DOMINION STATION HOMEOWNERS ASSOCIATION, INC.

BOARD OF DIRECTORS MEETING

MINUTES

SEPTEMBER 25, 2012

 

MEMBERS PRESENT:

Harry Anderson

Sarah Turner

Jason Hall

Mehdi Kohanbani

Chris Coulter

Kathy Simonovich, Service First Management & Consulting, Inc.

 

The meeting was called to order at 5:45 p.m. The Board motioned to move into Executive Session.

 

The Board motioned to move into Open Session at 6:30 p.m.

 

OPEN FORUM – 6:30 p.m.

• Owner Doreen Bell inquired about the parking rules and towing policies, complaints about multiple families living in a home (complaints should be made directly to Loudoun County Zoning) and suggested the Association have a second community clean-up day.

• Owner Janet Pugh complained about owners violating rules with regards to parking in the fire lanes and the lack of response from Road Runner. Management will request more patrols from Road Runner and Community Enforcement Services. Additional complaint was made regarding owners on Thompson and Baggett not properly securing trash which allows animals to get into. Ms. Pugh requested the Association reimburse her half the cost of the exterminator to resolve a skunk problem.

• Two Board members from Dominion Station Condominium were in attendance to discuss the pool management company’s performance and to talk about the 2013 budget.

 

MINUTES

A motion by Coulter to approve the July 24, 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.)

No items to report.

 

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

No items to report.

 

Communications Committee – Jason Hall (Mtg Date – TBD)

The email distribution list for the Association will be moved to Go daddy.

 

FINANCIAL MANAGEMENT

Status of Operations – August 31, 2012

As of August 31, 2012 the Association has an un-audited deficit of $12,416. Association investments total $1,037,071.

 

Budget – FY13

A motion by Kohanbani to approve the 2013 Operating Budget as presented with a $2.00 per home per month increase in the assessment. The new monthly assessment beginning January 2013 will be $110.00 per home per month. The motion was seconded by Hall and carried unanimously.

 

CONTRACT SERVICES

Grounds Maintenance

Mowing continues on a seven to ten day schedule weather permitting. Management is receiving proposals for the 2013 pruning and improvement projects, to include additional irrigation on Church.

 

Irrigation Services

A motion by Hall to approve the 2013 Aspect Irrigation Agreement in the amount of $4,220 was seconded by Kohanbani and carried unanimously.

 

Swimming Pool Management/Repairs

A motion by Coulter to approve U.S. Aquatics proposal to white coat all pools, remove and install trim tile on bench, remove and replace racing lines in lap pool, resurface beach entrance, remove and replace expansion joints, remove and replace transition lines and paint the mushroom not to exceed $52,000 was seconded by Turner and carried unanimously.

 

Management discussed U.S. Aquatics 2012 performance with the Board. Management filed a written complaint and they have agreed to reimbursement the Association for the lost guard hours and fix the mushroom pump. No further action is required at this time.

 

U.S. Aquatics submitted a proposal for the installation of pool covers which was denied at this time.

 

Maintenance Inspection Services

A motion by Coulter to approve Community Inspection Services for the 2013 maintenance inspection in the amount of $2,558, plus mailing costs was seconded by Anderson and carried unanimously.

 

Security System

The Board tabled discussion and decisions on the installation of a security system after the exterior doors are replaced.

 

 

RESIDENT & MISCELLANEOUS MATTERS

A motion by Kohanbani to deny Mr. Finkel’s request for towing reimbursement was seconded by Coulter and carried unanimously.

 

A motion by Kohanbani to deny Wes Rogers request to have a recreational vehicle parked in his driveway was seconded by Coulter and carried unanimously.

 

The Board entered into Executive Session at 7:50 p.m. to discuss delinquencies and maintenance violation hearings. The Board returned to Open Session at 7:55 p.m.

 

A motion by Kohanbani to write off $1760.78 as bad debt for *** was seconded by Turner and carried unanimously.

 

A motion by Kohanbani to sanction all owners who did not attend or respond to the hearing notification $10.00 a day effective September 25, 2012 until the continuing violation has been corrected or 90 days, whichever comes first. The motion was seconded by Turner and carried unanimously.

 

A motion by Kohanbani to allow all owners who submitted a request for an extension for the maintenance violations in response to the hearing an additional 60 to comply or the Association will sanction each owner $10.00 a day effective September 25, 2012 until the violation has been corrected or 90 days, whichever comes first. The motion was seconded by Turner 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