MEMBERS PRESENT:

Harry Anderson

Joan Whitehead

Cynthia Payne

Aaron Harris

Sarah Turner

Kathy Simonovich, Service First Management & Consulting, Inc.

 

OPEN FORUM – 6:30 p.m.

• Chris Coulter (45596 Whitcomb Square) and Peter Willson (45592 Whitcomb Square) were in attendance to discuss the Linden tree adjacent to their home. They requested the Board remove the tree due to the sap running and causing damage to their vehicles. Joan Whitehead also requested that the Linden tree by her home be removed as well.

• David Robinette (45642 Whitcomb Square) advised the Board of his displeasure regarding the recent pruning of the common area trees. He would like the Board to investigate further his allegations of damaged trees. Mr. Robinette also inquired as to the maintenance inspection process and when the follow-up inspection was scheduled. The inspection will occur 60/90 days after the original inspection that was completed in June.

 

MINUTES

A motion by Whitehead to approve the June 28, 2011 Board of Directors Meeting minutes with one correction was seconded by Payne and carried unanimously.

 

COMMITTEE REPORTS

Architectural Review – Chair Aaron Harris (Mtg Date – Third Monday at 7:00 p.m.)

The Board discussed allowing the homeowner at 22017 Guilford Station to change the color of the shutters and door. The Board agreed to allow the color change to black. The owner must complete an ARC application.

 

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

The Annual Cookout is scheduled for August 13^th. It was also noted that the SFC was allocated $1500 in the 2011 budget that was not correctly shown.

 

Communications Committee – Jason Hall (Mtg Date – TBD)

Website updates continue. Management will post pesticide treatment schedules on the website.

 

FINANCIAL MANAGEMENT

Status of Operations – June 30, 2011

As of June 30, 2011 the Association has an un-audited surplus of $8,579 as compared to the budgeted deficit of $8,135. Association investments total $800,925.

 

CONTRACT SERVICES

Grounds Maintenance

A motion by Payne to approve Genesis Landscapes proposal in the amount of $1200 to remove 4 Black Pines and 2 Leyland Cypress on Box Car was seconded by Whitehead and carried unanimously.

 

A motion by Harris to approve Genesis Landscapes proposal in the amount of $2629 for the landscape improvements at the Corner of Magnolia and Blossom was seconded by Anderson and carried unanimously.

 

A motion by Harris to remove 2 common area Linden trees at 45596 Whitcomb and 45582 Whitcomb and get a recommendation from Kate Davidson for a replacement tree was seconded by Anderson and carried unanimously. Additionally, it was requested that Kate provide a count of all the Linden trees in the community.

 

Kate Davidson provided an update Master Plan for landscape improvements.

 

Irrigation

A motion by Harris to approve the 2012 Aspect Irrigation Maintenance Contract in the amount of $4,020 was seconded by Whitehead and carried unanimously.

 

HVAC Maintenance Contract

A motion by Whitehead to approve HVAC Unlimited proposal for the Annual Maintenance Contract in the amount of $604.00 was seconded by Anderson and carried unanimously.

 

Snow Plowing

A motion by Payne to approve Fairfax Excavations proposal for the 2011/12 snow plowing services was seconded by Whitehead and carried unanimously.

 

Audit Services

A motion by Payne to approve OAO Mohn & Allen, PC proposal for 2011 and 2012 in the amount of $2,200 per year was seconded by Harris and carried unanimously.

 

General Maintenance

• Loudoun Deck & Fence completed the fence replacement on Thompson & Baggett.

• Lane lines were installed in the lap pool.

• New flags have been ordered.

 

RESIDENT & MISCELLANEOUS MATTERS

Correspondence

The Board will allow the resident of 45602 Iron Horse to replace the Cherry tree that was recently removed. The homeowner is responsible for contacting Miss Utility prior to planting the tree and is responsible for the care and maintenance of the tree.

 

A motion by Payne to allow the resident on Box Car to continue feeding the feral cats in order to help promote the Feral Cat Program by the Humane Society of Loudoun County was seconded by Whitehead and carried 4/1 (Anderson opposed).

 

The Board agreed to change the September meeting to September 20^th and the Annual Meeting of the Membership will be November 29^th.

 

EXECUTIVE SESSION DISCUSSION

 

A motion by Anderson to close Executive Session was seconded by Payne and carried unanimously.

 

A motion by Payne to deny the request of *** for extended time to repair the home and the owner needs to submit a new payment plan request to the Board for consideration was seconded by Anderson and carried unanimously.

 

The Board requested Management to move forward with hiring a private investigator to search for assets for garnishment purposes for ***; Pursue garnishment for ***; and stop collections on ***.

 

ADJOURNMENT:

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

Respectfully submitted,

Kathy A. Simonovich

Agent for Dominion Station HOA

 

 

***Purposely omitted.