Whittier Community Associates HOA, Inc.

Regular Meeting Minutes

October 25, 2016



The Board of Directors of Whittier Community Association met at the Somerford House, Frederick, Maryland on October 25, 2016 at 7:00 p.m.



Present:                                                                                                                                 Paul Zimnik, President                                                                                 

Bill Watt, Vice-President

John Arkoian, Secretary                                                                                        

Nancy Sweet, Director

Roger Franks, Director

Susan Miller, Director



Bernarda Jackson, Treasurer

Eric Struntz, Director

Bill Ryan, Director          


Others Present:

Several Homeowners

Nancy Keen, Vanguard Management, Community Representative

Shelly Henning, Recording Secretary



I.         CALL TO ORDER:

Dr. Paul Zimnik, President of Whittier Community HOA called the regular meeting to order at 6:57pm with a quorum present.



The Board discussed the September 27, 2016 minutes and noted one correction.

Motion:  To approve the minutes with one correction.

Watt/Miller                                 Vote: Unanimous





1. Mr. Franks discussed the Neighborhood Watch group and the progress he is making.

2.A homeowner had concerns about the lake and if the aeration system is working or not.  The lake is owned by the City.  The Association pays for half of the treatments for the Lake.

3.A homeowner mentioned that the Pavilion has shingles falling off of it.  The Pavilion also needs to be painted.  The benches at the lake need to be repaired.  Management stated she had already called and that the City has issued a work order for it. 




A. Increased Pool Hours:

At the September meeting, the Board approved the 2017-2018 renewal contracts with Continental Pools.  Due to the recent change in the school calendar, all public schools in Maryland may start after Labor Day.  Continental Pools submitted a proposal for the additional hours to be added to allow the pools to remain open during that time: 

Wetherburne:  201- $1875.00; 2018 - $2000.00.    The total for both years $3,875.00

Greenleaf:  2017 - $ 1965.00; 2018 - $2096.00.   The total for both years is $4,061.00

Cobblestone:  2017 - $225.00; 2018 - $ $240.00.   The total for both years is $465.00

The Board discussed waiting to make a decision until possibly January or February.



B.Snow Removal Contract:

Classic has submitted a Snow Removal Contract for the Board’s review.  The Association is only responsible to clear the common sidewalks in the community, as the streets are City owned and maintained and are plowed by the City.  The costs have remained the same as last year, $60.00/hr to clear walks/steps with shovels and $70.00/hr to clear walks with a blower.

Motion:  That we accept this contract.

Franks/Watt                          Vote:  Unanimous 


C.2017 Budget Approval:

Management developed a draft 2017 Operating Budget for the Association.  The Board approved the Budget to be posted on the website for homeowners to review and comment.  The 2017 Draft Budget Notice postcard was mailed to the homeowners on 9/1/16.  To date, there have been no homeowner comments.  Upon the Board’s final budget approval, the assessment notice and new payment coupons will be mailed in November. 

Motion:  To approve the 2017 budget. 

Watt/Franks                          Vote:  Unanimous 



D.Remove Dead Oak Tree at 2405 Dunmore Ct:

It is in the traffic circle.  It is a large tree approx 30 feet tall.  The cost is $2,040.00 to remove tree, grind stump and replace tree with Red Maple.

Motion:  To accept. 

Miller/Sweet                         Vote: 5 For 1 Oppose    


E. Removal of Large Red Oak:

The large limb is hanging over the parking area at 2425 Prentice Ct.  This is in a common area.    The cost is $428.00

Motion:  That we trim the low hanging limb. 

Franks/Watt                          Vote:  Unanimous    




A.  ACC:  They are currently revising the Guidelines.

B.  Pool Committee:  none

C.  Townhouse Committee:  none

D.  Condo Committee:  The Condos are in the process of painting the fire hydrants themselves.   

E   Landscaping Committee: Classic has dug the beds for the annuals in the new area.   

F.Website Committee:   none

G.Social Committee:  none

H.Treasurer’s Report:  none

I.NAC: none




1.Memorial Bench:

The homeowner will have a plaque on the bench in memory of her husband.

2. It was noted that the Townhomes have a large amount of maintenance violations.  Management discussed if the violations also violate City ordinances the City Code Enforcement can also be notified.  The Association has limited enforcement power.  The Association is   allowed to withhold pool passes.   Management completes two inspections a year.  The Board encourages residents to notify Management about any problems.




A. Board Meetings Schedule Change:

The Board discussed with Management some of the advantages of reducing the amount of Board meetings per year.  Currently the Board has ten meetings a year.  The Board also discussed changing the Annual meeting to a different time; it seems to always fall on the week of Thanksgiving.

B.Neighborhood Watch:

Currently in Frederick City there is only one Neighborhood Watch functioning.  The Board discussed liability issues and would like a legal opinion on forming a Neighborhood Watch.  The Board discussed keeping the Neighborhood Watch as a separate entity. 

Motion:  Authorizing up to $300.00 for legal fees for our Attorney to give a legal opinion for possibly forming a Neighborhood Watch under a separate LLC.

Miller/Arkoian                                       Vote:  Unanimous



                     There being no additional business for the Board to conduct at this time, the Board    meeting adjourned at 8:25pm.

         Motion:  To adjourn the meeting. 

         Watt/Franks                                                     Vote:  Unanimous 



Please note the next scheduled meeting is November 22, 2016 at 7:00PM.




Respectfully yours,




Shelly Henning

Recording Secretary