February 2022 Board Meeting Minutes

DOMINION STATION HOMEOWNERS ASSOCIATION, INC. 

BOARD OF DIRECTORS MEETING 

TUESDAY, FEBRUARY 15, 2022 

Zoom Meeting (due to COVID-19 Meeting Restrictions) 

6:30 p.m. 

AGENDA I. CALL TO ORDER & ROLL CALL (Proof of Quorum) PRESIDENT, Mehdi Kohanbani –Called to order at 6:31 p.m.  

II. COMMUNITY DISCUSSION PERIOD (3 Minutes per Speaker) – none

III. APPROVAL OF AGENDA PRESIDENT, Mehdi Kohanbani –Motion to approve by Mehdi Kohanbani, seconded  by Abby Glauberman , and Approved Unanimously.  

IV. APPROVAL OF MINUTES – December 21, 2021 BOD Mtg PRESIDENT, Mehdi Kohanbani –Motion to approve by Mehdi Kohanbani, seconded  by Abby Glauberman , and Approved Unanimously.  

V. INFORMATIONAL SESSION – New Parking System-  Rick Chambers on the phone to answer questions- unable to attend in person due to COVID.

• Question: 
  • Resident Open and Visitor Space hang tags with a specific vehicle to then change the vehicle registered on the tag. Answer- Submit a vehicle admin change and put in new vehicle information, once the request goes in it overrides existing vehicle and its automatically activated. Old vehicle is removed and you will need to do an admin change request again to change the vehicle back.
  • No vehicle registration information needed.
  • New website rolling out in the next 2 weeks for beta testing.
  • App for Apple phones coming soon (waiting for Apple to approve) and Android is already rolled out.
  • No notification currently for expiring passes. You have to check your portal currently. With the new program there will be notifications.
  • Towing enforcement meeting TBD.
  • The Transaction tab will be available in about 2 weeks.
  • Pass is good for 1 year from the month of purchase.
  • 211 unique users have registered as of 2/15/2022.

VI. COMMITTEE REPORTS 

A. Architectural Review Committee (ARC) – questions about pre-approved stains colors.

B. Communications Committee – Medhi taking over the website as Judson is no longer living here. Will go through the website and update.

C. Parking Committee – Will dissolve early March 2022. Working with RoadRunner on date to start towing.

D. Shared Facilities Committee – Superbowl party turnout was good! Residents are continuing to rent the clubhouse and need to ensure that the clubhouse must be returned clean. Upcoming events- Community clean up day- end of March, Ice Cream social on opening day of pool + additional events to come.

• Resident asked about trees in common areas.
• Clubhouse cleaning – once a month. 

VII. MANAGER’S REPORT Monica Burdock, Community Manager 

A. Financial Management – Review of Financial Statement 

a. December 2021 

b. January 2022 

B. Contract Services – Contract with Genesis is ending and they sold to Advantage Landscaping. Will bid out for a new contract.

C. Update on Projects (Community Inspections) 

VIII. OLD BUSINESS – None.

IX. NEW BUSINESS 

A. New Trash Contract – expires August 2022. Looking to bid out for a new contract.

B. Mailboxes – handyman was able to get the mailbox temporarily up until we can get a more permanent fix.

C. Reserve Study – Adding mailbox replacement.

X. ADJOURN INTO EXECUTIVE SESSION  –Motion to adjourn executive session made at 8:52 p.m.by Mehdi Kohanbani

XI. EXECUTIVE SESSION 

A. Review of Delinquency Report 

B. Legal Collections Review 

C. Contracts Review/Concerns 

XII. ADJOURN EXECUTIVE SESSION – Motion to adjourn executive session made at 9:40 p.m.by Mehdi Kohanbani

XIII. RECONVENE OPEN SESSION – Mehdi Kohanbani initiated motion to Change 72 hour parking rule for open spaces to 2 week registration as long as it is feasible with Online Parking Pass. Seconded by Abby Glauberman,, Approved Unanimously.

XIX. ADJOURN- Motion to adjourn the meeting made at 9:43 p.m.by Mehdi Kohanbani, seconded by Abby Glauberman, Approved Unanimously. 

————————————————————————————————————————————————— Distribution: Mehdi Kohanbani; Jamie Kolbe; Abby Glauberman Prepared by: Monica Burdock, SFMC