MINUTES OF THE

BENTANA PARK COUNCIL OF CO-OWNERS

BOARD OF DIRECTORS MEETING

12052 North Shore Drive

Reston, VA 20190

July 8, 2014

Board Members Present:     David Brych               President

                                                Kathy Ray                   Vice President

                                                Peter Weed                 Treasurer

                                                Lyndsie Galizio           Secretary

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:

The Board agreed BY CONCENSUS to approve the agenda as presented.

III.       Owners Forum:

One homeowner was present; there were no comments.

IV.       President’s Report: 

Mr. Brych said the finances are in very good shape.  He commented on the Board’s rigorous process for investments, collections and contracts.  Mr. Brych received letters from two realtors complimenting Bentana on its appearance which was a benefit to the sales process.

V.        Treasurer’s Report:

Mr. Weed reported on the balances in the Association’s money market accounts.  He proposed investing additional funds in FDIC insured investments.  The investment amount will depend on the paving contract which is still to be determined.  Mr. Weed will circulate a proposal for investment to the Board after a decision is made on paving.  Mr. Weed asked Management for clarification on certain expenses in the financial reports.  An expense for Woodwinds needs to be corrected.

VI.       Secretary’s Report:

MOTION:  Ms. Galizio moved, Ms. Ray seconded, to approve the May 8, 2014 Board meeting minutes as presented.  The motion passed unanimously (4-0-0).

MOTION:  Ms. Galizio moved, Ms. Ray seconded, to approve the June 10, 2014 Board meeting minutes as presented.  The motion passed unanimously (4-0-0).

VII.     Old Business:

Parking:  The Board discussed how Metro’s silver line opening may impact parking in the community.  Mr. Weed asked what other communities are doing.  Ms. Plazyk said communities are making sure they have a parking policy in place.  Since the Association already has a parking policy in place, refresh and enforcement will be important.  The Board agreed to revisit this at the next Board meeting.

Park Benches - Location:  Ms. Ray said the bench locations will be identified tomorrow morning.

VIII.    New Business:

Dixie Electric Proposal – Panel Change 1641 & 1643:  Dixie provided an updated proposal which will be discussed during executive session. 

Dixie Electric – Map/Road Crossings:  Dixie provided a map showing all of the pavement crossings.  The Board discussed the replacement of seal conduits as suggested by Dixie.  None of them are failing.  The Board agreed to hold off on replacement at this time.

Reserve Study Proposals:  Mr. Brych and Mr. Weed discussed the purpose of the reserve study.  Discussion of proposals was deferred to executive session.

Roof Replacement/Inspection Proposals:  Mr. Brych said there is a locked trap door to get to the roof.  He asked Management to find out who has the key.  Discussion of proposals was deferred to executive session.

Carpet Inspection/Cleaning Proposals:  Discussion of proposals was deferred to executive session.

Playground Proposals:  Discussion was deferred to executive session.

IX.       Management Report:

Ms. Plazyk reviewed the action items list.  The website with Association Voice has been up and down.  She is in the process of uploading documents.  Ms. Plazyk is waiting on a return call from a Verizon supervisor.  The boxes still have live wires.  Ms. Ray asked if the boxes can be painted.  Ms. Plazyk will put this on Cutting Edge’s to-do list; paint color will be determined.  Mr. Weed asked Management to include the Morgan Stanley statement in the Board packet even if they are one month old.  Ms. Ray reported that she and Ms. Galizio will complete a walk through of the property with Blade Runners and Ms. Plazyk tomorrow.  The goal is to identify any additional work that needs to be done in the front as well as identify issues that need to be addressed in the back such as erosion.  Ms. Plazyk and Ms. Ray gave an update on the irrigation system.  The previous irrigation contractor has been in contact with Blade Runners to educate them on the system.

X.        Executive Session:

The Board agreed BY CONSENSUS to adjourn the regular session and move into an executive session at 7:35 p.m.

The Board agreed BY CONSENSUS to adjourn the executive session and reconvene the general session at 8:02 p.m.

XI.       Decisions Made After Executive Session:

MOTION:  Mr. Weed moved, Ms. Ray seconded, to accept the proposal from Reserve Advisors in the amount of $4,250 to do the reserve study update as discussed in executive session.  The motion passed unanimously (4-0-0).

MOTION:  Mr. Brych moved, Mr. Weed seconded, to accept the proposal from M&WR Cleaning Contractors in the amount of $3,300 to do the carpet cleaning as discussed in executive session.  The motion passed unanimously (4-0-0).

MOTION:  Mr. Weed moved, Mr. Brych seconded, to accept the proposal from Finley Asphalt & Sealing in the amount of $101,415 to do the paving as discussed in executive session.  The motion passed unanimously (4-0-0).

XII.     Adjournment:

The Board meeting was adjourned at 8:02 p.m.