Dominion Station

Townhouse Homeowners Association

  • Increase font size
  • Default font size
  • Decrease font size
Home Minutes 2011
2011

November 29th, 2011 - Annual Meeting

Print PDF

 

DOMINION STATION HOMEOWNERS ASSOCIATION

ORGANIZATIONAL MEETING MINUTES

NOVEMBER 29, 2011

 

The meeting was called to order at 8:00 p.m. The purpose of the meeting was to elect the officers of the Association.

 

A motion by Turner to elect Harry Anderson as President. The motion was seconded by Harris 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 Turner to elect Mehdi Kohanbani as Treasurer. The motion was seconded by Anderson and carried unanimously.

 

A motion by Turner to elect Chris Coulter as Secretary. The motion was seconded by Harris and carried unanimously.

 

A motion by Anderson to elect Aaron Harris as Director at Large. The motion was seconded by Turner and carried unanimously.

 

There being no further business, the meeting adjourned at 8:15 p.m.

 

Respectfully submitted,

Kathy A. Simonovich

Service First Management & Consulting, Inc.

Agent for Dominion Station HOA

 

October 25th, 2011

Print PDF

 

DOMINION STATION HOMEOWNERS ASSOCIATION, INC.

BOARD OF DIRECTORS MEETING

MINUTES

OCTOBER 25, 2011

 

MEMBERS PRESENT:

Harry Anderson

Joan Whitehead

Cynthia Payne

Aaron Harris

Sarah Turner

Kathy Simonovich, Service First Management & Consulting, Inc.

 

OPEN FORUM – 6:30 p.m.

  • Discussion on visitor parking unrestricted hours. Homeowners on Box Car presented a petition to extend the hours daily to midnight.

 

MINUTES

A motion by Payne to approve the September 20, 2011 Board of Directors Meeting minutes was seconded by Harris and carried unanimously.

 

COMMITTEE REPORTS

Architectural Review – Chair Aaron Harris (Mtg Date – Third Monday at 7:00 p.m.)

Discussion on garage door replacements and updating the pre-approved options. More information will need to be obtained before any decisions can be made.

 

Discussion on roof replacements and concrete staining options. More information will need to be obtained before any decision can be made.

 

Shared Facilities- Chair, Erika Jones (Mtg Date – Third Tuesday at 6:00 p.m.)

No report.

 

Communications Committee – Jason Hall (Mtg Date – TBD)

No report.

 

FINANCIAL MANAGEMENT

Status of Operations – September 30, 2011

As of September 30, 2011 the Association has an un-audited surplus of $30,083 as compared to the budgeted deficit of $3,482. Association investments total $831,602.

 

CONTRACT SERVICES

Grounds Maintenance

A motion by Anderson to approve the replacement of the two Linden Trees with Zelcova Trees in the amount of $840.00 was seconded by Payne and carried unanimously.

 

General Maintenance

Management replaced 27 fire lane signs that were faded and added no parking signs at the clubhouse.

 

Irrigation

The irrigation improvement contract for Atlantic Blvd from Aspect Irrigation was tabled until the January Board meeting.

 

RESIDENT & MISCELLANEOUS MATTERS

Correspondence

A motion by Payne to deny towing reimbursement for 45598 Whitcomb Square was seconded by Anderson and carried three to one (Harris abstained).

 

A motion by Anderson to amend the Parking Resolution to extend the unrestricted visitor parking hours to 12:00 midnight was seconded by Whitehead and carried unanimously.

 

Management discussed correspondence regarding the loss control survey recently conducted by Nationwide. Management confirmed the 4 items noted will be corrected.

 

The Board agreed to allow the owners that have not complied with the 2011 maintenance inspection until April 1, 2012 to complete the necessary repairs. Management to correspond with the owners.

 

EXECUTIVE SESSION DISCUSSION

 

A motion by Anderson to close Executive Session was seconded by Payne and carried unanimously.

 

A motion by Harris to deny the payment plan request of *** as presented was seconded by Whitehead and carried unanimously. Management to suggest to owner a lump sum payment towards the principal balance and a reasonable monthly payment to the Association.

 

A motion by Anderson to write off and close *** in the amount of $4,190.50 was seconded by Harris and carried unanimously.

 

ADJOURNMENT:

The meeting was adjourned at 8:00 p.m.

Respectfully submitted,

Kathy A. Simonovich

Agent for Dominion Station HOA

 

***purposely omitted

 

September 20th, 2011

Print PDF

 

DOMINION STATION HOMEOWNERS ASSOCIATION, INC.

BOARD OF DIRECTORS MEETING

MINUTES

SEPTEMBER 20, 2011

 

MEMBERS PRESENT:

Harry Anderson

Joan Whitehead

Cynthia Payne

Aaron Harris

Sarah Turner

Kathy Simonovich, Service First Management & Consulting, Inc.

 

OPEN FORUM – 6:30 p.m.

  • Discussion regarding painting/staining the front concrete stoops. Sarah Turner will provide the Board will additional information on the concrete stain color to be considered at the next meeting.

 

MINUTES

A motion by Payne to approve the July 26, 2011 Board of Directors Meeting minutes with two corrections was seconded by Whitehead and carried unanimously.

 

COMMITTEE REPORTS

Architectural Review – Chair Aaron Harris (Mtg Date – Third Monday at 7:00 p.m.)

The Board of Directors discussed an application submitted for a spa and spiral staircase of deck. The application for 45607 Grand Central was approved as submitted.

 

The ARC reported that an application for grey trex decking was denied.

 

Shared Facilities- Chair, Erika Jones (Mtg Date – Third Tuesday at 6:00 p.m.)

No report.

 

Communications Committee – Jason Hall (Mtg Date – TBD)

No report.

 

FINANCIAL MANAGEMENT

Status of Operations – June 30, 2011

As of August, 2011 the Association has an un-audited surplus of $13,468 as compared to the budgeted deficit of $7,906. Association investments total $811,643.

 

Budget – FY12

Management indicated to the Board that effective January 1, 2012 SFMC will be changing lock box services to Community Association Banc.

 

A motion by Payne at adopted the 2012 Operating Budget as presented with a $5.00 per unit per month increase to assessments was seconded by Harris and carried unanimously.

 

CONTRACT SERVICES

Grounds Maintenance

The Board discussed the enhancement plan for Atlantic Blvd.

 

General Maintenance

A motion by Payne to approve Community Inspection Services proposal in the amount of $1,765.00 (Inspection Fee) was seconded by Whitehead and carried unanimously.

 

RESIDENT & MISCELLANEOUS MATTERS

Correspondence

A motion by Payne to deny towing reimbursement fort 45537 Hutchens Square was seconded by Turner and carried unanimously.

 

Management discussed correspondence regarding the loss control survey recently conducted by Nationwide. Management confirmed the 4 items noted will be corrected.

 

EXECUTIVE SESSION DISCUSSION

 

A motion by Anderson to close Executive Session was seconded by Payne and carried unanimously.

 

A motion by Harris to write off and close *** in the amount of $4,575.67 was seconded by Whitehead and carried unanimously.

 

The Board instructed Management to continue to pursue *** and close ***.

 

ADJOURNMENT:

The meeting was adjourned at 8:00 p.m.

Respectfully submitted,

Kathy A. Simonovich

Agent for Dominion Station HOA

 

***Purposely omitted.

 

July 26th, 2011

Print PDF

 

MEMBERS PRESENT:

Harry Anderson

Joan Whitehead

Cynthia Payne

Aaron Harris

Sarah Turner

Kathy Simonovich, Service First Management & Consulting, Inc.

 

OPEN FORUM – 6:30 p.m.

  • Chris Coulter (45596 Whitcomb Square) and Peter Willson (45592 Whitcomb Square) were in attendance to discuss the Linden tree adjacent to their home. They requested the Board remove the tree due to the sap running and causing damage to their vehicles. Joan Whitehead also requested that the Linden tree by her home be removed as well.

  • David Robinette (45642 Whitcomb Square) advised the Board of his displeasure regarding the recent pruning of the common area trees. He would like the Board to investigate further his allegations of damaged trees. Mr. Robinette also inquired as to the maintenance inspection process and when the follow-up inspection was scheduled. The inspection will occur 60/90 days after the original inspection that was completed in June.

 

MINUTES

A motion by Whitehead to approve the June 28, 2011 Board of Directors Meeting minutes with one correction was seconded by Payne and carried unanimously.

 

COMMITTEE REPORTS

Architectural Review – Chair Aaron Harris (Mtg Date – Third Monday at 7:00 p.m.)

The Board discussed allowing the homeowner at 22017 Guilford Station to change the color of the shutters and door. The Board agreed to allow the color change to black. The owner must complete an ARC application.

 

Shared Facilities- Chair, Erika Jones (Mtg Date – Third Tuesday at 6:00 p.m.)

The Annual Cookout is scheduled for August 13th. It was also noted that the SFC was allocated $1500 in the 2011 budget that was not correctly shown.

 

Communications Committee – Jason Hall (Mtg Date – TBD)

Website updates continue. Management will post pesticide treatment schedules on the website.

 

FINANCIAL MANAGEMENT

Status of Operations – June 30, 2011

As of June 30, 2011 the Association has an un-audited surplus of $8,579 as compared to the budgeted deficit of $8,135. Association investments total $800,925.

 

CONTRACT SERVICES

Grounds Maintenance

A motion by Payne to approve Genesis Landscapes proposal in the amount of $1200 to remove 4 Black Pines and 2 Leyland Cypress on Box Car was seconded by Whitehead and carried unanimously.

 

A motion by Harris to approve Genesis Landscapes proposal in the amount of $2629 for the landscape improvements at the Corner of Magnolia and Blossom was seconded by Anderson and carried unanimously.

 

A motion by Harris to remove 2 common area Linden trees at 45596 Whitcomb and 45582 Whitcomb and get a recommendation from Kate Davidson for a replacement tree was seconded by Anderson and carried unanimously. Additionally, it was requested that Kate provide a count of all the Linden trees in the community.

 

Kate Davidson provided an update Master Plan for landscape improvements.

 

Irrigation

A motion by Harris to approve the 2012 Aspect Irrigation Maintenance Contract in the amount of $4,020 was seconded by Whitehead and carried unanimously.

 

HVAC Maintenance Contract

A motion by Whitehead to approve HVAC Unlimited proposal for the Annual Maintenance Contract in the amount of $604.00 was seconded by Anderson and carried unanimously.

 

Snow Plowing

A motion by Payne to approve Fairfax Excavations proposal for the 2011/12 snow plowing services was seconded by Whitehead and carried unanimously.

 

Audit Services

A motion by Payne to approve OAO Mohn & Allen, PC proposal for 2011 and 2012 in the amount of $2,200 per year was seconded by Harris and carried unanimously.

 

General Maintenance

  • Loudoun Deck & Fence completed the fence replacement on Thompson & Baggett.

  • Lane lines were installed in the lap pool.

  • New flags have been ordered.

 

RESIDENT & MISCELLANEOUS MATTERS

Correspondence

The Board will allow the resident of 45602 Iron Horse to replace the Cherry tree that was recently removed. The homeowner is responsible for contacting Miss Utility prior to planting the tree and is responsible for the care and maintenance of the tree.

 

A motion by Payne to allow the resident on Box Car to continue feeding the feral cats in order to help promote the Feral Cat Program by the Humane Society of Loudoun County was seconded by Whitehead and carried 4/1 (Anderson opposed).

 

The Board agreed to change the September meeting to September 20th and the Annual Meeting of the Membership will be November 29th.

 

EXECUTIVE SESSION DISCUSSION

 

A motion by Anderson to close Executive Session was seconded by Payne and carried unanimously.

 

A motion by Payne to deny the request of *** for extended time to repair the home and the owner needs to submit a new payment plan request to the Board for consideration was seconded by Anderson and carried unanimously.

 

The Board requested Management to move forward with hiring a private investigator to search for assets for garnishment purposes for ***; Pursue garnishment for ***; and stop collections on ***.

 

ADJOURNMENT:

The meeting was adjourned at 8:15 p.m.

Respectfully submitted,

Kathy A. Simonovich

Agent for Dominion Station HOA

 

 

***Purposely omitted.

 

June 28th, 2011

Print PDF

 

DOMINION STATION HOMEOWNERS ASSOCIATION, INC.

BOARD OF DIRECTORS MEETING

MINUTES

JUNE 28, 2011

 

MEMBERS PRESENT:

Harry Anderson

Joan Whitehead

Aaron Harris

Sarah Turner

Kathy Simonovich, Service First Management & Consulting, Inc.

 

OPEN FORUM – 6:30 p.m.

  • Discussion on the condition of the storm water management pond and the irrigation system.

 

MINUTES

A motion by Harris to approve the May 24, 2011 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.)

No report.

 

Shared Facilities- Chair, Erika Jones (Mtg Date – Third Tuesday at 6:00 p.m.)

SFC suggested that a back-up code to be established for clubhouse rentals in case of system failure. July 16 pool party schedule and movie night.

 

Communications Committee – Jason Hall (Mtg Date – TBD)

No report.

 

FINANCIAL MANAGEMENT

Status of Operations – May 31, 2011

As of May 31, 2011 the Association had an un-audited surplus of $16, 311 as compared to the budgeted surplus of $2,578. Management invested $250,000 in a Certificate of Deposit with MetLife for 36 months at 1.9% and $77,000 in a Certificate of Deposit with Washington First at 1.65%.

 

A motion by Harris to approve the 2010 Draft Audit as presented by OAO Mohn & Allen, PC as presented was seconded by Turner and carried unanimously.

 

CONTRACT SERVICES

Grounds Maintenance

Mowing continues on a seven to ten day schedule weather permitting. A motion by Anderson to accept the following proposals from Genesis Landscapes: Removal/disposal of pine behind 21975 Manning ($400); Removal/disposal of cherry tree at side of 45602 Iron Horse ($275); Removal/disposal of maple tree between 22059/55 Manning ($375); and throughout common turf are raise lower canopy of trees ($4290) with a discount of $290 totaling $5000 was seconded by Harris and carried unanimously.

 

Management has been working with Aspect Irrigation regarding the water meter at the Church/Magnolia entrance. The system has been repaired.

 

Grounds Improvements

Kate Davidson was in attendance to discuss the Master Landscape Improvement Plan. The Board decided the following projects will occur in the fall of 2011:

  • Box Car Square tree removal

  • Enhancement at the corner of Magnolia and Blossom

The Board decided the following projects will be budgeted for the spring of 2012:

  • Screening along Atlantic Boulevard

  • Entrance at Atlantic Boulevard

Kate will be providing a revised Master Plan and proposals for the Board’s consideration.

 

General Maintenance

  • Fairfax Excavation has completed the concrete repairs.

  • All Recreation will be replacing the Pony Coil Sprint the first week of July.

  • Virginia Waters & Wetlands treated the pond for Duck Weed at their expense. Loudoun County Stormwater Management has inspected the pond and repairs to the infalls (remove and replace rip rap), seal the leak in the riser on the dam and remove trees on the front and rear of the dam will occur in August/September.

  • A motion by Turner to approve Loudoun Deck & Fence proposal in the amount of $15,500 (counter offer to Loudoun) was seconded by Harris and carried unanimously.

 

Maintenance Inspection

The maintenance has been completed by Community Inspection Services and letters will be issued the first week of July.

 

RESIDENT & MISCELLANEOUS MATTERS

Correspondence

A motion by Turner to deny Mr. Mitchell authority to park his unmarked police vehicle in an open parking space permanently was seconded by Harris and carried unanimously.

 

EXECUTIVE SESSION DISCUSSION

 

A motion by Anderson to close Executive Session was seconded by Turner and carried unanimously.

 

A motion by Turner to sanction *** for maintenance violations if repairs are not completed by July 8, 2011 was seconded by Harris and carried unanimously.

 

A motion by Harris to approve the write off of $1,898.00 in bad debt for *** was seconded by Turner and carried unanimously.

 

A motion by Harris to reinstate pool privileges to *** when all past due assessments have been paid (to include attorney’s fees) was seconded by Turner and carried unanimously. Accelerated assessments will be paid monthly.

 

A motion by Turner to deny payment plan request of *** was seconded by Whitehead and carried unanimously.

 

A motion by Anderson to allow sixty (60) days for *** to complete the maintenance violations before sanctions are assessed was seconded by Harris and carried unanimously.

 

A motion by Anderson to deny *** waiver of late fees was seconded by Harris can carried unanimously.

 

ADJOURNMENT:

The meeting was adjourned at 8:00 p.m.

Respectfully submitted,

Kathy A. Simonovich

Agent for Dominion Station HOA

 

***Purposely Omitted

 
  • «
  •  Start 
  •  Prev 
  •  1 
  •  2 
  •  Next 
  •  End 
  • »


Page 1 of 2

Board of Directors Meeting Minutes