MINUTES OF THE
BENTANA PARK COUNCIL OF CO-OWNERS
BOARD OF DIRECTORS MEETING
12052 North Shore Drive
Reston, VA 20190
May 10, 2016
Board Members Present: Peter Weed Treasurer
Ali Ghassemian Director
Kristine Larson Director
Board Members Absent: David Brych President
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: Ms. Larson moved, Mr. Ghassemian seconded, to approve the agenda as amended. The motion passed unanimously (3-0-0).
III. Homeowner Forum:
Sean Crimmins expressed his support for the Board and willingness to help drum up more interest from the community.
Peter Combes inquired about updates on the insurance claim and the dumpster. The newspaper bin in the recycling area is missing. Ms. Plazyk will have the newspaper bin replaced. She gave an update on the dumpster. It was emptied and it will be on site for an additional week.
IV. President’s Report:
No report.
V. Treasurer’s Report:
Per Management, current levels in operating accounts are sufficient. Mr. Weed discussed a preliminary recommendation to take $100,000 from the Morgan Stanley money market and invest in a CD to mature in 2022. He will get input from Morgan Stanley before moving forward on this.
MOTION: Mr. Weed moved, Ms. Larson seconded, upon verification with Morgan Stanley, to invest $100,000 in the 2022 rung of our investment ladder. The motion passed unanimously (3-0-0).
VI. Secretary’s Report:
MOTION: Mr. Weed moved, Ms. Larson seconded, to approve the April 12, 2016 Board meeting minutes as presented. The motion passed unanimously (3-0-0).
VII. Management Report:
Insurance Claim: Management gave an update. About twenty-seven (27) people have submitted receipts so far; still waiting on a few more receipts to come in. Discussion about the insurance claim and disbursement process. The insurance company is requesting the Association to sign a release; Management has not received the release yet. Board requested Management to get legal counsel involved as the Board prefers the insurance company handles the disbursement directly with the claimants.
Annual Inspection: Inspection was done this week; the report is pending.
Grounds Walk: Pending.
Pipe Replacement: Pipe replacements and slight remediation was done in 1664. Homeowner reported the utility room door lock is broken in 1666.
VIII. Action Item Review:
SB 1390: The governing documents were forwarded to McClafferty for review. Management and Legal need to speak to provide some history. Legal will need records of the Association’s efforts to meet quorum at the annual meetings such as records of raffles, refreshments etc. Management will follow up.
Carports: Letter regarding carport assigned parking is in progress.
Power-Washing: Scheduled for later this month.
Smoke Detectors: Management is trying to find a less expensive option. Board requested a competing bid and a flat rate if possible. Mr. Ghassemian inquired if the installer needs to be licensed. Board wants to review battery vs. electric powered.
Emergency Exit Lights: Dixie Electric is looking into this at Management’s request. Ms. Larson noted she could not locate an emergency exit light in 1661. Management will follow up.
IX. Unfinished Business:
Dixie Electric – Smoke Detectors: Discussed under Action Item Review.
ETC Roof Inspection Proposal: Management followed up with ETC and was informed sampling is standard industry practice and inspecting the carports does not add a significant cost. Board reviewed and discussed the proposal.
MOTION: Mr. Weed moved, Ms. Larson seconded, to approve the ETC, Inc. proposal PW6-4466 dated March 25, 2016 for roof inspection at a cost not to exceed $8,200.00. The motion passed unanimously (3-0-0).
No new information received from the previous roof inspection contractor (NVR). Board requested Management notify NVR that the Board has waited long enough, and since NVR did not provide a report, the Association is hiring a different company. Need to clarify with NVR that they will not be seeking payment in the future for a report they did not provide.
Assignment of Management Agreement: Management will make the needed corrections and re-circulate to the Board.
X. New Business:
Nationwide Insurance Recommendation: Nationwide made the following recommendations based on their site visit – install smoke detectors, have a maintenance plan and the fire doors should automatically close, latch and be free of obstructions. It was noted that residents prop open the fire doors sometimes even though there is signage warning against it. It was also noted the trash doors are propped open by the trash collectors.
Dixie Electric Maintenance Contract: Board reviewed and discussed the renewal contract. Board requested that Management asked Dixie if there is any reason not to change from monthly to bi-monthly or quarterly inspections. Mr. Ghassemian also suggested asking Dixie about transitioning to LED bulbs as a longer-lasting, cost saving option.
Parking Policy: Question received from homeowner regarding controlling the number of vehicles permitted per unit. Vehicles need to be street-legal; the Board will enforce towing and place warning stickers on any vehicle that is not properly registered (license plate stickers) and/or does not have a current inspection sticker. The declaration says the vehicle needs to be properly registered in Fairfax County. Management recommended the Board ask legal counsel to review the current parking policy and give a legal opinion as to whether the declaration needs to be amended. No decision was made at this time; item was tabled for further discussion at a later time.
XI. Executive Session:
The Board moved to executive session at 8:34 p.m. to discuss delinquencies and legal matters.
The Board moved out of executive session and reconvened the general session at 8:51 p.m.
XII. Adjournment:
The Board meeting was adjourned at 8:51 p.m.
The above represents a draft of the official BPCA minutes of April 12, 2016, modified minutes were approved on 7/12/2016.