Minutes

Whittier Community Associates HOA, Inc.

Regular Meeting Minutes

January 28, 2020

 

The Board of Directors of the Whittier Community Association met at Daybreak Adult Center on January 28, 2020, at 7:00 p.m.

 

Present:                                                                                                                     

Paul Zimnik, President          

Royle Kidwell, Vice President                      

Ronnie Lushbaugh, Secretary

Laura Ferguson, Director

Roger Franks, Director

Nancy Sweet, Director

Michael Brown, Director

 

Absent:

Bernarda Jackson, Treasurer

Andrea Weaver, Director

 

Others Present:

Nancy Keen, Vanguard Management, Community Representative

Pierz Barry, Recording Secretary

Matt & Sandy Thomas, residents

 

  1. CALL TO ORDER:

Dr. Paul Zimnik, President of Whittier Community HOA called the regular meeting to order at 7:05 p.m. with a quorum present.

 

  1. REGULAR MINUTES: The Board discussed the November 26, 2019 minutes as presented. The Board moved to accept the minutes as presented.  

            Motion:  To approve the November 26, 2019 minutes as presented.

Zimnik/Ferguson                                                      Vote: 5/0/2

 

  1. HOMEOWNER & GUEST FORUM: No homeowners came to address comments or concerns to the Board.

 

  1. MANAGEMENT REPORT:
  1. 2020 Board Officer Positions: The Board elected the officers for the 2020 Board of Director’s Term.

Motion: To approve the following 2020 Board positions Paul Zimnik – President, Royle Kidwell –Vice President, Bernarda Jackson – Treasurer, Ronnie Lushbaugh – Secretary

Zimnik/Ferguson                                                Vote: 7/0/0

 

  1. Whittier Lake Maintenance: Aquatic Environment Consultants (AEC) presented a proposal for an additional treatment each month, on top of the City of Frederick’s once a month contract, to control the algae on the lake for the cost of $2,160.00 for five (5) treatment.

Motion: To accept the additional five (5) treatments from Aquatic Environment Consultants to treat the algae on the lake once each month on top of the City of Frederick’s once a month contract for the cost of $2,160.00 as presented.

Sweet/Brown                                           Vote 7/0/0

 

  1. ACC Appeal/*****:  The homeowner came to appeal the ACC Committee’s decision to deny his sunroom addition request. The homeowner made some adjustments to the style of windows on his original application.  The sunroom windows will match the style of the existing windows on the house.

Motion: The Association accepts the revised application from ****for their sunroom addition as presented.

Brown/Franks                                         Vote 7/0/0

 

  1. 2020 Pool Pass Materials:  The Board reviewed the 2020 pool pass materials. If approved Management will have the pool information printed and mailed out in April.

Motion: To approve the 2020 pool pass material and to mail them out to residents in April as presented.

Sweet/Ferguson                                       Vote 7/0/0

 

Motion: To approve for Greenleaf pool to open at 11:00 -7:00 p.m.

Sweet/Ferguson                                       Vote 7/0/0

 

  1. Homeowner Request/Handicap Parking (*****): The homeowner is requesting the parking space closest to her gate be designated as a handicap parking space.

Motion: To accept the request to place a handicap parking space in the spot closest to the gate of ********.

Ferguson/Franks                                     Vote 7/0/0

 

  1. Financial Reports: The Board reviewed the Financial reports.
         
  1.          COMMITTEE REPORTS:
  1. ACC Committee: Nothing to report.

 

  1. Pool Committee: Management noted that the new furniture for pools has been ordered and a deposit was made. The estimated arrival for the furniture is in 6-8 weeks.

 

  1. Townhouse Committee:  Nothing to report.

 

  1. Condo Committee: Nancy Sweet discussed an incident that occurred the day after Christmas. A young boy road a motorized bicycle recklessly around the condo area and in the park. She spoke with the police regarding the incident. They advised residents to call the non-emergency number to report it if it happened again.

 

  1. Landscape Committee: Nothing to report.  

 

  1. Communications Committee: Nothing to report.

 

  1. Social Committee: Nothing to report.

 

  1. Treasurer’s Report: Nothing to report.

 

  1. OLD BUSINESS: No old business to report.  

 

  1. NEW BUSINESS:
  1. Social Committee:  Mr. Lushbaugh asked about the dues structure and why the Townhouses dues are so high. He wanted to know if it was possible to lower them. Management and the President explained the governing documents and the services covered by the dues. Additionally, he felt there should be more advertisement for the HOA meetings. Finally, he asked about communication from the HOA to residents.

 

Action: The Board will look into bulk mailing prices.

 

  1. Graphcom: Management discussed plans for Graphcom to renovate the Rocky Springs entrance sign and resurface it.

Motion: To approve Graphcom’s proposal to renovate the Whittier sign and resurface it for cost of $1,582.00 as presented.

                  Franks/Zimnik                                        Vote: 7/0/0

 

  1. Reserve Investments:  Management recommended the Board consider investing $200,000.00 from the Reserve Fund Money Market account into two (2) CDs.

Motion: To invest $200,000.00 from the Reserve Funds Money Market account into two (2) $100,000.00 CDs, one into a four-year term CD and the other into a five-year term CD.

                  Zimnik/Ferguson                                    Vote: 7/0/0

 

  1. ADJOURNMENT: There being no additional business for the Board to conduct, the meeting adjourned at 8:25p.m.

Motion: To adjourn the meeting at 8:25 p.m.

Franks/Ferguson                                           Vote: 7/0/0

 

Please note the next scheduled meeting is to be held on Tuesday, March 24, 2020 at 7:00pm at the Daybreak Adult Service Center.

Respectfully,

Pierz Barry

Recording Secretary