Minutes

           
Whittier Community Associates HOA, Inc.
Regular Meeting Minutes

February 25, 2014

The Board of Directors of Whittier Community Association met at the Somerford House, Frederick, Maryland on February 25, 2014 at 7:00 p.m.


Present

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

Absent

Bill Ryan, Director

 

Others Present

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.

 

II. MINUTES

 

The Board discussed the January 28, 2014 minutes. Motion: To accept the meeting minutes. Cowell/Sweet Vote: 5 For 1 Abstain

 

III. HOMEOWNER FORUM

 

There were no Homeowners present to address the Board.

 

IV. MANAGEMENT REPORT

 
  1. Pool Pass Distribution Materials: 1.
    1. Management had sent the Board a Draft copy of the 2014 pool pass distribution materials for their review. It was noted that there were a few editing corrections to be made. There are seventy-five outside memberships available. The Board discussed raising the cost for the outside membership. The cost for a family membership would be raised to $385.00 and a single membership would be raised to $285.00. The Board also discussed raising the discounted fee by $10.00. Motion: To increase the outside membership for a family to $385.00 and a single to $285.00 and increase the discounted fees an additional $10.00. Jackson/Watt Vote: Unanimous Motion: To approve the materials with a few edits. Sweet/Cowell Vote: Unanimous
    2. The Whittier Swimteam has again made a request that the Board allow the swimteam to use the Greenleaf pool for their practices. The Greenleaf Pool would be the pool that opens from 11 -7. Motion: The Board agrees with the swimteam usage. Sweet/Cowell Vote: Unanimous
    3. The past couple of years the Board had opted for Cobblestone to be the pool that is open when school is in session. The Board was again in agreement with continuing to use Cobblestone.
    4. In order to save money on printing and postage, Management is again offering to post the “Swimming Pool Guidelines” on the Vanguard website rather than mail them in the package. Last year, the Board decided to mail the Guidelines. The Board was in agreement with posting the materials on the Vanguard website and the Community Website instead of mailing them. Motion: To abstain from mailing out the guidelines to members inside the Community but mail the guidelines to the outside pool members.
    5. Cowell/Watt Vote: 4 For 1 No 1 Abstain
  2. Collection Policy: As the Board discussed in the January meeting, Management revised the Association’s Collection Policy, as all delinquent accounts will now be turned over directly to the attorney for collection. The attorney reviewed the revised Collection Policy and had a few suggestions, which were incorporated into the Policy. Management had sent the Board a copy of the draft Collection Policy and enclosed an email from the attorney listing their collection procedure and associated costs. The Board wanted to limit the Attorney to a certain amount per case. If further action was needed the Attorneys would need to get authorization from the Board before proceeding. The Board also discussed changing the late fee to be 10% of the amount due. Motion: To accept this draft for Whittier Association with the modification of 10% fee for the late fee. Cowell/Watt Vote: Unanimous Motion: We are authorizing Lerch Early & Brewer after an account is 60 days delinquent we then conduct deed/bankruptcy/foreclosure research ($40.00 or $60.00) and send an NOI ($175.00). Once the 30 days has passed without payment we authorize the lawyer to proceed with a lien ($250.00 plus recordation and/or taxes). Cowell/Watt Vote: Unanimous Action: Management to ask Attorneys for a discount. Action: to be posted on the Whittier Association Website

V. COMMITTEE REPORTS

 

A.  ACC: none

B.  Pool Committee:none

C.  Townhouse Committee: none

D.  Condo Committee: none

E. Landscaping Committee:The trees are getting pruned that were damaged during the ice storm.

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: 8:33pm. Motion: To adjourn the meeting. Jackson/Sweet Vote: Unanimous

 

 

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

 

 

Respectfully yours,

 

Shelly Henning
Recording Secretary