February, 2015 Board of Directors Meeting

MINUTES OF THE

WESTERLEY HOMEOWNERS ASSOCIATION

BOARD OF DIRECTORS REGULAR MEETING

Thursday, March 12th, 2015

 

 

Board Members and Officers present:

Mr. Anthony DeRobertis        

Ms. Stephanie Byers*              

Ms. Angela Ojeda                                                                    

         Mr. Jeff Marsh

Mr. Trushant Mehta              

 

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 7:09 pm.

 

B.        Confirmation of Quorum 

Mr. DeRobertis confirmed that the Board had achieved quorum to conduct business of the Association with five (5) out of five (5) Board Members being present.

  

C.        Appointment of officers:

Mr. DeRobertis called for the appointment of new Officers.

 

Mr. Anthony DeRobertis         President                                  (UNANIMOUSLY APPROVED)

Mr. Jeff Marsh                         Vice President                                      (UNANIMOUSLY APPROVED)

Ms. Stephanie Byers                 Secretary                                  (UNANIMOUSLY APPROVED)

Ms. Angela Ojeda                    Treasurer                                 (UNANIMOUSLY APPROVED)

Mr. Trushant Mehta                Director                                   (UNANIMOUSLY APPROVED)

 

*Ms. Byers departed at 7:22 pm.

  

D.        Homeowner Forum

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

 

A resident noted that they were new to the community and wanted to get a feel for how the Association operates.  Additionally, they mentioned that their moving truck would be arriving at some point next week to deliver their belongings and that they would do everything possible to minimize the impact of the truck being in the neighborhood. 

 

E.         Approval of Meeting Minutes

Mr. DeRobertis submitted the minutes of the December 18th, 2014 Regular Meetingof the Board of Directors for approval.

Ms. Byers MOVED and Mr. Marsh SECONDED: That the Board approve the December 18th, 2014 Regular Meeting Minutes as amended.

UNANIMOUSLY APPROVED

 

Mr. DeRobertis submitted the minutes of the January 22nd, 2015 Regular Meetingof the Board of Directors for approval.

Mr. DeRobertis MOVED and Mr. Marsh SECONDED: That the Board approve the January 22nd, 2015 Regular Meeting Minutes as submitted.

            UNANIMOUSLY APPROVED

 

F.         Committee Reports

Mr. DeRobertis called for any Committee Reports.

 

Pool Committee

Mr. Mehta inquired if the Board had discussed engaging a vendor to investigate if any damage to the pool infrastructure was caused as a result of not properly winterizing the pool (a skimmer was not properly closed).  Mr. DeRobertis requested that Ms. Picciano draft a letter to Premiere notifying them that there may have been damage as a result of improperly winterizing the pool and request that the pipes be pressure tested at Premiere’s expense to confirm if any damage had occurred.

 

Mr. DeRobertis noted that he had distributed a Pool Committee Charter for Board review.  Additionally, Mr. DeRobertis mentioned that homeowners were needed to serve on the Pool Committee.  The Board requested that Ms. Picciano send out notice to all homeowner that the Board is looking for members to serve on a number of committees (Pool, Tot Lot, and Parking).

 

Landscape and Grounds Committee

Ms. Welsh noted that she was scheduled to walk the common area grounds with HLS the third week of March. 

 

Ms. Welsh inquired when the town home streets were scheduled to be swept.  Ms. Picciano noted she would obtain proposals for street sweeping for Board review prior to the March 26th meeting.

 

Ms. Welsh inquired if the Board planned to address the pruning deformity disease throughout the community.  Mr. DeRobertis noted that the Board cannot cite a violation for improperly pruning/trimming a tree located on private property.  However, should a tree die, the homeowner would be required to replace the tree.  Ms. Welsh suggested sending a letter to all residents explaining the proper procedures to maintain trees/landscaping.  The Board requested that the Landscaping Committee/Board Members forward any information they would like to be included in the landscaping maintenance communication to management. 

 

 

 

 

Treasurers Report

Ms. Ojeda noted that she has been reviewing the Association’s historical financial records.

 

Ms. Ojeda noted that she had requested detailed information on the December balance sheet from Ms. Picciano and had not yet received a response.  Ms. Ojeda requested that Management provide a detailed response to the questions submitted by COB, March 20th. 

 

Ms. Ojeda noted that she had requested the most recent financial statement from New York Life.  Ms. Picciano noted that Mr. McFadden communicated that he was working directly with Ms. Ojeda.  Ms. Picciano noted she would remind Mr. McFadden to connect with Ms. Ojeda.

 

G.        Old Business

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

 

The Board reviewed and discussed the most recent draft of the revised Parking Policy Resolution.  Mr. Marsh noted he would revise the draft Parking Policy per the Board’s comments. 

Mr. DeRobertis MOVED and Mr. Marsh SECONDED:  That the Board authorize management to engage legal counsel to review the draft Parking Policy Resolution once updated by Mr. Marsh.

 

Ms. Picciano presented a proposal from Signarama to repair the community signage at the pool house at a cost of $1,529.95.  The Board requested that Ms. Picciano obtain a second proposal to ensure pricing is competitive. 

 

Ms. Picciano presented the Draft Electronic Communications Policy Resolution 2015-01 for the Board’s review.  The Board tabled the review of the draft document so they could have more time to review.

 

Ms. Picciano presented the Draft Board and Committee Code of Conduct document for the Board’s review.  The Board tabled the review of the draft document so they could have more time to review.

  

H.        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.

  

I.          Executive Session

 

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

UNANIMOUSLY APPROVED

                        

There Board recessed into Executive Session at 8:31 pm.

 

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

  

J.         Reconvene to Regular Session

 

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

UNANIMOUSLY APPROVED

 

The Board reconvened into Regular Session at 8:56 pm.

 

The Board confirmed the next Regular Meeting of The Board of Directors will be scheduled to take place on Thursday, March 26th at 7:00 pm at Dominion High School.

 

K.        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 March 12th, 2015 Regular Meeting of the Board of Directors be adjourned. 

            UNANIMOUSLY APPROVED

  

Meeting was adjourned at 8:57 pm.         

 

Minutes respectfully submitted by: 

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