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