Whittier Community Associates HOA, Inc.
Regular Meeting Minutes
February 28, 2017
The Board of Directors of Whittier Community Association met at the Somerford House, Frederick, Maryland on February 28, 2017 at 7:00 p.m.
Paul Zimnik, President
Bernarda Jackson, Treasurer
John Arkoian, Secretary
Nancy Sweet, Director
Roger Franks, Director
Susan Miller, Director
Bill Watt, Vice-President
Eric Struntz, Director
Bill Ryan, Director
Nancy Keen, Vanguard Management, Community Representative
Shelly Henning, Recording Secretary
I. CALL TO ORDER:
Dr. Paul Zimnik, President of Whittier Community HOA called the regular meeting to order at 7:03pm with a quorum present.
The Board discussed the January 24, 2017 minutes and noted several corrections.
Motion: To accept with several edits.
Sweet/Franks Vote: Unanimous
III. HOMEOWNER & GUEST FORUM:
There were no Homeowners present to address the Board.
A.Pool Pass Materials:
Management asked the Board to review the 2017 Pool Pass materials and note any changes. A Board Member pointed out a few grammatical errors that needed to be changed.
The Whittier Swim team uses the Greenleaf Pool for their practices and events. If the Board agrees the Greenleaf pool would be open 11 to 7. The past several years, the Board has opted for Cobblestone to be the pool that is open when school is in session.
To save money on printing and postage, Management offered again to post the Swimming Pool Guidelines on the Vanguard and the Whitter’s website rather than mail them in the package.
The Board discussed the sale of 70 outside memberships for the pool.
Motion: To accept the Pool Pass Materials as corrected.
Miller/Jackson Vote: Unanimous
B.Additional Pool Hours:
Due to recent changes in the school calendar, all public schools in Maryland will start after Labor Day. Continental Pools has supplied proposals for the Board to consider if all three pool were to remain open full time through Labor Day. These fees were not included in the original contract with Continental Pools and the extra money was not in the Association’s budget. The Board did not want to extend the Wetherburne Pool’s usage since it is used less. The Board did authorize the Greenleaf and Cobblestone Pools to be extended through Labor Day. The Board wanted to lock in the rates for 2017 and 2018.
Motion: Authorize the increased hours for the Greenleaf and Cobblestone pools. The Wetherburne pool will stay on the previous schedule. We would like to lock in the 2017 and 2018 rates. The Board authorized paying for 2017.
Miller/Jackson Vote: 5 For 1 Abstain
In the February meeting it was mentioned that there were Neighborhood Watch signs in the community. The City had placed the signs in the community a long time ago. The Board talked about liabilities for the Neighborhood Watch. Worman’s Mill has had great success with their Neighborhood Watch group. A Board member will ask the Worman’s Mill Neighborhood Watch group to attend the next Board meeting. The Board would like to ask them what they are doing and how it works. The Board discussed a security guard and that it would be very expensive. Security cameras do not give a clear enough picture. The Board also talked about a neighborhood watch Facebook account, but that would have liabilities too.
The Homeowner is requesting the Board waive the late fees and interest on this account ($167.75) for a payoff in the amount of $2,309.00. The $167.75 is a soft cost to the Association. The Board has previously agreed to write off soft cost when a settlement has been offered.
Motion: To accept the offer.
Miller/Franks Vote: Unanimous
E. Ground Maintenance:
Classic has proposed $60.00 per hour for watering. The Board agreed the need for the watering but wanted to maintain control when it is done. The rate increased $10.00 per hour from last year. The Board agreed to $600.00 limit and ask for Classic to get any additional amounts of watering approved by the Board.
Motion: That we authorize $600.00 for the watering. Any additional amounts must be approved by the Board.
Miller/Arkoian Vote: Unanimous
V. COMMITTEE REPORTS:
A. ACC: none
B. Pool Committee: none
C. Townhouse Committee: there is a lot of trash behind a berm on the other side of Lakeside Drive. It would be great if the cleanup for this could be included with the cleanup that Anytime Fitness is doing. There was a Homeowner who had attended a previous meeting that wanted to organize a cleanup for the community; a Board member will contact her to see if she has any interest.
D. Condo Committee: none
E Landscaping Committee: none
F.Website Committee: The new Guidelines are now on the Website.
G.Social Committee-Lakeside Festival: The Board discussed having a National Night Out event verses the Lakeside Festival event. Some Board members were against spending the Association’s money on the event if it were open to those that do not live in the community. Tabled until another meeting.
I. Treasurer’s Report: none
A. $1.00 Balance:
The Homeowner with a low balance ($1.00) would be notified of the small balance when the next year’s bill went out.
B. Reduction of Association meetings:
The Board briefly discussed reducing the number of meetings. It was mentioned that April or May could be skipped; May might be a better month to do away with since the meeting is close to a holiday.
VII. NEW BUSINESS:
A.Frederick High School Mulch sale:
A homeowner had asked a Board member if the Association would be interested in buying mulch from Frederick High School for the common areas of the community. Management explained that all the landscaping work is done through Classic.
The Association will post on the Website that Frederick High School is selling mulch for the Homeowners; a Board member will post it on Facebook.
B. Broken glass:
There has been broken glass at the Tuscany and Greenleaf electrical boxes. Management stated that is the City’s property. Management will inform the City.
C. City Website:
The City website has been changed. The new site is easy to navigate.
D. Notification Wordage:
Reword the word “unlawful” in some notifications since a law has not been broken.
E. Zika Virus:
There is standing water in the storm water management area. Treating for mosquitos might be something to discuss if it becomes an issue.
There being no additional business for the Board to conduct now, the Board meeting adjourned at: 8:39pm.
Motion: To adjourn.
Jackson/Franks Vote: Unanimous
Please note the next scheduled meeting is March 28, 2017 at 7:00PM.