Minutes of the Annual Board of Directors Meeting Westhampton Pines Homeowners Association, Inc. Held on June 29, 2018

Transcription

1 Minutes of the Annual Board of Directors Meeting Westhampton Pines Homeowners Association, Inc. Held on June 29, 2018 Present: Hanne Manker (President), Stephanie Canale (Vice-President), Charley Basler, Peter Mc Dermott (Treasurer), Hank Ullman (Secretary), John King, Ryan King (Island East Management Co.) Meeting Called To Order- Hank Ullman called the meeting to order at 6:00 PM and announced that we had reached a quorum. It was announced that all of our board members were present as well as the Management Company. The meeting was turned over to our President, Hanne Manker. Hanne Manker- Hanne introduced all of the board members and introduced the new Management Company to the community John King and Ryan King from Island East Mgmt. Co. Hanne made a special point of recognizing Stephanie Canale and her many years (8) of service to the board and the community. Stephanie was the President for many years and Vice President after Hanne assumed the Presidency. The community gave Stephanie a warm round of applause. The meeting was turned over to John King. John King- John introduced himself and expressed what a pleasure it was working with the board and the community in general over the past 6 months. John stated that the goal of their Management Company was to answer every single call and all s addressed to them. He expressed that sometimes not every item specifically relating to landscaping can be taken care of immediately since there are c sprinkler heads and many acres of property. The communication from our landscaper, John Licari needs improvement, but they are looking forward to

2 work together and be proactive in this regard. John handed the meeting over to his son Ryan King Ryan King- Ryan introduced himself to the community and addressed items that have been completed for the community since they took over the management duties and projects that are planned or scheduled to be done. Projects Completed Indoor Pool- The indoor pool had a major moisture issue this past year resulting in windows and doors being badly damaged. The Dessert Air Exhaust System was repaired and is now in good working order. STP (Sewer Treatment Plant)- A new transfer switch has been installed, repair of an old pump, and purchase of an available back-up pump has been completed. All sewer feeding lines going to the plant have been cleared and scheduled for maintenance every 5 years. Entrance & Exit Gates- New exit and entrance gates have been installed and are of commercial grade. Hardy Siding- All homes (22) that were scheduled for siding repair on a warranty basis from Hardy Siding have been completed with all complaints involved resolved. Driveway Repairs- All driveway repairs which included asphalt and crack repair have been completed by Montecalvo Asphalt Maintenance which included over 50 homes. This was completed under budget with few complaints. Gym- A new Elliptical machine was installed at the gym and the facility has a new maintenance contract with Elite Home Fitness Carbon Monoxide Alarms- New Carbon Monoxide alarms have been installed at the clubhouse as required. Signage by Guardhouse- New signs have been placed by the guardhouse Projects Planned-

3 New Lighting- New lighting is planned for installation above the entryway sign for Westhampton Pines so it will be more visible at night. Indoor Pool- New windows and a new North door are being scheduled to replace the existing windows/door damaged from the faulty HVAC system. This will be done, having already obtained competing bids, by R.W. Mulligan in Riverhead. A marble dusting of the interior surface of the pool is also planned. However, the price quoted was higher than originally allocated for this project and Ryan is pursuing other competing bids. New Street Signs- New street signs to replace existing worn signage is planned. Column Bases/Headers- All column bases and tops are scheduled for repair on all resident properties for each homeowners entrance. This is a big project which will be handled by our licensed handyman, Dave Slover, along with a crew of helpers. There are c. 400 columns involved and will take several months to complete. Introduction of Candidates- John King made the introduction of the 3 candidates up for election. There are 2 available seats on the Board of Directors. The candidates are (1) Tommy Buonomo, (2) Dennis Holland, and (3) Peter Mc Dermott. Each candidate had the opportunity to announce their candidacy to the community and did so in that order.

4 Treasurers Report Peter Mc Dermott Treasurer Bridgehampton National End 6/18/18 Insured Cash Sweep $887,020 Working Capital 110,720 STP Maintenance Fund 89,704 STP Capital Replacement Fund 42,948 $1,130,392 TD Bank Operating Account $171,368 Total $1,301,760 Charley Basler- Board member Charley Basler will be replacing Stephanie Canale as the Vice President of the Board of Directors. Charley read a statement to the community reflecting the opinions of all the members of The Board concerning the importance of following the rules and regulations that we as residents are

5 expected to comply with when buying into this community. The letter in it s entirety is an attachment to these minutes.* Questions & Answers from the floor Q- Why was the sign for pool rules taken down in the indoor pool that children under 16 are not allowed in the hot tub? A- The sign has been replaced. Q- Homeowner was concerned that house numbers cannot be seen from the street. A- Hanne stated that permission is allowed to lower these numbers to make them more visible. Q- Homeowner was questioning whether there are resident individuals actively working on other people s homes or homeowners are not using licensed contractors. A- John King stated he would be vigilant in monitoring this. However, in the case of an emergency (i.e.) plumbing leak, etc. it is permissible to receive an outside contractor. The guardhouse is not allowing in contractors that are not licensed and approved by the HOA. Dave Slover is the appointed handyman for the community and can be hired privately for home projects. Q A homeowner had a few questions. (1) Where can packages be delivered while she lives in the city A- Special boxes have been installed in the mailroom for parcel post. All other packages must otherwise be left at doorway entrance. Q- She likes to recycle but only has Wednesday as a recycle day A- The Transfer Station is right down the street where any homeowner can easily recycle cardboard, bottles/cans, etc. Q- Why is the board meeting held only on a Wednesday, precluding her from being on the board? A- Because that is the way it has been set up by agreement. Q- Homeowner asked why is our Insurance Company not admitted by NYS. A- John King addressed this as well as Hanne Manker. Per John, there are only 2 companies that will insure properties he manages near the water. Using a non- admitted Company in NYS is common. The company we use is Lloyds of London. An (A) rated company and in business over 100 years.

6 Hanne stated that the savings to the community was almost $100,000 per year and was prudent. Q- Homeowner complained that some of the ground plates for electric service, Verizon, Cable, etc. are uneven. A-John King stated that they should be able to address this issue, since it is difficult to have the utilities come back to do this work in a timely fashion. Q- Homeowner was concerned that the sidewalk by her house is dirty. A- John stated that all sidewalks are being power washed Q- Homeowner asked why an attorney is not present at the meeting as in the past. A- John King answered that it was not necessary to have an attorney present at all meetings. When needed, we will hire an attorney. The attorney the HOA had on retainer cost the HOA $1500 per month, which the board agreed was an unnecessary expense. Q- Homeowner asked if the gutters are being cleaned. A- The gutters are being cleaned Q- Are we responsible for weeding our front flower beds. A- No per John, Licari will be weeding all the flower beds. Q- Does the Handyman have a punch list of things he is doing. A- Yes he does per John and this will be made available. Q- Homeowner asked if a list of approved contractors can be made available. A- Yes, this will be put on the website. Winners of the Election The newly elected members to The Board of Directors are Dennis Holland and Peter Mc Dermott. Congratulations to both of them. They will be serving 3 year terms. Meeting Adjournment- Hanne called for the meeting to be adjourned if there were no more questions. The motion was seconded by Stephanie Canale.

7 *Statement from Charlie Basler The annual meeting gives homeowners the opportunity to elect board members, receive reports on the community s finances, be advised as to what the board has planned for the coming year, as well as what unexpected expenses we incurred since the last meeting. When you purchased a condo in Westhampton Pines, you automatically became a member of the HOA. It s hard to believe that someone would buy a condo and not consider that there would be rules and regulations governing how the community maintains its appearance and infrastructure. Hard to believe but this is the exact excuse people use when confronted with violations of the house rules. What makes this so frustrating is we have ed sections of the house rules as well as specific reminders concerning complaints that the board receives from homeowners. Still we keep getting the same complaints over and over. Some but not all are: -Speeding by homeowners, guests and contractors -Abuse of the clubhouse dumpster. It s gotten so bad that the sanitation company is complaining. People are not even bothering to put garbage in the dumpster but are piling it up on the street. In the past residents were allowed to use the dumpster only if necessary, ie, persons leaving before the allowed time to put out their garbage. Since the completion of the community, even two pickups per week is not enough. If need be, we will put a camera on the dumpster and issue fines if necessary. In order to help alleviate overcrowding of the dumpster, we will now allow residents to put out garbage from 3:00 Sunday afternoon in black bags only. -Homeowners parking cars in guest spots or on the street -People walking dogs on clubhouse grounds -Homeowners re-landscaping without filing proper paperwork -Homeowners hiring unlicensed or uninsured contractors These are just a few of the concerns of our neighbors. The house rules were put in effect to insure the uniformity of the community as well as protecting the HOA from lawsuits. Problems with unlicensed or uninsured contractors are potentially everyone s problem not just the homeowner who hired them. This is why the board has unanimously agreed that these issues need to be seriously addressed. The board feels we have lived up to our fiduciary responsibilities. By hiring a new management company that is taking a more active role we are confident we can eliminate many of the past concerns and complaints. We have streamlined the

8 approval process for modifications allowing for most requests to be approved within a few days of receiving the paperwork. Homeowners who have made requests for modifications will attest to the fact that the board has gone out of its way to vote on the approvals in a timely fashion. Westhampton Pines is a unique community in that we have homeowners who are here year round, others who leave in the winter for warmer climates and still others who come on weekends. Whatever your motivation for purchasing a condo in Westhampton Pines, we can all agree that everyone wants the community to remain as close to what it was that attracted everyone in the first place. We are working hard to maintain that image while working within the budget we have set for the community. To do this we need the cooperation of all homeowners. We would hope after listening to or reading our thoughts that we can expect everyone to voluntarily adhere to the house rules. Should this not be the case we will use whatever means we have at our disposal to maintain compliance. Handymen and contractors working on a homeowners unit, whether it is on the inside or outside of the home, must be licensed by the Town of Southampton and insured. Both handymen and contractors must have a minimum of one million dollars in liability and New York State compensation and disability. Appropriate insurance certificates must be obtained and filed with Island East Management Company. You must contact Island East to obtain the precise names of the additional insured s to be named in the insurance certificate, together with the language required in the Description of Operations and Certificate Holders sections. These forms can be found in the modifications section of our website. If you intend to do landscaping, even if you intend to do it yourself, we still want a plan detailing what is to be planted and where. Regardless of our personal feelings regarding the house rules, this is what we all signed on for and agreed to either knowingly or unknowingly. If you have a community of 189 homes, it stands to reason that some rules are in order. Unfortunately we cannot pick and choose which rules we will follow and which we won t. These rules were not designed to be a burden and compliance is not that hard. Please don t put us in the position to have to force compliance because when that happens nobody wins. Thank you, Your Board