DOMINION STATION HOMEOWNERS ASSOCIATION, INC.

BOARD OF DIRECTORS MEETING

MINUTES

SEPTEMBER 24, 2013

 

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. by Harry Anderson, President.

 

The Board entered into Executive Session to conduct covenant violation hearings at 5:46 p.m. The Board returned to Open Session at 6:30 p.m.

 

OPEN FORUM

No items brought forward.

 

MINUTES

A motion by Turner to approve the July 23, 2013 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)

Jason will design an application for the website that will allow residents to reserve the clubhouse on line.

 

FINANCIAL MANAGEMENT

Status of Operations – August 31, 2013

As of August 31, 2013 the Association has an un-audited surplus of $19,202. Association investments total $1,165,877. Accounts Receivables total $10,696.

 

A motion by Kohanbani to adopt the 2014 Budget that was presented by Management with the monthly assessment remaining at $110.00 was seconded by Coulter and carried unanimously.

 

 

CONTRACT SERVICES

Grounds Maintenance

Management continues to work with the Word Group on the replacement of the warrantied plant material along Church Road.

 

Maintenance Inspection

A motion by Kohanbani to accept Community Inspection Services proposal in the amount of $2,558, plus postage, to provide the 2014 maintenance inspection was seconded by Coulter and carried unanimously.

 

Pool Management

A motion by Coulter to terminate the US Aquatics Pool Management Agreement was seconded by Kohanbani and carried unanimously.

 

A motion by Coulter to approve Premier Aquatics Pool Management Agreement for 2014 in the amount of $53,000 was seconded by Kohanbani and carried unanimously. Management will have Association Counsel review the Agreement.

 

Audit

A motion by Kohanbani to accept the 2013/14 Mohn & Allen proposal for audit and tax services in the amount of $2,250 per year was seconded by Turner and carried unanimously.

 

Snow Plowing

A motion by Hall to accept the 2013/14 Fairfax Paving & Concrete proposal for snow plowing services was seconded by Coulter and carried unanimously.

 

Irrigation Service

A motion by Hall to accept Aspect Irrigation’s proposal in the amount of $57,890 to upgrade the controller and system was seconded by Kohanbani and carried unanimously. Management to have Association Counsel review the Agreement.

 

A motion by Kohanbani to approval the 2014 Aspect Irrigation Maintenance Agreement in the amount of $4,220 (the Complete Plan) was seconded by Turner and carried unanimously.

 

General Repairs and Maintenance

The Board tabled the street light painting proposal from Capital Painting. Management to determine the cost to freshen up the current color of the poles.

 

RESIDENT & MISCELLANEOUS MATTERS

Management will continue to investigate the color scheme of the shutters and doors to determine if the color of the front door and shutter needed to match.

 

Management directed to contact CP Electric to determine the feasibility to installing a light pile behind 45602 Whitcomb Square.

 

The Board entered into Executive Session at 8:00 p.m. Board returned to Open Session at 8:10 p.m.

 

A motion by Hall to deny the towing reimbursement request of *** Manning Square seconded by Kohanbani and carried unanimously.

 

A motion by Kohanbani to waive the covenants violation assessment in the amount of $900 for **** Manning Square if all past due balance including legal fees are paid by certified funds was seconded by Turner and carried unanimously.

 

A motion by Hall to assess each owner that was called to a covenants hearing that did not respond $10.00 a day effective immediately for 90 days was seconded by Anderson and carried unanimously.

 

A motion by Hall to allow extensions for the individuals that requested additional time to complete repairs and if repairs are not completed within the allotted time $10.00 a day will be assessed to their account. The motion was seconded by Anderson and carried unanimously. Please refer to attachment 1.

 

ADJOURNMENT:

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

Respectfully submitted,

Kathy A. Simonovich

Agent for Dominion Station HOA