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Minutes

           
Whittier Community Associates HOA, Inc.
Regular Meeting Minutes

May 28, 2013

The Board of Directors of Whittier Community Association met at the Somerford House, Frederick, Maryland on May 28, 2013 at 7:00 p.m.


Present

Dave Fowler, President
Bernarda Jackson, Treasurer
Paul Zimnik, Director
Bill Watt, Director
Jenny Marino, Secretary
Nancy Sweet, Director
 

 

Absent

Jenny Marino, Secretary
Bill Ryan, Vice-President
Eric Struntz, Director

 

Others Present

Nancy Keen, Vanguard Management, Community Representative
Scott Hall, Owner of Classic Landscaping
Donnalee Harman, Account Manager, Classic Landscaping
Shelly Henning, Recording Secretary
Bob White. Homeowner

 

 

I. CALL TO ORDER
 

Mr. Dave Fowler, President of Whittier Community HOA called the regular meeting to order at 6:59pm with a quorum present.

 

II. MINUTES

 

The Board discussed the April 23, 2013 minutes and needed one change Motion: To approve with one change. Sweet/Jackson Vote: Unanimous

 

III. HOMEOWNER FORUM

  A homeowner asked what the proper procedure was to report home issues in the neighborhood. Management stated that they could email or call her.

 

IV. MANAGEMENT REPORT

 
  1. Ground Maintenance Operations: Classic Landscaping attended the meeting. The Board asked if they could have a monthly report separate from the invoice. Classic said they would get the reports to them before the Board meetings. The Board discussed a few areas that needed attention. The flower bed at the entrance looks lovely.
  2. Dead Common Tree/XXX Dunmore: There is a very large common area tree at the finger island in front of XXX Dunmore Ct. that is half dead. It is recommended that it be removed grind stump and replaced with a Bowhall Maple. It could fall and be a liability. Motion: Authorize the $1,640.00 to remove and replant a tree. Zimnik/Jackson Vote: Unanimous
  3. Reserve Investments: The Association’s Smith Barney Money Market Reserve account currently has $111,800.63. Management is recommending investing $40,000.00 into a 2017 CD and $40,000.00 into a 2018CD so that the Association can continue to ladder funds. The interest rate is very low but we are very limited where we can invest the money. Motion: Invest $40,000.00 into a 2017 CD and $40,000.00 into a 2018CD so that the Association can continue to ladder funds. Zimnik/Watt Vote: Unanimous
  4. Collection Decisions:
    1. Bad Debt Write Off/******** This home was foreclosed on January 4, 2013. It has been sold to a new homeowner and all amounts due from foreclosure date to present have been paid in full. The pre-foreclosure balance of $908.00 must be written off to bad debt. Motion: Move that we write of the $908.00 off to bad debt. Zimnik/Jackson Vote: Unanimous
    2. Bad Debt Write-Off********* This homeowner was granted a discharge by the US Bankruptcy Court on August 8, 2012. According to the court order, all amounts due prior to the Chapter 7 filing date are not collectible. The pre-petition bankruptcy balance of $1,739.00 must be written off to bad debt. Motion: Move that we write off the $1,739.00 to bad debt. Zimnik/Jackson Vote: Unanimous
    3. Collection Accounts/Authorize Skip Trace: Lerch Early has been unable to serve these homeowners with a lawsuit. The attorney is requesting the Board’s approval to order a skip trace, which is $150.00 on the following accounts (legal fees/Balance): ***** $370.00 $2,426.27 ****** $951.50 $7,002.18 ***** $775.40 $3,678.40 ***** $528.50 $4,516.00 ***** $408.25 $5,731.70 They have been unable to serve them with the paper work because they don’t have an address for them. Motion: Move that we authorize the $150.00 per account for the skip trace but not authorize additional fees at this time. Zimnik/Watt Vote: Unanimous
  5. Wallerhouse Ct. : The brick wall around the mail boxes is in need of repair, a couple of the bricks have fallen out. Artistic Masonry has given a quote to do the repair for $410.00 Motion: That we authorize the repair. Zimnik/Jackson Vote: Unanimous

 

V. COMMITTEE REPORTS

 

A.  ACC: none

B.  Pool Committee:none

C.  Townhouse Committee: none

D.  Condo Committee: Management to send a Board member the list of all the Condo Managers.

E. Landscaping Committee: Board members were not as pleased with the landscaping company. Management had already spoken with the owner of Classic. Management has asked for monthly written reports. In general they have been pretty good. The Board stated if the community needs more cuttings then is currently scheduled then they can vote on that.

F. Communication Committee: none

G. Social Committee:

    1. Remove Mike Brown from the Board list.
    2. It was determined that Mr. Fowler will post the yard sale signs.
    3. The Frederick Police department is looking forward to the National Night Out. It is usually the first Tuesday of August.

H.  Treasurer’s Report:  none

 

 

VI. OLD BUSINESS

 

Front landscaping/ Lakefront LLC: They have grounded the stumps but they have not installed the new plantings. They have not responded to any recent emails. The Board would like to invite Mr. Sill and Miss Mayo to the next meeting.

 

VII. NEW BUSINESS

 
  1. We have asked the city to do a 3 way stop on independence and Greenleaf. They have said it doesn’t have enough traffic. The Board is concerned that someone is going to get hurt.

 

VIII. ADJOURNMENT

 

There being no additional business for the Board to conduct at this time, the Board meeting adjourned at: 8:01pm. Motion: To adjourn the meeting. Watt/Jackson Vote: Unanimous

 

 

Please note the next scheduled meeting is June 25, 2013 at 7:00PM.

 

 

Respectfully yours,

 

Shelly Henning
Recording Secretary