January, 2015 Board of Directors Meeting

MINUTES OF THE

WESTERLEY HOMEOWNERS ASSOCIATION

BOARD OF DIRECTORS ANNUAL MEETING

Wednesday, January 22nd, 2015

 

Dominion High School Library

21326 August Drive, Sterling, VA 20164

 

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. Anne Welsh                     Landscape and Grounds Committee

                       

Staff members & Service Providers present were:

Ms. Patti Picciano                  Community Manager, Horizon Community Services

Mr. Dave Ciccarelli                 President, Horizon Community Services

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

  

A.        Call to Order

Mr. DeRobertis called the meeting to order at 8:00 pm.

  

B.        Introductions

Mr. DeRobertis introduced all Board Members, Officers, and management personnel to all owners in attendance.

  

C.        Verification of Quorum

It was announced that as of January 22nd, 2015, there was certification that 10% of the homeowners were represented in person or by proxy.

  

D.        Verification of Meeting Notice

It was confirmed that the Notice of the Annual Meeting was mailed out to all unit owners by record of first class mail in accordance with the Bylaws of the Westerley Homeowners Association.

 

E.         Reading and Approval of Minutes:

The Board submitted the Minutes of the January 14th, 2014 Annual Meetingof the Board of Directors for approval. It was:

MOVED and SECONDED: That the Board suspend the reading of the January 14th, 2014 Annual Meeting Minutes and approve the minutes as submitted.

            UNANIMOUSLY APPROVED

 

F.         Officers Reports

Mr. DeRobertis called for Officer and Committee Reports.

 

President’s Report:

Mr. DeRobertis thanked all Board members for their continued time and service. 

Mr. DeRobertis noted that the Board has established a good working relationship with the current pool management company.

Mr. DeRobertis noted that the FY2015 Budget was approved on time.  Additionally Mr. DeRobertis noted that the Board believes they have simplified the budgeting process.

Mr. DeRobertis noted that the Board is planning to install an irrigation system in some of the common areas throughout the community in 2015.

Mr. DeRobertis noted that there is approximately $70K in replacement reserves that are no longer required to be allocated to reserves (single family homes).  Suggestions from homeowners regarding how to utilize the money are welcome.

Mr. DeRobertis encouraged all homeowners in attendance to become involved one way or another with the Association

 

Vice President’s Report:

Ms. Byers recognized Ms. Anne Welsh for her time and efforts spent enhancing the common area landscaping and for continuing to volunteer her time to better the community.

Ms. Byers noted that the community discussion board is for general discussion.  If there are issues that need to be addressed in the community, please communicate the issues directly to the Board or management. 

Ms. Byers noted that the Board is currently working with the Association’s legal counsel to draft a Parking Policy Resolution that may be enforced.  Additionally Ms. Byers noted that the Board is hopeful that a Parking Committee will be established in 2015.

Ms. Byers recommended that homeowners be vigilant of ongoing activity in the community and look out for their neighbors.  Any suspicious activity should be reported to the police.

 

Treasurer’s Report

Ms. Ojeda noted that she is working to digitize the community financials to reduce fees associated with the storage of documents.

Ms. Ojeda noted that she will be working to improve the collection process in 2015

 

Secretary’s Report

Mr. Mehta was not present to give a report.

 

Director’s Report

Mr. Marsh noted that that the Board will be installing mats at the bottom of the slides in addition to re-mulching the tot lot in the spring of 2015.

Mr. Marsh encouraged all homeowners to sign up for the community distribution list.

 

Landscape Committee Report:

Ms. Welsh noted that the Landscape Committee will continue to work with the Board to continue to beautify and enhance the landscaping throughout the community.

Ms. Welsh noted that the Landscape Committee will be working with the Board to continue replace any trees throughout the community that are no longer healthy; particularly addressing the trees along Route 7 that act as a sound barrier.

 

G.        Appointment of Inspectors of Election

Mr. DeRobertis called for two (2) volunteers to be appointed as the Election Supervisors.  Dale Pontiff and James Wright volunteered.

MOVED and SECONDED: That Dale Pontiff and James Wright be appointed as the election supervisors for the 2015 election.

UNANAMOUSLY APPROVED

 

H.        Election of Board of Directors

 

A.            Nominations from the Floor

 

Mr. DeRobertis called for any nominations from the floor in addition to the three (3) candidates listed on the proxy ballots.

 

Mr. Andrew Lange nominated himself. 

 

Mr. DeRobertis made a motion to close the floor to nominations

MOVED and SECONDED: That the Board close the floor to nominations.

UNANAMOUSLY APPROVED

 

B.             Introduction of Nominees

 

The four candidates (Mr. Anthony DeRobertis, Ms. Stephanie Byers, Mr. Tony Rivas, and Mr. Andrew Lange) introduced themselves and explained why they wanted to serve the Board of Directors. 

 

C.             Ballot Election

 

Mr. DeRobertis called for the ballot election.  After all ballots were collected from the homeowners, Mr. DeRobertis:

MOVED and SECONDED: That the Board close the ballot election.

UNANAMOUSLY APPROVED

  

I.          Announcement of Election Results

Mr. DeRobertis called for the results of the 2015 election.  It was announced that

  

·            Anthony DeRobertis was elected to the Westerley Board of Directors

·            Stephanie Byers was elected to the Westerley Board of Directors

  

J.              Unfinished Business:

Mr. DeRobertis called for any Unfinished Business.

 

There was no Unfinished Business to discuss.

  

K.            New Business:

Mr. DeRobertis called for any New Business.

 

There was no New Business to discuss.

  

L.         Management Report

Ms. Picciano thanked all those in attendance for attending.  The Board and management always welcome new volunteers. 

  

M.       Close of Business

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

MOVED and SECONDED:  That the January 22nd, 2015, Annual Meeting of the Board of Directors be adjourned. 

            UNANIMOUSLY APPROVED

  

Meeting was adjourned at 8:33 pm.

 

MINUTES OF THE

WESTERLEY HOMEOWNERS ASSOCIATION

BOARD OF DIRECTORS REGULAR MEETING

Wednesday, January 22nd, 2015

 

Dominion High School Library

21326 August Drive, Sterling, VA 20164

 

Board Members and Officers present:

Mr. Anthony DeRobertis                                

Ms. Stephanie Byers                                                                                                    

Ms. Angela Ojeda                                          

Mr. Jeff Marsh                                              

 

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 8:44 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.        Appointment of officers:

Mr. DeRobertis called for the appointment of new Officers.

 

Ms. Byers MOVED and Mr. DeRobertis SECONDED:  That the Board table the appointment of officers

            UNANIMOUSLY APPROVED

 

D.        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.

 

E.         Committee Reports

The President called for any Committee Reports.

 

Landscape and Grounds Committee

Ms. Ojeda noted that there should be some cost savings should the landscaping lighting be installed in conjunction with the irrigation center. 

 

Ms. Welsh recommended that the Board remove any trees in the areas where the irrigation system is to be installed if they are providing too much shade.

 

Pool Committee

No report.

 

F.         Conducting Business

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

 

There was no Association Business to be discussed.

  

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 in Conducting Business.

  

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.

 

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 January 22nd, 2015, Regular Meeting of the Board of Directors be adjourned. 

            UNANIMOUSLY APPROVED

 

Meeting was adjourned at 9:00 pm.         

 

Minutes respectfully submitted by: 

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