Dominion Station

Townhouse Homeowners Association

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Home Minutes 2014
2014

September 23rd, 2014

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DOMINION STATION HOMEOWNERS ASSOCIATION, INC.

BOARD OF DIRECTORS MEETING

MINUTES

SEPTEMBER 23, 2014

 

MEMBERS PRESENT:

Mehdi Kohanbani

Jason Hall

Chris Coulter

Muthu Arigovindan

 

Kathy Simonovich, Service First Management & Consulting, Inc.

 

The meeting was called to order at 5:45 p.m. by Kohanbani.

 

EXECUTIVE SESSION – HEARINGS

 

OPEN FORUM – 6:40 p.m.

Skunk issue continues within neighbor. Management will have Veteran Pest Control set additional traps.

 

MINUTES

A motion by Hall to approve the July 22, 2014 Board of Directors Meeting minutes was seconded by Arigovindan and carried unanimously.

 

COMMITTEE REPORTS

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

The BOD voted to allow stainless steel chase covers and chimney caps. A motion by Kohanbani to allow solid deck stains that the Committee recommends was seconded by Arigovindan and carried 3-1 (Hall denied).

 

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

Management to look into cleaning up the outside closet by the pool in order to store community supplies.

 

Communications Committee – Jason Hall (Mtg Date – TBD)

WiFi will be installed at the community center in September.

 

FINANCIAL MANAGEMENT

Status of Operations – August 31, 2014

As of August 31, 2014 the Association has an un-audited deficit of $12,866. Association investments total $1,121,949. Accounts Receivables total $13,512.

 

A motion by Arigovindan to adopt the 2015 Operating Budget as presented with the monthly assessment set at $110.00 per month per home was seconded by Kohanbani and carried unanimously.

 

 

CONTRACT SERVICES

Grounds Maintenance

Mowing continues on a 7/10 day schedule weather permitting.

 

Snow Plowing

A motion by Arigovindan to accept the 2014/15 Snow Plowing Agreement presented by Fairfax Paving was seconded by Coulter and carried unanimously.

 

Pool Management

A motion by Hall to accept the 2015 Swimming Pool Management Agreement presented by Premier Aquatics in the amount of $61,395.00 was seconded by Coulter and carried unanimously. The Board agreed to extend the contract through the 2017 season in the amount of $58,995.00.

 

A motion by Kohanbani to approve the proposal for pool covers from Premier Aquatics was seconded by Arigovindan and carried unanimously. The BOD will determine if the lap pool cover or the main pool cover will be purchased in 2014 once the sign prices are determined.

 

Irrigation Agreement

A motion by Hall to approve the 2015 Irrigation Maintenance Agreement in the amount of $4,420.00 was seconded by Arigovindan and carried unanimously.

 

Pond Maintenance

A motion by Kohanbani to approve the 2015/16 Pond Monitoring and Maintenance Program as presented by Virginia Waters & Wetlands in the amount of $12,720.00 was seconded by Hall and carried unanimously.

 

General Repairs and Maintenance

Concrete and asphalt work completed by Fairfax Paving.

Tot lot replacement is scheduled for the week of September 30th.

HVAC Unlimited maintenance agreement renewed at $625.00.

Veteran Pest Control trapped one skunk. Management to have traps set back up.

Tennis court net and strap on order with All Recreation.

 

RESIDENT & MISCELLANEOUS MATTERS

 

The Board discussed the correspondence received since the last meeting.

 

A motion by Arigovindan to deny towing reimbursement charges to ** Grand Central Square was seconded by Coulter and carried unanimously.

 

A motion by Arigovindan to notify the owners of ** Manning Square that they are in violation of the governing documents regarding leasing was seconded by Kohanbani and carried 3-1 (Hall denied).

 

A motion by Kohanbani to sanction all owners $10.00 a day for 90 days beginning immediately who have not complied with the maintenance violation notice, in accordance with the hearing held, was seconded by Hall and carried unanimously. Please refer to attachment A.

 

ADJOURNMENT:

The meeting was adjourned at: 8:10 p.m.

Respectfully submitted,

Kathy A. Simonovich

Agent for Dominion Station HOA

 

July 22nd, 2014

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DOMINION STATION HOMEOWNERS ASSOCIATION, INC.

BOARD OF DIRECTORS MEETING

MINUTES

JULY 22, 2014

 

MEMBERS PRESENT:

Mehdi Kohanbani

Jason Hall

Sarah Turner

Chris Coulter

Muthu Arigovindan

 

Kathy Simonovich, Service First Management & Consulting, Inc.

 

The meeting was called to order at 6:15 p.m. by Kohanbani.

 

EXECUTIVE SESSION – HEARINGS

 

OPEN FORUM – 6:30 p.m.

Skunk issue within neighbor. Management to inquire about skunk removal.

 

MINUTES

A motion by Hall to approve the May 27, 2014 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.)

No report.

 

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

Movie night changed to August 8, 2014. Management to be inquiring about an informational sign by the clubhouse.

 

Communications Committee – Jason Hall (Mtg Date – TBD)

Retractable awning information needs to be added to the website and Design Guidelines.

 

FINANCIAL MANAGEMENT

Status of Operations – June 30, 2014

As of June 30, 2014 the Association has an un-audited deficit of $56,104. Association investments total $1,040,538. Accounts Receivables total $11,645.

 

A motion by Arigovindan to adopt the 2013 Audit as presented was seconded by Kohanbani and carried unanimously.

 

 

 

CONTRACT SERVICES

Grounds Maintenance

Mowing continues on a 7/10 day schedule weather permitting. The Board approved the revised proposal from Genesis Landscapes will remove 37 stumps at the reduced price of $3,660.00. The Board will be considering replacements in the 2015 budget.

 

Maintenance Inspection

Management will be scheduling maintenance violation hearings at the September meeting.

 

Pool Management

Pool operations are going smoothly and Management has only received 1 complaint and all issues have been addressed.

 

Asphalt & Concrete Repairs

Management continues to work with Fairfax Paving & Concrete on the concrete and asphalt work. The trail work has been completed and the remaining work will be completed over the next 2 weeks. The Board voted to add 2 speed bumps on Baggett and Thompson.

 

Tot Lot Replacement

A motion by Hall to approve the Kompan proposal to install a new tot lot next to the pool in the amount of 12,775.60 was seconded by Turner and carried unanimously.

 

General Repairs and Maintenance

Doody Calls installed 6 pet waste stations.

Carpets have been cleaned in the clubhouse.

 

RESIDENT & MISCELLANEOUS MATTERS

 

The Board discussed the correspondence received since the last meeting.

 

A motion by Turner to deny towing reimbursement charges to ** Baggett Terrace was seconded by Hall and carried unanimously.

 

A motion to by Kohanbani to waive the following trash can assessment violations for the following: ** Manning Square; ** Baggett Terrace; ** Whitcomb Square. The motion was seconded by Turner and carried unanimously.

 

The Board voted that no further action was necessary for ** Reading Terrace as the violation has been abated.

 

ADJOURNMENT:

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

Respectfully submitted,

Kathy A. Simonovich

Agent for Dominion Station HOA

 

** Purposely omitted.

 

April 22nd, 2014

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DOMINION STATION HOMEOWNERS ASSOCIATION, INC.

BOARD OF DIRECTORS MEETING

MINUTES

APRIL 22, 2014

 

MEMBERS PRESENT:

Mehdi Kohanbani

Jason Hall

Muthu Arigovindan

Chris Coulter (by phone)

Sarah Turner

Kathy Simonovich, Service First Management & Consulting, Inc.

 

The meeting was called to order at 6:30 p.m. by Kohanbani. The Board of Directors met with Igor Stefanovic from Premier Aquatics to review all the proposed pool repairs.

 

A motion by Hall to approve the following proposals submitted by Premier Aquatics:

 

  • Pool Repairs in the amount of $10,000.00

  • Replace pool mushroom pump in the amount of $2,650.00

  • Pool supplies in the amount of $4,325.00

 

The motion was seconded by Turner and carried unanimously.

 

A motion by Kohanbani to approve the additional lifeguard services to extend the pool hours in the amount of $1,900.00 was seconded by Turner and carried 4-1 (Arigovindan denied).

 

A motion by Arigovindan to approve the proposal to engage Morgan Stanley to provide investment services was seconded by Kohanbani and carried unanimously.

 

The Doody Calls proposal was tabled until the next meeting.

 

A motion by Kohanbani to approve front entry doors with window inserts as described in Exhibit 3 and to not allow any color or stained glass was seconded by Hall and carried 3-1(Coulter not in attendance at this time and Turner denied).

 

ADJOURNMENT:

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

Respectfully submitted,

Kathy A. Simonovich

Agent for Dominion Station HOA

 

 

 

 

March 24th, 2014

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DOMINION STATION HOMEOWNERS ASSOCIATION, INC.

BOARD OF DIRECTORS MEETING

MINUTES

MARCH 24, 2014

 

MEMBERS PRESENT:

Mehdi Kohanbani

Jason Hall

Muthu Arigovindan

Chris Coulter

Kathy Simonovich, Service First Management & Consulting, Inc.

 

The meeting was called to order at 6:15 p.m. by Kohanbani. A motion to go into Executive Session was seconded and carried.

 

A motion to return to regular session at 6:40 p.m. was seconded and carried.

 

OPEN FORUM

  • Comments regarding snow removal and the improvement of service. Trash contractor needs to take all recycling items, some items being left behind in the bins.

  • Better communication to residents when trash service will be suspended on days of inclement weather.

 

MINUTES

A motion by Kohanbani to approve the January 28, 2014 Board of Directors Meeting minutes was seconded by Coulter and carried unanimously.

 

COMMITTEE REPORTS

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

A motion by Hall to allow window inserts on the main entry door pending the ARC review and recommendations was seconded by Kohanbani and carried unanimously.

 

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

Community events will be scheduled in accordance with Attachment 1. SFC to request the hours be modified to open early on weekend. Pool pass administration to be changed. Registration will not be required and management will mail passes to all members who are current on their assessments.

 

Communications Committee – Jason Hall (Mtg Date – TBD)

No new items to report.

 

FINANCIAL MANAGEMENT

Status of Operations – February 28, 2014

As of February 28, 2014 the Association has an un-audited deficit of $3,259. Association investments total $1,393,257. Accounts Receivables total $13,589.

Management presented a proposal from Morgan Stanley to provide investment support. The Board tabled decision.

 

CONTRACT SERVICES

Grounds Maintenance

Genesis has begun the spring services (carving, mulching, etc.). Management will request Kate Davidson to inventory the Ash trees to determine which should be removed this year and provide proposals to the Board.

 

Irrigation Services

Aspect Irrigation is completing the upgrade to the irrigation system.

 

Maintenance Inspection

Community Inspection Services has begun the spring maintenance inspection.

 

Pool Management

Premier Aquatics has begun the process of the pool preparation.

 

Trash Removal

A motion by Kohanbani to approve American Disposal Trash Removal Agreement beginning January 1, 2015 for 5 years at the reduced rate of $10.81 per unit per month was seconded by Coulter and carried unanimously.

 

General Repairs and Maintenance

Management will be providing asphalt and concrete repair proposals at the May meeting for review and approval for repairs to begin in June.

 

Management to obtain a proposal from Doddy Calls for the installation of dog stations in the community.

 

RESIDENT & MISCELLANEOUS MATTERS

 

The Board entered into Executive Session at 8:20 p.m. Board returned to Open Session at 8:30 p.m.

 

A motion by Kohanbani to monetarily assess *** Trestle Terrace $50.00 a day for continuing violations associated with the unleashed pets/defecation was seconded by Hall and carried unanimously.

 

A motion by Coulter to deny towing reimbursement charges for *** Grand Central Square was seconded by Arigovindan and carried unanimously.

 

A motion by Hall to amend the Parking Policy Resolution to provide notice of warning to residents who have expired inspection/tags prior to towing. Notice provided will allow residents 48 hours prior to towing. The motion was seconded by Coulter and carried unanimously.

 

ADJOURNMENT:

The meeting was adjourned at: 8:40 p.m.

Respectfully submitted,

Kathy A. Simonovich

Agent for Dominion Station HOA

 

 

 

 

January 28th, 2014

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DOMINION STATION HOMEOWNERS ASSOCIATION, INC.

BOARD OF DIRECTORS MEETING

MINUTES

JANUARY 28, 2014

 

MEMBERS PRESENT:

Mehdi Kohanbani

Sarah Turner

Jason Hall

Muthu Arigovindan

Chris Coulter

Kathy Simonovich, Service First Management & Consulting, Inc.

 

The meeting was called to order at 6:30 p.m. by Kathy Simonovich.

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Board of Directors Meeting Minutes