Minutes Recorded by Westbury Board Members Jesus Sanz & Tracey Sullivan

Meeting Minutes for Annual Westbury Homeowners Association Meeting

11/10/2011 7pm
Abbotts Hill Elementary School Cafeteria


All five board members were present:
Joel Lesser, President
Whadzen Carrasquillo, Vice President
Roger Borrello, Treasurer
Tracey Sullivan, Member at Large
Jesus Sanz, Member at Large

New Homeowners of Westbury were welcomed to the community:
655 Sheringham Lane – Tom & Laura Thomas
565 Sheringham Lane – Ben & Kristen Traynor
235 Westbury Lane – Risa Ramji
There were a total of three transfers in 2011 (to date)

Improvements and Repairs in 2011 included:
Full rebuild & re-stain of the pool pergola
Completed install of our pool’s salt system chlorination system (operating very well – very successful season!)
Serviced all 3 sand filters (replaced sand, replaced fittings)
Miscellaneous repairs to pool plumbing including replacement of gate valves, multiport valves, pump gaskets (we are now all PVC no more metal valves which corrode over time)
Installed winterization valves on pool-house to avoid freeze breaks in the future
Installed water meter on entrance irrigation system
Repaired (theft of) stacked stone under pergola
Cleaned up entrance frontage
Topped off playground mulch
Replaced tennis courts nets
Bush-whacked some of the Sheringham Lane common area
Repair of electrical problem in guardhouse is in progress (power is not working on the center island at this writing.. we are aware of the problem and have an electrician scheduled to fix the problem).


Architectural Review Committee – Kirt Zakers
Kirt advised that over 60 violations were written in 2011 (to date) and about ten courtesy letters were written. Homeowners are reminded they are required to follow and abide by the Declaration of Covenants and the ARC Guidelines which are published on the Westbury website. Kirt noted that some homes on Sheringham have tree canopies which are affecting the growth of Bermuda grass. Kirt is going to check with our association’s landscaper on what recommendations we can provide to homeowners experiencing this problem. The association is reminded that ANY exterior changes to their home must be approved by the ARC and that fines may result if a homeowner ignores the Association’s Covenants.


2011 Actual Budget Analysis – Roger Borrello
Roger went over the actuals in 2011. All items were on or under budget. We have about $10,000 currently in savings for contingency/emergencies. A detailed review of the actuals/budget is always available by all homeowners. If you request a review of the numbers contact Westbury Treasurer, Roger Borrello.

2012 Budget – Identical to the 2011 Budget (with slight modifications since we completed the purchase of the salt water chlorination system)

Items discussed that attending members requested we look into for 2012:
Resurfacing (or repairing) the tennis courts. If we resurface, we will go with blue on green similar to what other associations have done in the local community. We are going to get some quotes and analysis from the tennis court resurfacing companies to determine if we can get another year out of the current surface. Will advise the association on our decision in 2012.
No other major capital improvements (with the exception to lighting for the Westbury stairs and possible security improvements – see below) are currently planned for 2012. If you were not at the meeting and you have suggestions, you can send them to board@westburyhoa.org.

2012 Board of Directors Vote
The current 2011 Board of Directors is:
President 2 yr term thru 2011 Joel Lesser 
Treasurer 2 yr term thru 2011 Roger Borrello 
Member at Large 2 yr term thru 2012 Whadzen Carrasquillo 
Member at Large 2 yr term thru 2012 Jesus Sanz 
Member at Large 2 yr term thru 2012 Tracey Sullivan

Open nominations were announced via postal mail as required by our bylaws in October 30 days prior to the meeting. Zero nominations were received. The attending homeowners were asked if anyone wanted to nominate their selves or any other homeowners. Zero nominations were made.

The Board was reminded they may resign at any time as allowed by the association’s bylaws.
Joel Lesser nominated himself for another 2 year term.
Roger Borrello nominated himself for another 2 year term.
The other three board members advised they would stay on the board.
Zero nominations were received therefore no vote was required.


Question and Answer Session

The following questions/suggestions/comments were made. Items that require followup will be addressed by the Board and communicated to the Association accordingly.

A number of homeowners asked about Westbury’s Sheringham Forest Common Area – is it being maintained? Is access allowed? 
The association was advised that the common area is inspected regularly for encroachment, and any matters that require attention such as safety hazards, creek violations, well-being of the sewer easement, etc. It was explained that contracted landscaping maintenance would be cost prohibitive due to the large physical size of the area but that homeowners are welcome to volunteer to maintain the area. Access to the area is allowed via the legal easement between 560 and 570 Sheringham Lane. Please keep the gate closed at all times. A followup question was asked if we will install an obvious path or walkway on the access easement. It was explained that at this time, no modifications to the access easement are being considered. A number of homeowners volunteered to head up a committee that would support ongoing maintenance of the area. If you are interested in being on a committee that will help maintain the Westbury Sheringham Forest Common area, please get in touch with Tracey Sullivan via board@westburyhoa.org. 

A homeowner asked what is encroachment. Encroachment is defined as utilization/occupation of Westbury common property that is not owned by the encroaching party. The past encroachment matter of two homes in Hillbrooke was refreshed (successfully resolved through legal) including one encroachment here in Westbury which was never fully resolved. The Board will continue to monitor for encroachment and deal with it on a case by case basis.

A homeowner asked if we could install better lighting on the Westbury stairs that lead down to the courts/playground. The Board will look into better solar lighting or consider installing low voltage lighting.

A homeowner asked if the bus schedule kinks had been worked out. The Board worked closely with North Fulton Transportation to resolve the problems. If problems occur again in the future please contact the board@westburyhoa.org. The Board thanks the Association for being patient during that time.

A homeowner shared concern for children walking in the streets during bus pickup and dropoff. Please speak with your children and remind them to walk in the “gutters” (the white strip between the curb and the street) and also remind them to wait on common area (in the grass) and not in the street when waiting for the bus.

The association is also reminded that all three bus drivers have been specifically advised that they are NOT to stop at the front of the subdivision. Any family violating this will be fined $100 per incident. The bus stops are designed for maximum time efficiency and safety. Please remind your children they must use the bus stops that were provided to them by the county.

Vandalism was briefly discussed. We have not had any major vandalism in the common areas to date in 2011 but the board is considering security systems.

Q/A ended on time at 8:30 pm
Meeting adjourned.

###