Minutes

 

 

 

Others Present:

8 Homeowners

Nancy Keen, Vanguard Management, Community Representative

Renee Henning, Recording Secretary

 

1. CALL TO ORDER:

Paul Zimnik, President of Whittier Community HOA, called the regular meeting to order at 7:02 p.m. with a quorum present.

 

2. REGULAR MINUTES: The Board discussed the April 27, 2021, minutes as presented and provided some edits.

 

            Motion: To approve the April 27, 2021, minutes with the provided edits.

Sweet/Weaver                                                                                    Vote: 9/0/0

 

3. HOMEOWNER & GUEST FORUM:

1. Community Events: A Homeowner wanted to inform the Board that they have been coordinating with food trucks to obtain the permits needed and have things ready to go for Independence Day at the Lake. They also have most food trucks booked for August and October 15^th is also a potential date as well. For the Independence Day parade, they can coordinate for that, if there are volunteers that would be available to be on site the day of the event. The Board discussed the social committee helping with coordination. A Board Member mentioned that there has been some Homeowners that have offered to help.

 

2. Aquatics Class: Homeowners asked if an aquatics class instructor would need to get a guest pass and if they would be allowed to run a class at the pools. The Board said that the issue of a guest access or pass would be determined later in the meeting when they discuss the updates on the COVID pool regulations. The instructor has offered to get insurance coverage for the class. The Homeowner presenting the idea of the class mentioned that the instructor would need to charge around $40-50/hour in total and the goal is to get enough signed up for the class that it would be about $5/person. There have been about 20 or so expressing interest on social media. A concern that a Board Member brought up was regarding a maximum for the class to honor the maximum capacity for the pools.

 

3. Pool COVID Restrictions & Hours Posted: A Homeowner brought up the COVID restrictions for the pools and that some want the furniture and ability to have guests back. The CDC and County have been said to going back to full capacity as of July 1st. The Board recognized that the federal, state, and local restrictions have changed and will be discussing and voting on it later in the meeting. The Board wanted to note that if there are any continued restrictions after this meeting, they will be reevaluated in July as well.

 

Another Homeowner mentioned there has been some confusion with the pool hours listed on website, the app, and posted at the pools. The Board will check the website and correct it if the hours are wrong. The dates were listed as of what had originally been planned and will be updated since the school schedule changed and effected the pool schedules. The question was also posed about opening the pool an hour earlier. Management and the Board explained that would require additional hours for the lifeguards and that is not covered with the current budget and structure.

 

4. MANAGEMENT REPORT:

1. Pool Opening Decisions & Procedures: At the April meeting, the Board made numerous decisions regarding restrictions related to the pools opening. In mid-May, the CDC relaxed many of the restrictions for people that have been vaccinated. Management provided the below updated restrictions for the Board’s discussion:

 

1. Capacity: The Board approved to limit the capacity to 50 people per pool. Would the Board like to continue the capacity restriction?

 

2. Guests: The Board approved to not allow guests this year. Would the Board like to continue the no guest policy?

 

3. Pool Furniture: The Board authorized ServPro to store the pool furniture for all three (3) pools for $1,700.00 for the season. There is currently a “Bring Your Own Chair” policy. Management previously reached out to the Association’s attorney, and they recommended the furniture either be disinfected on a regular basis or stored. The pool furniture manufacturer reported that disinfecting products contain alcohol which will fade, dry, and crack the furniture.

 

 

The Board discussed the restrictions being lifted. Some Board Members noted what other communities and the City are doing at this time. Some Board members raised concern about allowing outside individuals into the pools and that being a risk for the Homeowners. Another Board Member discussed how they can’t make decisions based of a fear of lawsuits, especially if the CDC and City are not as restrictive. Several are agreeing with lifting restrictions to match the CDC and State. They discussed if they should go with just guests or outside memberships instead of both at the same time and how easy it would be to restrict those again if necessary. A Board Member noted that there have been several times that there’s been a waiting line for the pools at peek hours. So, it would affect current Homeowners if the capacity changed again, and it had been opened to guests and outside memberships. Management explained that guest passes will be distributed electronically through the app, 1 free and the rest would be purchased. For the additional ones, they can pay the lifeguards while checking in and they will be added to their accounts later.

 

A Board Member asked if the lifeguards had any issues with the patrons, regarding the restrictions or new processes. Management said that they have not heard of any complaints or issues. No one has had an issue with the electronic pass app system, other than those who did not purchase their passes yet and frustrated with not being able to get into the pools. They asked if Management had any additional notes about restrictions. Management said that since the last meeting, everything has changed. The restrictions made were wisely based of the restrictions at the time. Now that restrictions are being lifted and the liability is more on the individuals since the vaccine, that the pool restrictions could be changed to match the federal and state.

 

Another Board Member asked if going from 50 maximum capacity to the regular maximum limit would be wise. It was noted that the County is not removing restrictions right away in other community areas and public services. The City has been said to be planning on removing any restrictions on limitations. Some are lifting restrictions in phases.

 

Management noted that the regular maximum capacity is closer to 150 per pool. They asked the Board if outside memberships are going to be issued what they wanted to do with the July 1^st discounted memberships that typically would occur in the season. Would the board still want to do that? Some of the Board said they would want to honor that still. The Board talked about if anything would change for the swimteam, wouldn’t affect them other than their team members being able to get outside memberships.

 

Pool furniture was discussed and determined they needed to fill the new umbrellas with cement or concrete to set up. Right now, the policy is bring your own chair, and a Board Member asked if that would extend to when pool furniture is in use. The Board discussed that it should end with the pool furniture being returned. They also discussed the need to clean the furniture after it has been sitting in storage and unused the previous season.

 

Motion: At this time, to restore the pools to their original full capacity as of July 1st, allowing to be readdressed later in the season as needed.

Franks/Jackson                                                                           Vote 7/0/2

 

Motion: At this time, to allow guests passes be utilized as of July 1st, allowing to be readdressed later in the season as needed.

Brown/Jackson                                                                            Vote 9/0/0

 

Motion: At this time, to reinstate outside memberships as of July 1^st, allowing to be readdressed later in the season as needed.

Jackson/Lushbaugh                                                                    Vote 6/2/1

 

Action: Management will reach out to the swimteam to let them know about outside memberships and guest passes being available starting in July.

 

Motion: Authorize the discounted rate per family for outside memberships that was utilized in previous years starting in July be honored and utilized this year.

Jackson/Weaver                                                                          Vote 9/0/0

 

Motion: At this time, to bring back the pool furniture, allowing to be readdressed later in the season as needed.

Jackson/Weaver                                                                          Vote 9/0/0

 

Motion: To end the bring your own chair policy once the pool furniture is back, allowing if things should change it would be reinstated if the pool furniture needed to be removed.

Jackson/Weaver                                                                          Vote 9/0/0

 

Action: Management will check with ServPro to determine the schedule for furniture delivery and Continental Pools to disperse them to the pools. They will also check to see if the fees from ServPro can be refunded for the remainder of the contracted time.

 

Action: Management will coordinate with Continental Pools for the placement and fill of the umbrella bases, as well as the cleaning of the furniture.

 

2. Pool Repairs – Ratify Email Approval: As the Board approved by email, Continental Pools completed necessary repairs to the wading pools. The Cobblestone wading pool had a new filtration pump and motor installed for $1,550.00 and Greenleaf wading pool had a new chlorinator installed for $728.00. The Wetherburne wading pool has had a significant loss of water and Continental Pool is completing a pressure test to determine the source of the leak.

 

Motion: To ratify the email approval of the pool repairs for the wading pools to be paid from Reserves.

Kidwell/Sweet                                                                             Vote 9/0/0

 

3. Power Wash Cobblestone Pool Deck: It has been reported that the Cobblestone pool deck needs power washing. Management obtained an estimate from Squeaky Clean to power wash 15,350 sq ft of pool deck for $2,000.00. The debris is from the trees. One BM would like to see another quote because they believe they didn’t do their paperwork properly. They have been used for years by the management for a lot of communities/assoc.

 

Motion: To approve the proposal provided by Squeaky Clean to power wash the Cobblestone pool deck for the $2,000.00 quoted amount.

Weaver/Ferguson                                                                       Vote 6/1/1

 

4. Homeowner Request – Water Aerobics: A Homeowner made the request to host an informal water aerobics class at the pools. (As was mentioned during the Homeowner Forum above.) She would like the instructor to be allowed access to the pool for a once a week, one hour class. Management provided the homeowner’s request prior to the meeting. The Board discussed the details provided during the Homeowner Forum. Now that they voted on guest passes and outside memberships, it wouldn’t be a problem for the instructor to obtain either. A Board Member asked if the insurance policy the instructor has would state something along the lines of the association not being held liable and that it would meet the standard $1 million requirement of coverage. They expressed that her being allowed to run the class should be contingent upon the insurance meeting the requirements. Other Board Members expressed concern about the utilization of space by the class, depending on if it was in the shallow or deep end, how much it would occupy the common areas and obstruct members use of the pool. Management recommended that the class should be limited to 10 attendees and to use Weatherburne, due to the lower use of that pool, and during hours that are not at peak use for members. A Board Member stated that if they limited the number of attendees, they may not want to pay a higher rate. They asked about to use of the pool outside of normal hours, like the swimteam. Management explained that the problem would be having lifeguards on hand. They would have to pay the lifeguards to stay outside of the normal hours. A Board Member, who has taken the classes at other facilities, noted that there tends to be loud music for the classes, and should that be taken into consideration of how it would impact the members. They asked about roping off the section to help define the space used for the members. A Board Member stated that if it was a large party of members doing something similar, that it wouldn’t be regulated. The Board discussed if it would be better to make multiple times and pool locations as an option to keep the size of the classes lower.

 

Motion: To allow Elizabeth Toms to conduct aerobics classes at either Weatherburne or Cobblestone for an hour once a week, provided she obtains the proper insurance prior to conducting a class.

Weaver/Lushbaugh                                                                    Vote 8/1/0

 

 

5. Christopher’s Crossing Beds: As the Board reviewed at the April meeting, there is a proposal to remove the declining taxus at seventeen (17) beds along Christopher’s Crossing. A Board Member met with Ruppert Landscapes and decided on a renovation design for these beds, after the taxus are removed. Once the proposal is received, Management will forward it to the Board. Ruppert recommends that the taxus are removed now, and the renovations/installations are completed closer to the fall, which is a better time to plant. One Board Member expressed that they thought the quote was high and they didn’t think that all the worked quoted needed to be done. The Board Member who walked with the landscapers and looked through the beds explained that they are dying, they are over 20 years old and the road salt over the years has cased them to die from the inside. It is not just an esthetics standpoint to replace them, the general health of the plants matters, and they will need replacing soon. The one Board Member expressed that they thought the esthetics of the outside of the plants looked good enough and probably didn’t need to be replaced. Another Board Member said that the Board should appreciate the effort and time the Landscaping Committee has put into checking on the plants in the community and looking forward towards the need of removals and replacements. And noted that it has been carefully thought through in approaching what is necessary versus esthetical. The Board discussed potentially getting other quotes for the beds to see if it was necessary to replace those items and what others might quote for the removal and how they would propose a different design for replacement later. Management stated that they could seek out other opinions and proposals, but they would not provide Ruppert’s design of the planned replacements to other companies to compare.

Some Board Members thought it would be best to not explain to the other companies what Ruppert had even determined were dead and needing replacement to see if the other companies caught those or thought they were necessary. Management noted that they are large beds, and it is a big undertaking to completely redo them, just as a reference in understanding the quoted amount from Ruppert and what to expect from other companies.

 

Motion: To obtain two additional quotes from other companies regarding their recommendations for the areas in question, not providing any previous details from the current proposed designs and recommended removals.

Sweet/Kidwell                                                                             Vote 9/0/0

 

Action: Management will tell Ruppert their proposal is under consideration.

 

6. Dead Tree Removal: There are two (2) very large common area Honey Locust trees on Cobblestone Way that are dead and need to be removed. In addition, there is a large dead pine on Christopher’s Crossing. Management provided the Board with the proposals to remove these dead trees. A Board Member asked if this removal was for esthetics or safety reasons. It was explained that it is a safety concern and that they next storm could knock them down. This quote includes the replacement of the trees, to be conducted in the fall.

 

Motion: To approve the proposal for the dead honey locust tree removal because it is hazardous to the community.

Brown/Kidwell                                                                            Vote 8/1/0

 

Motion: To approve the proposal for the dead pine tree removal along Christopher Crossing.

Weaver/Ferguson                                                                       Vote 8/1/0

 

7. Weatherburne Way Bridge Restoration: There is a common area bridge on Wetherburne Way near the Lakeside Drive townhomes that has several rotted boards. Management asked Jet Services to inspect the bridge and replace the rotted boards. Due to the age of the bridge and the deterioration of the boards, it is recommended that the entire bridge be renovated at once instead of replacing numerous boards every few years. Management obtained an estimate from American Exteriors to completely renovate the bridge. If the Board approves, this cost would be paid from Reserve funds. A Board Member asked if there were other quotes to compare the cost, saying they thought it was high. Management informed them that they have reached out to several other companies, and they all said that they wouldn’t do it because of the size of the problem. This was the one company willing to do the work, came highly recommended, and because it was not an easy project to get a bid for due to the nature of the work, they are the best option. Another Board Member who walks that path every day said that it is very deteriorated. Management noted that it is 28 years old and has been overdue for the work.

 

Motion: To approve the proposal for the restoration of the Weatherburne Way Bridge, to be paid from Reserves.

Franks/Jackson                                                                           Vote 9/0/0

 

8. Reserve Investments: The account record as of 5/31/21 was provided for the Board’s review. The Morgan Stanley MM Reserve account has $265,189.76. Management would recommend investing $100,000.00 into a 2023 CD and $50,000.00 into a 2022 CD to continue to ladder the funds.

 

1. Motion: To approve the investment of $100,000.00 into a 2023 CD and $50,000.00 into a 2022 CD to continue to ladder the funds.

Sweet/Weaver                                                                              Vote 9/0/0

 

10. Key City Soccer Program: Management received a request from the Key City Soccer Program Director, Chris Stack, to start a soccer program for 3–6-year-olds in the community. He would like permission to have this information posted on the Whittier website for interested parents in the Whittier Community. It would be hosted on Greenleaf Park by Greenleaf Pool. The utilization of the space must get approval from City, which they have, but they would like to market to the neighborhood and would like to use the website as advertising.

 

Motion: To approve the request to utilize the website to advertise the soccer program to the community.

Ferguson/Weaver                                                                       Vote 9/0/1

 

5.          OLD BUSINESS: No old business at this time.

 

6. NEW BUSINESS:

1. Trim Bushes Near Pool: A Board Member noted there are bushes near the pool that may need to be trimmed. They clarified it was the Cobblestone pool and the greenery growing there. The Landscaping Committee offered to go look and see if it is overgrowing or just by design how it looks. Management can ask Ruppert to look as well.

 

Action: Management will ask Ruppert to look at the landscaping around the pool area to see if it needs trimming.

 

2. Pool Lights: A Board Member noted the lights may not be on when they should be on. There have been a few times they seemed to be off when they should stay on.

 

Action: Management will ask Continental Pools to look at the timers and see if they are staying on when they should be scheduled to do so.

 

3. Kellerton Construction: Management noted that Kellerton is starting construction on the water main line. The question was posed if there should be a post on the website to remind Homeowners. The Board wants to post it on the website as well as calling the specific Homeowners who are going to be affected by the construction work.

 

Action: Management will notify the homeowners to remind them of the work being done once they have enough details. The Board will post that information on the website.

 

 

6. COMMITTEE REPORTS:

4. ACC Committee: Due to the COVID-19 restrictions, the ACC Committee has been reviewing and approving applications by email.
5. Pool Committee: See above items for discussion.
6. Townhouse Committee: Nothing to report.
7. Condo Committee: Having large issue with dumping in the condo dumpsters by people who don’t live there. Always a problem with trash corrals, signs and camera monitoring doesn’t discourage. Trespassing issues as well, which can be cited for and fined. Homeowners are aware and will call the police if they see it occurring. They would like something posted on the website as a reminder that smoking and drugs in the common areas and use of the condo trash corrals is prohibited.
8. Landscape Committee: See above items for discussion.
1. Social Committee: Nothing to report.
10. Treasurer’s Report: The Board reviewed the financial reports.

 

7. ADJOURNMENT: There being no additional business for the Board to conduct, the meeting adjourned at 8:56 p.m.

 

Motion: To adjourn the regular meeting at 8:56 p.m.

Jackson/Kidwell                                                                               Vote: 9/0/0

 

Please note the next scheduled meeting is to be held on Tuesday, August 24, 2021, at 7:00pm via Zoom video call due to COVID-19 restrictions.

 

Respectfully,

 

Renee Henning

Recording Secretary