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Minutes

           
Whittier Community Associates HOA, Inc.
Regular Meeting Minutes

February 28, 2012

The Board of Directors of Whittier Community Association met at the Somerford House, Frederick, Maryland on February 28, 2012 at 7:00 p.m.


Present

Bill Watt, President (arrived at 7:04) |
Bernarda Jackson, Treasurer
Paul Zimnik, Director
Jenny Marino, Secretary
Bill Ryan, Director (departed at 8:13pm)
Michael Brown, Director
Gary Wass, Director
Dave Fowler, Director

 

Absent

Eric Struntz, Vice-President

 

Others Present

Nancy Keen, Vanguard Management, Community Representative
Shelly Henning, Recording Secretary
Bob Terpening, Continental Pools
Dan Milenkov, Continental Pools
Larry Linton, Linton/Tabler, Inc.
CPL John Corbett of the Frederick Police Dept.

 

 

I. CALL TO ORDER
 

Ms. Jenny Marino, Secretary of Whittier Community HOA called the regular meeting to order at 7:00pm with a quorum present.

 

II. MINUTES

 

The Board discussed the January 24, 2012 minutes and a Board Member requested a few changes. Motion: To accept the minutes with a few changes. Zimnik/Fowler Vote: Unanimous

 

III. HOMEOWNER FORUM/SPECIAL GUESTS

 

A. Lakeside Pizzeria:
Mr. Linton, owner of Lakeside Pizzeria spoke to the Board about his commitment to the community and that he would like to get involved in the community. He explained the reason for the name change of the restaurant formerly Lintini's Pizzeria to Lakeside Pizzeria. He will be there 7 days a week personally running the restaurant. He would like to offer coupons to the community via the community web site.

B. Frederick Police Dept.:
CPL John Corbett of the Frederick Police Dept. addressed the Board and Management. He discussed the speed issue and the results of the survey that was done. The biggest problem seems to be when vehicles are traveling to and from work. There were over 53,000 vehicles that passed the speed box of which 93.5% were traveling 30mph or less. One vehicle was traveling 71-80mph and 1 vehicle was traveling 91-100mph (probably a motorcycle). Grant money might be available to do a covert operation for speed. CPL Corbett reported that crime has subsided. There were some arrest in December and since the arrest those activities have stopped. When CPL Corbett was asked if someone wanted to hire an off duty police officer he directed them to call Simon Temple with the Fraternal Order of Police. The Board thanked CPL Corbett for attending the meeting and following thru with the speed cameras. After CPL Corbett departed the Board discussed with Management about writing a letter to the Chief of Police regarding CPL Corbett and thanking him for all that he has done. He has gone above and beyond. Action: Management to write a letter to the Chief of Police regarding CPL. Corbett.

C. Continental Pools:
Bob Terpening introduced Dan Milenkov. Dan will be more active in Frederick this summer. Abby will be back as supervisor this summer at the Whittier pools. Bob and Dan discussed with the Board the ADA required lifts for the pools. The user has to be able to use the lift themselves. Continental can train the lifeguards how to use it. The lifts will need to be inspected every 90 days and the pool season is 100 days. The cost to service each lift is about $200.00 per season. The lifts do have canvas covers that can be purchased if needed.

 

IV. MANAGEMENT REPORT

 

A. Mulching Service Discount:
Classic is offering a 5% discount on mulching services if the Association prepays by March 15, 2012. The mulching services for both the General and Townhouse areas totals $11,519.00 so the savings would be $575.95 Motion: To approve. Jackson/Fowler Vote: Unanimous

B. ADA Regulations Regarding Swimming Pools:
As of March 15, 2012, the Association swimming pools are now subject to the Title III requirements in the Americans with Disabilities Act (ADA) when they offer memberships to the public; when they do so, they are considered places of “public accommodation”. Continental Pools has determined that each pool is less than 300 lf. If the Board would like to continue selling outside memberships 1 lift would need to be installed at each of the pools. Continental agreed to lower the price to $3,650.00 per lift. The Board discussed raising the outside membership fees in order to offset some of the cost for the lift. A Board member was still concerned that adding the lifts and becoming ADA compliant could raise bigger issues and expenses for the future. Motion: Motion to install one lift at each pool. Brown/Fowler Vote: Unanimous Motion: To raise the outside fee from $350.00 to $375.00 for the family and for the single membership from $250.00 to $275.00 plus the $6.00 processing fee. If joining after July, it will also go up $25.00. Wass/Brown Vote: 4 for 3 oppose

C. Spring Pool Supplies and Repair Proposals:
Continental Pools have offered a proposal for repairs and supplies needed at each pool in order to ready them for spring opening. The proposals total $6,985.84 and $11,000.00 is budgeted in April for spring pool repairs and supplies. Motion: To approve the repair and supply proposals for the 3 pools. Brown/Fowler Vote: Unanimous

D. Homeowner Pool Pass Distribution Materials:
The Board discussed the wording in the Materials to be changed from the previous Handicap Accessibility – The Greenleaf Pool is handicapped accessible to: pool entry chair lifts are available for those that require them at all the pools. The Board discussed the Whittier Swim Team using the Greenleaf Pool for practices and the pool would be open from 11 -7. The Cobblestone pool will remain open while school is in session. Management gave the option of posting the Swimming Pool Guidelines on the Vanguard website rather than mail them in the package. The Board decided they would still like them to continue to mail the rules to homeowners. Motion: To approve the pool pass materials with the changes of the cost to the outside memberships and to amend as discussed. Zimnik/Fowler Vote: Unanimous

E. Collection Issues:
The following homeowners have declared bankruptcy. The pre-petition bankruptcy balance should be written off to bad debt as ordered by the court.

  1. ************* $522.00 Motion: Move that it is written off to bad debt. Zimnik/Fowler Vote: Unanimous
  2. ********************** $583.00 Motion: Move that it is written off to bad debt. Zimnik/Fowler Vote: Unanimous
  3. *********************$466.50 Motion: Move that it is written off to bad debt. Zimnik/Fowler Vote: Unanimous
  4. ******************$835.30 Motion: Move that it is written off to bad debt. Zimnik/Fowler Vote: Unanimous
  5. ************************ $1,686.80 Motion: Move that it is written off to bad debt. Zimnik/Fowler Vote: Unanimous

F. Waiver Request/***************:
The Homeowner is requesting a waiver of 2 return check fees ($35.00 each) for a total waiver of $70.00. The Board discussed that this is an actual hard cost to the Association. Motion: To deny the waiver as this is a hard cost to Association Zimnik/Fowler Vote: Unanimous

 

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: There was no response for the social committee from the web site posting. Any planning of social events will need to fall back on the Board. National Night Out: Model UN would like to set up a table. They would like to advertise on the web and ask for donations.

H.  Treasurer’s Report:  none

 

 

VI. OLD BUSINESS

 
  1. There was no old business discussed.

 

VII. NEW BUSINESS

 
  1. Stocking Fish in the Lake:
    The Board discussed stocking the lake with fish. The Lake is owned by the City. They discussed some of the pros and cons. The Board decided to table further discussion until next meeting.

 

VIII. ADJOURNMENT

 

There being no additional business for the Board to conduct at this time, the Board meeting adjourned at: 9:08pm. Motion: To adjourn the meeting. Wass/Jackson Vote: Unanimous

 

Please note the next scheduled meeting is March 27, 2012 at 7:00PM.

 

 

Respectfully yours,

 

Shelly Henning
Recording Secretary