2025-02-11 Board Minutes

Westhampton Landings Condominium

Board Meeting Minutes

February 11, 2025

BOARD MEMBERS PRESENT: Chiara O’Connor, President, Steven Goldsmith, Vice President; Joe Sgroi, Treasurer; Pat Harris, Secretary, Eli Schwartz, Jarred Seid and Dan Switzer

ISLAND EAST MEMBERS PRESENT: Ryan King

The meeting was called to order at 7:18 pm.

Special Guest – CPA Firm Introduction

Lynn Giuliano, CPA from Fuller & Lowenberg & Co, CPA’s joined the meeting to introduce herself and her firm’s services to the Board.  Lynn was recommended to us by 2 independent sources for consideration as our community’s accountant.  She specializes in condo and HOA properties and has been involved in similar accounting work for the past 15 years, primarily with communities on Long Island.  Lynn discussed what would be involved in a Review Report vs. a certified audit report indicating that an audit includes independent confirmation of our expenditures in addition to her accounting analysis that is part of a review.  Lynn would oversee all work for a cost of $7,000 for a Review Report and $10,000-$12,000 for an audit report.  The Board voted to hire Lynn to complete a Review Report for our fiscal year 2025 financial report.

Treasurer’s Report

As of 1/31/25 our operating account was $127K and our reserve account was $300K.  It was noted that we will have insurance renewals coming up in February (Flood) and April (Buildings), with an expected initial building insurance payment of 50% of the annual premium.

No areas of concern were reported on our fiscal year spending vs. budget.

Grounds Committee

The Board discussed updates to a number of items that were part of the original Master Plan scope but not yet completed. The Board is looking to investigate and prioritize further work on items such as additional irrigation, the appearance of the cement retaining walls, benches along the waterfront, additional landscaping, etc.

The irrigation company came to the property to begin planning for the additional irrigation zone needed to water the grass between our white fence and the road along Mitchell Road.  The exact location of the new lines and how they connect into the existing system still needs to be determined.

The Board is investigating potential ways to improve the appearance of the cement retaining walls.  We are considering either resurfacing the walls or using plantings in front of the walls.  More investigation regarding cost and options is needed.

The Board will be reaching out to the Pool Furniture Committee as a next step in looking at options for new furniture for the summer. 

The Board discussed options for the flower boxes in front of each unit.  Each year we face challenges of planting colorful annuals that are deer resistant and providing for adequate watering.  Alternatives discussed this year were to ask unit owners to water their boxes, to abandon the boxes and add planters in key locations that could utilize drip irrigation lines, or to continue to have our prior landscaper, Fernando, provide and water the flower boxes.  Ultimately, the Board agreed that the flower boxes are needed as they beautify our buildings in the summer and therefore voted that the best option is to continue having Fernando provide the flowers for our flower boxes, the planters around the pool area and gazebo. 

The Board voted to continue with the winter Deer Spraying once the snow currently covering our plants melts.  The spraying will be coordinated by Island East, utilizing the deer repellent already purchased.  Each winter spraying is effective for 2-3 months.

Aluminum Wiring Project

The Board continued to discuss this project with the goal of developing our plan forward. Board members provided comments on a draft letter to be sent to the community providing a history of the previous Board’s actions to address aluminum writing in our buildings as well as the plan to finally finish remediating any remaining aluminum wiring.  The Board voted to revise the draft letter based on our collective feedback and send it to our attorney for review.  Our goal is to send this letter to the community, once we have all final sign offs, and notify owners of the date/time for a community zoom meeting to address any questions.

Docks & Bulkhead

The Board has been looking into the need for ongoing maintenance and repairs to the bulkhead walkways, gates and docks to ensure safe conditions for the upcoming boating season.  Specifically we have found some rotted boards, splintering wood and broken gates.  The Board began discussing a proposal received for repairing our bulkhead walkways and fence. More analysis and other options are needed before we have a recommendation.

Communications

With the Master Plan contracts now completed, the Board has prepared a summary of the amounts paid to each contractor/vendor.  The Board has reviewed the summary document and voted to send it out to the community via an email blast.

The next Board meeting will be on March

 11, 2025.

The meeting was adjourned at 9:26 p.m.