August, 2014 Board of Directors Meeting

MINUTES OF THE

WESTERLEY HOMEOWNERS ASSOCIATION

BOARD OF DIRECTORS REGULAR MEETING

Thursday, August 28th, 2014

 

 

Board Members and Officers present:

Mr. Anthony DeRobertis         President

Ms. Angela Ojeda                  Treasurer

Mr. Trushant Mehta*             Secretary

Mr. Jeff Marsh                       Director

 

Committee Members present:

 

            Ms. Ann Welsh                      Landscape and Grounds Committee

           

Staff members & Service Providers present:

Mr. David McDaniel              Community Manager, Horizon Community Services

Office Jeffers                          Loudoun County Sheriff’s Office

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

 

 

A.        Call to Order

Mr. DeRobertis called the meeting to order at 7:11 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.

 

Ms. Cherryl Hammes was present to discuss three covenant violations she was cited for.  The violations included:

 

  • Rear light fixture is tilted and has the wrong size/bulb installed (bulb hangs low). 
  • Rear fence separating townhomes is leaning and needs straightening
  • Unapproved color of caulking on the sidelight window

 

Ms. Hammes explained that light bulb hangs low as a sensor is installed to turn the light on and off.  The Board agreed that the installation of the sensor was ok and was not a violation.  Mr. McDaniel requested that Ms. Hammes send pictures of the fence and caulking to Horizon and the Board for review.  Mr. McDaniel also noted he would visit the property to inspect as well.

 

 

 

Ms. Cheryl Hammes inquired if follow up inspections are being conducted to determine if violations cited are being corrected. Mr. McDaniel noted that the Board cannot discuss individual homeowner violations, however confirmed that follow up inspections were taking place. 

 

 

D.        Approval of Meeting Minutes

Mr. DeRobertis submitted the minutes of the June 26th, 2014 Regular Meetingof the Board of Directors for approval. The Board tabled the approval of the June 26th, 2014 meeting minutes as they did not have ample time to review the minutes. 

 

Mr. DeRobertis submitted the minutes of the July 24th, 2014 Regular Meeting of the Board of Directors for approval. The Board tabled the approval of the July 24th, 2014 meeting minutes as they did not have ample time to review the minutes. 

 

 

E.         Committee Reports

Mr. DeRobertis called for any Committee Reports.

 

Pool Committee

Mr. Mehta noted that he has requested Premiere attend a pool closing walk-through with the Pool Committee to ensure the pool is properly winterized and closed.  Additionally, Mr. Lang noted the walk-though would be beneficial as the Pool Committee would have a better idea of what items/supplies will need to be budgeted for in the preceding year.

 

Mr. Mehta noted that there have been no complaints regarding the lifeguards on duty during the 2014 pool season.  Mr. Mehta requested that Mr. McDaniel obtain pricing for a renewal agreement with Premiere.  Mr. Lang suggested that the Board obtain management proposals from other vendors as he believes there were communication issues with Premiere’s management.  Mr. Lang also requested that management provide information regarding the prior pool management companies that have worked at the property and the management companies that submitted proposals for the 2014 season.

 

Mr. DeRobertis requested that the Pool Committee provide their recommendations of any changes that should be made to the management agreement so that management could clarify the scope of work when obtaining a renewal agreement. 

 

Mr. Mehta noted that Westerly Day was held on August 23rd.  It was a successful event with approximately 100 residents in attendance.  The Board thanked Mr. Mehta for his efforts in coordinating the event.

 

*Mr. Mehta departed at 7:31 pm.

 

Landscape and Grounds Committee

Ms. Welsh noted that the Landscape and Grounds Committee has been looking into updating or replacing the community information board.  Pricing for updating and/or replacing the board will be forthcoming for Board review.  Ms. Ojeda recommended that the Board focus on updating the community website instead of spending money on updating the board.  

 

Mr. DeRobertis mentioned that the community information board may look nicer should the dog waste bin and regulatory signs be relocated.    

 

Ms. Welsh presented a proposal from HLS for turf renovation and enhancement in 10 separate common area grounds in the community. The Board tabled the discussion of the turf renovation and enhancement proposal so that the landscape committee could clarify a few items in the proposal presented.  

Ms. DeRobertis MOVED and Mr. Marsh SECONDED: That the Board authorize the Landscape and Grounds Committee to spend up to $8,125.00 turf renovation and enhancements throughout the community.

UNANIMOUSLY APPROVED

 

Ms. Ojeda noted that she is researching/obtaining pricing to install an irrigation system in certain common areas of the community (intersections on Augusta from the pool house to the community entrance).

 

Treasurers Report

Ms. Ojeda reported that she will be working on the FY2015 budget.

 

Tot Lot Committee

Mr. Marsh confirmed that the outdoor rubber mats for the tot lot have been ordered.  The mats should arrive in 2 to 3 weeks.  Mulch will be added once the mats have been installed.

 

 

F.         New Business

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

 

Mr. McDaniel presented two proposals for snow removal services for the 2014/2015 season.  The Board tabled the discussion of snow removal services for the 2014/ 2015 season. 

 

 

G.        Old Business

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

 

The Board reviewed the current Parking Policy and discussed having legal counsel drafting a new policy or revising the current policy.  The Board agreed that a Special Meeting should be coordinated to discuss possible solutions to resolve the parking issues within the community.

 

Mr. DeRobertis noted that the asphalt trail is in need of maintenance and that the Association is required to maintain the trail per Loudoun County.  Mr. DeRobertis requested that Mr. McDaniel obtain proposals to make the appropriate repairs to the trail.

 

Mr. DeRobertis noted that there are several cracks in the townhome streets that need to be filled and possibly sealed.  Mr. DeRobertis requested that Mr. McDaniel obtain quotes to make the appropriate repairs to the townhome streets.

 

 

 

 

H.        Close of Business

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

Mr. DeRobertis MOVED and Mr. Marsh Seconded:  That the August 28th, 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