Minutes

           
Whittier Community Associates HOA, Inc.
Regular Meeting Minutes

September 24, 2013

The Board of Directors of Whittier Community Association met at the Somerford House, Frederick, Maryland on September 24, 2013 at 7:00 p.m.


Present

Dave Fowler, President
Bill Ryan, Vice-President
Paul Zimnik, Director
Bill Watt, Director
Nancy Sweet, Director
 

 

Absent

Jenny Marino, Secretary
Bernarda Jackson, Treasurer

 

Others Present

Dr. George Long, ACC Committee Chair
Nancy Keen, Vanguard Management,
Community Representative
Shelly Henning, Recording Secretary

 

 

I. CALL TO ORDER
 

Mr. Dave Fowler, President of Whittier Community HOA called the regular meeting to order at 7:17pm with a quorum present.

 

II. MINUTES

 

The Board discussed the August 27, 2013 minutes. Motion: To approve the minutes. Ryan/Zimnik Vote: Unanimous

 

II. ACC

 

Dr. Long spoke to the Board about updating the current Guidelines for the Association regarding deck coatings and Solar Panels. There are several new products out now for deck coatings intended for use on decks that are weathered or deteriorated. Dr. Long suggested the Guidelines should be revised to include this new product. His suggestion for the revision was to add: “Painted with a solid-color coating made for the purpose. If a solid color is used, prior approval of the color by the ARC is required.”
Motion: That we allow Dr. Long’s revision of the guidelines. Ryan/Zimnik Vote: Unanimous The Board discussed the Solar Panel guidelines.

They discussed where the Solar Panels could and could not be placed.
Motion: Accept the language as written. Watt/Zimnik Vote: Unanimous Action: The new information will be added to the Guidelines.

 

IV. HOMEOWNER FORUM

  There were no Homeowners present to address the Board.

 

V. MANAGEMENT REPORT

 
  1. Pool Furniture Repairs: Management obtained a proposal from Criterion to re-strap the chairs that are in need of repair. This expense is a Reserve expense.
    Motion: Move that we approve this work. Zimnik/Ryan Vote: Unanimous
  2. Asphalt Parking Lot Repairs – Waller House Court: Management obtained an additional estimate from O’Leary Asphalt, giving the specific locations to repair and also requested a proposal if they were to mill and overlay all the parking bays on Waller House. The proposals from Dominion Paving and O’Leary are now addressing the same areas. This is a Reserve Fund expense. The Board decided to table this until the next meeting and asked Management to take pictures of the parking lot.
    Action: Management to take pictures of the areas in question.
  3. Bad Debt Write-Off:
    1. ******: This homeowner filed Chapter 7 bankruptcy and was discharged by the US Bankruptcy Court on December 24, 2012. According to the court order, all amounts due to prior to filing date are not collectible. The pre-petition bankruptcy balance of $1,106.50 must be written off to bad debt.
      Motion: That we write it off. Watt/Zimnik Vote: Unanimous
    2. ******: The property was foreclosed on July 15, 2013 and subsequently transferred to a new homeowner in September 2013. All amounts due from the mortgage company and the new owner have been paid in full (July 15, 2013 to present). The Board approved a write off to bad debt of the following pre-foreclosure balance of $884.00 Motion: Move that we write it off. Ryan/Sweet Vote: Unanimous
  4. Tree Removal: A resident had requested that a tree be removed because it was dropping acorns and debris on their car. Management had the City Arborist examine the tree. He reported that the tree is healthy and that the City recommended the tree not be removed. During the discussion it was reported that Management received a phone call from the son of the resident expressing frustration and anger that the Board may not remove the tree and he made the statement, “who do I call when my mom falls and hurts herself on an acorn?”
    Motion: In response to a resident request that we remove a healthy approximately 20year old pin oak tree in the community because the acorns are falling on this resident’s car, the Board decides to take no action to remove or alter this tree. Zimnik/Ryan Vote: Unanimous

VI. 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

 

 

VII. OLD BUSINESS

 

There was no old business discussed.

 

VIII. NEW BUSINESS

  There was no new business discussed.

 

IX. ADJOURNMENT

 

There being no additional business for the Board to conduct at this time, the Board meeting adjourned at: 7:45pm. Motion: To adjourn. Watt/Ryan Vote: Unanimous

 

 

Please note the next scheduled meeting is October 22, 2013 at 7:00PM.

 

 

Respectfully yours,

 

Shelly Henning
Recording Secretary