FINAL

MINUTES OF THE

BENTANA PARK COUNCIL OF CO-OWNERS

BOARD OF DIRECTORS MEETING

12052 North Shore Drive

Reston, VA 20190

October 13, 2015

Board Members Present:     David Brych               President

                                                Peter Weed                 Treasurer

                                                Ali Ghassemian

                                                Kristine Larson

Board Members Absent:      Kathy Ray                   Vice President

Others Present:                      Tracy Plazyk               Horizon Community Services

                                                Karen Case                  Recording Secretary

I.          Call to Order:  Mr. Brych called the meeting to order at 7:04 p.m.

II.        Approval of Agenda:

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

III.       Homeowner Forum:

There were no residents present for the meeting.

IV.       President’s Report: 

Mr. Brych noted the community looks good.  Blade Runners has been on site quite a bit lately.  Ms. Larson indicated the trash company might not be picking up from one area where residents have put out bulk items.  She suggested temporary signs regarding bulk pick up including information about what can be picked up.  Ms. Plazyk suggested a mailing to residents that includes the general guidelines on trash.  Mr. Brych suggested posting a summary of the guidelines on the website as well. 

V.        Treasurer’s Report:

Mr. Weed discussed investment recommendations from Morgan Stanley.  He recommended investing $200,000 from the Morgan Stanley Money Market into two CDs: a $100,000 CD to mature in 2022 and a $100,000 CD to mature in 2023.  The Association has several CDs maturing over the next year.

MOTION:  Mr. Brych moved, Mr. Ghassemian seconded, to approve the investment recommendations as stated in the Treasurer’s Report.  The motion passed unanimously (4-0-0).

There was a discussion about the draft budget.  The Board is currently reviewing the draft budget.  Mr. Brych indicated the draft budget should be published on the website prior to voting and approval.  Residents who do not have access to the internet should contact Management for the information.

Mr. Weed noted the Morgan Stanley statement included in the Management Report is one month stale.  He inquired about Management including more up to date statements in the report. 

MOTION:  Ms. Larson moved, Mr. Ghassemian seconded, to accept the Treasurer’s Report as presented.  The motion passed unanimously (4-0-0).

VI.       Secretary’s Report:

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

VII.     New Business:

Citywide Janitorial Service:  Ms. Plazyk gave an update on the janitorial service so far.  Management has been impressed with their service.  Citywide provides weekly reports to Management and they offer more than janitorial service.  Management has reached out to Citywide regarding mailbox repair, dryer vent cleaning, roof cleaning and carpet repairs.  Mailbox repairs are underway.  Management will post a notice on the website informing residents about the new janitorial company.

2016 Draft Budget:  Discussed under Treasurer’s Report.

Insurance:  Mr. Brych asked if the Association has done a census to determine if residents have provided a certificate of insurance for their property as stated in the governing documents.  There was also a discussion about Management having keys on file for each unit as stated in the deed.  Management will follow up with some guidance regarding keys.  Information can be included in the year-end mailing.  The Board asked Management to check on the Association’s liability insurance limits.

VIII.    Unfinished Business:

There was no unfinished business to discuss at this time.

The Recording Secretary was excused.

IX.       Executive Session:

The Board agreed BY CONSENSUS to move into an executive session at 7:41 p.m. to discuss delinquencies, legal issues and contracts.

The Board agreed BY CONSENSUS to adjourn the executive session and reconvene the general session at 7:59 p.m.

X.        Decisions Made After Executive Session:

As discussed in Executive Session, the Board approves unanimously to move forward on three delinquent accounts to collect the amounts owed and outstanding.

XI.       Adjournment:

The Board meeting was adjourned at 8:00 p.m.