Minutes

           
Whittier Community Associates HOA, Inc.
Regular Meeting Minutes

August 26, 2014

The Board of Directors of Whittier Community Association met at the Somerford House, Frederick, Maryland on August 26, 2014 at 7:00 p.m.


Present

Paul Zimnik, President
Daniel Cowell, Vice-President
Bernarda Jackson, Treasurer
Jenny Marino, Secretary
Nancy Sweet, Director

Absent

Bill Ryan, Director
Bill Watt, Director

 

Others Present

Craig Zaller, Nagle & Zaller P.C.
Dejan Milenkov, Continental Pools
Marko Jovanovic, Continental Pools
Dave Latch, ACC Committee Chair
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.

 

II. MINUTES

 

The Board discussed the June 24, 2014 minutes. Motion: To accept the minutes. Cowell/Marino Vote: Unanimous

 

III. HOMEOWNER FORUM

 
  1. There were no Homeowners present to address the Board.

 

IV. MANAGEMENT REPORT

 
  1. Fall Pool Repairs: Mr. Milenkov and Mr. Jovanovic addressed the Board about this summer’s pool season and the equipment. It was a quiet summer. There was only one incident of vandalism – items were thrown into the pool. Continental included proposals for each of the pool’s fall repair. It is better to do preventative maintenance instead of costly repairs. Wetherburne needs filters replaced and unfortunately the current filters are obsolete and the parts are hard to find. They suggested replacing the waterline tile at the Wetherburn Pool it would be best done when the resurfacing was done. The Board asked for samples of the different colors of tiles. Last fall Continental recommended the Cobblestone and Wetherburne Pools be resurfaced and the Board chose to do the Cobblestone Pool in 2013and do the Wetherburne in 2014. The normal life expectancy of plaster is 7 -10 years. Wetherburne was last plastered in 2003. If the Board approves this work it would be a Reserve Fund expense. A 10% discount will be given if Continental makes the repairs in the fall. Motion: That we move forward with all the repairs for all 3 pools as presented to us by Continental Pools – Wetherburne $46,255.00; Greenleaf $1,135.00; Cobblestone $2,945.00 with a 10% discount. Sweet/Marino Vote: 3 For/ 1 Opposed Action: Management to get samples of the pool waterline tile.
  2. Pool Management Contract: Continental Pools is offering a two-year contract. There is a 7% increase due to the minimum wage increase in Maryland and an extra week in the summer of 2015. For the following year there is an additional 2% increase over the 2015 increase. The Board discussed the benefits to having a pay phone verses a 911 call box and a land line. Even though a pay phone is a little higher in cost than the 911 call box the Board agreed that it was the best option since it would not need to be monitored. The Board has been very happy with Continental and that Continental has gone above and beyond of taking care of the pools and equipment. The Board did request Management get a usage report for each pool for each day. Motion: Due to our track record with Continental Pools and happiness with their service move that we approve renewal contract. Jackson/Marino Vote: 3 Approve 1 Abstain
  3. ACC Committee Considerations: Mr. Latch the ACC Committee Chair let the Board know he would like the meetings to be from 7-7:30pm and if no applications are received by Saturday before the meeting that no meeting will be held. He spoke with the Board about the need for additional members on the ACC. Mr. Cowell volunteered to join the ACC if it wouldn’t be a conflict with his position on the Board. Mr. Latch has been speaking with other Homeowners about joining too. Mr. Latch wanted to include announcements with the Association’s mailings. The Board thought that was a good idea. The Board suggested that they should also be posted on the Association’s web site too. The Board also invited Mr. Latch to the Annual meeting to discuss ACC Committee. Motion: To mail out announcements from the ACC with the budget and other mailings. Cowell/Sweet Vote: Unanimous
  4. 2015 Draft Operating Budget: Management is proposing a draft 2015 Operating Budget. The budget reflects a 3% increase for the General Assessments and a 4.4% increase in Townhouse assessments for 2015. Based upon the requirements of State and county laws, the anticipated schedule for budget review and comment and approval should be: 8/26 – Board members to review budget and approve for publication to members for comment; 10/28 – hear comments from homeowners on proposed budget; Final approval of 2015 Operating Budget; November 2014 – mail budget approval notice and new payment coupons to homeowners. Management kept the cost increases at a minimum. Most of the increase is due to the cost to cover the delinquent accounts and funds recommended by the Reserve Study. Whittier is financially sound. The last Reserve Study was done in 2006 and since the economy has changed so much since then the Board thought they might want to consider another study next year. Motion: We authorize the 2015 Operating Budget to be distributed to the homeowners for comment. Jackson/Sweet Vote: Unanimous
  5. Legal Representation: As the Board had directed Management notified Lerch Early and Brewer on June 25, 2014 that the Association had retained Anastasia Michaels to represent the Association. Ms. Michaels terminated her representation as the Association’s attorney on July 21, 2014. Management has a proposal from Nagle & Zaller, Attorneys at Law. They represent another Vanguard community and have deferred billing options which are explained in the proposal. Mr. Zaller gave a presentation on his firm and answered questions from the Board. They have ten attorneys working for them and are Community Association attorneys. He discussed with the Board three different options of his billing. The Board stated they would like to look over his options and get back to Mr. Zaller.
  6. Bad Debt Write-Off/******: This home foreclosed in May 2013 and transferred to new owners in May 2014. All amounts due from the foreclosure date through December 2014 have been paid in full. The pre-foreclosure balance of $342.35 must be written off to bad debt. Motion: To write off the bad debt as stated. Marino/Jackson Vote: Unanimous

V. COMMITTEE REPORTS

 

A.  ACC: none

B.  Pool Committee: none

C.  Townhouse Committee: none

D.  Condo Committee: A Board member reported that there had been another act of vandalism. Other Board members reported that car windows have been broken out.

E. Landscaping Committee: A Board member would like to see more edging done but realize this might cost more.

F. Communication Committee: none

G. Social Committee: none

H.  Treasurer’s Report:  none

 

 

VI. OLD BUSINESS

 

There was no old business discussed.

 

VII. NEW BUSINESS

 

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 9:10pm. Motion: To adjourn the meeting. Sweet/Jackson Vote: Unanimous

 

 

Please note the next scheduled meeting is September 23, 2014 at 7:00PM.

 

 

Respectfully yours,

 

Shelly Henning
Recording Secretary