to owners.
The BOD discussed the revised Parking Regulations. Management will make changes and forward to Counsel for review.
New Business
A motion by Harris to appoint Jay Conner, Feras Qumseya and David Robinette to the Ad Hoc Atlantic Blvd Extension Committee. The motion was seconded by Whitehead and carried unanimously.
Delinquencies
***Purposely Omitted
Adjournment
The meeting was adjourned at 9:00 p.m.
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