Whittier Community Associates HOA, Inc.
Regular Meeting Minutes
September 27, 2016
The Board of Directors of Whittier Community Association met at the Somerford House, Frederick, Maryland on September 27, 2016 at 7:00 p.m.
Paul Zimnik, President
Bill Watt, Vice-President
Bernarda Jackson, Treasurer
John Arkoian, Secretary
Nancy Sweet, Director
Roger Franks, Director
Susan Miller, Director
Eric Struntz, Director
Bill Ryan, Director
Bob Terpening, Continental Pools
Marko Jovanovic, Continental Pools
Brett VanOrsdel, Classic Landscaping
Jack Weaver, NAC Representative
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 7:00pm with a quorum present.
The Board discussed the August 23, 2016 minutes and had one correction.
Motion: To accept the minutes with one correction.
Watt/Arkoian Vote: Unanimous
III.HOMEOWNER & GUEST FORUM:
A. Homeowner suggestions:
1.A homeowner was concerned about algae in the lake. She also stated that the pavilion benches were in bad condition. Management stated she would contact the City. The Homeowner also stated her concerns for the community and properties that are not being kept up. Management explained there is only so much that can be done according to the legal documents.
2. A Homeowner stated he was interested in getting involved in the community and would like to learn more about the possibility of getting on the Board. He stated he would turn an application into Management.
A. 2017 – 2018 Grounds Maintenance Renewal Contract:
Mr. VanOrsdel, with Classic Landscaping addressed the Board. Classic Landscaping has submitted a renewal contract for 2017 and 2018. They are requesting a 3% increase for 2017 and a 2% increase for 2018. They would hold the 2018 price for 2019 with a three thousand voucher to apply towards enhancements for the Association. Classic had remained at the same price for 2015 and 2016. Both the General and Townhouse grounds maintenance renewal contract costs are below the 2017 proposed budget amount. In general, the Board thought Classic has been doing a great job. The Board also discussed the watering budget and only approx. $200.00 of the $500.00 additional watering has been used.
Motion: To accept the contract for 2017, 2018, and 2019.
Watt/Miller Vote: Unanimous
B.Proposals for Adding Annuals:
At the August meeting a homeowner discussed possibly adding annuals to the back entrance monument at Rocky Springs Road and an end cap bed of annuals at the Christopher’s Crossing and East Greenleaf intersection. Classic quoted $425.00 for enlarging the outer perimeter and adding flowers at Rocky Springs Road. Classic quoted $964.00 to create an End cap flower bed at Christopher’s Crossing and East Greenleaf. The Board discussed if the Association has used the previous coupon that had been received from Classic. Management was going to check to see if it had been used.
Motion: Approve the two projects; if we have the voucher use it and if not then pay for the work.
Arkoian /Jackson Vote: Unanimous
C.Fall Pool Repairs:
Mr. Terpening and Mr. Jovanovic with Continental Pools addressed the Board about the 2016 pool season. They also discussed the repairs needed for the pools. Continental Pools has submitted proposals for each of the pool’s fall repairs. A 10% discount will be given if they make the repairs in the fall. Mr. Terpening stated that he would provide a used lap lane rope that was in good condition to save the Association some funds.
1. Cobblestone: Sawcut and caulk deck cracks (Strongly recommend) $49.50 Install info/depth tile in deck (Optional) $280.50
2.Wetherburne: Install info/depth tile in deck (Optional) $1,071.00; Provide 82ft Swimming lane rope (Optional) $895.00
Wetherburne has a dedicated lap lane all season.
3. Greenleaf: Mast assembly for handicap lift (Must do/compliance) $1,578.00; Install info/depth tile in deck (Optional) $1,512.00 – the mechanism inside the chair lift will only go up and down not to the left and right. It is out of warranty. Continental agreed to test it in season; once a month will be added to their protocol. The Board is asking that each time it is tested that a person sits in the chair.
Installing the depth tiles would alleviate having to spray paint the depth markings on the deck around the pool. Continental would suggest the new tile go on the pool deck. It would only go where the depth markers are currently. The funds would come out of the Reserve.
Motion: That we approve pool repairs without the lane rope.
Franks/ Arkoian Vote: Unanimous
D.2017 – 2018 Pool Management Renewal Contract:
Mr. Jovanovic and Mr. Terpening with Continental Pools talked about labor prices going up. They said the 2016 season went well. Continental Pools has submitted a renewal two-year contract. Due to the Maryland Minimum Wage Laws the rates have gone up. The wage increases are 6% for 2017 and then another 9% for 2018. As the labor cost is going up significantly, the renewal contract price increase is 3% for 2017 and 7% for 2018. The 3% increase was included in the 2017 proposed budget. There are over 7,800 man hours to staff the pool. Continental also makes sure that the Association’s pools are compliant with the state. The Board discussed how well Continental Pools takes care of the pools.
Motion: That we approve Continental’s renewal contracts for 2017 and 2018 with the testing of the chairs to be added.
Franks/Watt Vote: Unanimous
E. Collection Decision:
1. Write-Off to Bad Debt*******:
This home foreclosed on October 28, 2015. All amounts due from the foreclosure date forward have been paid. The pre-foreclosure balance should be written off to bad debt.
Motion: To write off as a bad debt.
Jackson/Sweet Vote: Unanimous
V. COMMITTEE REPORTS:
A. ACC: none
B. Pool Committee: none
C. Condo Committee: none
D. Townhouse Committee: none
E Landscaping Committee: A Board member discussed the need for pruning of the trees on Christopher’s Crossing. Whittier Elementary school flower beds need cleaning out. Management will send an email to the school.
F.Website Committee: Twitter is now being used.
G.Social Committee: none.
H.NAC Report: Mr. Weaver reported what had been discussed at the NAC Meeting. Police have increased the presence. Cars have been broken into. Sheds have been broken into. There is concern for increased drug issues.
I.Treasurer’s Report: none
VI. OLD BUSINESS:
There was no old business discussed.
VIII. NEW BUSINESS:
A.Trash in the Community:
It was reported by a Board member that they are finding little alcohol bottles and beer cans on Christopher’s Crossing and Rocky Springs.
1. A home has a pile of things in front of the fence. Management to check out.
2. A home has weeds growing very high. The home also has a crate with left over patio blocks that have been there all summer.
- Memorial Bench:
A homeowner is requesting to refurbish common area benches and put a memorial plaque on the bench in honor of her husband.
Motion: To approve the homeowner making renovations to benches and adding memorial plaque for the benches.
Jackson/Watt Vote: Unanimous
There being no additional business for the Board to conduct, the Board meeting adjourned at 8:59pm.
Motion: To close the meeting.
Jackson/Sweet Vote: Unanimous
Please note the next scheduled meeting is October 25, 2016 at 7:00PM.