September, 2014 Board of Directors Meeting

MINUTES OF THE

WESTERLEY HOMEOWNERS ASSOCIATION

BOARD OF DIRECTORS REGULAR MEETING

Thursday, September 25th, 2014

  

Board Members and Officers present:

Ms. Stephanie Byers        Vice President

Ms. Angela Ojeda            Treasurer

Mr. Jeff Marsh                 Director

 

Committee Members present:

            None

           

Staff members & Service Providers present:

Mr. David McDaniel              Community Manager, Horizon Community Services

  

A.        Call to Order

Ms. Byers called the meeting to order at 7:12 pm.

  

B.        Confirmation of Quorum 

Ms. Byers confirmed that the Board had achieved quorum to conduct business of the Association with three (3) out of five (5) Board Members being present.

  

C.        Homeowner Forum

Ms. Byers called for any questions, comments or concerns from those homeowners in attendance.

 

There were no questions, comments or concerns from those homeowners in attendance.

 

D.        Approval of Meeting Minutes

Ms. Byers submitted the minutes of the June 26th, 2014 Regular Meetingof the Board of Directors for approval.

Ms. Byers MOVED and Mr. Marsh SECONDED: That the Board approve the Regular Meeting Minutes of the June 26th, 2014 as amended.

UNAMIOUSLY APPROVED

 

Ms. Byers submitted the minutes of the July 24th, 2014 Regular Meetingof the Board of Directors for approval.

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

UNAMIOUSLY APPROVED

  

Ms. Byers submitted the minutes of the August 28th, 2014 Regular Meetingof the Board of Directors for approval.

Ms. Byers MOVED and Ms. Ojeda SECONDED: That the Board approve the Regular Meeting Minutes of the August 28th, 2014 as submitted.

APPROVED by a vote of 2-0; Ms. Byers Abstained.

  

E.         Committee Reports

Ms. Byers called for any Committee Reports.

 

Pool Committee

Mr. Marsh noted that the Pool Committee members had attended a pool closing walk-through with Premiere to ensure the pool was properly winterized and closed.  Additionally, Mr. Marsh noted the walk-though was 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.  The only major item pointed out during the walk-through that the Board should consider white coating and re-tiling the pool in the next season or two.

 

Landscape and Grounds Committee

Ms. Welsh was not present to give a report, however had forwarded her report for the Board’s review. 

 

Ms. Byers presented the Planning and Process for Refurbishment of Plantings and Sign at the Front Entrance from Gene Gains Consulting.  Mr. Gains has recommended that the cement sign that says “Westerley” be cleaned by one of his neighbors that is a cement expert.

 

Ms. Byers presented the Planning and Process for Refurbishment of the Community Sign and New Plantings to Enhance the Presentation of the Renovated Sign document.  Ms. Byers noted that it appears Mr. Gains is currently involved, but is unsure of what his exact involvement is. 

 

Ms. Byers also noted that she believes the Board had voted on and approved a motion to replace the community entrance sign.  Ms. Byers recommended that the prior meeting minutes be reviewed to determine if/when this motion was approved, so that a new motion could be voted on in regards to renovating the sign (as opposed to replacing the sign). 

 

Ms. Byers noted that the turf renovation and enhancement in 10 separate common area grounds in the community is underway. 

 

Ms. Byers touched on items included in the Landscaping Committee report including:

 

  • Maintenance list of ongoing tree removals from common areas
  • Maintenance items required for the picnic tables at the Tot Lot
  • Survey of overturned cable pedestals

 

Ms. Byers noted that the Landscaping Committee is working on the following:

 

  • Ongoing design work in area around new garden (proposal to completed by Oct Board Meeting)
  • Replanting of the trees in areas along Route 7 (located on the side of the beige fence).  One of the areas was completed in 2013, and the proposal to address a second area would be presented at the October Board Meeting.
  • 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).
  • Rejuvenation of Pampas Grass covering the transformers located along Augusta by Rose Hill (proposal to be presented at the October Board Meeting)

 

Treasurers Report

Ms. Ojeda reported that she is working on finalizing the draft FY2015 Budget.

  

F.         New Business

Ms. Byers called for any Old Business to be discussed.

 

Ms. Byers noted that the pool had been winterized and no additional winterization services were approved for the 2014 season.

 

Ms. Byers presented the revised turf renovation proposals from HLS that the Landscape Committee had approved (work underway).  The Board had approved the Landscape Committee to spend up to $8,125.00 on turf renovation; however the approved contract amount for this work was only $7,552.00.

 

Mr. McDaniel presented proposals for snow removal services for the 2014/2015 season.  The Board tabled the discussion of snow removal services for the 2014/ 2015 season; however agreed a decision should be made at the October Board Meeting. 

 

G.        Old Business

Ms. Byers called for any Old Business to be discussed.

 

Mr. McDaniel presented a proposal to hand-scrape and repaint all fire lanes throughout the community and a proposal from ProPave to only repaint all fire lanes.    

Mr. Marsh MOVED and Ms. Byers SECONDED that the Board authorize management to engage ProPave to repaint all fire lanes, inclusive of repainting “Fire Lane” wording at all existing locations, at a cost not to exceed $2,300.00.

UNAMIOUSLY APPROVED

 

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.

 

H.        Management Report

Ms. Byers called for the Management Report by Horizon Community Services.

 

Mr. McDaniel noted that all business included in the Management Report had been discussed prior in the meeting.

 

I.          Executive Session

 

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

UNANIMOUSLY APPROVED

                        

There Board recessed into Executive Session at 7:46 pm.

 

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

 

J.         Reconvene to Regular Session

 

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

UNANIMOUSLY APPROVED

 

The Board reconvened into Regular Session at 8:07 pm.

 

K.        Close of Business

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

Ms. Byers MOVED and Mr. Marsh Seconded:  That the September 25th, 2014, Regular Meeting of the Board of Directors be adjourned. 

            UNANIMOUSLY APPROVED

 

Meeting was adjourned at 8:08 pm.         

 

Minutes respectfully submitted by: 

Christopher J. Swemba