FINAL

MINUTES OF THE

BENTANA PARK COUNCIL OF CO-OWNERS

BOARD OF DIRECTORS MEETING

12052 North Shore Drive

Reston, VA 20190

November 10, 2015

Board Members Present:     David Brych               President

Kathy Ray                   Vice President

                                                Peter Weed                 Treasurer

                                                Kristine Larson           Director          

Board Members Absent:      Ali Ghassemian           Director

Others Present:                      Tracy Plazyk               Horizon Community Services

                                                Karen Case                  Recording Secretary

I.          Call to Order:  Mr. Brych called the meeting to order at 7:03 p.m.

II.        Approval of Agenda:

Mr. Brych suggested moving the Action Item Review after Unfinished Business as a permanent change to the agenda.

MOTION:  Mr. Weed moved, Ms. Ray seconded, to approve the agenda as amended.  The motion passed unanimously (4-0-0).

III.       Homeowner Forum:

There were no residents present for the meeting.  Mr. Brych gave an update on the Tall Oaks Shopping Center.  The Tall Oaks Development Company has filed a plan to redevelop the property with a mix of residential and retail uses.  The proposed redevelopment will consist of 70 condo flats, located in two multifamily buildings with garage parking underneath each building; 42 two-over-two multifamily units with a combination of garage and street parking; 44 single family attached dwelling units; and 7,000 square feet of community-serving retail sales.

IV.       President’s Report: 

No report given.

V.        Treasurer’s Report:

Mr. Weed reported a $100,000 CD matures in ten days.  He will get reinvestment recommendations from Morgan Stanley and circulate the information to the Board for review.  Mr. Brych noted the draft audit report cited the Association for exceeding $200,000 in one of the accounts which was due to not moving the money into investments fast enough.  The money has been transferred into investments.

VI.       Secretary’s Report:

MOTION:  Ms. Ray moved, Mr. Brych seconded, to approve the September 15, 2015 Board meeting minutes as presented.  The motion passed unanimously (4-0-0).

VII.     Unfinished Business:

Citywide Janitorial Service:  Ms. Plazyk gave an update on the janitorial services.  They have a professional appearance and have been on site taking care of issues, even coming back later in the evening to take care of issues that have been reported by residents.

Roof and Gutter Inspections:  The Board discussed the inspection of the roofs and carport roofs done by Northern Virginia Roofing.  Management is still waiting to receive the final report with pictures from the inspection.  Ms. Plazyk has also requested two additional bids for the roof work.  Mr. Weed suggested getting a bid from Enterprise because they performed routine roof maintenance for the community in the past.

Exposed Verizon Wires:  Ms. Plazyk reported the original wires were taken care of.

Brick Inspection:  Ms. Plazyk had a mason look at the brick.  She will follow up with them on site to review their report.  Ms. Plazyk noted the reserve study suggests looking at the patios soon.

Dryer Vent Cleaning:  Management had the exterior vents cleaned.  The interior vents are the homeowners’ responsibility.  Ms. Plazyk obtained information from the contractor who will do interior dryer vent cleaning at a cost of $50 to the homeowner.  Management will post the information on the website and bulletin board and homeowners can contact the contractor directly if they would like to schedule the service for their unit.

VIII.    New Business:

Management Company:  Ms Plazyk provided updates and there was discussion about ownership changes at Horizon Community Services.  The Board feels that Mr. Ciccarelli should have reached out to the Board directly to provide this information as soon as the changes occurred.  Ms. Plazyk will communicate the Board’s comments and concerns to Mr. Ciccarelli.

2016 Budget:  The Board discussed the draft budget.  Placeholders for reserve items were added to the budget to help track those expenses.  The Board will review the draft and forward any changes to Management by the end of the month.

Benches:  Ms. Ray indicated three of six benches were installed in the community.  The other three benches are being stored on site in buildings 1648 and 1671.  She suggested these benches should be installed in the community as well.  Ms. Ray and Ms. Larson will review the map and make recommendations on bench placement to the Board.

IX.       Adjournment:

MOTION:  Mr. Weed moved, Ms. Ray seconded, to adjourn the Board meeting at 8:05 p.m.  The motion passed unanimously (4-0-0).