Whittier Community Associates HOA, Inc.
Regular Meeting Minutes
August 22, 2017
The Board of Directors of Whittier Community Association met at the Somerford House, Frederick, Maryland on August 22, 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
Liz Van Brunt, Recording Secretary
Bruce Ramsey, Continental Pools
- CALL TO ORDER
Paul Zimnik, President of Whittier Community HOA called the regular meeting to order at 7:01 pm with a quorum present.
- POOL REPORT
The pool season went well. There were some mechanical issues that closed the pool a few times but repairs were made. No umbrellas were lost this year due to storms. The international staff worked well. There is a power vacuum that Bruce loaned to Cobblestone to help with cleaning. It is an item that might be good to purchase for next season. He shared the various repairs that he recommends making before the next season. A question was raised as to when the deck was last worked on. The sand in the filter tanks needs to be replaced every 4-6 years to work correctly. A question was raised about the Greenleaf landscape plank that borders the gravel and grass. It is splintering. That would need to be replaced by the landscape team. A report on the pool usage will be sent to the board at the end of the season.
The Board discussed the June 27, 2017 minutes and made corrections. Some discussion of the style of minute taking.
- to accept the June 27, 2017 minutes as corrected. Franks/Miller Vote: 8/0/0
- HOMEOWNER & GUEST FORUM
Some representatives of the swim team came to the meeting to present a clock and banner to the board as thanks for allowing the team to use the pool this season. The clock will be installed at the Greenleaf pool.
- MANAGEMENT REPORT
- Dunmore Court Tree Pruning
There was a request for tree pruning from seven homeowners on Dunmore Court. Proposals were received also for Prentice Court.
Tabled until further bids are submitted.
- Longfellow Court Aeration/Seeding
The turf across from 2411 Longfellow Court is in poor condition. The proposal for aeration/seeding is $909. The board commented that seeding is better in later fall. Slit-seeding would remove the need for aeration. The weed treatment would need to be done in the spring.
Some discussion of lack of attention to the weeds growing on or at the various landscape walls. Just weed whacking at the bottom does not do enough.
- to only authorize the slit-seeding for $534 this fall, with the weed treatment to be done in the spring. Struntz/Arkoian Vote: 8/0/0
- Fall Pool Repairs
A 10% discount will be applied if the work is done in the fall. The pool repair line item is over-budget this year already. Some years it is over and some years it is under budget. Many of the pool repairs will be considered reserve items (replacement versus maintenance). In years past the pool budget has increased and decreased according to expenses.
- to approve the pool repairs as presented with some being charged as reserve expenses, as appropriate. Struntz/Watt Vote: 8/0/0.
- 2016 Audit Approval
- same auditing company has been working for Whittier but they have had different employees work on the Whittier audits over the years. The board appreciates having a variety of reviewers.
- to approve the 2016 audit as presented. Jackson/Franks Vote: 8/0/0
- 2018 Draft Operating Budget Approval
Some discussion of the various changes within the budget. The reserve fund amount was raised to meet expectations. The pool contract price increased. Vanguard included a 3% increase in the management fee. The price for management to Whittier is less than the average in the industry. There was no increase in the assessments last year. The notice of the budget will be sent out by postcard with the URL of the budget on the website. It was suggested to check the hits on the webpage for the budget last year.
- to accept the draft 2018 operating budget as presented and notification to be mailed by postcard to the community. Arkoian/Miller Vote: 8/0/0
- Resolution to Rescind Pit Bull Policy
The Maryland law on pit bulls has been reversed so the liability is back on the dog owner. The board discussed rescinding their ruling since it no longer is applicable and the HOA is no longer liable.
- to move forward with rescinding the pit bull policy. Jackson/Miller Vote: 8/0/0
- Restripe and Number Parking Spaces – Dunmore Court/Waller House
A few parking lots were restriped by Gardener last year and have held up well.
- to approve Gardner’s proposal to restripe and number Dunmore Court/Waller House. Miller/Franks Vote: 8/0/0
- Code of Conduct for Board Members
Some discussion of the various styles and content of the sample codes. A combined template will be drafted by Paul that utilizes elements from both samples and the content will be adjusted to fit Whittier’s needs.
Some discussion of the process for responding to Bill Ryan’s lack of attendance at board meetings. It is important for board members to show courtesy to the other board members by informing them, through Nancy, that they won’t be able to attend a meeting. The option for filling a vacant position is that the board appoints a new member. At the annual election the community votes on the board members up for election. There are other people who are interested in being on the board.
Tabled until the board has a chance to further review Paul’s version of the Code of Conduct.
- to send a formal letter from Vanguard letting Bill Ryan know that his position will be considered vacant and to ask him to resign. Miller/Arkoian Vote: 8/0/0
- COMMITTEE REPORTS
A. ACC: none.
B. Pool Committee: none.
C. Townhouse Committee: none
D. Condo Committee: none.
E. Landscaping Committee: none.
F. Website Committee: none.
G. Treasurer’s Report: none.
H. Social Committee: Social event planning will need to get started a few months before events. National Night Out planning would start around February if it were to be held in the community next year.
- OLD BUSINESS
A representative could be invited to talk to the board about Neighborhood Watch.
- NEW BUSINESS
A comment was raised about community inspections. Vanguard has multiple inspectors so there is more than one set of eyes reviewing properties. This helps diversify the enforcement more equally. What can seem like selective enforcements is usually due to additional neighbor(s) complaints.
There being no additional business for the board to conduct, the Board meeting adjourned at 8:15 p.m.
Motion to close the meeting at 8:15 pm. Miller/Franks Vote: 8/0/0
Liz Van Brunt