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DOMINION STATION HOMEOWNERS ASSOCIATION, INC.

BOARD OF DIRECTORS MEETING

MINUTES

February 2, 2016

 

MEMBERS PRESENT:

Mehdi Kohanbani

Dave Kesick

Muthu Arigovindan

Jason Hall

Judson Weinsheimer

 

Kathy Simonovich, SFMC, Inc.

 

The meeting was called to order at 6:35 p.m. by Kohanbani.

 

OPEN FORUM

Judson Weinsheimer suggested that common area trees be replaced as they are removed. Management provided a brief background on the common area master plan and the replacement schedule.

 

Muthu Arigovindan requested due to the constant violation of the Association rules for parking that parking enforcement be made effective. Open spaces are to be shared with neighbors and must not be used for long term storage of vehicles. Management will follow-up with Road Runner Towing to see if they can provide additional services to the HOA.

 

Additionally, the parking along Magnolia was discussed. Could stop signs be added at Blossom and Guilford Station and what is the process for VDOT. It was also requested to determine if an extension of the guard rail down Atlantic by Baggett Terrace could be requested from VDOT due to the continued vehicle accidents.

 

MINUTES

A motion by Hall to approve the September 29, 2015 Board of Directors meeting minutes as presented was seconded by Kesick and carried unanimously.

 

A motion by Hall to elect the following officers of the Association:

 

President – Mehdi Kohanbani

Vice President – Jason Hall

Secretary – Judson Weinsheimer

Treasurer – Muthu Arigovindan

Director – Dave Kesick

 

The motion was seconded by Kohanhani and carried unanimously.

 

COMMITTEE REPORTS

Architectural Review

No report.

 

Shared Facilities

Committee looking for new volunteers and chairperson. A planning meeting will be scheduled in March. Judson offered to help with sign announcements.

 

Communications Committee

No report.

 

FINANCIAL MANAGEMENT

Status of Operations – December 31, 2015

As of December 31, 2015 the Association has an un-audited deficit of $28,359. Association investments total $1,435,845. Accounts Receivables total $17,353.

 

Audit – FY15

The field work for the audit will begin in April.

 

CONTRACT SERVICES

Grounds Maintenance

A motion by Kesick to approve Kate Davidson Landscape Architecture proposal in the amount of $1,925.00 to provide the landscape standards for individual units (tree types, size, hardscape, etc.) was seconded by Kohanbani and carried unanimously.

 

Management to inquire with Genesis Landscapes the intent for renewal in 2017.

 

Clubhouse Sign

Management ordered 3” letters from the sign manufacturer.

 

Reserve Study

A motion by Hall to approve FEA’s updated with site visit reserve study in the amount of $5,100 to include attendance at one meeting if necessary was seconded by Kesick and carried 4/1 (Arigovindan opposed, he requested additional quotes be received for this contract).

 

General Maintenance

A motion by Weinsheimer to approve Tyco Simplex Grinnell’s proposal in the amount of $454.00 for the recurring annual sprinkler test was seconded by Kohanbani and carried unanimously.

 

A motion by Kohanbani to approve SFMC’s Annual Compliance Inspection in the amount of $3,250.00 was seconded by Weinsheimer and carried unanimously.

 

A motion by Hall to approve HVAC’s Unlimited proposal in the amount of $6,800 for the replacement of the heat pump and gas furnace was seconded by Kohanbani and carried unanimously.

 

RESIDENT & MISCELLANEOUS MATTERS

• The Board discussed Mr. McNeal’s request to use the Clubhouse on a reoccurring basis. The Board is open to the idea but needs to obtain additional information from the owner.

• Management presented the police report and Genesis Landscapes repair quote regarding the vehicle accident on January 6, 2016. Management is following up with State Farm (insurance for the vehicle owner).

• The Board discussed the continued vehicle violation associated with 45601 Whitcomb Square. A covenants hearing will be scheduled for March.

• Discussion on the 2016 blizzard and performance of snow contractor. A motion by Kesick to close the pool parking lot 48 hours prior to any snow event forecast of 6 inches or more in order for the snow contractor to stage equipment. Designated visitor spaces would be closed to visitors 12 hours prior to a snow event forecast for 12 inches or more. The motion was seconded by Weinsheimer and carried 4/1 (Arigovindan abstained and requested that the criteria for closing the pool parking lot be 12 inches which the motion failed).

 

ADJOURNMENT:

The meeting was adjourned at: 9:00 p.m.

Respectfully submitted,

Kathy A. Simonovich, SFMC, Inc.

Agent for Dominion Station HOA