Whittier Community Associates HOA, Inc.
Regular Meeting Minutes
November 27th, 2018
The Board of Directors of Whittier Community Association met at the Whittier Elementary School on November 27th, 2018, at 7:00 p.m.
Paul Zimnik, President
Bill Watt, Vice-President
John Arkoian, Secretary
Susan Miller, Director
Nancy Sweet, Director
Bernarda Jackson, Treasurer
Eric Struntz, Director
Mike Desimon, Director
Nancy Keen, Vanguard Management, Community Representative
Renee Henning, Recording Secretary
- CALL TO ORDER:
Dr. Paul Zimnik, President of Whittier Community HOA called the regular meeting to order at 7:06 pm with a quorum present.
ANNUAL METING ROLL CALL AND CERTIFICATION OF PROXIES:
A quorum of 159 was required. A total of 128 proxies were received and approximately 23 homeowners were at the meeting. Total: 147.
PROOF OF NOTICE OF MEETING OR WAIVER OF NOTICE:
The fact that Management did not receive enough proxies and/or residents in attendance is proof of waiver of notice.
DRAWINGS FOR HOA FEES:
Winner drawn for the proxies:
Nancy Cavazus (Middlekauff)
Winner present at meeting:
- REGULAR MINUTES:
The Board discussed the October 23rd, 2018 minutes and noted some edits.
Motion: To approve the October 23rd, 2018 minutes with the noted edits.
Sweet/Arkoian Vote: 5/0/0
- HOMEOWNER & GUEST FORUM:
President Dr. Zimnik explained what the Board does to the present Homeowners and introduced present Directors. The President encouraged the Homeowners to use the Whittier Website (www.whittieronline.org) to review minutes and find more information in regard to being involved with the Association. He also reminded Homeowners that the ACC, Landscaping Committee, Social Committee, and Garden Club are always looking for more volunteers and members.
Homeowners expressed the following issues:
Yard Waste Collection Change: A Homeowner stated that they never received notification of the pickup time changing to Friday for waste. Management explained that it is run by the City and notifications were posted on the website. Both the City and County have sites that provide that information as well as an option to sign up for email notifications.
Request for Newsletters and Printed Communication: A Homeowner requested that a newsletter or printed communication be sent out to get updates such as the waste time change. The Board explained that they used to send out printed information, but in order to eliminate paper waste and the additional cost, all notifications and pertinent information is now posted on the website: www.whittieronline.org.
Facebook Forum: The Board does not have an official Facebook forum. There is one created and run by Community Members. The issue discussed about a forum admin once being a Board Member is no longer relevant since they have concluded their term and are not running again for election.
Neighbors’ Fence: A Homeowner brought up an issue with their neighbors’ fence along their property. The Board explained that they approve the style or type of fence, but the City is responsible for providing the permits and approval of placement. The Homeowner was encouraged to contact the City and report the issue to them. If the Homeowner believes the fence does not follow the Guidelines, they can report that to Management as well.
Resurfacing Streets Request: A Homeowner stated that the Amber Meadows resurfacing looks great and asked if the same could be done in the community. Management provided the City website, where Homeowners can report a problem and request the resurfacing. The City does have a long-term plan for the roads, but if they receive notifications they will look into the problems.
Standing Water Issues: A Homeowner brought up an issue with standing water with the rain in backyards due to the drains put in place. The Board suggested contacting the City to approve of re-engineering of drains.
Pool Issues: A few Homeowners brought up complaints about this year’s pool season. Management reminded Homeowners it’s best to call Management with those issues right away, so they can address them immediately.
Budget: Some Homeowners asked a few clarifying questions about the Budget for next year. The Board reminded Homeowners the Budget is available online in full detail for their review at any time.
- MANAGEMENT REPORT:
- ACC Appeal (***** – Shed Request): This homeowner is appealing the ACC Committee’s decision to deny their shed request.
The request was denied because the shed location was improper, and a shed height needed to be provided. The homeowner requested an appeal to state their reasoning behind the design and a petition to waiver.
Appeal by Homeowner: The Homeowners provided the height of the building and the reason it was not placed in the normal back corner of the lot. The City’s guidelines for zoning would not allow them to place the shed in that location due to a requirement to have at least fifty percent of green space, as well as an issue with drainage. The City approved the proposed location. The Homeowners plan on replacing the old fence after building the shed and said the shed will not be visible with the tree and new fence. The Homeowners were open to a new fence being required as a stipulation for the fence to block the view of the shed. The Homeowners stated that they had to use the common area in order to remove rocks and debris since they are on an end unit and have already planned to repair and seed the ground to repair any damage done between the work being done and rain.
Board Discussion: The Board determined that the shed’s location should be approved due to the City’s requirements and permit approval. The Board also decided that a new fence that would block the view of the shed and repairing the damage done to the common area ground should be required as well.
Motion: To approve the variance request for the shed with the understanding the Homeowner will install a new fence and repair the damaged ground as agreed upon.
Watt/Arkoian Vote: 5/0/0
- Deferred Assessment Resolution: At the end of each year Goldklang Group recommends that, for tax purposes, the Board pass a deferred assessment resolution. The resolution simply means that the Association will plan to use any surplus earned this year during the following year.
Motion: The Association elects to apply all or part of the excess assessment income to the following year’s assessments and that such final amount shall be at the Board’s discretion.
Sweet/Watt Vote: 5/0/0
Pool Committee: none
Townhouse Committee: none
Condo Committee: none
Landscaping Committee: none
Website Committee: none
Social Committee: none
Treasurer’s Report: Financial reports were provided
- OLD BUSINESS:
There was no old business discussed.
- NEW BUSINESS:
There was no new business discussed.
There being no additional business for the Board to conduct, the meeting adjourned at 8:35 pm.
Motion: To adjourn the meeting.
Arkoian/Watt Vote: 5/0/0
Please note the next scheduled meeting is January 22nd, 2019 at 7:00 pm.