Dominion Station

Townhouse Homeowners Association

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Home Minutes 2012
2012

July 24th, 2012

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DOMINION STATION HOMEOWNERS ASSOCIATION, INC.

BOARD OF DIRECTORS MEETING

MINUTES

JULY 24, 2012

 

MEMBERS PRESENT:

Harry Anderson

Aaron Harris

Mehdi Kohanbani

Chris Coulter

Kathy Simonovich, Service First Management & Consulting, Inc.

SFC Chair – Erika Jones

CC Chair – Jason Hall

 

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May 22nd, 2012

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DOMINION STATION HOMEOWNERS ASSOCIATION, INC.

BOARD OF DIRECTORS MEETING

MINUTES

MAY 22, 2012

 

MEMBERS PRESENT:

Harry Anderson

Sarah Turner

Aaron Harris

Mehdi Kohanbani

Chris Coulter

Kathy Simonovich, Service First Management & Consulting, Inc.

 

OPEN FORUM – 6:30 p.m.

Carol Jacques inquired about the condition of a home on Grand Central Square and the Association’s procedures for maintaining the lot. Additionally, she voiced her concerns regarding dog owners violating the rules and regulations pertaining to their pets.

Joan Whitehead brought to the Board’s attention that a trash can was in the common area along Magnolia for several months, as well as a recycling bin on Whitcomb Square. Additionally, she inquired as to the whether the Board would consider the treatment of ticks.

 

OPEN FORUM CLOSED – 6:45 p.m.

 

MINUTES

A motion by Harris to approve the March 27, 2012 Board of Directors Meeting minutes was seconded by Turner and carried unanimously.

 

COMMITTEE REPORTS

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

The Committee has received several applications over the past two months. The exact roof color (older section) is CertainTeed Weathered Wood. The optional color to use would be Weathered Gray. The garage door styles were table until the next meeting.

 

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

Pool registration is ongoing.

 

Communications Committee – Jason Hall (Mtg Date – TBD)

No items to report.

 

FINANCIAL MANAGEMENT

Status of Operations – April 30, 2012

As of April 30, 2012 the Association has an un-audited surplus of $9,025. Association investments total $954,037.

CONTRACT SERVICES

Grounds Maintenance

Mowing continues on a seven to ten day schedule weather permitting. Management directed to inquire about spraying for ticks in the common area and get proposals for tree pruning.

 

General Maintenance

Management to follow-up with Kolas Contracting regarding the proposal for the clubhouse door replacements. Additionally, Management was instructed to provide information on the entry door system and to determine the best options. This should include a security alarm monitoring system.

 

RESIDENT & MISCELLANEOUS MATTERS

A motion by Kohanbani to deny request for reimbursement of towing charges for *** and *** was seconded by Coulter and carried unanimously.

 

A motion by Kohanbani to deny the issuance of pool passes for owner *** until the debt is paid in full was seconded by Coulter and carried unanimously.

 

A motion by Harris to write off as bad debt *** (45574 Whitcomb Square) in the amount of $6,002.92 and *** (45497 Baggett Terrace) in the amount of $1,781.04 was seconded by Kohanbani and carried unanimously.

 

ADJOURNMENT:

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

Respectfully submitted,

Kathy A. Simonovich

Agent for Dominion Station HOA

 

 

March 27th, 2012

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DOMINION STATION HOMEOWNERS ASSOCIATION, INC.

BOARD OF DIRECTORS MEETING

MINUTES

MARCH 27, 2012

 

MEMBERS PRESENT:

Harry Anderson

Sarah Turner

Aaron Harris

Mehdi Kohanbani

Chris Coulter

Kathy Simonovich, Service First Management & Consulting, Inc.

 

EXECUTIVE SESSION – 6:21 p.m.

 

OPEN SESSION – 6:35 p.m.

 

Presentation by Nathan Hileman, Roofing & More, Inc.: Mr. Hileman provided information to the Board regarding possible replacement roof replacements.

 

OPEN FORUM – 6:45 p.m.

Joan Whitehead inquired as to the grounds maintenance schedule due to the high grass and weeds. She additionally asked the Board to consider the treatment of ticks if available.

 

MINUTES

A motion by Harris to approve the February 28, 2012 Board of Directors Meeting minutes was seconded by Kohanbani and carried unanimously.

 

COMMITTEE REPORTS

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

Discussion regarding roof replacement colors and garage door replacements. Items were tabled until the next meeting.

 

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

The pool package has been completed and pool registration dates have been confirmed

 

Communications Committee – Jason Hall (Mtg Date – TBD)

No items to report.

 

FINANCIAL MANAGEMENT

Status of Operations – February 28, 2012

As of February 28, 2012 the Association has an un-audited surplus of $22,857. Association investments total $910,327.

CONTRACT SERVICES

Grounds Maintenance

Genesis will begin mowing the first week of April and apply chemical treatments for weeds. The Atlantic Blvd enhancement project will be completed by March 30th. This includes the tree installation and the entrance feature. Additionally, the irrigation system will be operational by April 1st.

 

General Maintenance

Kolas Contracting is completing the deck repairs at the clubhouse.

 

RESIDENT & MISCELLANEOUS MATTERS

A motion by Kohanbani to deny request for reimbursement of towing charges for Butler was seconded by Coulter and carried unanimously.

 

A motion by Anderson to accept the payment plan as presented by *** was seconded by Harris and carried unanimously. The details are as follows: initial payment of $300.00/$500 monthly payment to be applied to the past due assessments/$108 current monthly assessment to be paid prior to the late date/ promissory note signed by debtors.

 

ADJOURNMENT:

The meeting was adjourned at 7:55 p.m.

Respectfully submitted,

Kathy A. Simonovich

Agent for Dominion Station HOA

 

***Purposely omitted

 

February 28th, 2012

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DOMINION STATION HOMEOWNERS ASSOCIATION, INC.

BOARD OF DIRECTORS MEETING

MINUTES

FEBRUARY 28, 2012

 

MEMBERS PRESENT:

Harry Anderson

Sarah Turner

Aaron Harris

Mehdi Kohanbani

Chris Coulter

Kathy Simonovich, Service First Management & Consulting, Inc.

 

Presentation by Anthony Weber of Overhead Doors: Mr. Weber provided information to the Board regarding possible replacement garage doors.

 

OPEN FORUM – 6:45 p.m.

  • Ken Estes questioned the towing contract and if the Association received any income when cars were towed. The Association does not receive income.

 

MINUTES

A motion by Harris to approve the January 24, 2012 Board of Directors Meeting minutes was seconded by Turner and carried unanimously.

 

COMMITTEE REPORTS

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

Discussion on approved garage door replacements. This item will be tabled until the next meeting.

 

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

A motion by Harris to not sell any outside pool memberships was seconded by Coulter and carried unanimously.

 

Communications Committee – Jason Hall (Mtg Date – TBD)

Management reviewed the website and requested updates be made to the information. The Board requested that we post the Clubhouse address on the website.

 

FINANCIAL MANAGEMENT

Status of Operations – January 31, 2012

As of January 31, 2012 the Association has an un-audited surplus of $16,536. Association investments total $893,272.

 

CONTRACT SERVICES

Grounds Maintenance

A motion by Coulter to approve Genesis Landscapes proposal for the tree installation along Atlantic Blvd in the amount of $33,259.00 was seconded by Kohanbani and carried 4/1 (Harris voted no).

 

A motion by Harris to approve Genesis Landscapes proposal for the sign improvements at Atlantic and Magnolia in the amount of $5,774.00 was seconded by Coulter and carried unanimously.

 

General Maintenance

A motion by Anderson to approve Kolas Contracting, Inc. proposal in the amount of $10,400.00 for the replacement of the decking and railings on the balcony was seconded by Turner and carried unanimously.

 

RESIDENT & MISCELLANEOUS MATTERS

A motion by Harris to deny request for reimbursement of towing charges for *** and *** was seconded by Coulter 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

 

January 24th, 2012

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DOMINION STATION HOMEOWNERS ASSOCIATION, INC.

BOARD OF DIRECTORS MEETING

MINUTES

JANUARY 24, 2012

 

MEMBERS PRESENT:

Harry Anderson

Sarah Turner

Aaron Harris

Mehdi Kohanbani

Chris Coulter

Kathy Simonovich, Service First Management & Consulting, Inc.

 

OPEN FORUM – 6:30 p.m.

  • Cynthia Payne brought forward an issue regarding trash around a neighboring home on Whitcomb Square.

  • Aaron Harris brought forward the issue of towing resident vehicles for expired inspection stickers or registration. Management explained that this particular rule was recorded in the Declaration of Covenants Conditions and Restrictions.

  • Sarah Turner brought forward an issue about the parking enforcement contractor tagging vehicles.

 

MINUTES

A motion by Harris to approve the October 25 and November 29, 2011 Board of Directors Meeting minutes was seconded by Kohanbani and carried unanimously.

 

COMMITTEE REPORTS

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

A motion by Harris to appoint Donna Winston, Theresa Dunn and Ken Estes to the ARC was seconded by Anderson and carried unanimously.

 

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

A motion by Harris to appoint Angie Kolbe, Fredy Morales and Ken Estes to the SFC was seconded by Anderson and carried unanimously.

 

Communications Committee – Jason Hall (Mtg Date – TBD)

The domain provider was successfully changed to Go Daddy in January.

 

FINANCIAL MANAGEMENT

Status of Operations – December 31, 2011

As of December 31, 2011 the Association has an un-audited surplus of $35,631. Association investments total $835,296. A motion by Anderson to invest $200,000 in a Certificate of Deposit for 48 months paying 1.75% was seconded by Kohanbani and carried unanimously.

 

 

CONTRACT SERVICES

Grounds Maintenance

A motion by Turner to approve the Aspect Irrigation Proposal in the amount of $17,200 for the installation of new irrigation along Atlantic Blvd was seconded by Coulter and carried unanimously.

 

Kate Davidson (Landscape Architect) intends to select the new trees from the grower within the next couple of weeks in order to complete the grounds improvements along Atlantic Blvd.

 

General Maintenance

Management reported that Loudoun County has begun the repairs on the storm water management pond by the clubhouse.

 

RESIDENT & MISCELLANEOUS MATTERS

Management received an email from VDOT indicating that a traffic signal at Atlantic and Magnolia was not warranted at this time.

 

ADJOURNMENT:

The meeting was adjourned at 7:30 p.m.

Respectfully submitted,

Kathy A. Simonovich

Agent for Dominion Station HOA

 

 


Board of Directors Meeting Minutes