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Minutes

           
Whittier Community Associates HOA, Inc.
Regular Meeting Minutes

August 23, 2011

The Board of Directors of Whittier Community Association met at the Somerford House, Frederick, Maryland on August 23, 2011 at 7:00 p.m.


Present

Bill Watt, President
Eric Struntz, Vice President
Bernarda Jackson, Treasurer
Jenny Marino, Secretary
Paul Zimnik, Director
Michael Brown, Director
Gary Wass, Director

 

Absent

Bill Ryan, Director
 

Others Present

Nancy Keen, Vanguard Management, Community Representative
Shelly Henning, Recording Secretary
Scott Hall, Owner, Classic Landscaping, Inc.
Donna Kudla, Account Manager, Classic Landscaping, Inc.
David Fowler, Homeowner

 

 

I. CALL TO ORDER
 

Mr. Bill Watt, President of Whittier Community HOA called the regular meeting to order at 7:01pm with a quorum present.

 

II. MINUTES

 

The Board discussed the May 24, 2011 minutes.
Motion: To approve the minutes.
Zimnik/Marino Vote: 1 Abstain 5 Approve

 

III. HOMEOWNER FORUM

 

*** discussed the vinyl fence for the Vistas area. The Board stated that the vinyl fence has been approved. The guidelines will be updated on the internet once he receives the specs of the fence. ***** also discussed what he had learned about Radon issues. He also would like to apply for membership of the Board.

 

IV. MANAGEMENT REPORT

 

A. Classic Landscaping:
Mr. Hall and Ms. Kudla from Classic discussed with the Board a few things that they see that may need attention: aerating and overseeding; tree care; and new area turned over from Ausherman. They are suggesting that the entire property be aerated and overseeded; fescue grass does not reseed itself. They are suggesting that 1/3 community per year for a period of 3 years. Per Scott - The first 1/3 of the property (reseed and aerate) at no charge with the renewal of the contract. They suggested this treatment should be done about every 5 years. Classic would also like to review the current maps that will indicate newly developer released areas so they can make sure everything is included. Once Mr. Hall and Ms. Kudla had left the meeting the Board discussed how happy they have been with Classic and the pro’s of staying with them.
Motion: To renew the contract with Classic for their current bid for 3 years with the aeration and overseeding for the next 3 years.
Zimnik/Struntz Vote: Unanimous

B. Dog Swim:
Management inquired with Continental about having a dog swim at the end of the pool season. They said there were no maintenance issues by allowing the dogs to swim, but the pool would need to be drained and cleaned prior to the use by humans. Once the dogs enter the pool the health department will not allow humans to swim. There were several concerns voiced. A motion was made to have the swim but there was not a second.

C. Bike Rack:
It was suggested Greenleaf pool should have a bike rack installed since the other pools have bike racks. The Board thought this was a great idea.
Motion: Purchase the 10 Double- Sided bike rack at $388.00 with anchoring kits and installation.
Struntz/Jackson Vote: Unanimous

D. Ratify ACC Appeal Vote/*** Independence ****:
The Board needs to ratify the vote so it will appear in the minutes. The Board had approved this appeal by email.
Motion: Motion that we approve the homeowner’s appeal on Independence.
Zimnik/Struntz Vote: 6 approve 1 No

E. 2012 Draft Budget:
The Budget reflects a 1.8% increase in General assessments ($285.00) and a 3.2% increase for the Townhouse assessment ($225.00) in 2012. The Single Family assessment will remain at $18.00. The Board wanted to review the budget and discuss at the next meeting.
Motion: Tabled until the next meeting.

F. Bat Boxes:
The Board discussed waiting until spring to see what the affects the Stink Bugs will have at that time.

G. 2011/2012 Audit Proposal:
Goldklang Group has given a proposal to perform the Association’s 2011 and 2012 audits and taxes.
Motion: Move that we accept the bid.
Zimnik/Jackson Vote: Unanimous

H. Collection Decisions:
The Board discussed to have Management draft up a statement that explains when the homeowner is late the Association incurs business expenses that will be passed onto the homeowner and will not be waived.

1. Collection Fee Waiver/*****Wynfield ****:
The homeowner is requesting the Board waive collection costs and legal fees totaling $1,115.00.
Motion: Do not waive.
Struntz/Zimnik Vote: Unanimous

2. NOI Waiver Request/*******Shelly Circle *****:
The homeowner is requesting the $45.00 NICL fee be waived. She forgot to put a stamp on the envelope and didn’t receive it back for several weeks. Her husband has health issues and temporarily lost his job.
Motion: That we deny.
Zimnik/Marino Vote: Unanimous

3. Write off to bad debt:
The bank foreclosed on the following home and they have been sold to new owners. The pre-foreclosure balances should be written off to bad debt as there were no excess funds from the sale to pay the balance due.
a. ******* $2,307.00
b. ******* $847.00
c. ******* $1,222.30
Motion: Right these off to bad debt.
Zimnik/Struntz Vote: 1 Abstain 6 For.

 

 

V. COMMITTEE REPORTS

 

A.  ACC: The Board brought to the attention that a homeowner has a shed that is being used as a garage. The address was thought to be ******.
Action: Management will check into.

B.  Pool Committee: none

C.  Townhouse Committee: none

D.  Condo Committee: The Board discussed a dead tree that is located in the back yard of ***** that could potentially become a hazard to other properties. Management had notified the homeowner in July and it is now documented if there should ever be a problem.

E. Landscaping Committee: There is a lot of overgrown grass down the hill near the Longfellow reforestation area. It was very difficult to cut and they left the job undone. The area needs to be determined whether it is common area. The area was mowed last year. Action: Nancy to determine who owns the property in question. Classic needs to know what needs mowed in this area.

F. Communication Committee: none

G. Social Committee: The Board would like to see more social events. They spoke about a Fall Festival. The National Night Out was a great success.

H.  Treasurer’s Report:  None

 

 

VI. OLD BUSINESS

 

Shrub trimming:
The shrub that was between two homes does need to be trimmed. This had been tabled last year until the Board could look at it during the appropriate season.

 

VII. NEW BUSINESS

 

A. Maintenance Inspections:
The Board and Management discussed the inspections being performed in the beginning of September instead of late October or early November. This would give the homeowners more time to make repairs before they are unable to due to weather conditions.
B. Lake:
The middle fountain is out in the lake again. The treatments for the lake are working great.
C. New Condo Construction:
A new builder has not been found for the condos as of yet.
D. Opening of West Greenleaf:
This is a city road leading to a county road and there is still discussion between the county and city. There might be issues for visibility for a left hand turn. There are several residents that would like to see that the road stays closed.
E. Lightening Strike:
Pool incident was approved by the insurance company as a lighting strike and the insurance will cover it.

 

VIII. ADJOURNMENT

 

There being no additional business for the Board to conduct at this time, the Board meeting adjourned at: 9:05pm.
Motion: To adjourn the meeting.
Struntz/Zimnik Vote: Unanimous

 

 

Please note the next scheduled meeting is September 27, 2011 at 7:00PM.

 

 

Respectfully yours,

 

Shelly Henning
Recording Secretary