2026-08-25 Board Minutes

Westhampton Landings Condominium Association

Board Meeting Minutes — August 25, 2026

Date: August 25, 2026

Time: 7:15 PM

Format: Zoom

Board Members Present: Steven Goldsmith, Joe, Eli Schwartz, Pat Harris, Jared, Chiara O’Connor

Also Present: Ryan King, Island East Management; John Mahler, Licensed Architect (guest)

Absent: Dan Switzer

Quorum: Established

1. Call to Order

Steven Goldsmith called the meeting to order and confirmed quorum.

2. Roof Leaks — Status & Architect Report

Active Leak Reports:

Three units currently reporting water intrusion:

1)        Chimney inspector noted possible water intrusion; likely flashing-related

2)        Ongoing complaint; Ryan’s team has visited twice with no confirmed roof leak; revisit scheduled for Thursday

3)        Significant interior damage confirmed; bathroom ceiling (both upstairs baths) and kitchen ceiling affected

John Mahler’s Roof Assessment — Summary of Findings

(John inspected all 8 buildings on July 22nd with Justin from Island East Management)

Three roof systems identified across the 8 buildings:

  • Granular-surfaced modified bituminous membrane (Buildings 1,6) — estimated remaining useful life: 3–5 years; Building 3 labeled approx. 1-3 years remaining useful life.
  • Smooth membrane (Buildings 2, 4, 5, 8) — estimated remaining useful life: 8–10 years; aluminum UV-protective coating has largely peeled off; alligatoring visible; deterioration accelerating
  • TPO membrane (Building 7) — estimated remaining useful life: 15 years; one relief vent cap found missing during inspection
  • Asphalt shingles — present on all buildings; curling, cracking, broken, and loose fasteners observed; estimated remaining useful life: 1–3 years; risk of blow-off in storm conditions; shingles rated poor condition

John’s Key Recommendations:

Immediate/near-term (time & material basis — retain a roofer):

  • Reflash solar tube skylights where flashing is missing or defective — estimated ~6 skylights at $300 each (~$1,800 total)
  • Seal open seams/gaps in flat roof perimeter metal flashing
  • Repair Building 7 TPO relief vent cap (~$400) — extends TPO life meaningfully at minimal cost
  • Address missing or popped asphalt shingles to reduce hurricane blow-off risk
  • Investigate and address the three active leak locations

Not recommended at this time:

  • Fibrated aluminum coating on smooth membranes (~$43,000 for ~10,800 sq. ft.) — insufficient life extension to justify cost given current alligatoring
  • Silicone coating on granular membranes — comparable cost to recovery; defer to replacement timing

Future planning (not yet):

  • When replacing asphalt shingles: consider upgrading to architectural shingles; budget for plywood deck replacement underneath
  • When replacing flat roofs: consider recovery membrane rather than full tear-off (comparable cost, less disruptive)
  • Explore isolating tubular skylights from the roof membrane system to preserve future roof warranty integrity

Tubular Skylights — Discussion:

  • Failing flashing around solar tube skylights is the suspected cause of multiple current leaks
  • Roofers in prior proposals declined to warranty work around skylights
  • Skylights are limited common elements benefiting only the individual unit owner
  • Board will seek counsel on whether repair cost is the community’s or the individual owner’s responsibility
  • John noted it is not feasible to visually confirm skylight integrity without destructive testing
  • Near-term: proceed with flashing repairs to stop active water intrusion regardless of who ultimately bears cost; legal guidance to follow

Scope for Additional Mahler Work:

  • Eli asked John whether he could prepare a written work scope/guideline document for a roofer covering all near-term repairs across all 8 buildings
  • John confirmed he could; estimated cost: $1,500–$2,000
  • No vote taken; board to consider

Action: Ryan and Justin to assess the 3 active leak units to determine if repairs are straightforward or require a roofer.

Action: Steven to contact Eldridge’s office (or Melissa) for legal guidance on limited common element cost responsibility.

Action: Board to consider authorizing John Mahler to prepare a roofer work scope document ($1,500–$2,000).

3. Fire Alarm Inspection

  • Ryan confirmed he will accompany the inspector and oversee the inspection; board members are not required to be present
  • Joe emphasized that attics must be inspected in each building

Action: Ryan to schedule inspection in mid-September and confirm attic inspection is included in scope.

4. Financial Statements

  • Joe noted the July financial statements had minor errors
  • Action: Joe to follow up with the Management Company accountant to correct the financial statements.

5. Pool Closing Date

  • Late Labor Day this year shifts the typical schedule
  • Ryan suggested closing around the third week of September
  • September 20th (Sunday) proposed as last day of pool operation

Vote:

  • ✅ Pool closing date of September 20, 2026 approved — Unanimous

6. Parking Lot — Resident Parking Conduct

The board raised an ongoing issue: owners are using guest spots for second vehicles, leaving no availability for actual guests. Board agreed this needs to be addressed directly with the community via a written reminder

  • Guest spots are designated for guests; owners with a second vehicle should use street parking

Action: Ryan/Board to include in community blast — guest parking spots are for guests only; residents with second vehicles must use street parking.

7. Security — Cameras & Parking Lot Signage

Cameras:

  • Existing community cameras have inconsistent coverage; units closer to the clubhouse perform well, those further out lose signal frequently
  • Hardwiring a camera system would require trenching and significant cost
  • Most practical near-term option: willing homeowners share camera access
  • No vote taken; tabled for further discussion

Resident-Only Parking Signage (raised by Chiara):

  • Chiara proposed signage to deter non-residents from using community lots, citing a recent car theft and generally increased activity in Westhampton Beach
  • Board agreed to add a sign at the EV charging stations prohibiting parking unless actively charging; overnight parking to be prohibited
  • Broader “residents only” lot signage discussed but deemed unenforceable without a formal towing contract; tabled

Action: Ryan to obtain and install signage at EV charging stations specifying charging-only use.

Action: Community blast to include reminder about parking rules.

8. Property Lighting

  • Steven noted multiple lights are out or damaged when walking the property at night; possible causes include deer or landscaping equipment
  • Ryan to audit all lighting and compile a list; simple fixes to be handled in-house, electrical issues to be batched for a single electrician visit

9. Pool Umbrellas — Condition & Community Conduct

  • 3 of the original 7 Sunbrella umbrellas are damaged from being left open during storms; 4 currently in service (including 2 unused spares deployed this season)
  • Pat researched repair options: replacement frames at $125 each (canvas is undamaged); full replacement at $500+ per umbrella
  • Board discussed repair of the 3 damaged frames (~$375 total)
  • Broader discussion about whether to invest in commercial-grade umbrellas going forward, or shift to more economical replacements given community usage patterns; no vote taken
  • Root issue identified: umbrellas are consistently left open — board agreed a community reminder is needed

Action: Community blast to include reminder to close umbrellas after use; pool furniture is community property and should be treated accordingly.

Action: Pat to coordinate repair of 3 damaged umbrella frames ($375 total) — pending board confirmation.

10. Landscaping — Dead Shrubs Near Meeting House / Kayak Rack

  • Chiara flagged a row of largely dead shrubs running parallel to the bulkhead near the kayak rack; landscapers are currently trimming them at ongoing cost with no aesthetic benefit
  • Ryan confirmed these are large privets, approximately 8 feet tall, running east-west along the bulkhead
  • Pat suggested having the landscaper (Bob) assess before removing

Action: Ryan to have Bob assess the shrubs and provide a recommendation.

11. Website Administration

  • Pat stepping back from website administrator role; currently she and Ryan are the two administrators
  • Website architecture is dated; Pat has a contact referral from the hosting company if design updates are desired
  • Board agreed to defer assignment of a new administrator until after the annual meeting and new board members are seated

Action: New board to designate a website administrator at organizational meeting.

12. Annual Meeting — Updates

  • Annual meeting mailings went out Friday via certified mail
  • Candidate speaking time: Eli requested candidates be given the opportunity to speak; board agreed

Vote:

  • ✅ Each candidate will be given 2 minutes to speak at the annual meeting — Unanimous

Action: Ryan to enforce the 2-minute time limit.

13. Organizational Meeting — Post-Annual Meeting

  • Joe recommended holding a formal organizational meeting once new board members are seated to make introductions and appoint officers
  • Board agreed

Action: Steven to schedule organizational meeting following the annual meeting; officers to be formally appointed at that time.

14. Departing Board Members

Joe, on behalf of the board, expressed gratitude to the two departing board members (Pat and Chiara) for their service and contributions. The sentiment was echoed by all members present.

15. Next Meeting

September 29, 2026 — 7:15 PM via Zoom

 

Roofing Report from the Architect