June, 2015 Board of Directors Meeting

MINUTES OF THE

WESTERLEY HOMEOWNERS ASSOCIATION

BOARD OF DIRECTORS REGULAR MEETING

Thursday, June 25th, 2015

 

Board Members and Officers present:

Mr. Anthony DeRobertis          President         

Mr. Jeff Marsh                         Vice President

Ms. Angela Ojeda                    Treasurer                                            

Mr. Trushant Mehta                 Director

 

Committee Members present:

            Ms. Ann Welsh                       Landscape and Grounds Committee

           

Staff members & Service Providers present:

Ms. Tracy Plazyk                    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 7:03 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 or concerns expressed.

 

D.        Approval of Meeting Agenda

Mr. DeRobertis submitted the agenda of the June 25th, 2015 Regular Meetingof the Board of Directors for approval.  

Mr. DeRobertis MOVED and Ms. Ojeda SECONDED: To approve the agenda of the June 25th, 2015 Regular Meeting as submitted.

            UNANIMOUSLY APPROVED

 

E.        Officer Reports

 

Presidents Report

Mr. DeRobertis suggested holding an informal input session at the pool for all residents prior to each Board meeting.  Instead of hosting a meeting each month, the Board decided to place a community suggestion box at the pool house on a trial basis.

Mr. DeRobertis suggested purchasing business cards that included management’s contact information as well as the community distribution list information to be distributed at the pool.  Mr. Marsh noted he would order the cards.

Mr. DeRobertis noted the pool rules on the community website are not up to date.  In order to update the rules, a new pool policy resolution with the current rules needs to be drafted and approved.  The Pool Committee will be responsible for drafting a resolution for Board review.

Mr. DeRobertis noted that pool has been busier than usual.  As a result the guards on duty appear to be having difficulty checking folks in, enforcing rules, and maintaining the pool.  The Board may need to discuss adding an additional guard(s) if pool use continues to be high.

Mr. DeRobertis noted that there are 3 damaged chairs and 1 damaged umbrella at the pool.  The Pool Committee will be responsible for coordinating the replacement of this furniture.  Mr. DeRobertis noted that Ms. Leslie Sterba may have some information regarding where the furniture was purchased.  Ms. Ojeda recommended reviewing the replacement reserve study to determine when the pool furniture is projected to be replaced.

 

Treasurer Report

Ms. Ojeda noted that she believed there was a discrepancy in the March and April balance sheets in account 30000 (Equity – Replacement Reserves).  Ms. Plazyk noted she would research the discrepancy.

Ms. Ojeda inquired why net income had decreased.  Ms. Plazyk noted she would research and provide a response.

 

Secretary Report:

No report for the Board.

 

F.         Approval of Meeting Minutes

Mr. DeRobertis submitted the minutes of the May 28th, 2015 Regular Meetingof the Board of Directors for approval.  

Mr. DeRobertis MOVED and Ms. Ojeda SECONDED: That the Board approve the May 28th, 2015 Regular Meeting Minutes as submitted.

            APPROVED by a vote of 2 to 0; Mr. Marsh and Mr. Mehta abstained.

  

G.        Committee Reports

Mr. DeRobertis called for any Committee Reports.

 

Landscape and Grounds Committee

Ms. Welsh noted that HLS has billed the Association for $2,255.00 worth of work that has not yet been completed.  Ms. Plazyk requested that Ms. Welsh forward a detailed list of the work that has not been completed.

Ms. Welsh noted that the Association had paid to have a tree removed; however it had not yet been removed.  Ms. Plazyk noted that the tree is scheduled to be removed on July 2nd.  Notice will be posted that the three parking spaces near the tree will need to be vacant on July 2nd in order for the tree to be removed.

Ms. Welsh noted that there are four dead trees on the common area grounds that should be under warranty.  Ms. Plazyk requested that Ms. Welsh provide the location and type of each tree so that she may coordinate the replacement

The Board agreed that Ms. Plazyk should confirm with the Landscape Committee if work has been completed prior to paying any invoices for additional landscaping services.

The Board discussed the procedures in which the Landscape Committee should communicate with HLS.  The Landscape Committee should walk through the community with management on a quarterly basis to ensure contractual obligations are being met.  When additional work is required, a walk through with management and HLS should be coordinated.  The Landscape Committee should not give direction to on site crews in regards to contractual work being performed.  The Landscape Committee should communicate any issues regarding work not being completed or work not being completed satisfactory to management so they may be formally document with the vendor.

 

Pool Committee

The Board discussed if Premier could offer swim lessons to residents with pool passes while not on duty lifeguarding.  Ms. Plazyk explained that Premier was authorized to provide swim lessons per their agreement and also confirmed that offering swim lessons would not impact the Association’s insurance coverage/premiums in any way

Mr. DeRobertis MOVED and Mr. Mehta SECONDED: That the Board authorize Premier to offer swim lessons outside of pool hours at no cost to the Association. 

UNANIMOUSLY APPROVED

 

Mr. Mehta departed at 8:39 pm.

 

Ms. Ojeda requested that Ms. Plazyk inquire if Premier can provide mats for the restroom floors for the pool house.

 

Ms. Plazyk noted that she would be obtaining proposals for the electric work in the pump room that was recommended to be completed by Dixie Electric.

 

Tot Lot Committee

No report.

 

H.        Old Business

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

Mr. DeRobertis noted Draft of the Pool Committee Charter sent to legal.

The Board tabled the discussion of draft Electronic Communications Charter.

 

Mr. DeRobertis inquired if management had received feedback from legal counsel regarding the revised Parking Policy Resolution that was submitted for review.  Ms. Plazyk noted that she would follow up for legal counsel. 

 

I.         New Business

Mr. DeRobertis called for any New Business.

 

There was no new business for discussion.

 

J.         Management Report

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

 

Ms. Plazyk noted that all business included in the Management Report had been discussed prior in the meeting.

 

K.        Executive Session

 

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

UNANIMOUSLY APPROVED

                        

There Board recessed into Executive Session at 8:51 pm.

 

The Board discussed attorney/client privileged communications, Board/Committee/Management communicates, and collection matters in Executive Session.

 

L.        Reconvene to Regular Session

 

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

UNANIMOUSLY APPROVED

 

The Board reconvened into Regular Session at 8:58 pm.

The Board confirmed the next Regular Meeting of The Board of Directors will be scheduled to take place on Thursday, July 23rd at 7:00 pm at Cascades Library.

 

M.       Close of Business

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

Mr. DeRobertis MOVED and Mr. Ojeda Seconded:  That the June 25th, 2015 Regular Meeting of the Board of Directors be adjourned. 

            UNANIMOUSLY APPROVED

 

Meeting was adjourned at 9:00 pm.          

 

Minutes respectfully submitted by: 

96 800x600 Normal 0 false false false EN-US X-NONE X-NONE /* Style Definitions */ table.MsoNormalTable {mso-style-name:"Table Normal"; mso-tstyle-rowband-size:0; mso-tstyle-colband-size:0; mso-style-noshow:yes; mso-style-priority:99; mso-style-parent:""; mso-padding-alt:0in 5.4pt 0in 5.4pt; mso-para-margin:0in; mso-para-margin-bottom:.0001pt; mso-pagination:widow-orphan; font-size:10.0pt; font-family:"Times New Roman";}

Christopher J. Swemba