December, 2014 Board of Directors Meeting

MINUTES OF THE

WESTERLEY HOMEOWNERS ASSOCIATION

BOARD OF DIRECTORS REGULAR MEETING

Thursday, December 18th, 2014

 

 

Board Members and Officers present:

Mr. Anthony DeRobertis         President

Ms. Stephanie Byers              Vice President 

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. Chauvon McFadden        Financial Services Professional, New York Life

  

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 four (4) out of five (5) Board Members being present.

  

C.        Homeowner Forum

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

 

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

 

D.        Approval of Meeting Minutes

Mr. DeRobertis submitted the minutes of the November 13th, 2014 Regular Meetingof the Board of Directors for approval.

Ms. Byers MOVED and Mr. Marsh SECONDED: That the Board approve the November 13th, 2014 Regular Meeting Minutes as amended.

APPROVED by a vote of 3 – 0; Mr. DeRobertis abstained

  

E.         Committee Reports

Mr. DeRobertis called for any Committee Reports.

 

Pool Committee

Mr. Mehta was not present to give a report.

 

 

Landscape and Grounds Committee

Ms. Welsh noted she had toured the property with Mr. DeRobertis to inspect landscaping improvements/repairs that had not been completed by HLS.  Ms. Welsh noted that she plans to draft a letter to be sent to HLS outlining all improvements/repairs that are not complete.  Ms. Picciano noted that she would confirm if HLS had been paid for the work.  Additionally, Ms. Picciano will invite HLS’ Account Manager to attend the February meeting to discuss service concerns and expectations.

 

Treasurers Report

Ms. Ojeda had no report.

 

F.          Presentation by New York Life Investments

Mr. Chauvon McFadden with New York Life was present to meet with all Board Members to give an overview of the Association’s investment accounts and to answer any questions from the Board. 

 

Mr. McFadden recommended the Board coordinate a time to meet with him to review the Association’s current financials and replacement reserve study; and to then discuss possible investment opportunities that could benefit the Association.

 

Mr. McFadden noted that two of the current Board Members need to be added as authorized signatories to the account.  Mr. McFadden noted he would send all paperwork to update the signatories to Ms. Picciano.

 

G.        New Business

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

 

Mr. DeRobertis noted that a prior Board President had returned a Kodak digital camera that is the property of the Association.  The camera was purchased in the 2000’s.

Mr. DeRobertis MOVED and Ms. Byers SECONDED: That the Board remove the memory card and recycle the camera.

UNANIMOUSLY APPROVED

 

Ms. Ojeda presented a proposal from Bio Green, Inc. to add ten (10) common area lights at the pool/community entrance (to provide lights at flower beds, trees, signage etc.) and to install an irrigation system at a cost of $9,111.00 for Board review.  Ms. Byers requested that the proposal be modified to include project/system specific details (including if the sprinkler heads will water the entire strip of landscaping between the sidewalk and the curb) and a site plan identifying the locations of the lighting and irrigation system.

Ms. Byers MOVED and Ms. Ojeda SECONDED: That the Board approve the proposal from Bio Green, Inc in the amount of $9,111.00 to add ten (10) common area lights at the pool/community entrance (to provide lights at flower beds, trees, signage etc.) and to install an irrigation system contingent upon the proposal being modified to include project/system specific details and a site plan identifying the locations of the lighting and irrigation system.

UNANIMOUSLY APPROVED

The Board confirmed the Annual Meeting of The Board of Directors will be scheduled to take place on Thursday, January 22nd at 7:00 pm at Dominion High School.

 

The Board discussed purchasing gift cards to be raffled at the Annual Meeting to encourage homeowner attendance.

Ms. Byers MOVED and Ms. Ojeda SECONDED: That the Board purchase two (2) $50.00 gift cards to be raffled to homeowners in attendance at the Annual Meeting.

UNANIMOUSLY APPROVED

 

H.        Old Business

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

 

Mr. DeRobertis presented the draft FY2015 operating budget for Board review/discussion. 

Ms. Byers MOVED and Mr. DeRobertis SECONDED: That the Board approve a 0% increase in the current monthly assessments from FY2014 to FY2015.

UNANIMOUSLY APPROVED

 

Ms. Byers MOVED and Mr. DeRobertis SECONDED: That the Board approve the draft FY2015 budget as amended with the addition of the contribution to the snow removal reserve account.

UNANIMOUSLY APPROVED

 

Ms. Ojeda noted that approximately a $3,000.00 surplus will be rolled over from the FY2014 budget to the FY2015 budget as a reserve amount for snow removal as the budgeted funds were not utilized in FY2014.  The amount to be rolled over will not be included when calculating the monthly assessment for FY2015.

 

Mr. DeRobertis MOVED and Ms. Byers SECONDED: That the Board create a snow removal reserve account; with all unused FY2014 budgeted funds for “snow removal” being allocated to this account in FY2015; and to account for all future expenses incurred in FY2014 from this account.

UNANIMOUSLY APPROVED

 

Mr. DeRobertis MOVED and Ms. Byers SECONDED: That the Board create a storm & drought reserve account; with $5,000.00 of FY2014 budgeted funds for “contingencies” being allocated to this account in FY2015; and to account for all future expenses incurred in FY2014 from this account.

UNANIMOUSLY APPROVED

 

I.          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.

  

J.         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 December 18th, 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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