April, 2016 Board of Directors Meeting

MINUTES OF THE

WESTERLEY HOMEOWNERS ASSOCIATION

BOARD OF DIRECTORS MEETING

21326 Augusta Drive

Sterling, VA 20164

April 28, 2016

                                               

Board Members Present:     Anthony DeRobertis   President        

                                                Jeff Marsh                   Vice President

Angela Ojeda              Treasurer

                                                                                               

Board Members Absent:      Stephanie Byers          Secretary

Trushant Mehta           Director

                                   

Others Present:                     Anne Welsh                Grounds Committee

Tracy Plazyk               Horizon Community Services

Joe Barrows                Horizon Community Services

                                                Karen Case                  Recording Secretary

 

I.         Call to Order:  Mr. DeRobertis called the meeting to order at 7:13 p.m.

 

II.        Homeowner Forum:

No comments.

 

III.      Approval of Agenda:

MOTION:  Mr. DeRobertis moved to approve the agenda as presented.  Motion carried without objection.

 

IV.      President’s Report: 

Mr. DeRobertis asked for Kauffman to attend the May Board meeting to discuss how to improve snow removal in the future.  Board needs to find a way to resolve the persistent lack of volunteers for committees and Board of Directors.  The pool check-in system should work the same as it did last year.

 

Election of Officers:  Tabled until the full Board is present.  Discussion regarding the Association documents lack of direction on what to do if a vacant Board position isn’t filled at the annual meeting.  The Property Owners Act states, unless the Director resigns, he/she can remain in the position until someone else is elected or appointed.

  

V.        Treasurer’s Report:

Treasurer’s Report items will be discussed under Old Business.

MOTION:  Ms. Ojeda moved to correct “Potomac Asphalt” to “ProPave” on the agenda.  Motion carried without objection.

 

VI.      Secretary’s Report:

MOTION:  Mr. Marsh moved, Mr. DeRobertis seconded, to approve the February 19, 2016 Board meeting minutes as amended.  Motion carried (2-1-0) with Ms. Ojeda opposed.

MOTION:  Mr. Marsh moved, Mr. DeRobertis seconded, to approve the February 25, 2016 Board meeting minutes as amended.  Motion carried (2-1-0) with Ms. Ojeda opposed.

MOTION:  Mr. DeRobertis moved, Mr. Marsh seconded, to approve the March 30, 2016 Board meeting minutes as submitted.  Motion carried (2-1-0) with Ms. Ojeda opposed.

MOTION:  Mr. DeRobertis moved, Mr. Marsh seconded, to approve the minutes of the April 17, 2016 special meeting regarding the pool house floor as submitted.  Motion carried (3-0-0).

 

VII.     Committee Reports:

Grounds – Ms. Welsh discussed concern that she is unavailable for the meeting with the landscape vendor on May 5th.  Ms. Welsh indicated a rain date for meetings has been helpful in the past.  It was agreed the meeting will be rescheduled so that Ms. Welsh can attend to provide input on flower bed design.  Ms. Plazyk suggested the grounds committee have a bulleted list for the landscape vendor to be reviewed during the walk through.  Ms. Ojeda noted some cleanup items have not been done including the vines, fences and the area behind Tamarack Ridge where a lot of debris from dead trees is still there.  Those items have been reported to the vendor and there will be another walk through to see what has been addressed.  Discussion about current process for tracking landscape items and suggestions to increase efficiency.  Ms. Welsh will compile a list of all the landscape items for Mr. Barrows.  Additionally, Mr. Barrows and Ms. Welsh will schedule a meeting to discuss the process for tracking landscape items going forward.

 

Parking – No report.

  

Tot Lot – Broken bench and broken lily pad need repair or replacement.  The rubber grip on the swing chains is worn.  Mr. Marsh will email information on those items to Management to get pricing.  Ms. Welsh noted two mothers have requested a swing for toddlers.

 

Pool – Need to make sure all the equipment is ready for pool opening. 

 

VIII.   Old Business:

Pool House Floor Status Update – Management is waiting on vendor to provide W-9 before work can be started.

 

Pool Pump Disconnect – No update.  Ms. Ojeda will follow up with Mohammed and then follow up with the Board via email by Monday.

 

Pool Rules for 2016 Season – Rules, Committee, Passes – Pool is scheduled to open May 28th.  Volunteers are needed to issues passes.  Need to schedule and publicize dates for pool passes.  Mr. Mehta declined the pool committee chair position.  Ms. Ojeda volunteered to chair the pool committee.

 

MOTION:  Ms. Ojeda moved, Mr. Marsh seconded, to approve Ms. Ojeda to be chair of the pool committee.  Motion carried (3-0-0).

 

Ms. Ojeda will email the Board regarding dates for pool passes and she will email the discussion list to request volunteers.

 

Route 7/Southern Oaks Walking Trail – Management will schedule three vendors to present recommendations at the May Board meeting and get bids by the June meeting.  Ms. Ojeda suggested getting costs for the whole path and separate sections. 

 

Scanned Historical Records Update – Ms. Plazyk reported the corrupt files were re-scanned as requested at the last Board meeting.  Re-scanned records were forwarded to the Board President; they have not been reviewed yet.

 

MOTION:  Mr. DeRobertis moved to table further discussion on the scanned historical records update.  Motion carried without objection.

 

Schedule Alternative Monthly Meeting Dates – The automatic rain date for regular Board meetings will be the following Thursday.

 

Bio Green Update – Bio Green needs the original, certified property plat identifying private and VDOT sections.  Management is working on obtaining this from the courthouse.

  

Basketball Hoop Policy – Discussion about whether a policy should be established.  The current guidelines do not clearly address basketball hoops.  There was discussion about the process to amend the declaration and the associated costs.  The Board requested Management to provide some examples of how to amend the declaration for the Board’s review at a subsequent meeting.

 

ProPave Reimbursement Update – Reimbursement is being processed through Accounting.  Board should have a final update and/or reimbursement check by May.

 

IX.      New Business:

Assignment of Management Agreement

 

MOTION:  Mr. DeRobertis moved, Mr. Marsh seconded, to approve the assignment of management agreement.  Motion carried (3-0-0).

 

Advantage Watering Proposal – Board needs to identify exactly what should be watered.  Locations will be determined during the walk through.  Board reviewed the proposed watering rates.

 

MOTION:  Mr. DeRobertis moved, Mr. Marsh seconded, to approve the Advantage Landscaping Service watering contract rates with locations to be cited after walk through.  Motion carried (3-0-0).

 

Pool House Maintenance Proposal – Board reviewed and discussed proposal.

 

MOTION:  Mr. DeRobertis moved, Mr. Marsh seconded, to approve the TriState maintenance proposal with the gutter cleaning and repair added.  Motion carried (3-0-0).

 

Pool House Painting Proposal – Board reviewed and discussed proposal.

 

MOTION:  Mr. DeRobertis moved, Mr. Marsh seconded, to approve the TriState proposal for pool house painting with the addition of the following specifications: paint all interior walls, washable paint, minimum two coats, all frames painted white and walls painted in the tan family to match the tile, include a paint additive to be mildew resistant at a total cost not to exceed $700.00.  Motion carried (3-0-0).

 

Street Sweeping – Management requested proposals from two vendors.  Board reviewed and discussed the one proposal received to date.  Discussion about whether the service is needed at this time.  Item was tabled indefinitely.

  

Management Transition – Community Pro Presentation – Mr. Barrows presented a sample of the Community Pro website.  Website is only accessible by homeowners and features include options for online payment, account history, homeowner directory, calendar, information center and Board room.

 

X.        Executive Session:

Board agreed by consensus to move into executive session at 8:59 p.m. to discuss delinquencies.

 

Board agreed by consensus to adjourn the executive session and reconvene the general session at 9:01 p.m.

 

XI.      Action Item Review:

Management action items from this meeting:

 

  • Schedule meeting with Kauffman in May
  • Forward approved minutes to Mr. Marsh
  • Schedule meeting with the asphalt vendors

 

Irrigation inspection has been rescheduled to May.

 

XII.     Adjournment:

The Board meeting was adjourned at 9:04 p.m.