FINAL
MINUTES OF THE
BENTANA PARK COUNCIL OF CO-OWNERS
BOARD OF DIRECTORS MEETING
12052 North Shore Drive
Reston, VA 20190
December 8, 2015
Board Members Present: Peter Weed Treasurer
Kristine Larson Director
Ali Ghassemian Director
Board Members Absent: David Brych President
Kathy Ray Vice President
Others Present: Tracy Plazyk Horizon Community Services
Karen Case Recording Secretary
I. Call to Order: Mr. Weed called the meeting to order at 7:01 p.m.
II. Approval of Agenda:
The agenda was reviewed and amended to include roof status and insurance.
MOTION: Mr. Weed moved, Mr. Ghassemian seconded, to approve the agenda as amended. The motion passed unanimously (3-0-0).
III. Homeowner Forum:
There were no residents present.
IV. President’s Report:
Mr. Weed requested clarification on budget items on Mr. Brych’s behalf. There was a discussion about the insurance budget. Management will get the total 2015 cost for insurance contracts and report back to the Board via email. The Board requested clarification on the budget for license and fees. Ms. Plazyk provided clarification on what the costs cover. Mr. Weed requested the clarification also be sent via email. The Board requested clarification on the variance in the electrical budget. Management will research it and report back to the Board via email.
V. Treasurer’s Report:
Mr. Weed reported a $100,000 CD matured last month. He recommends reinvesting those funds, but wants to hold off until the Board has discussed the roofs. Mr. Weed noted there was no budget for pet waste. Ms. Plazyk indicated the Doody Calls expenses had been included under pest control in the budget. Mr. Weed requested Management confirm that Doody Calls was not an unfunded expense and report back to the Board. Management will create a separate line item for pet waste in the 2016 budget. There was a discussion about the Morgan Stanley statements. Ms. Plazyk indicated Management receives them by mail which accounts for the delay. Mr. Weed will forward the statements to Management when he receives them.
VI. Secretary’s Report:
MOTION: Mr. Weed moved, Ms. Larson seconded, to approve the July 14, 2015 Board meeting minutes as presented. The motion passed unanimously (3-0-0).
MOTION: Mr. Weed moved, Ms. Larson seconded, to approve the October 13, 2015 Board meeting minutes as presented. The motion passed unanimously (3-0-0).
MOTION: Mr. Weed moved, Ms. Larson seconded, to approve the November 10, 2015 Board meeting minutes as presented. The motion passed unanimously (3-0-0).
VII. Management Report:
Ms. Plazyk reported there have been no major issues. She mentioned some pipe breaks have been repaired. Management put notices on about fifteen vehicles throughout the community for expired stickers, lack of tags, etc.
VIII. Action Item Report:
Mr. Weed asked for a punch list of action items to be included starting at the next meeting.
IX. Unfinished Business:
2016 Draft Budget: The Board reviewed and discussed the draft budget.
MOTION: Mr. Weed moved, Ms. Larson seconded, to approve the 2016 Budget with the caveats that the insurance line item is accurate based on the actual costs in 2015 and that Doody Calls was not an unfunded expense. The motion passed unanimously (3-0-0).
Roof Status: Ms. Plazyk reported all of the flat roofs were inspected and two buildings were identified as needing work. The Board discussed the maintenance report from the contractor. The Board requested a more detailed report on the findings of the inspections. Mr. Weed asked Management to try to get Function Enterprises or find another contractor for roof work in the future.
X. New Business:
Insurance: Discussed under President’s Report.
XI. Adjournment:
MOTION: Mr. Weed moved, Ms. Larson seconded, to adjourn the Board meeting at 7:56 p.m. The motion passed unanimously (3-0-0).