Minutes Amberleigh Board of Directors Meeting September 24, 2020

Minutes Amberleigh Board of Directors Meeting September 24, 2020

Minutes Amberleigh Board of Directors Meeting September 24, 2020

Minutes
Amberleigh
Board of Directors Meeting
September 24, 2020

 

  NOTICE: This meeting was held by electronic communication means of virtual video conference due to

     the existence of a Virginia State of Emergency not permitting public gatherings.

 

      BOARD MEMBERS PRESENT:

      Michael Jones- President

      Meg Rowland Ver Straten- Director

      Linda Esah- Treasurer

      Joe McCormack- Secretary

 

      BOARD MEMBERS ABSENT:

      Gregory Melenchen- Vice President

 

      ALSO PRESENT:

      Felicia Lee, Portfolio Community Manager, Community Association Management Professionals

                   (CAMP)

      Lisa Puma, On-Site Community Concierge

      Toni Mancinelli, Recording Secretary

      John McMahon, Communications Committee Member

 

      CALL TO ORDER:

 

      Mike Jones moved to call the meeting to order at 7:01pm. The motion passed unanimously.

 

      HOMEOWNER’S FORUM:

 

     No owners wanted to speak during the homeowner’s forum.

 

      APPROVAL OF MINUTES:

 

      The Board reviewed the August 27th, 2020 Board of Directors meeting minutes.

 

      Motion: Linda Esah motioned and Meg Rowland Ver Straten seconded to approve the August 27th,

      2020 Board of Director meeting minutes. The motion passed unanimously.

 

      2021 BUDGET DRAFT:

 

      Management provided the Board with the 2021 Operating and Reserves Budgets for their review.

      Management did not recommend an increase in assessments this year.

 

      Lisa Puma requested that the Board consider allocating more funds towards tree maintenance for the

      2021 Budget.  Lisa highlighted the fact that the tree maintenance this year has gone over budget to-date.

      Management confirmed that funds from other line items, like the general landscaping line item, can be

      used to cover any additional expense for tree maintenance in these circumstances.

 

      Motion: Meg Rowland Ver Straten motioned and Joe McCormack seconded to approve the 2021

      Budget Draft as provided by Management. The motion passed unanimously.

 

      LANDSCAPING/TREES:

 

      Management and Lisa Puma provided the Board with a list of common area trees that were identified by

      Shenandoah Landscaping Services as medium and low priority maintenance. Lisa Puma recommended

      to the Board that they approve the completion of maintenance for the remainder of the trees on the

      provided list.

 

      Management also recommended to the Board that they consider the Shenandoah Landscape Services

      landscaping plan, to include replanting trees, turf restorations in identified common grassy areas, clean-

      up of debris and tree limbs, etc.

 

      Motion: Mike Jones motioned and Meg Rowland Ver Straten seconded to approve that Shenandoah

      Landscaping Services complete the remaining tree items on the provided tree maintenance priority list.

      The motion passed unanimously.

 

      MATTERS FOR BOARD DISCUSSION:

 

      1.   Ad-Hoc Trash Committee Charter

 

      Management provided the Board with the Ad-Hoc Trash Committee Charter for their review.

      Management informed the Board that this committee formation was recommended due to frequent

      resident complaints regarding various ongoing trash issues throughout the community. Management

      informed the Board that a Board Liaison will need to be identified for this committee.

 

      The Board requests that the typo “Ad Hoc Waste/Litter Ad Hoc Committee” to be fixed so that it states

      “Waste/Litter Ad Hoc Committee”.

 

      Mike Jones volunteered to be the Board Liasion for the Ad Hoc Trash Committee.

 

      Motion: Meg Rowland Ver Straten motioned and Joe McCormack seconded to approve that the Board

      Liasion for the Ad Hoc Trash Committee be Mike Jones. The motion passed unanimously.

 

      2.   Annual Meeting Plan

 

      Management informed the Board that several notices regarding the Annual Meeting have been sent out

      to the Amberleigh owners.  Management had previously sent a draft survey of the Governing

      Documents Amendments to the Board via email for their review and consideration for the upcoming

      annual meeting.

 

      The Board opened this discussion to resident comment and consideration. Yanitza Tavarez, owner on

      Overleigh Ln, suggested that communication between the Board and the community be more frequent

and encouraged within the community.  John McMahon suggested that more communication be sent out regarding the ongoing virtual meetings.  There was a general comment that the majority of residents get information from the Amberleigh Facebook page and not the Amerberleigh.org community page.

 

Management informed the Board that some residents not in attendance at the meeting had expressed interest in getting more involved in the community.  The Board encouraged reaching out to them and providing more information about how they can join the Board at the annual meeting.

 

Management also informed the Board that Janie Rhoads of Mercer Trigiani will be in attendance at the annual meeting to discuss the governing documents amendment process. Mike Jones also informed the Board that Janie Rhoads has volunteered to run the annual meeting.  The Board agreed to approve that the annual meeting be run by Janie Rhoads. Management will reach out to Janie Rhoads to confirm that running the meeting will be at no additional charge.

 

Management informed the Board that a few community vendors have volunteered to provide virtual gift cards as a door prize for residents that attend the virtual annual meeting. After some discussion

regarding door prize and participation gifts for residents attending the annual meeting, the Board

approved that the first 50 people to register will get a gift. The Board also requested that Lisa Puma post physical sign(s) throughout the community to make residents aware of this incentive.

 

COMMITTEE REPORTS:

 

  1. Architectural Compliance/Modification

 

Mike Jones informed the Board that there have been a couple of roof replacements and deck replacements within the community recently.  Mike Jones mentioned he has noticed residents submitting applications with a larger range of color.

 

  1. Communications Committee

 

Joe McCormack (Co-Chair) informed the Board that Linda Esah and Karen Tokarsky have replaced himself and John McMahon (Co-Chair) as Co-Chairs on the committee for the 2020-2021 term.  Joe McCormack mentioned that himself and John McMahon will remain on the committee as normal members.

 

John McMahon made recommendations to the Board regarding the signage for the annual meeting, previously discussed in the meeting.  He recommended that the signs be placed at the entrances to the dog parks, playgrounds, tennis court, and walking paths. John McMahon also requested that the Board solicit for more volunteers for the committees at the annual meeting.

 

Linda Esah mentioned that although The Corridor (The Amberleigh Newsletter) has ceased, Karen Tokarsky has volunteered to take over writing monthly Amberleigh Newsletter articles. Linda Esah mentioned that this piece of news has been posted to the Amerberleigh.org website as well as on the

 

and encouraged within the community.  John McMahon suggested that more communication be sent out regarding the ongoing virtual meetings.  There was a general comment that the majority of residents get information from the Amberleigh Facebook page and not the Amerberleigh.org community page.

 

Management informed the Board that some residents not in attendance at the meeting had expressed interest in getting more involved in the community.  The Board encouraged reaching out to them and providing more information about how they can join the Board at the annual meeting.

 

Management also informed the Board that Janie Rhoads of Mercer Trigiani will be in attendance at the annual meeting to discuss the governing documents amendment process. Mike Jones also informed the Board that Janie Rhoads has volunteered to run the annual meeting.  The Board agreed to approve that the annual meeting be run by Janie Rhoads. Management will reach out to Janie Rhoads to confirm that running the meeting will be at no additional charge.

 

Management informed the Board that a few community vendors have volunteered to provide virtual gift cards as a door prize for residents that attend the virtual annual meeting. After some discussion

regarding door prize and participation gifts for residents attending the annual meeting, the Board

approved that the first 50 people to register will get a gift. The Board also requested that Lisa Puma post physical sign(s) throughout the community to make residents aware of this incentive.

 

COMMITTEE REPORTS:

 

  1. Architectural Compliance/Modification

 

Mike Jones informed the Board that there have been a couple of roof replacements and deck replacements within the community recently.  Mike Jones mentioned he has noticed residents submitting applications with a larger range of color.

 

  1. Communications Committee

 

Joe McCormack (Co-Chair) informed the Board that Linda Esah and Karen Tokarsky have replaced himself and John McMahon (Co-Chair) as Co-Chairs on the committee for the 2020-2021 term.  Joe McCormack mentioned that himself and John McMahon will remain on the committee as normal members.

 

John McMahon made recommendations to the Board regarding the signage for the annual meeting, previously discussed in the meeting.  He recommended that the signs be placed at the entrances to the dog parks, playgrounds, tennis court, and walking paths. John McMahon also requested that the Board solicit for more volunteers for the committees at the annual meeting.

 

Linda Esah mentioned that although The Corridor (The Amberleigh Newsletter) has ceased, Karen Tokarsky has volunteered to take over writing monthly Amberleigh Newsletter articles. Linda Esah mentioned that this piece of news has been posted to the Amerberleigh.org website as well as on the community Facebook page.

Meg Rowland Ver Straten recommended that in addition to annual meeting signage, there should also be Community Information signage posted for advertisement and encouraged use of the Amberleigh.org site.  John McMahon suggested that these signs be posted at the community entrance and entrances to

the walking paths.

 

  1. Social/Activities Committee

 

Meg Rowland Ver Straten informed the Board that the community Pumpkin Patch Event will occur on October 11th and the setup will be in a “grab-and-go” style.  Meg Rowland Ver Straten informed the Board that Halloween guidelines have been posted to Facebook in response to numerous inquiries from residents regarding the holiday. The Board stressed the fact that residents will need to act at their own discretion considering the nature of the current pandemic.

 

  1. Grounds/Tree Committee

 

John McMahon informed the Board that Lisa Puma has covered all Grounds/Tree matters in the

Landscaping/Trees section of this meeting.

 

  1. Rules Review Committee

 

Mike Jones (Chair) stated that Rules Review Committee matters will be discussed in detail at the annual meeting.

 

  1. Lee District Land Use Committee

 

Mike Jones stated that Ben Shealy has officially been appointed as the committee Liaison.

 

MANAGEMENT REPORT:

 

Felicia Lee informed the Board that community wide annual inspections will officially start on Monday and be completed within the week.

 

Felicia Lee also stated that Shenandoah Landscaping will complete an example of the turf renovation service they provide on a grassy area at the cross section of Crestleigh Dr and Crestleigh Cir, at no additional charge to the community on Thursday and Friday.  Shenandoah Landscaping will also provide “before and after” photos to the Board to show what improvements can be done to grassy common areas throughout the community.

 

Lisa Puma informed the Board that after a recent site inspection, Capital Site Group has proposed that sidewalk and street repairs be completed in the Spring, with funds coming out of the Reserves.

 

EXECUTIVE SESSION:

 

There was no executive session at this time.

ADJOURNMENT:

 

Joe McCormack motioned and Linda Esah seconded to adjourn the meeting and the motion passed unanimously. The meeting was adjourned at 8:16pm.

 

Respectfully Submitted,

 

Toni Mancinelli, Recording Secretary tmancinelli@gocampmgmt.com