Meeting Minutes, 2012/Mar.28.2012
VOW HOA Board of Directors
Meeting Minutes – March 28, 2012
A meeting of the Board of Directors was held March 28, 2012 at 7:00 pm at the Villages of Westminster
clubhouse.
 Board Members present: Henry Goldner, Corrine Picataggi, Jeremy Seltzer, Richard Newsome and
Jennifer Hayden.
 Non-Board Members present: CJ Jones of Berkeley Realty Property Management and 16 Class A
members
 The President, Mr. Goldner, called the meeting to order at 7:01 pm
REPORTS
Secretary's Report
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Approval of the January 2012 minutes was tabled due to the absence of the Secretary.
Treasurer's Report
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Mr. Newsome reviewed the income and expense activity for the Association for February 2012. He noted
that income for the year to date was $56,008.77 ( 79% of budget). He also noted that expenses were
running within budget reasonably well with the following notations: legal fees of $1,400.00 were incurred
as a result of clarifying the Association’s lot ownership in Forest Heights; Grounds Maintenance was over
budget but this is due to the cost being recognized in total when the mulch is installed, rather than being
amortized over the year. He also noted that Professional fees included payment for the preparation of the
tax returns for the Association.
Mr. Newsome also reported that ten accounts were delinquent by a total of $400.00 and that Berkeley
Realty was working on these accounts as well as the outstanding 2012 accounts.
OPEN FORUM
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Corrine Picataggi: Asked about a tree behind her house that may be in the common area. She agreed to
flag the tree and contact Mr. Jones to follow up.
Concern was expressed about the slurry seal applied to some of the streets in the community. It was
noted that VDOT owned and maintained all of the streets in the community and this department had
the responsibility for maintenance of the streets. Mr. Jones noted that a meeting was held with the
Resident Engineer at VDOT who explained that the slurry sealcoat was used by VDOT to prolong the life
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of the streets and that VDOT had started a program to slurry seal streets it had identified as needing
attention.
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Ann Johnson asked about pond cleaning. The Association has just finished a County-mandated program
to clean off the earthen dam structures and the inlet and outflow fixtures for both BPMs in the
community. State regulations require pond owners to maintain their respective facilities in accordance
with defined standards. Routine pond and fountain maintenance services are provided by Solitude
Lake Management.
Concern was also expressed about some of the landscape service provided this year. Mr. Goldner noted
that a new company had been hired and it was still learning the property, but he and Mr. Jones will be
working with the company to ensure that all of the common areas are maintained according to the
contract terms. He noted that the Grounds Committee needed volunteers if anyone was interested.
A question was raised about the lack of maintenance of some individual lawns in the community and
also the need for some trim and / or shutters to be repainted. Mr. Seltzer noted that the Architectural
Committee would be working on these issues during the spring.
A question was also asked about checking pool passes. It was noted that the pool service seems to start
off well, but as time goes on the guards become more lax about checking passes. Mr. Goldner noted
that most of this is probably due to the guard staff becoming familiar with residents of the community
but he will address it with the staff this season.
A question was asked about whether or not a quorum was present for the annual meeting. Mr. Goldner
explained that initially there were not enough members present to satisfy the quorum requirement, but
the meeting was continued until January 16th and reconvened then. At that time the quorum
requirement was met and the required business of the meeting was completed.
Mr. Marin expressed concern that he did not receive notice of the board meeting. He also expressed his
dissatisfaction with the condition of some of the homes in the community and he registered his request
for the Board to take action to remove basketball goals from the street in the Cambridge section. Mr.
Goldner noted that meeting flyers were distributed, and any architectural concerns should be sent to eh
attention of the Architectural Committee or o the management company. Mr. Goldner also noted that
the streets were VDOT property not association property.
With no further input Open Session was closed.
COMMITTEE REPORTS
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Architectural Committee: Mr. Seltzer reported that a tour of the neighborhood had been completed
and 42 letters were issued; half of which were related to the need to clean siding. The reminder
addressed other issues such as yards, trim painting, etc. The Committee will continue to monitor these
issues. Anyone who has concerns is free to forward them to his attention or to the management
company.
Deed Restrictions: Mr. Jones reported that a resident had received a letter about their dog but the
letter did not originate from the Association, the Architectural Committee, nor the management office.
He noted that all such communications are signed and are issued on letterhead clearly stating the
Association’s name.
Pool Committee: Corrine Picataggi reported that volunteers are needed for this committee especially
for the seasonal start up in mid-May. Interested volunteers should contact her or Henry Goldner.
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(Committee reports – cont’d)
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Social Committee: Corrine Picataggi reported no recent activity, but that plans are being considered for
a pool opening party for the 2012 season and for a Fourth of July Party for the community. Details will
be disseminated once plans are completed.
Landscape Committee: Donna ward reported that the common area plantings had been completed.
Flowers are scheduled to be added May 9 – 12th and volunteers are welcomed. She also asked for a
copy of the committee sign-up sheet from the annual meeting. She also reported that some vehicles
have evidently been using the RV lot driveway as a parking area. Incidents should be reported to the JCC
police. Mrs. Ward asked for authorization to spend $100.00 for rock materials for use by the Garden
Club for landscape improvements in the common areas. This request was approved unanimously by the
Board of Directors. Another suggestion was to add a third doggie bag dispenser at St. Johns Wood. Mr.
Jones will check with the County to see if the Association is eligible. A Turf Love program presentation
will be scheduled for The Villages of Westminster to evaluate the drainage around the clubhouse. This
evaluation cost will not exceed the $30.00 application fee. Mr. Newsome requested approval for this
expense. This was approved unanimously.
MANAGERS REPORT
Mr. Jones reported that the lot in Forest Heights that has been the subject of so much attention by the
County as part of its redevelopment effort was not owned by the Association. The Association’s
attorney conducted a title search of the property in question and identified a different tract of land as
that which is owned by the association. The County development office has been notified accordingly.
OLD BUSINESS
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Clubhouse Rental Policy: The proposed clubhouse rental policy was reviewed by the Board of Directors
along with the revised cleanup checklist, rental application and rules and regulations . The new fee
structure will be based on a rate of $10.00 per hour not to exceed $75.00 as opposed to the current rate
structure. A motion was made by Mr. Seltzer to approve the new policy effective immediately. The
motion was seconded by Mrs. Picataggi. Motion carried with no dissentions. Mrs. Picataggi will upload
the policy to the web site.
Mr. Seltzer asked about the lighting at the exit side of the main entrance. He suggested that some of
the fixtures could be salvaged and used to light the new message board that is being planned. He will
check the fixtures and advise the Board. Further action was tabled until Mr. Seltzer completes his
investigation.
Community Communications; Mr. Goldner noted that the web site needed to be updated and perhaps
revised. Contact information needs to be better positioned on the page. He, Mr. Newsome and Mrs.
Picataggi will revisit this matter.
Sign Project: Two bids have been solicited from contractors for new signage. M.s Picataggi moved to
approve the bid from Fine Signs for the small signs needed throughout the community. The motion was
seconded by Mr. Seltzer. Motion carried with no dissentions.
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Message Board Sign: Mr. Jones briefed the Board on the status of the message board sign replacement.
He met with VDOT about this matter and is waiting to hear if VDOT will approve a new sign since it is the
VDOT right of Way. He noted that VDOT had vetoed other locations as proposed.
NEW BUSINESS
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Irrigation Filter System: The Board reviewed a proposal from Terry’s Landscape and Irrigation for a filter
system to be installed on the existing irrigation system. This filter is intended to help reduce or
eliminate the accumulated rust stains caused by the water supply to the system. The cost will be
$2,375.00. A motion was made by Mr. Newsome to approve this expense as a capital Improvement.
The motion was seconded by Mrs. Picataggi. Motion carried with Mr. Seltzer voting no.
ADJOURNMENT
The Board agreed to schedule regular meeting in the fourth Wednesday of each odd month. The next meeting
will be at the clubhouse at 7:00 P. M. on May 23, 2012. With no further business to discuss Mr. Goldner asked
for a motion to adjourn. Motion to adjourn made by Mr. Newsome and seconded by Mr. Seltzer. Meeting
adjourned at 9:25 P. M. by Mr. Goldner.
Respectfully submitted,
C. J. Jones CMCA AMS PCAM
Association Manager
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