Prestonfield HOA Wiki

PSI Management Report — July 9, 2020

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Summary

PSI Management Report for the July 9, 2020 Board of Directors meeting, held at T42 (formerly John and Tony’s Restaurant) — the first in-person meeting after the May 2020 Zoom meeting. The 29-page packet includes the management report cover, embedded May 14, 2020 meeting minutes, May 31, 2020 financials (balance sheet, income statement, GL trial balance, cash disbursements), bank statements, ARC report, violation report, and AR aging.

The report introduces a new PSI management team: Lynda Dedic (Community Association Manager, CMCA, AMS) as the signing manager, alongside Melissa Brooks (Senior Account Manager, CMCA, AMS) and Amanda Grafer (Assistant Manager). Julie Maggio and Traci Markland handled ARC and violation activity through May/June 2020 but are not signing the July report.

The embedded May 14, 2020 minutes contain the earliest documented discussion of aluminum/decorative metal fence options, framed as a potential modification to HOA fence restrictions subject to Board approval. The July 9 agenda lists a formal vote on fence specifications as New Business.

Key Provisions

  • First Class Fence work confirmed complete: Route 59 board-on-board cedar replacement ($42,360 approved November 2019) completed by July 2020.
  • Aluminum fence first raised: May 14, 2020 minutes: “Fence Specifications: Modify fence restrictions to include decorative metal/aluminum fencing, subject to Board approval.” July 9 agenda includes “Fence Specifications (vote requested).”
  • May 31, 2020 financials: Total assets $277,901.36; operating (CAB checking) $78,648.63; money market $12,448.20; three Barrington Bank CDs totaling $176,155.81; total reserves $186,416.02 (Operating Contingency $10,483.40 + Replacement Reserve $175,932.62).
  • PSI management fee: $1,150.25/month ($13,803/yr actual; contract log shows $13,717 base).
  • KSN retainer confirmed: $375/month retainer in addition to per-matter fees; KSN billed $541 in May 2020 (annual report $156 + general matters $385).
  • Rollins Aquatic Solutions: No formal contract; annual billing $843.00.
  • Fisher Burton 3-year contract confirmed: 4/1/2020-11/30/2022 at $13,480 / $13,825 / $14,120.
  • Hey & Associates: 4/1/2020-4/1/2021 at $8,500.
  • ChemCon declined (confirmed in embedded May minutes — board voted unanimously to reject cost-share research proposal).
  • AR aging (May 31, 2020): $11,082.62 gross / 20 accounts; one account with KSN at $5,074.18 (significant legal chargebacks); one previous-owner KSN account at $1,010.06; McCollisters (535 Shingle Oak Drive) showing $647.51 “Shared Maintenance” — cost-share obligation tracked in PSI system as early as mid-2020.
  • Scheduled meeting dates: September 17, 2020 and November 19, 2020 (Budget Adoption).
  • Legal Report discrepancy: Report states “No one is in collections currently” — contradicted by AR aging showing two accounts with KSN. Likely means no new referrals since last meeting.
  • Executive session (May 14): Board directed management to remove late fees from owners who paid annual assessment in full but received a late fee.
  • CAIS LLC: Workers Comp insurance; $601.00 renewal in May 2020.

Topics Covered

fence-specifications, fence-regulations, hoa-annual-finances, vendor-contracts, assessment-collection-policy, cost-share-arrangement, alterations-and-additions-process

Notable Details

  • PSI team in this report (Lynda Dedic/Melissa Brooks/Amanda Grafer) differs from contacts in earlier 2020 documents (Julie Maggio, Traci Markland). Julie Maggio still processed violations and ARC through May/June 2020; Dedic appears as the new signing manager by July.
  • The “No one is in collections currently” statement in the Legal Report conflicts with the AR aging, which shows two active KSN collection accounts. This is likely a PSI writing error referring to no new referrals since the last meeting.
  • McCollisters (535 Shingle Oak Drive) appears in AR aging for $647.51 “Shared Maintenance” — confirms PSI was tracking the cost-share obligation before the Board formally authorized billing in April 2021.
  • ARC approvals in this packet: 229 Red Oak Court (Ricely — fence with retention wall, already in wiki) and 322 Hemlock Lane (fence sides and back, approved 5/28/2020). All homeowner violation details redacted per Hard Rule 11.
  • Rollins annual billing of $843.00 (no contract) is the total billed amount; the $80 cost-share recovery seen in 2021 records is only the allocated HOA-responsible portion.

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