September 2019 Board Meeting Minutes
DOMINION STATION HOMEOWNERS ASSOCIATION, INC.
BOARD OF DIRECTORS MEETING
MINUTES
September 17, 2019
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MEMBERS PRESENT:
Mehdi Kohanbani
Muthu Arigovindan
Maria Moussa by phone until 7 p.m.
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MEMBERS NOT PRESENT:
Judson Weinsheimer arrived @ 7:45 pm
Cristina Pimienta
Management Present: Patti Picciano,
The BOD was present @ 6:15pm for a hearing requested by a resident in reference to a parking violation. The resident did not show up to the meeting, violation stands.
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OPEN FORUM
Discussion about the house with the rear yard needing to be followed up on with rodents and over growth A picture is being sent by a board member (Maria Moussa) to management with the intent to have county get involved.
Discussion about the sink hole for a contractor to come and have it cleared allowing for Muthu to run a soil test  This is scheduled got be done before COB on 27 September.
MINUTES
A motion by Kohanbani to approve the July 2019 Board of Directors meeting minutes, 2nd by Muthu Arigovindan, and passed unanimously.
COMMITTEE REPORTS
Architectural Review
None were discussed
Pool proposal for repairs were deemed too expensive by the BOD. The Board requested that a consultant confirm the repairs that are required. Management will obtain bids based on the recommendations deemed necessary by the consultant.
Patti will obtain three bids for the following road repairs; B&T (2019), Box/Iron/GS (2020), Guil/Hutch/Manning (2021)
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COMMUNICATION COMMITTEE
The Website is almost complete and waiting for 2 items (BOD Charter & Review of Webpages/Content) and should be functioning after these are submitted.
FINANCIAL MANAGEMENT
Status of Operations – July 31, 2019 were reviewed and no obvious over budgeted items to be discussed. 2020 Budget is proposed and will keep Assessments the same for 2020. Finalizing the budget will be after October 1 and voted on thru e-mail by the BOD.
ADDITIONAL NOTES
It was discussed that the cleaning company is not cleaning as expected, management will contact cleaning company, and have the strings removed from the new fans that were left behind by the previous rental. Management will rework the rental checklist and make sure it clearly states all decorations will be removed by the renter or suffer a penalty for cleaning expenses.   Management has contacted the cleaning company (CWoody) and there has been no changes to their responsiveness  Management has contacted another company to bid for the cleaning.
Quality Tree has been awarded the tree trimming contract for this season, the crew will be on site trimming common areas trees throughout the community on September 18, 2019.
The HVAC maintenance contract has been signed. We will have the company out to inspection the systems and determine why it is not cooling at an optimal level. The registers are to be returned to Home depot, and have the larger registers purchased and installed. Muthu to share the pictures with Management for the style suggested.
The renovations of the bathrooms upstairs and locker-room were discusses, the Board is planning to have the renovations to the upstairs bathrooms completed by the Annual Meeting in November.
All events should be placed on hold until the bathrooms are completed.
Renovations to the lower level of the clubhouse/guard room/locker rooms were discussed with the contractor on Friday the 13th and Management and contractor asked for clear direction on the discussion and plans. Mehdi will provide the meeting minutes from the 13 September meeting NLT COB on Monday the 23rd of September for distribution to the Board to give to the contractor.
The Ice machine will be installed at the base of the  clubhouse stairwell for use when the pool is not in use.
The BBQ grills by the pool area will be professionally cleaned and cover for the season.
The propane tank will be checked and shut off for the season.
Motion was made by Judson to go into executive session at 8:00pm.
The Board came out of Executive session at 8:10p.m.
The Board Meeting adjourned at 8:21p.m.