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Minutes

           
Whittier Community Associates HOA, Inc.
Regular Meeting Minutes

October 28, 2014

The Board of Directors of Whittier Community Association met at the Somerford House, Frederick, Maryland on October 28, 2014 at 7:00 p.m.


Present

Daniel Cowell, Vice-President
Bernarda Jackson, Treasurer
Bill Ryan, Director
Nancy Sweet, Director
Bill Watt, Director

Absent

Paul Zimnik, President
Jenny Marino, Secretary
 

Others Present

Nancy Keen, Vanguard Management, Community Representative
Shelly Henning, Recording Secretary
20 Homeowners (see sign in sheet)

 

 

I. CALL TO ORDER
 

Mr. Daniel Cowell, Vice-President of Whittier Community HOA called the regular meeting to order at 7:04pm with a quorum present.

 

II. MINUTES

 

The Board discussed the September 23, 2014 minutes. Motion: To approve the minutes as written. Watt/Sweet Vote: 4 For/1 Abstain

 

III. HOMEOWNER FORUM

 
  1. Condo Owners Budget Concerns: Several Condominium Owners were present at the Meeting to address the Board about the increase in the 2015 proposed Operating Budget. The fee is increasing $9.00 for the year. Some of the cost increases are:
    1. The Management fee has increased 13cents a month per home.
    2. The Pool Management has increased 7%. This is due to the increase in minimum wage in Maryland and there is also an additional week in the 2015 pool season.
    3. The Bad debt has increased due to the increased delinquency rate in the Association. The Board informed the Homeowners that they have recently hired a new attorney and revised the Collection Policy with the hope to encourage residents to pay their assessments in a timely manner. The Board explained that they have worked very hard to keep all costs down. Several of the Homeowners expressed that they do not use the pool or common areas. Management explained that each home (condo, townhome, and single family) in the Association has to pay the same amount towards the General fund. The Homeowners suggested that the funds for Pool Passes and Outside Pool Memberships be increased so that those using the pool would take on more of the cost. The Homeowners suggested that Management send less out by mail and post more online in order to reduce postage. The Homeowners discussed the Social Fund, and suggested it would be better to seek donations from the local businesses in the community since people have come from outside the community to partake in the event.

 

IV. MANAGEMENT REPORT

 
  1. Pool Furniture Repairs: Criterion inspected the broken pool furniture and submitted an estimate for the restrapping and repairs of the furniture at the Wetherburne and Greenleaf Pools. Cobblestone did not have any broken furniture. This cost would be a Reserve expense. Motion: Approve Criterion repairing the furniture for both pools. Ryan/Watt Vote: Unanimous
  2. Snow Removal Contract: Classic has submitted a Snow Removal Contract renewal. The cost has remained the same as last year. The Association is responsible only to clear the common sidewalks in the community, as the streets are City owned and maintained and are plowed by the City. Motion: To accept the contract as written. Watt/Jackson Vote: Unanimous
  3. ACC Committee Members: The ACC Committee members are still currently reviewing the revised ACC Guidelines and will submit them for the Board’s review when they are complete. Three homeowners have volunteered for the ACC Committee; Bill Lukens, Jodi Auteri, and Cynthia Coates. Kaleed Lateef has been unable to attend the meetings in over a year and the Committee is asking for Ms. Lateef to be removed from the Committee. Motion: To approve Cynthia Coates, Jodi Auteri and Bill Lukens be appointed to the ACC Committee and remove Kaleed Lateef. Ryan/Watt Vote: Unanimous
  4. 2015 Budget Approval: The Board discussed if they wanted to continue having the Social Event and if not, the Budget would need to be modified for 2016. Currently there is $6,000.00 in the operating budget for a Social event. The first year the event was held it was not budgeted and the money came out of the Operating Account. The Board wanted to ask those attending the Annual meeting in November what their interest is in the National Night Out event. Management stated that the legal documents require that all units pay the same amount for General fee. The fee has increased $9.00 for the year. Motion: To accept the proposed budget. Ryan/Jackson Vote: 4 for/1 oppose

V. COMMITTEE REPORTS

 

A.  ACC: none

B.  Pool Committee: none

C.  Townhouse Committee: none

D.  Condo Committee: none

E. Landscaping Committee: none

F. Communication Committee: none

G. Social Committee: none

H.  Treasurer’s Report:  none

 

 

VI. OLD BUSINESS

 

Starting in 2015 we will charge a late fee 30 days late you get a late fee. All doc have been sent to attorney

 

VII. NEW BUSINESS

 
  1. There was no new business discussed.

 

VIII. ADJOURNMENT

 

There being no additional business for the Board to conduct at this time, the Board meeting adjourned at 8:37pm. Motion: To adjourn. Jackson/Watt Vote: Unanimous

 

 

Please note the next scheduled meeting is November 25, 2014 at 7:00PM.

 

 

Respectfully yours,

 

Shelly Henning
Recording Secretary