Minutes

           
Whittier Community Associates HOA, Inc.
Regular Meeting Minutes

March 22, 2010

The Board of Directors of Whittier Community Association met at the Somerford House, Frederick, Maryland on March 22, 2010 at 7:00 p.m.


Present

Gary Simon, Treasurer
Paul Zimnik, Director
Jenny Marino, Director
Erlene Moser, Director
Bill Ryan, Director

 

Absent

Bill Watt, President
Eric Struntz, Vice-President
Josh Bokee, Director
Michael Brown, Director

Others Present

Nancy Keen, Vanguard Management, Community Representative
Shelly Henning, Recording Secretary
Bob Terpening, Regional Manager, Continental Pools

 

 

 

I. CALL TO ORDER
 

Mr. Simon, Treasurer of Whittier Community HOA called the regular meeting to order at 7:05pm with a quorum present.

 

II. MINUTES

 

The Board discussed the January minutes. 
Motion:    To approve the minutes.
Zimnik/Marino                        Vote:  Unanimous      

 

III. CONTINENTAL 2010 POOL SEASON REPORT:

 

Mr.Terpening spoke to the Board and Management about the 2010 Pool Season.  He has done a walk thru and repairs are pretty light compared to years past.  Mr. Terpening said we should have a pretty smooth season.  The Wetherburne Pool needs equalizers but he has not done a final walk thru at that pool.  Management has sent life guard applications to Continental.  Mr. Terpening stated that a lot of the same lifeguards will be returning from last season. Abby will be the Supervisor again this season.      

 

 

IV. HOMEOWNER FORUM

 

The Board discussed issues with Management that they had noticed in the community.

  1. XXX Emerson Drive: 

A new fence looks like it may have been extended onto the common area. 

  1. Trees in need of trimming:

There are trees needing to be trimmed on Charlton House Way and on Ellsworth Drive -   behind buildings xxx and xxx.

 

 

V. MANAGEMENT REPORT

 

A. Snow Removal:

The Board and Management discussed the record breaking snow events this past winter and what it did to the budget.  The 2010 Annual budget for snow is $21,568.00 and so far in 2010 the Association has had invoices totaling $45,385.00 (almost $24,000.00 over budget).  This money comes out of the operating budget.  The Board was concerned about the charges for 2/6 – 2/14 of $36,400.00.  The Board wanted to see the charges and they asked Management to send them in an email.  Management also noted that Scott Hall would be at the April meeting.
Action:  Management to send the invoices of the 2/6 – 2/14 to the Board by email.

                                        Vote:  Unanimous      

B. Spring Opening Repairs:

Continental Pools is proposing a cost of $8,573.90 for repair-s and supplies needed for opening the pools this spring.  There is $10,500.00 in the budget for this. 
 Motion:  That we approve the repairs and supplies.
Zimnik/Ryan                                                Vote:  Unanimous

C. Swim Team Request:

The Whittier Swim Team has requested the Board’s approval to host swim meets at the Greenleaf Pool on 4 Saturdays 6/19, 6/26, 7/10 and 7/24 from 6am – 12pm.
Motion:  To approve the swim teams request.
Zimnik/Ryan                                                Vote:  Unanimous

 D. Whittier Lake Maintenance:

Bill Kirkpatrick of Aquatic Environment consultants (AEC) was recently notified by the City of Frederick that the City is considering cutting the lake maintenance from their budget this year.  The City will make a decision by May 1st if they will be treating the lake at all this summer.  Three treatments were approved by the Board in a previous meeting.  But those treatments were to be in addition to the City’s treatments.  The Board does not want to see the lake to revert back to its original problems.  The Board thought it would be wise to remind the City that the Association just paid for a $10,000.00 irrigation pump in the City’s pond.  The Association is also helping with the school grounds and is also involved in the National Night Out event.  The Board want

E. Reserve Investments:

The Board discussed with Management what the best way to invest the money: 

      1.  $71,107.84  Reserve Money Market:

Management recommends the Board leave $21,107.84 in the money market of and invest $25,000.00 into a 6 month CD and $25,000.00into a 2015CD so the funds can remain laddered.                    

      1.  Operating Savings Money Market:

The money market has a balance of $3,612.89.  There are three CD’s totaling $46,000.00 that will mature in March and April.  Management recommends the Board reinvest $50,000.00 into a one year CD that will mature in April 2011.

Motion:  That we implement the plan as suggested by Management. 
Zimnik/Moser                    Vote:  Unanimous

 F. High Point View Condominiums:

Ausherman Development is reapplying to the City of Frederick for approval of a final site plan for 70 condominiums situated on the south side of West Greenleaf Drive, near the water tank.  The construction of the 5 buildings is not expected to start for a year.  These are supposed to be high-end condos.  Ausherman is still looking for a builder.

 G. Bad Debt Write-Off:

The Board discussed the bad debt write offs of 2 properties:

      1.  ******** – prior owner:

The property***Wetherburne Way was foreclosed on in July 2009.  It was sold to a new homeowner in December 2009.  There was a pre-foreclosure balance of $606.50 and should be written off to bad debt.

      1.  ********* – Prior Owners:

Assessments and uncollected cost are $257.99
Motion:  Approve the right offs of 606.50 and 257.99. 

Moser/Zimnik                                    Vote:  Unanimous

 

 

 

VI. COMMITTEE REPORTS

 

A.  ACC: none

B.  Pool Committee: none

C.  Townhouse Committee:  none

D.  Condo Committee: none

E. Landscaping Committee:Scott Hall with classic Landscaping will do a walk thru with Mrs. Marino.

F. Communication Committee: none

G. Social Committee: none

H.  Treasurer’s Report:  We are healthy financially.  There are going to be significant expenses to get the Association back from the damage the snow storms caused.  We may need to spend money at the school for landscaping but that shouldn’t be too much.

I. Ad Hoc Committee FAST Proposed Bubble Enclosure:  We are still pursuing it.  We have a lot of questions.  We are considering the YMCA running it.

 

 

 

VI. OLD BUSINESS

 

There was no old business discussed.

 

VII. NEW BUSINESS

 

A.New Apartment community next to Walnut Ridge:

 Management will notify the Board if she hears of anything. 

B. Tuscanney Drive: 

The Board was concerned if there was anyone that can clean it up.  Management got the Code enforcement to clean it up last time.

 

VIII. ADJOURNMENT

 

                     There being no additional business for the Board to conduct at this time, the Board    meeting adjourned at: 8:15p.m.
         Motion: To adjourn the meeting. 
         Zimnik/Moser                                       Vote:  Unanimous

 

 

Please note the next scheduled meeting is April 26, 2010 at 7:00PM.

 

 

Respectfully yours,

 

Shelly Henning
Recording Secretary