Whittier Community Associates HOA, Inc.
Regular Meeting Minutes

January 25, 2010

The Board of Directors of Whittier Community Association met at the Somerford House, Frederick, Maryland on January 25, 2010 at 7:00 p.m.


Bill Watt, President
Jenny Marino, Secretary
Paul Zimnik, Director
Michael Brown, Director
Josh Bokee, Director
Bill Ryan, Director (arrived at 7:05pm)



Eric Struntz, Vice-President
Gary Simon, Treasurer
Erlene Moser, Director

Others Present

Nancy Keen, Vanguard Management, Community Representative
Shelly Henning, Recording Secretary





Mr. Bill Watt, President of Whittier Community HOA called the regular meeting to order at 7:00pm with a quorum present.




The Board discussed the November 23, 2009 minutes. The Annual minutes will be approved at the next Annual meeting.
Motion:   To approve the November 2009 minutes as written.  
Zimnik/Bokee                                                Vote:   Unanimous




There were no Homeowners present to address the Board.




A. Elementary School Grounds Maintenance:

The Board and Management discussed the landscaping for Whittier Elementary School.  The Board has seen the value in helping the school maintain its appearance.  It has helped the community look nicer.  The money for this project has come out of the landscaping budget.
Motion: That we approve the landscape as presented.
Marino/ Bokee                              Vote:  Unanimous

B. FAST Swimteam Bubble Structure/Ad-Hoc Committee:

The Board discussed some pros and cons to the bubble for the pool.  There was concern for the neighbors that their homes back up to the pool.  If the costs are $6,000 to $8,000 per month to operate – that is a lot of money to raise each month.   The Board discussed the need for a committee for this project.  The Board members that volunteered for the committee are:  Marino, Simon, Bokee, and Zimnik.  Mr. Zimnik will also post the committee on the web site in case any homeowners were interested in the committee.  Mr. Bokee will organize the first meeting. 

C. Revised Architectural Guidelines Regarding Administrative Fee:

Management revised the language in the enforcement section of the Architectural Guidelines in order to clarify the administrative and /or supervisory fees that may be charged.   
Motion:  To go with the revised statement as it was presented in the Management Memorandum.
Ryan/Zimnik                              Vote:  Unanimous

 D. Whittier Lake Maintenance:

AEC recommends the lake is treated every two weeks with algae treatments.  The City is only able to treat once a month due to lack of funds.  AEC is purposing that the community considers supplementing the City’s algae treatment program.  The Board discussed that they were very pleased with the outcome of the lake last year.  This would be the same treatment that the lake had last year.  The Board also wondered if they didn’t do this would they have a problem with the algae but also were they willing to take that gamble.  The Board wanted Management to ask AEC what other options they would have and if they don’t do this- what might happen.  The Board also wanted to know why this wasn’t discussed last year when they purchased the system for the lake.  The Board also thought the management of the office building should kick in because they too benefit from the lake. 

Action:  Management to contact AEC.

E. Dunmore Court Tot Lot:

The Board discussed the plastic poly-sleeves that are starting to split.  The Board discussed that they are not necessary to have and could continue to be a problem.  Sport Systems proposed they would remove the sleeves, sand, seal and stain the pressure treated post at no charge.  The Board also discussed the damaged bubble panel and that Sport Systems would replace it for a cost of $225.00
Motion:  That we replace the bubble for $225.00 and ask them to remove the sleeves, sand, seal, and stain the pressure treated post at no charge. 

                        Vote:  Unanimous

 F. Reserve Investments:

The Board and Management discussed that the investments Motion:  Regarding the reserve investment to leave $2,251.45 in the money market and invest $55,000.00 into a 2015 CD so the funds can remain laddered.  Regarding the operating savings money market reinvest $50,000 into a one year CD that will mature in January 2011.
Zimnik/Bokee                              Vote:  Unanimous

 G. Deferred Assessment Resolution:

The Board discussed and approved the Auditor’s recommendation to pass a deferred assessment resolution for tax purposes.
Motion:  So moved.
Bokee/Zimnik                              Vote:  Unanimous




A.  ACC: none

B.  Pool Committee: The Board will review the pool package next month.

C.  Townhouse Committee:  none

D.  Condo Committee: none

E. Landscaping Committee: none

F. Communication Committee: none

G. Social Committee: Lakeside Festival:The lakeside festival should start planning soon.  The Police Dept. wants to do it in Whittier again.

H.  Treasurer’s Report:  none






Delinquent Accounts:

The Board was made aware of an attorney, Don Weisfield that does debt collection.  He charges 20% of what he collects and if litigation is involved then he charges 25% of what he collects.  If he is unable to collect anything - there is no charge.  The delinquent accounts are becoming a bigger issue – approximately $100,000.00 from last year.  There was concern about what his tactics might be.  The Board would like to meet with him.
Action:  Management will ask him to come to a meeting.






A. Parking:

There has been a mini bus shuttle that has been parking on the streets in the neighborhood.  The city is trying to change the ordnance from weight of vehicle to size.  Currently, all the owner of the vehicle has to do is move it every 48 hours.  The Board also wanted this information to be posted on the web site so that the homeowners could contact the mayor for their approval.


B. Wheels and Rims - For Sale

As you exit the development on Tuscanney, someone has chained wheels and rims to a tree in order to advertise them.  They are on city property.
Action:  Management to call the city.





Motion:  to adjourn the meeting at 8:12pm.
         Zimnik/Bokee                                           Vote:  Unanimous 



Please note the next scheduled meeting is at 7:00PM February 22, 2010.



Respectfully yours,


Shelly Henning
Recording Secretary