Minutes

 

Whittier Community Associates HOA, Inc.

Regular Meeting Minutes

January 23rd, 2017

 

The Board of Directors of Whittier Community Association met at the Somerford House, Frederick, Maryland on January 23rd, 2018, at 7:00 p.m.

 

 

Present:

Paul Zimnik, President

Bill Watt, Vice-President

Bernarda Jackson, Treasurer

John Arkoian, Secretary                                    

Nancy Sweet, Director

Susan Miller, Director

 

Absent:

Mike Desimon, Director

Eric Struntz, Director

 

Others Present:

Nancy Keen, Vanguard Management, Community Representative

Renee Henning, Recording Secretary

 

  1. CALL TO ORDER:

    Dr. Paul Zimnik, President of Whittier Community HOA called the regular meeting to order at 7:00 pm with a quorum present.
     

  2. MINUTES:

    The Board discussed the November 28th, 2017 minutes and had no edits.
    Motion:  To approve the November 28th, 2017 minutes.
    Sweet/Arkoian Vote: Unanimous
     

  3. HOMEOWNER & GUEST FORUM:
     

    1. Special Guest, Jeremy Holder, VP of Ausherman Development Discussion regarding Kellerton Knolls Development:
      Discussed the Kellerton Knolls Development plans near the border of Whitter and provided a map of the development in relation to the Whitter Development and Lake. On behalf of the developers, Mr. Holder asked if the Board would consider, in the future, a connecting sidewalk between the developments as well as a water line connection. No decision is necessary at this time, and the Board can request more information as the plans continue to develop.

      The Board discussed some benefits and disadvantages of having a connecting walkway. No decision was made at this time and will be revisited in the future when that area is closer to being developed.

      The Board also discussed the request by the City and the Kellerton Knolls Developers for a water line connection. The requested area is already a conservation easement, and the connection would not add restrictions to the area that don’t already exist. The additional water line connection would not require much change to the area, other than during the construction process, and possibly some grading of the land and additional trees planted, depending on requirements. There would be no change to the pressure of the water and no sewer connection. Further research and information can be shared at a later date for a decision to be made.

      The Board requested further research be done for the water line connection and presented again at the May meeting to discuss with more details. The provided map of development can be shared with the Board and posted on the website for homeowners to view and provide any feedback.
       

    2. Geese Hunting: A homeowner is noticing that the hunting of geese has resulted in decaying carcasses in the lake and park area. The hunting is allowed on the farmland nearby because it is private agricultural land. The police have been contacted in regard to the noise and disturbance to homeowners in the past. A request could be made to the land owner to ask the hunters to retrieve the stray targets. A request could also be made to the County Commissioner, explaining the expanding populations and the land being surrounded by communities.
       
    3. Tree Replacement: A homeowner mentioned a tree was cut down along their property that they would like to be replaced if it is possible. The trees were cut down due to overcrowding causing several trees to die.
       
  4. MANAGEMENT REPORT:
     

    1. Whittier Lake Maintenance: Aquatic Environment Consultants (AEC) provided a proposal to perform the same lake management program that has been successful for numerous years to control the algae on the lake. They recommend the lake be treated every two weeks. The City of Frederick contracts for once a month treatment. The Association has been supplementing the City’s program with five additional treatments. The cost has remained the same since 2010, $2,160.00 for the five treatments.
      Motion:  To approve the proposed treatments by AEC and continue paying the additional five treatments in addition to the covered treatments by the City of Frederick.
      Arkoian/Watt Vote:  Unanimous
       
    2. Pool Pass Distribution: The 2018 Pool Pass Distribution materials have been provided for review. No changes noted.

      The Whittier Swimteam uses the Greenleaf pool for their practices. If the Board agrees, the Greenleaf Pool would be the pool that opens 11-7. The past several years, the Board has opted for Cobblestone to be the pool that is open when school is in session.

      In order to save money on printing and postage, will again offer to post the “Swimming Pool Guidelines” on the Vanguard and Whittier websites rather than mail them in the package. Management would like to have the pool information printed and mailed out by early April.

      Motion:  To approve the 2018 Pool Pass Distribution materials for distribution by early April.
      Arkoian/Miller Vote:  Unanimous
       

    3. Weatherburne Pool House Roof: Last year the Board reviewed three bids to replace the Cobblestone and Wetherburne pool house roofs. The Board chose Banner Home Solutions to replace the Cobblestone pool house roof and waited until 2018 to complete the Wetherburne pool house. Banner Homes Solutions installed the new roof and gutters in the Cobblestone pool house last May and they did an excellent job. The Board reviewed the bids from last year and the proposal from Banner Home Solutions to install the new roof on the Wetherburne pool house this spring.

      Motion:  To accept the proposal from Banner House Solutions to install the new roof in the Wetherburne Pool House this Spring, as well as up to $1,800 worth of gutter replacement, if required, paid with Reserves.

      Miller/Watt Vote:  Unanimous
       

    4. ​​​​​​​Greenleaf Pool Fence: The Reserve Study calls for replacement of the wood fence at the Greenleaf pool in 2018. There are also two chain link posts on the right front side of the fence that need to be replaced. Management has obtained four bids to complete this work. The Board reviewed the proposals and determined Builders Fence would be the best option.

      Motion:  To accept the proposal from Builders Fence for the replacement of the wood fence and chain link posts at the Greenleaf pool, paid with Reserves.

      Miller/Arkoian Vote:  Unanimous
       

  5. COMMITTEE REPORTS:
    1. ACC:  Minutes of December meeting provided. The January meeting was cancelled as they had no applications to review. They will discuss suggested updates and changes to the guidelines at the February meeting, which were also provided to the Board for review. The Board discussed the need to standardize the guidelines, only available on the website in a format that cannot be edited. No other versions can be distributed or provided outside of this copy.

      Motion: To approve that the guidelines will be standardized and only available in a format that is not able to be edited on the website. The guidelines will not be edited and distributed in any other format from the standardized guidelines made available on the website.
      Arkoian/Sweet Vote: Unanimous
       

    2. Pool Committee:  none
    3. Townhouse Committee:  none
    4. Condo Committee: Discussed pet restrictions at their last meeting and determined they should be stated as the Associations restrictions are stated.
    5. Landscaping Committee: none
    6. Website Committee:   none
    7. Social Committee: No homeowners showed up to discuss the Festival. Will discuss in further detail at the next meeting.
    8. Treasurer’s Report: Financial reports reviewed. No questions voiced.
       
  6. OLD BUSINESS:
    1. Mailboxes Down – Two letters have been sent to the Post Master with no reply. They have been replaced but no further action to take without a reply from the Post Master to determine what will be done for future similar problems.
       
  7. NEW BUSINESS:
    ​​​​​​​

    1. Write-Off to Bad Debt – *****
      The account was turned over to the attorney for collection in June of 2016. In August 2016, the property was sold at Foreclosure. As it does not seem cost effective to continue to pursue collection with additional legal fees, approval to write-off the bad debt of assessments and costs of $537.12 and late fees of $30.50, totaling $567.62 is advised.
      Motion: To write-off the bad debt of late fees and additional fees totaling $567.62 as it does not seem cost effective to continue to pursue collection and require additional legal fees.
      Jackson/Desimon Vote: Unanimous
       
  8. ADJOURNMENT:

    There being no additional business for the Board to conduct, the meeting adjourned at: 8:26 pm.

    Motion:  To adjourn the meeting.

         Watt/Miller   Vote:  Unanimous

 

 

Please note the next scheduled meeting is March 27th, 2018 at 7:00 pm.

 

 

Respectfully yours,

 

 

Renee Henning

Recording Secretary