February, 2016 Board of Directors Meeting

MINUTES OF THE

WESTERLEY HOMEOWNERS ASSOCIATION

BOARD OF DIRECTORS REGULAR MEETING

Friday, February 19, 2016

Board Members and Officers present:

Mr. Anthony DeRobertis          President

Mr. Jeff Marsh                         Vice President 

Ms. Angela Ojeda                    Treasurer                                            

 

Committee Members present:

           

Staff members & Service Providers present:

Ms. Tracy Plazyk                     Community Manager, Horizon Community Services

 

A.        Call to Order

Mr. DeRobertis called the meeting to order at 7:18 pm.

 

B.         Confirmation of Quorum 

Mr. DeRobertis confirmed that the Board had achieved quorum to conduct business of the Association with three (3) 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. No residents present.

 

D.        Approval of Meeting Agenda

Mr. DeRobertis submitted the agenda of the February 19, 2016 Meetingof the Board of Directors for approval.  

Mr. DeRobertis MOVED and Mr. Marsh SECONDED: To approve the agenda as amended of the February 19, 2016 Meeting as presented.

            UNANIMOUSLY APPROVED

 

E.         New Business

 

F.         Officer Reports

 

President’s Report

Mr. DeRobertis discussed the trail is still a hazard to the community and needs attention immediately.

 

Treasurer’s Report

Ms. Ojeda noted that she continues to work on the 2016 budget, is close to being completed for final review and approval of the board of directors. Discussed the draft budget that was sent out via email. Discussion on the landscape enhancement funds carried over from 2015. She has confirmed the reserve accounts were corrected for the January financials. Will continue to work on the budget for final approval.

 

Secretary’s Report

No report Ms. Byers was not present.

 

G.        Approval of Meeting Minutes

Minutes were not submitted or approved during the meeting.

 

H.        Committee Reports

Mr. DeRobertis called for any Committee Reports.

 

Pool Committee

Mr. Mehta was not present to give a report.

 

Landscape and Grounds Committee

Deferred discussion for final review of the Advantage Landscape contract review.

 

Tot Lot Committee

No report.

 

Parking Committee

Mr. Marsh discussed the meeting held with the parking committee. Review of the process and policy.

 

I.          Old Business

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

 

The board reviewed the revised contract with Advantage Landscape after walking the property with a representative of Advantage Landscapes. All clarifications were added to the addendum in the contract.

 

Grounds Maintenance Contract- Mr. Marsh MOVED and Ms. Ojeda SECONDED: To accept a three (3) year contract with Advantage Landscape in the amount of $29,813.81.

UNANIMOUSLY APPROVED

 

Ms. Ojeda MOVED and Mr. Marsh SECONDED: To accept additional services for flower rotation in the amount of $3,122.08.

Motion Carried 2-1, with Mr. DeRobertis opposing

 

The Board discussed and TABLED the Street Sweeping additional option in the grounds maintenance contract for further information.

 

The Board discussed the Advantage Landscape proposal for a one time cleanup of all the wooded areas in the community.

Mr. Marsh MOVED and Ms. Ojeda SECONDED: To approve the Advantage Landscape proposal for a one time cleanup of the community in the amount of $3,150.

UNANIMOUSLY APPROVED

 

The Board tabled the discussion of the pool house flooring project.

 

The Board tabled the approval of the 2016 budget for further editing.

 

The Board tabled the discussion of the pool renovation proposal from Premier Pools. Requested Management invite a Premier Pool representative to attend the next scheduled Board meeting for review of the proposal, discussion and clarification.

 

The Board discussed the Premier Pool water level proposal.

Mr. DeRobertis MOVED and Mr. Marsh SECONDED: To approve the Premier Pools winterization proposal in the amount of $150.00

UNANIMOUSLY APPROVED

 

The Board discussed the Kauffman snow removal invoices submitted from the blizzard.

Mr. DeRobertis MOVED and Mr. Marsh SECONDED: To approve the Kauffman snow removal invoices as submitted with $2996.00 for Sidewalks charged to the general maintenance account and $9000.00 charged to the Townhome Snow Reserve account.

UNANIMOUSLY APPROVED

 

J.         New Business

Mr. DeRobertis called for any New Business.

 

The Board tabled discussion on the Annual meeting, date and location.

 

The Board tabled the discussion on the Assignment of Management Agreement.

 

K.        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.

 

L.         Executive Session

 

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

UNANIMOUSLY APPROVED

                        

The Board recessed into Executive Session at 9:55 pm.

 

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

 

M.        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 10:10 pm.

 

The Board confirmed the next Regular Meeting of The Board of Directors will be scheduled to take place on Thursday, February 25th at 7:00 pm at Dominion High School, Library.

 

N.        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 February 19, 2016 Regular Meeting of the Board of Directors be adjourned. 

            UNANIMOUSLY APPROVED

 

Meeting was adjourned at 10:15 pm.         

 

Minutes respectfully submitted by: 

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