October, 2014 Board of Directors Meeting

MINUTES OF THE

WESTERLEY HOMEOWNERS ASSOCIATION

BOARD OF DIRECTORS REGULAR MEETING

Thursday, October 30th, 2014

 

 

Board Members and Officers present:

 

Mr. Anthony DeRobertis         President

Ms. Stephanie Byers              Vice President                                                             

         Mr. Jeff Marsh                       Director

 

Committee Members present:

            Ms. Ann Welsh                      Landscape and Grounds Committee

           

Staff members & Service Providers present:

Mr. Dave Ciccarelli                 President, Horizon Community Services

Deputy Jeffers                       Loudoun County Sheriff’s Office

Dave Wilderman                    HLS Landscaping

Robert Alexander                   HLS Landscaping

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

 

 

A.        Call to Order

Mr. DeRobertis called the meeting to order at 7:05 pm.

 

 

B.        Confirmation of Quorum 

Mr. DeRobertis 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.         Presentation by HLS Landscaping & Landscaping and Grounds Committee

Mr. Dave Wilderman and Mr. Robert Alexander with HLS Landscaping were present to meet with all Board Members and to answer any questions regarding the fall enhancements proposal (dated 10/20/14) that was recently submitted.  The common areas in which enhancements were proposed included:

 

·            Common are behind 46769 Hollow Mountain:  $2,875.00

·            Perennial gardens:  $450.00

·            Route 7 common area:  $1,450.00

·            Entrance sign (pool):  $550.00

·            Perennial grass bed around electric box on Augusta and Vermont Maple:  $450.00

·            Tree removal near 46787 Sweet Birch Terrace:  $575.00

 

Ms. Byers MOVED and Mr. DeRobertis SECONDED: That the Board authorize the Landscape and Grounds Committee to spend up to $8,000.00 for 1) the planting of 4 Cryptomeria trees along Route 7 and 2) all services included in the fall enhancements proposal (dated 10/20/14).

UNANIMOUSLY APPROVED

Ms. Welsh presented several design options and ballpark pricing for the replacement of the community entrance signage. 

Mr. Byers MOVED and Mr. DeRobertis SECONDED: That the Board authorize the Landscape and Grounds Committee to proceed with obtaining formal proposals/signage renderings for Board review with the caveat that the proposed expense of fabricating and installing the sign does not exceed $1,000.00.

            UNANIMOUSLY APPROVED

 

 

D.        Homeowner Forum

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

 

Mr. Andrew Lang inquired whom with building management/Board of Directors should homeowners reach out to when there is a need to communicate with management and the Board.  Mr. Ciccarelli explained that the assigned Community Manager is the primary POC for homeowners.  Mr. Ciccarelli noted that he is also available to discuss community issues with homeowners if necessary.  

 

 

E.         Approval of Meeting Minutes

Mr. DeRobertis submitted the minutes of the September 11th, 2014 Special Meetingof the Board of Directors for approval.  The Board tabled the approval of the Special Meeting Minutes.

 

Mr. DeRobertis submitted the minutes of the September 25th, 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 September 25th, 2014 as amended.

APPROVED by a vote of 2 – 0; Mr. DeRobertis abstained

 

 

F.         Committee Reports

Mr. DeRobertis called for any Committee Reports.

 

Pool Committee

Mr. Marsh had no report for the Board

 

Landscape and Grounds Committee

Ms. Welsh noted she had presented the Landscape and Grounds Committee Report earlier in the meeting.

 

Treasurers Report

Ms. Ojeda was not present to give a report.

 

 

G.        New Business

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

 

 

Mr. Ciccarelli presented a pool management proposal from Permier Aquatics for the 2015 pool season. 

Ms. Byers MOVED and Mr. DeRobertis SECONDED: That the Board approve the pool management proposal from Permier Aquatics for the 2015 season (extended season) at a cost of $34,950.00.

APPROVED by a vote of 2 – 1

 

The Board requested that management add alternative pricing from Premier Aquatics to extend the pool hours to 10:00 am to 8:00 pm, Monday – Friday.

 

The Board reviewed the draft 2015 operating budget that was included in the Board package.  Mr. Ciccarelli requested that the Board forward the draft 2015 operating budget that is being worked on by Ms. Ojeda.

 

Mr. Ciccarelli presented proposals for snow removal services for the 2014/2015 season. 

Mr. DeRobertis MOVED and Mr. Marsh SECONDED: That the Board approve the proposal for snow removal services from Kaufman for the 2014/2015 season as presented

UNANIMOUSLY APPROVED

 

The Board agreed to schedule the November Board meeting on Thursday, November 13th. 

 

The Board agreed to schedule the December Board meeting on Thursday, December 11th. 

 

 

H.        Old Business

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

 

Deputy Jeffers inquired if the Board would like to receive information regarding Loudoun County’s permit parking program.  The Board noted this information would be good to have.

 

The Board agreed that a second Special Meeting should be coordinated to discuss possible solutions to resolve the parking issues within the community.

 

The Board inquired when the curb painting would take place.  Mr. Ciccarelli noted that he would follow up with ProPave regarding scheduling.

 

Mr. DeRobertis noted that several new cracks have developed on the townhome streets since the Association last filled the cracks in 2013.  Mr. Ciccarelli noted that he would identify the contractor that completed the maintenance in 2013 and determine if the work is still covered under warranty. Additionally, Mr. Ciccarelli noted he would also obtain pricing for repairs for work not covered under warranty.

 

Mr. Marsh requested an update regarding the status of the order of mats for the tot lot.  Mr. Marsh noted that 3 of the 5 mats had been received.  Mr. Ciccarelli noted he would look into the order and provide an update

 

 

 

 

I.          Management Report

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

 

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

 

 

J.         Executive Session

 

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

UNANIMOUSLY APPROVED

                        

 

There Board recessed into Executive Session at 8:43 pm.

 

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

 

 

K.        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 9:05 pm.

 

Mr. DeRobertis MOVED and Ms. Byers Seconded:  That the Board write of the pre Chapter 7 balance on account MT020601.

            UNANIMOUSLY APPROVED

 

Mr. DeRobertis MOVED and Ms. Byers SECONDED:  That the Board approve a request for extension to correct a violations.  The Board will allow the homeowner until 11/30/14.

UANIMOUSLY APPROVED

 

Mr. DeRobertis MOVED and Ms. Byers SECONDED:  That the Board deny a request for extension to correct a violations.  The Board homeowner must correct the violation no later than 11/30/14.

UANIMOUSLY APPROVED

 

 

L.         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 October 30th, 2014, Regular Meeting of the Board of Directors be adjourned. 

            UNANIMOUSLY APPROVED

 

 

Meeting was adjourned at 9:06 pm.         

 

Minutes respectfully submitted by: 

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Christopher J. Swemba