June, 2014 Board of Directors Meeting

MINUTES OF THE

WESTERLEY HOMEOWNERS ASSOCIATION

BOARD OF DIRECTORS REGULAR MEETING

Thursday, June 26th, 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:

            Ms. Ann Welsh                      Landscape and Grounds Committee

                       

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 7:04 pm.

 

 

B.        Confirmation of Quorum 

Mr. DeRobertis confirmed that the Board had achieved quorum to conduct business of the Association with five (5) 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.

 

Ms. Danielle Dimitrov explained that she was concerned with the maintenance of the tot lot and the condition of the mulch in this area.  Ms. Byers explained that the Board has obtained proposals to add additional mulch, in addition to replacing the mulch with rubber mulch.  Additionally, the Board discussed purchasing outdoor rubber mats to place underneath the swings and at the bottom of the slides to provide additional cushioning in these areas instead of adding more mulch in these areas.

Ms. DeRobertis MOVED and Ms. Byers SECONDED: That the Board create a Tot Lot Committee to oversee the maintenance of the tot lot; with committee members including Ms. Danielle Dimitrov, Mr. Andrew Lang, and Mr. Jeff Marsh.

UNAMIOUSLY APPROVED

 

Ms. DeRobertis MOVED and Ms. Byers SECONDED: That the Board allocate the Tot Lot Committee a budget of up to $2,000.00 to install outdoor rubber mats at the bottom of two swings and underneath three slides; in addition to adding mulch as needed once the mats have been installed. 

UNAMIOUSLY APPROVED

Ms. Dimitrov presented a petition she started requesting with a safer way for residents (coming from the west side of the community) to cross Augusta Drive to access the pool.  As Augusta is VDOT maintained property, there is a process to modify traffic patterns.  A request accompanied by a petition signed by approximately 75 people has to be sent to VDOT to perform a traffic study.  Once a traffic study has been conducted, VDOT will take the action they feel appropriate to address the concerns reported.  Sample petitions and detailed instructions for submitting a request to perform a traffic study may be obtained from the Offices of Transportation Services.  The Board confirmed that they are in support of addressing the path of travel across Augusta to access the pool.

 

Mr. Lang noted that there are other areas in the community (single family homes) where residents are concerned with traffic patterns.  Ms. Byers noted that VDOT is also responsible for the maintenance of the streets in the single family homes so the same process as addressing the concerns on Augusta would need to be followed.  The Board requested that Mr. Lang present a list of his concerns to the Board.

 

Ms. Dimitrov inquired if the Association may add speed limit signs and stop signs in the townhome streets.  The Board confirmed the Association is responsible for the maintenance of these streets and may add signs as they deem necessary.  The Board requested that Ms. Dimitrov present a list of recommendations to the Board for review.

 

 

D.        Approval of Meeting Minutes

Mr. DeRobertis submitted the minutes of the May 22nd, 2014 Regular Meetingof the Board of Directors for approval. The approval of the minutes was tabled as the Board had not had ample time to review.  Additionally, the Board requested that minutes be submitted to Horizon Community Services in a timely manner so that they would be included in the Board package each month.

 

 

E.         Committee Reports

The President called for any Committee Reports.

 

Pool Committee

Ms. Welsh noted that she had submitted a list of maintenance and landscaping issues (in regards to the pool grounds and pool house) to the Board.  Ms. Welsh inquired when the Board would be acting to resolve the issues.  Mr. DeRobertis noted that the Board would discuss the maintenance items with the pool management company and landscaping vendor to determine if any of the tasks are included as part each service provider’s contract.  Additionally, the Board will discuss if the vendor may be willing to perform the work if above and beyond the contracted scope of work.

 

Ms. Byers recommended that the Board look into issuing parking passes for those using the pool as the pool parking lot was completely full the past weekend while no one was at the pool.

 

Ms. Picciano presented a proposal to power wash the tables in the playground area for $300.00.  Mr. Marsh volunteered to power wash the tables in the playground area free of charge.

 

Mr. DeRobertis noted that there is a seal on the pump that is leaking slightly.  The Pool Committee has forwarded two proposals to replace the seal to the Board.

Ms. DeRobertis MOVED and Mr. Marsh SECONDED: That the Board authorize the Pool Committee to spend up to $850.00 to replace the leaking pump seal.

UNAMIOUSLY APPROVED

 

Landscape and Grounds Committee

Ms. Welch noted that there is quite a bit of sand and dirt along Route 7.  Mr. DeRobertis noted that the Board would notify VDOT as they would be responsible to address.

 

Ms. Welsh noted that HLS, Ms. Picciano, and the Landscape Committee is scheduled to tour the community on Tuesday, July 1st at 9:00 am to assess what common area grass needs to be requires attention.

 

Covenants Report:

Ms. Byers had no report for the Board.

 

Treasurers Report

Ms. Ojeda had no report for the Board.

 

 

F.         Old Business

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

 

Ms. Picciano presented the final draft of the replacement reserve study analysis.  The Board had no comments or concerns regarding the draft presented. 

 

Ms. Picciano presented a proposal from PSI Property Services to media blast the excessive build-up of curb paint and repaint all fire lanes, inclusive of repainting “Fire Lane” wording at all existing locations at a cost of $8,539.95 (“Fire Lane” painting being  an additional $8.50/per location).

Ms. Byers MOVED and Mr. DeRobertis SECONDED:  That the Board approve  the proposal from PSI Property Services to media blast the excessive build-up of curb paint and repaint all fire lanes, inclusive of repainting “Fire Lane” wording at all existing locations at a cost of $8,539.95 (“Fire Lane” painting being  an additional $8.50/per location).

            APPROVED by a vote of 4-0; Ms. Ojeda abstained.

 

Ms. Byers noted that the drainage problem in the area behind the townhomes needs to be addressed.  Ms. Byers requested that Ms. Picciano obtain a proposal from HLS to resolve the issue.  Mr. Lang noted that he knew of a contractor that he believed could resolve the issue as well.  The Board requested that Mr. Lang forward his vendor’s contact information to Ms. Picciano. 

 

 

G.        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 prior in the meeting.

 

 

H.        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 8:46 pm.

 

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

 

 

I.          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.

 

Mr. DeRobertis MOVED and Ms. Byers SECONDED: That the Board write off any past due balances under $100.00 should the balance be on a prior homeowner’s account, and there has been no activity in past 90 days.

UNANIMOUSLY APPROVED

 

 

J.         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 June 26th, 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