MINUTES OF THE
BENTANA PARK COUNCIL OF CO-OWNERS
BOARD OF DIRECTORS MEETING
12052 North Shore Drive
Reston, VA 20190
January 12, 2016
Board Members Present: David Brych President
Kathy Ray Vice President
Peter Weed Treasurer
Ali Ghassemian Director
Kristine Larson Director (arrived 7.05 p.m.)
Board Members Absent: None
Others Present: Tracy Plazyk Horizon Community Services
Karen Case Recording Secretary
I. Call to Order: Mr. Brych called the meeting to order at 7:00 p.m.
II. Approval of Agenda:
MOTION: Mr. Weed moved, Mr. Brych seconded, to approve the agenda as presented. The motion passed unanimously (4-0-0)
III. Homeowner Forum:
There were no residents present.
IV. President’s Report:
Mr. Brych reported there are some gutters down due to wind gusts. Mr. Brych and Ms. Ray met with Sentry senior management. The purpose of the meeting was to learn about what changes may be in store with the transition from Horizon to Sentry, as well as to touch base with where we think we need to go as an organization. The meeting went well and the Board’s concerns were heard. The Board’s concerns related to Horizon’s accounting and back office operations. During the meeting, Sentry’s senior management indicated the accounting processes are moving very quickly to Sentry and the Board will see improvement shortly. Secondly, the Board expressed to Sentry senior management that Ms. Plazyk has been doing a very god job and the Board has not lost any confidence in her.
Ms. Larson arrived at 7.05 p.m.
V. Treasurer’s Report:
Mr. Weed noted the accounting report was current in this management report. The results of the 2013 and 2014 audits were good with net owners’ equity and fully funded reserves. A $100,000 CD matured. Mr. Weed will submit a recommendation for reinvesting those funds to be reviewed and approved by the board. Management will provide a copy of the roof inspection report. Mr. Weed asked if the quote for the 2015 audit is in line with the going rate.
VI. Secretary’s Report:
MOTION: Mr. Weed moved, Ms. Ray seconded, to approve the December 8, 2015 Board meeting minutes as presented. The motion passed unanimously (5-0-0)
VII. Management Report and Action Item Report:
Masonry Wall Inspection – Inspection was completed and showed minor repairs. Management would like to meet with them to confirm items noted in the reserve study are being addressed. Mr. Brych noted two areas where the building walls are stained near the air conditioning units. Management will find out if that can be cleaned.
Parking & Towing – Management requested copies of the notices and photos from Henry’s Towing. After receiving notices, most residents are bringing their vehicles into compliance. Going forward, vehicles that are not street legal will be given notice to tow in 48 hours with the intention to give seven days before towing. There was discussion about the issue of residents parking in carport spaces that don’t belong to them. Management will mail a letter to all homeowners with assigned parking notifying them of their assigned parking space and requesting an updated registration form on the vehicles permitted to park in the space. Management will forward the draft letter to the Board for review prior to mailing.
Violation Notices – The violation notices for balcony issues were mailed. The follow-up inspection has not been completed yet.
Janatorial Issues – Management advised Citywide of some concerns about the flimsy trash bags and streaking windows.
Pest Control – The contractor billed all the invoices under building 1663 making it difficult to break down the costs by building or unit. Management will request the contractor to include the correct building and unit number on the work orders going forward.
Deed Documents Regarding Unit Owners Providing Keys and Certificates of Insurance to Management – Management has not gotten information on this yet. Management will follow up.
Carport Cleaning – Management is waiting on a Citywide invoice confirming the work was done. Mr. Brych noted many of the carports were cleaned but not all were completed. Ms. Ray noted that a tree next to the carport creates a yellow film on the roof. According to the landscaper, the film will continue to build up unless the tree is removed. Ms. Ray suggested getting a quote to remove the tree prior to cleaning the roof. The Board discussed whether carport roof replacement expense should be paid by all owners or allocated to those owners who own a carport. Management will get a legal opinion on this.
Pet Waste Signs & Benches – Ms. Ray and Ms. Larson will follow up with Management regarding locations for the signs and benches.
VIII. Unfinished Business:
Engagement Letter – 2015 Audit: Mr. Weed inquired if the quote is in line with the going rate. Management will forward cost comparables to the Board for review. No decision was made at this time.
Audit 2013 & 2014 :
Mr. weed moved, Mr. Brych seconded, to sign the 2013 and 2014 draft audit. The motion passed unanimously (5-0-0).
Mr. Brych signed the draft audit
IX. New Business:
There was no new business to discuss.
X. Executive Session:
The Board agreed by consensus to move into an executive session at 7:57 p.m. for the purpose of discussing delinquencies.
The recording secretary was excused
The Board agreed by consensus to close the executive session and reconvene the general session at 8:29 p.m.
XI. Decisions Made After Executive Session:
Motioned and seconded to deny the proposed settlement and proceed with foreclosure efforts per the recommendation of legal counsel. The Board’s decision will be emailed to Chadwick Washington for follow through. The motion passed unanimously (5-0-0).
XII Adjournment:
The Board meeting was adjourned at 8:39 p.m.
The above represents a transcript of the official BPCA minutes of January 12, 2016, as approved on 2/9/2016.