May, 2014 Board of Directors Meeting

MINUTES OF THE

WESTERLEY HOMEOWNERS ASSOCIATION

BOARD OF DIRECTORS REGULAR MEETING

Thursday, May 22nd, 2014

 

Board Members and Officers present:

Mr. Anthony DeRobertis President

Ms. Stephanie Byers Vice President

Mr. Trushant Mehta Secretary

Ms. Angela Ojeda* Treasurer Mr. Jeff Marsh Director

 

Committee Members present:

None

 

Staff members & Service Providers present:

Ms. Patti Picciano Community Manager, Horizon Community Services

Mr. Christopher Swemba Recording Secretary, C&C Securities, LLC

 

A. Call to Order

Mr. DeRobertis called the meeting to order at 7:12 pm.

 

B. Confirmation of Quorum

Mr. DeRobertis confirmed that the Board had achieved quorum to conduct business of the Association with four (4) out of five (5) Board Members being present.

 

C. Homeowner Forum

Mr. DeRobertis called for any questions, comments or concerns from those homeowners in attendance.

Mr. Morfin was present to inquire if the Board had any questions or concerns regarding the licensed daycare that is operating out of his home. The Board inquired if the daycare carried liability insurance and also if the common areas in the community were used in relation to with the daycare. Mr. Morfin confirmed that the daycare business carried liability insurance and that the common areas in the community were not used in relation to the daycare business. The Board agreed there were no objections to the daycare business contingent upon evidence of liability insurance being provided to management.

 

*Ms. Ojeda arrived at 7:24 p

 

D. Approval of Meeting Minutes

Mr. DeRobertis submitted the minutes of the March 27th, 2014 Regular Meetingof the Board of Directors for approval. It was: APPROVED

Mr. DeRobertis MOVED and Ms. Byers SECONDED: That the Board approve the Regular Meeting Minutes of the March 27th, 2014 as submitted.

 

UNAMIOUSLY APPROVED

 

Mr. DeRobertis submitted the minutes of the April 24th, 2014 Regular Meetingof the Board of Directors for approval. It was: APPROVED

Mr. DeRobertis MOVED and Ms. Byers SECONDED: That the Board approve the Regular Meeting Minutes of the April 24th, 2014 as submitted.

 

UNAMIOUSLY APPROVED

 

 

E. Committee Reports

The President called for any Committee Reports.

 

Covenants Report:

Ms. Byers requested that management research all homes with current violations and determine if the homeowner was in compliance with the HOA governing documents due to grandfathering.

Ms. Byers inquired where in the governing documents it was noted that basketball hoops were not allowed. Mr. DeRobertis and Ms. Picciano noted that they would review/confirm the language in the governing documents.

 

Landscape and Grounds Committee

Ms. Welch was not present to give a report, however recommended that the Board approve the proposal from Heritage Landscaping Services (HLS) to install additional shrubs and install hardwood mulch along the fence next to 46769 Hollow Mountain.

 

Treasurers Report

Ms. Ojeda had no report for the Board.

 

Pool Committee

Mr. Mehta reported that roughly 170 to 180 pool passes have been issued to residents to date. The new pool pass system will be reviewed with the pool management company prior to the pool opening.

Mr. Mehta noted that signage has been posted at the pool house reminding homeowners that residents may not park at the pool during pool areas, unless they are at the pool facility.

The Board discussed the Pool Rules and how the rules could be improved.

Mr. DeRobertis MOVED and Ms. Byers SECONDED: That the Board approve the following changes to the Pool Rules:

  1. Change the maximum age for the baby pool from 6 years of age or younger to 5 years of age or younger

  2. Change the 15 minute adult swim period to a 10 minute adult swim period (occurs every hour)

  3. No longer have an adult swim period during the last hour the pool is open.

  4. Allow toddlers to accompany an adult in the pool during the adult swim period so long as the toddler is held in the adult’s arms

  5. Amend the rules to reflect that a life guard is not required to be in the guard chair during the adult swim period

  6. Prohibit excessively loud music

UNAMIOUSLY APPROVED

 

F. New Business

Mr. DeRobertis called for any Association Business to be discussed.

Ms. Picciano presented a proposal from Heritage Landscaping Services (HLS) to install additional shrubs and install hardwood mulch on the common area grounds along the fence next to 46769 Hollow Mountain at a cost of $293.00.

Ms. Byers MOVED and Mr. DeRobertis SECONDED: That the Board approve the proposal from HLS to install additional shrubs and install hardwood mulch on the common area grounds along the fence next to 46769 Hollow Mountain at a cost of $293.00.

 

UNAMIOUSLY APPROVED

 

Ms. Picciano presented a proposal from Heritage Landscaping Services (HLS) to remove 3 dead white pine trees located on the common area grounds behind the townhomes on Tamarack Ridge at a cost of $1,008.00.

Ms. Byers MOVED and Mr. DeRobertis SECONDED: That the Board approve the proposal from Heritage Landscaping Services (HLS) to remove 3 dead trees located on the common area grounds behind the townhomes on Tamarack Ridge at a cost of $1,008.00.

 

UNAMIOUSLY APPROVED

 

Ms. Picciano presented three proposals to clean and paint all fire lanes. The Board requested that management request clarification the following items from each vendor: 1) confirm the price quoted is the total price for all fire lanes in the community; 2) full disclosure on restrictions if provided; 3) confirm all fire lanes are painted in compliance with all county codes; and 4) confirm the type of paint proposed to be used.

Ms. Ojeda made a motion to submit an objection to Loudon County regarding the licensed daycare in the community. There motion was not seconded.

 

G. Old Business

Mr. DeRobertis called for any Association Business to be discussed.

Mr. DeRobertis MOVED and Ms. Byers SECONDED: That the Board rescind the approval to engage Heritage Landscaping Services (HLS) to sweep all debris from the townhome streets at a cost of $1,260.00 as the rain cleared the debris from the streets (voted on and approved at the April 24th meeting).

 

UNANIMOUSLY APPROVED

 

Ms. Picciano presented the draft replacement reserve study analysis. The Board requested that all required revisions to the replacement reserve study be submitted to management prior to COB, Thursday, May 29th (inclusive of removing the single family reserves out of the common reserves).

 

H. Management Report

Mr. DeRobertis called for the Management Report by Horizon Community Services.

Ms. Picciano noted that all business included in the Management Report had been discussed in Conducting Business

 

I. Executive Session

Mr. DeRobertis MOVED and Ms. Byers SECONDED: That the Board recess into Executive Session.

 

UNANIMOUSLY APPROVED

 

There Board recessed into Executive Session at 8:56 pm.

The Board discussed attorney/client privileged communications and collection matters in Executive Session.

 

J. Reconvene to Regular Session

Ms. Byers MOVED and Mr. DeRobertis SECONDED: That the Board reconvene into Regular Session.

 

UNANIMOUSLY APPROVED

 

The Board reconvened into Regular Session at 8:59 pm.

Ms. Byers MOVED and Mr. DeRobertis SECONDED: That the Board turn the account for Unit 0124 over to the Association’s legal counsel to collect the past due balance of $521.00.

 

UNANIMOUSLY APPROVED

 

K. Close of Business

There being no further business to come before the Board in Regular Meeting, it was:

Ms. Byers MOVED and Mr. DeRobertis Seconded: That the May 22nd, 2014, Regular Meeting of the Board of Directors be adjourned.

 

UNANIMOUSLY APPROVED

 

Meeting was adjourned at 9:00 pm.

 

 

 

Minutes respectfully submitted by:

 

Christopher J. Swemba