Whittier Community Associates HOA, Inc.
Regular Meeting Minutes

September 27, 2010

The Board of Directors of Whittier Community Association met at the Somerford House, Frederick, Maryland on September 27, 2010 at 7:00 p.m.


Bill Watt, President
Eric Struntz, Vice-President
Paul Zimnik, Director
Jenny Marino, Director
Bill Ryan, Director



Josh Bokee, Director
Erlene Moser, Director
Gary Simon, Treasurer
Michael Brown, Director

Others Present

Nancy Keen, Vanguard Management, Community Representative
Shelly Henning, Recording Secretary
Tim Swanson, City of Frederick
Homeowners from Emerson, Paxton and Carrington
Brian & Michelle Baracz, Homeowners




Mr. Bill Watt, President of Whittier Community HOA called the regular meeting to order at 7:09p.m. with a quorum present.




The Board discussed the August 2010 minutes and asked for 2 corrections.
Motion: The minutes were approved with 2 corrections.
Zimnik/Ryan Vote: Unanimous




There were two Homeowners present to address the Board regarding the townhome issues. See Management Report: D. Townhouse below.




A. Greenleaf Pool house Interior Painting:

Management has obtained 3 bids from painting contractors: Gardener’s @ $4,095.00; T&C Painting @ $2,195.00; Wayco Contracting @ $6,400.00.They did the other two and they are the cheapest and have done a great job. Can the doors be done at all the pools?
Motion: To go forward with T&C and paint the exterior doors for all three pools too.
Ryan/Marino Vote: Unanimous

B. Pool Furniture:

Management has completed an inventory of the pool furniture. There are 10 lounge chairs and 13 arm chairs that have broken straps and need repair. Criterion can repair these pieces and make them look brand new at a cost of $1,035.00. 1/3 of the cost of buying new chairs and they have done this for us before. Management is also suggesting the purchase of 4 new umbrellas and 3 stands for next year.
Motion: That we have Criterion re-strap the chairs and that we purchase 4 new umbrellas and 3 stands.
Ryan/Struntz Vote: Unanimous

C. Carrington Way Tot Lot:

The tot-lot has become a hang-out for undesirable activity. Vandals melted a softball size hole in the slide. Management obtained an estimate from Sports Systems to remove and replace the slide at a cost of $1,415.00. Several Homeowners in this area have requested the Board install a security light at this tot-lot with the hopes that this will cut down on the loitering and vandalism. The only electricity in this area is the City streetlights Management asked Brandenburg Electric what a solar security light would cost. Their proposal was $3,720.00. The Board asked Management if we could give the City an easement for the light but the City has already told Management that they will not light a common area. They discussed installing motion sensing lighting and the end units facing the common area but that it was not a good option because the next homeowner may not agree to it. The Board agreed that something needed to be done. Management said they would try to find out where other solar lights had been installed so the Board could see the effectiveness of these lights.
Motion: Move that we replace the slide.
Zimnik/Struntz Vote: Unanimous
Action: Management to find out where a solar light is located so that the Board and Management can check out the brightness/effectiveness.

 D.  Townhouse “Meet and Greet” and Concerns/Suggestions:

Halloween Festivities:
Several owners in the townhouse area of Carrington and Emerson are interested in planning some Halloween activities. They would like the Board’s approval to distribute a flyer door to door on Carrington and Emerson and have the Association cover the cost of the flyers and balloons. They would like 250 copies of the flyer printed on orange paper. They would also like the Board’s permission to have a moon bounce and grill hot dogs in the common area October 31, 2010 from 4:30 to 6:30pm. The families will cover the cost of the moon bounce and food. The balloons and flyers would be less than $50.00.
Motion: Allow the Townhouse Committee to have a “meet and greet” on October 31. The HOA will cover the cost of printing the flyers and balloons. And to allow them to use the common area for the moon bounce. Up to $50.00 in expenses total.
Struntz/Ryan Vote: Unanimous

Activating the Townhouse Committee:
Those interested in re-activating the committee have requested that Management reserve the Whittier Elementary School for the first Townhouse Committee meeting on November 12, 2010 at 7pm. They would like the Board to approve the cost of the meeting room and a postcard notice to the townhouse residents. The Board asked if the funds would come out of the Townhouse budget and Management stated could possibly come out of the Social and Rec. funds. The Board and Management thought the cost would be about $100.00. They have included concerns and suggestions to the Board for their review. Management would have to check on the availability of the school. The Baracz’s were at the meeting representing the Townhomes located on CarringtonWay/Emerson. Many of the concerns are actually City of Frederick issues. The mailboxes are owned by the Post Office. The Baracz would like the By-laws handed out to every new neighbor and renter. The Board and Management pointed out that every new Homeowner would get a copy of the By-laws at settlement. Renters make up about 20% of the Townhomes in this area. The Board also thought that it would be better if the renters got a “homeowner reminder” flyer with the enforcement policies instead of a big document that the renters would be less likely to read. The Board discussed the meeting for the townhomes would be better if it were called a Townhouse Community meeting vs. a Townhouse Committee meeting. The Board would also love to see a representative come out of this. They would need an application for a new Board member by the end of October.

Motion: Support the Townhomes Committee kick off meeting at the Whittier School on November 12th for cost of room rental and postcards.
Action: Management to check on availability for the school for the meeting.
Struntz/Ryan Vote: Unanimous
Action: Should also publicize on the website the post card and the Annual Meeting is on the 22nd.
Action: Management to respond to the townhouse owners list of concerns.

 E.  2011 Operating Budget:

The budget draft calls for a 1.4% increase in general assessments and a 3.8% increase in townhouse assessments. Please review the budget for discussion and approve budget for distribution to the homeowners. The Board discussed with the Baracz the possibility of sending out the “homeowner reminder” flyer with the Budget. But then it was determined that it would not go to the renters. The Board also asked what it would cost to get a magnet that referred to the website.
Motion: That we approve the budget as presented to be distributed to the homeowners for comment.
Ryan/Zimnik Vote: Unanimous

F.  Reserve Investments:

Currently, the Smith Barney Money Market account has $59,129.31 with a $25,000.00 CD that will mature on 9/30/10. Management would recommend investing $60,000.00 into a 2015 CD and leaving $24,129.31 in the Money Market for outstanding reserve invoices and any emergencies.
Motion: Move that we invest $60,000.00 into a 2015 CD and leaving $24,129.31 in the Money Market for outstanding reserve invoices.
Ryan/Struntz Vote: Unanimous





A.  ACC: none

B.  Pool Committee: none

C.  Townhouse Committee:  none

D.  Condo Committee: none

E. Landscaping Committee: none

F. Communication Committee: none

G. Social Committee: none

H.  Treasurer’s Report:  none

I. Ad Hoc Committee FAST Proposed Bubble Enclosure:  none





There was no old business discussed.




Change Days of Meetings:
The Board discussed moving the HOA Meetings to the 4th Tuesday of each month instead of the current Monday night meetings starting in 2011. Management needed to check to see if the room was available for the meetings on Tuesday nights.
Action: Management to see if the room is available for the 4th Tuesday of every month.

Drawing for a 1 Year of General Assessment Offer:
The Board discussed having a drawing at the Annual Meeting for 1 proxy voter and 1 present voter to win a year of General Assessment.

Motion: Move that we offer 1 year of general assessment for 1 proxy and 1 present at the annual meeting.
Ryan/Zimnik Vote: Unanimous




There being no additional business for the Board to conduct at this time, the Board meeting adjourned at: 8:34p.m.
Motion: To adjourn the meeting.
Struntz/Zimnik Vote: Unanimous



Please note the next scheduled meeting is October 25, 2010 at 7:00PM.



Respectfully yours,


Shelly Henning
Recording Secretary