October, 2015 Board of Directors Meeting




Tuesday, October 20th, 2015


Board Members and Officers present:

Mr. Anthony DeRobertis          President         

Mr. Jeff Marsh                         Vice President

Ms. Stephanie Byers                 Secretary

Ms. Angela Ojeda                    Treasurer                                            


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.

A resident inquired about the 14-day policy in the New Parking Policy Resolution.  The Board explained that a vehicle could not remain in the same parking space for more than 14 days.

A resident expressed their concerns that they were being harassed by violation notices from Horizon.  Ms. Playzk recommended that the resident contact her to discuss their concerns in detail.

A resident was communicated that he would not abide by the rules and regulations set forth in the revised Parking Policy Resolution and demanded a dedicated parking space.  The Board explained that no homeowner can have a dedicated parking policy per the Association’s governing documents.  Additionally, the new policy will be enforced effective November 1st and all homeowners will be required to abide by the rules and regulations set forth in the policy.


D.        Approval of Meeting Agenda

Mr. DeRobertis submitted the agenda of the October 20th, 2015 Regular Meetingof the Board of Directors for approval. 

Mr. DeRobertis MOVED and Ms. Ojeda SECONDED: To approve the agenda of the October 20th, 2015 Regular Meeting as presented.



E.        Officer Reports

Presidents Report

Mr. DeRobertis noted that the November meeting is currently scheduled to take place on Thanksgiving and needs to be rescheduled.  The Board agreed to schedule the November meeting on November 12th. 

Mr. DeRobertis noted that the December meeting is currently scheduled to take place on Christmas Eve and needs to be rescheduled.  The Board agreed to decide on a meeting date at the November meeting.

Mr. DeRobertis noted that Dominion is scheduled to walk the property to confirm how many street lights they are currently maintaining.


Treasurer Report

Ms. Ojeda noted that she contacted Horizon’s accounting department to discuss how much money has been paid to HLS in 2015.  Horizon is working to confirm however Ms. Ojeda estimates that Horizon has been paid approximately $61K to $62K YTD.

Ms. Ojeda noted that she has requested contact information for the New York Life Investment and Lafayette Federal Credit Union accounts from management. 

Ms. Ojeda noted that she is working on the draft FY2016 budget.

Ms. Ojeda formally requested copies of all invoices from 2012, 2013, and 2014. 


Secretary Report:

Ms. Byers inquired if the Board was ok with her sending the communication she had presented to the Association’s discussion list.  The Board agreed the communication could be sent.   

Ms. Byers requested that Mr. Swemba forward copies of all meeting minutes that have not yet been approved by the Board. 


F.         Committee Reports

Mr. DeRobertis called for any Committee Reports.


Landscape and Grounds Committee

Ms. Welsh referenced a letter from Horizon dated October 16th noting that all landscaping issues should be communicated to Ms. Byers.  Ms. Byers is then to consolidate all information and will forward to management.  Management will then address the issues as necessary.  The Board acknowledged the letter/proposed proceedures.


Pool Committee

Mr. Marsh tabled the discussion of repairing the pool house floor.


Tot Lot Committee

No report for the Board.


G.        Old Business

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

Mr. DeRobertis noted that the Board would like to request a meeting with HLS to discuss the Board’s concerns with the landscaping services provided to come up with an amicable resolution for both parties.  Should HLS accept to meet with the Board, Mr. DeRobertis and Ms. Ojeda can coordinate a date/time to meet.

Mr. Marsh MOVED and Mr. DeRobertis SECONDED: That the Board approve Ms. Byers requesting a meeting with HLS to discuss the Board’s concerns with the landscaping services.



Ms. Plazyk presented two proposals for trash removal services.  The current agreement with Trash Away expires in December 2015.   The Board requested that management request that Trash Away reduce their proposed contract price to be more competitive/in line with Patriot’s proposed pricing. 


H.        New Business

Mr. DeRobertis called for any New Business.


The Board tabled the discussion of all New Business due to time constraints.


I.         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.


J.         Executive Session


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



There Board recessed into Executive Session at 8:50 pm.


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


K.        Reconvene to Regular Session


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



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


Ms. Byers MOVED and Ms. Ojeda SECONDED:  That the Board accept legal counsel’s recommendation to write off bad debt of $1,615.10 from account #016701



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


L.        Close of Business

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

Mr. DeRobertis MOVED and Mr. Byers Seconded:  That the October 20th, 2015 Regular Meeting of the Board of Directors be adjourned. 



Meeting was adjourned at 9:00 pm.          


Minutes respectfully submitted by: 

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