Whittier Community Associates HOA, Inc.
Regular Meeting Minutes
October 23rd, 2018
The Board of Directors of Whittier Community Association met at the Somerford House, Frederick, MD on October 23rd, 2018, at 7:00 p.m.
Paul Zimnik, President
Bill Watt, Vice-President
Bernarda Jackson, Treasurer
John Arkoian, Secretary
Eric Struntz, Director
Mike Desimon, Director
Susan Miller, Director
Nancy Sweet, Director
Nancy Keen, Vanguard Management, Community Representative
Renee Henning, Recording Secretary
David Frederick, President of Laketree Association Committee
- CALL TO ORDER:
Dr. Paul Zimnik, President of Whittier Community HOA called the regular meeting to order at 7:01 pm with a quorum present.
The Board discussed the August 28th, 2018 minutes and noted some edits.
Motion: To approve the August 28th, 2018 minutes with the noted edits.
Miller/Desimon Vote: 6/0/2
- HOMEOWNER & GUEST FORUM:
David Frederick, President of the Laketree Association Committee, raised concerns regarding the budget. The festival event has not occurred and, if it continues to not have any volunteers available to hold the event, then it should be removed from the budget. He stated that homeowners would also like to see the actual budget for the year, with expenses shown. He asked if some of the line items could be broken down more so homeowners could understand what they include. Management stated that the audit report is published, and it shows an assessment of any over-budgeted items and need to change the budget. The report also provides information about what has been spent and what that included for the year. If more detail is requested, the Board will try to provide the information.
The Board explained that they fully intend to have the festival this year and that is why they had kept it in the budget. The festival has not happened because there are no volunteers joining the social committee to help plan. Management can add information to the voting materials sent out to encourage volunteers to sign up for the committee.
- MANAGEMENT REPORT:
- Snow Removal Renewal Contract: Ruppert Landscape provided a renewal contract for approval. The Association is only responsible to clear the common sidewalks in the community, as the streets are owned and maintained by the City. Ruppert is aware the Board is meeting today, and the noted price increase as of 10/15/18 will not apply. The Board discussed why that due to the inability to predict the snow quantities, they have budgeted the set amount to prepare for the season, according to the auditor report recommendations.
Motion: To approve the Snow Removal Contract provided by Ruppert Landscape.
Struntz/Watt Vote: 8/0/0
- Pool Furniture: Continental Pool stacked all broken pool furniture/umbrellas on the pool decks. Management contacted Criterion to inspect the broken furniture and submit an estimate to make repairs. Criterion provided a proposal for the pool furniture and umbrella repair for all three pools for a total of $948.36.
Motion: To approve the proposal for the pool furniture and umbrella repairs provided by Criterion, for all three pools, to be paid from Reserves.
Struntz/Watt Vote: 8/0/0
- Cobblestone Pool Repairs: Continental Pools discovered several spots of concrete deck sitting on top of the beam of the pool wall while removing coping stones at the pool. The saw cut 211 ft of concrete around the pool so it is not touching the wall beam and will not push against the coping stone or wall in the future. The cost of this work was $1,870.00. They also replaced the expansion joint for $850.00. The total cost of these additional repairs, $2,720.00, should be paid from Reserves.
Motion: To ratify the email approval of Cobblestone Pool repairs done by Continental Pools to be paid from Reserves.
Desimon/Arkoian Vote: 8/0/0
- 2019 Draft Operating Budget: Management provided the draft 2019 Operating Budget for the Association. The Board approved the Budget to be posted on the website for Homeowners to review and comment. The 2019 Draft Budget Notice postcard was mailed to Homeowners on 9/10/18. To date, there has only been 1 Homeowner comment, provided to the Board. Upon the Board’s final Budget approval, the assessment notice and new payment coupons will be mailed in November.
The Board discussed the festival line item and determined that if they took it out this year it would help decrease the general fees. If they do have the festival successfully and have the volunteer base to continue it again the following year they can add the festival line item back into the budget.
Motion: To approve the 2019 Operating Budget and mail out the assessment notice and new payment coupons in November after the following changes have been made: removal of the festival line item; lower the increase to the general fee by $3; and the remainder of the festival line item balance to be moved to snow removal.
Struntz/Watt Vote: 5/0/3
- Community Yard Sale Signs: If the Board would like to order 5 new community yard sale signs and frames, the total cost would be $195.00. The previous signs said “Community Yard Sale Saturday 8-12.” The Board decided to extend the yard sale to Sunday and to have longer hours. The Board determined it would be best to purchase the sturdier standard frames for an additional $4 an item.
Motion: To approve the printing of the 5 new community yard sale signs and frames up to $250 and to extend the hours to both Saturday and Sunday from 8am - 4pm.
Jackson/Arkoian Vote: 8/0/0
- Reserve Investments: The Association’s Morgan Stanley MM Reserve Account currently has $142,705.87 with a $50,000.00 CD that will mature on 11/30/18. Keeping in mind the Board approved approximately $50,000.00 for pool repairs to be paid from Reserves this Fall, Management would recommend investing $40,000.00 into a 2020 CD and a $50,000.00 into a 2023 CD so that the Association can continue to ladder the funds.
Motion: To approve the Reserves investment as written, investing $40,000.00 of Reserves into a 2020 CD and a $50,000.00 into a 2023 CD so that the Association can continue to ladder the funds.
Sweet/Arkoian Vote: 8/0/0
- Write Off to Bad Debt – *****: This home foreclosed on 10/13/17. All amounts due from the foreclosure sale to the present have been paid. The balance on the account, $1,314.18, should be written off to bad debt.
Motion: To approve the write-off to bad debt for the remaining balance on the account in the amount of $1,314.18.
Jackson/Miller Vote: 8/0/0
ACC: Provided their September and October meeting minutes
Pool Committee: none
Townhouse Committee: none
Condo Committee: Blacktops were fixed.
Landscaping Committee: none
Website Committee: none
Social Committee – Lakeside Festival: none
Treasurer’s Report: Financial reports were provided
- OLD BUSINESS:
There was no old business discussed.
- NEW BUSINESS:
Additions & Alterations Guidelines Draft: The ACC provided a draft of general considerations and guidelines for additions and alternations to homes to be added to the Community Guidelines. The Board discussed what would be reasonable guidelines that would keep the aesthetics of the community and allow for homeowners to create reasonable additions and/or alterations to their homes. The guidelines should allow homeowners flexibility but not change the original harmonious appeal of the community. The Board reviewed why there was a need to redefine the guidelines and the draft provided by the ACC. They discussed some of the verbiage of the limitations described in the draft and determined that they needed to take more time to review and provide more detailed language on the limitations.
Action: Come up with different language and options for the guidelines to discuss at the next meeting.
There being no additional business for the Board to conduct, the meeting adjourned at: 8:45 pm.
Motion: To adjourn the meeting.
Watt/Jackson Vote: 8/0/0
Please note the next scheduled meeting is November 27th, 2018 at 7:00 pm.