Meeting was held by Zoom
The Board of Directors of Whittier Community Association met virtually on June 16, 2025, at 7:00 p.m.
PRESENT:
- Frank Hackett, President
- Jackie Parks, Vice-President
- Tim Sweeney, Treasurer
- Elizabeth Hoover, Secretary
- Sally Hoague, Director
- Robert Calahan, Director
- Patrick Berry, Director
- Nancy Sweet, Director
ABSENT:
- Bernarda Jackson, Director
OTHERS PRESENT:
- Linda Blum, Legum & Norman Homeowners (On file with Management)
Call to Order
Mr. Hackett Frank Called to order at 704PM. He noted the meeting was being recorded for note taking purposes only.
Approval of Minutes: Minutes for Board Training on February 1, 2025; Board Meeting on March 17, 2025; Board Training on March 27, 2025; Board Meeting on April 21, 2025 and Special Meeting May 15, 2025 were not available for approval.
Committee Reports:
Treasurer’s Report – Tim Sweeney
Mr. Tim Sweeney noted the HOA needs to start working on budget for 2026 and needed to put aside money for capital improvements for next year.
Mr. Hackett noted it would be cost savings if the community hired a part time maintenance person. He added the wood on benches around the community that need to be replaced.
Pool Committee – Tim Sweeney
Mr. Sweeney provided pictures of before/after renovations at the pool houses. Pool Renovations discussed were floors, pool entrances, lighting, toilets- partitions replaced/new toilets, benches and outside lighting.
2026 Suggested Pool Upgrades – Reglaze showers, install vanity on sinks Signs for pool parking lots. Gates for the pool to address abandon vehicles, trailers/buses parking, drive/cut through especially Wetherburne
Mr. Sweeney advised the HOA needs to do Cell Badge verification for next year as many residents are not correct.
He noted signs for pool parking lots were needed as it was becoming a dumping ground with abandoned vehicles, trailers/buses, and a place for vehicle repair. Mr. Sweeney would like to look at gates for pools to prevent further issues.
Mr. Sweeney noted the board voted last year to increase membership fee and can look at raising it again in 2026.
Mr. Sweeney suggested placing a cap on outside membership which is currently up to 62.
Mr. Sweeney made a motion to cap outside memberships to 65. Ms. Nancy Sweet seconded the motion.
The motion passed 8/0/0.
Architectural Control – David Latch
No report available
Social Committee – Beth Hoover
Ms. Hoover stated the committee is working on several activities for later in the summer and fall with more details to come as confirmed. She noted information would be shared via TownSq and Facebook
The June 22nd Fishing Derby may be pushed to July.
Townhouse Committee – Jackie Parks
Nothing to report
Dog Park Task Force – Jackie Parks
After verifying residency and eliminating duplicate responses the final results for the survey were as follows:
- Do you support a dog park at Wetherburne Park as projected below? 43 – No 40 – Yes
- Would you use the facility if a dog park was located in Wetherburne Park? 43 – No 40- Yes
The full report will be posted on TownSq
A motion was made by Jackie Parks and seconded by Frank Hackett to not move forward with the Wetherburne Location and to Sunset the work of the Dog Park Task Force.
The motion passed 8/0/0.
Newsletter Report – Sally Hoague
Ms. Sally Hoague noted she would accept pictures and articles at any time. She noted Mr. Mark Buquis, with Legum & Norman, has been very responsive to sending out newsletter. The July Newsletter will include pool renovations, swim team and the fishing derby. Ms. Hoague requested to have dates of inspection to notify residents of these dates that management will be around to inspect homes/properties.
Stormwater Management – Jamie Parks
Mr. Jamie Parks noted the swale was in violation and not up to City standards. Mr. Hackett noted Ruppert cuts Forebay only 4 times a year. It was stated that grass clippings clog the secondary drains going to the Spillway A recommendation to cut the Forebay grass every time the rest of the grass is cut could help to minimize this issue. Mr. Hackett made a motion to approach Ruppert to cut the Forebay at the same time as regular grass cuts. Ms. Parks seconded the motion.
The motion passed 8/0/0.
Management Report:
Community Manager Update:
L&N has someone going for training and when training is finished, will begin with Whittier. Estimated date to introduce new manager to the Whittier Board would be the end of this week.
The board expressed their concerns/needs for a manager that will be active for the community. Board members have been performing tasks that should have been handled by the management’s community manager. Frank noted that no one from L&N has been on an inspection with anyone from the Board and there had not been one visit from L&N in 9 months.
Management expressed their need for time to fix items.
Sidewalks:
Ms. Blum noted the City of Frederick provided notification of sidewalk repair needed on Whittier Drive from Independence Street to Christopher’s Crossing. She noted the total was $12,874.08 and the Whittier portion was $6437.04. Mr. Hackett made a motion to approve the repair to meet City compliance. Ms. Parks seconded the motion.
The motion passed 8/0/0.
Landscaping Contact:
Ms. Blum noted if the Board is bidding out the landscape contract, the community needs to start process now.
TownSq Registration:
There are currently 918 owners, and 2 tenants registered on TownSq Management will work to register tenants over the next few months.
Pool Registration:
Management spent a significant time in the last month processing pool pass requests. To date, we have processed 55 outside memberships. We captured 21 rental leases and many past due balances. Currently there are 1135 “valid” households and 197 “invalid”. The invalid households include owners with past due balances and prior year outside memberships that didn’t register for this year.
Architectural Changes/ Exterior Modification Requests:
All requests are submitted to management and then sent to the ACC for review. We recently received an influx of requests for roof replacement and siding replacement due to the hailstorm that occurred in March. Year to date there have been 34 exterior modifications approved by the committee.
Towing:
Ms. Blum noted getting standard signs from Dorsey’s, need 1 at each pool. Mr. Sweeney stated we need 2 signs at Cobblestone and Greenleaf Pools.
New Business:
Bike Path Right of Way:
Mr. Hackett stated he met with City of Frederick and there are delays. He noted the HOA is looking for exchange of service. Mr. Sweeney noted that if the HOA gives up right of way, we should ask for reduction of water/sewer 50% which would create savings of thousands of dollars each year. Mr. Hackett noted another option would be to recommend the City cutting entire area instead of them mowing 12 feet on either side.
Tree Trimming/Removal:
Mr. Sweeney noted we should have Contracts for bids with the 2026 budget and requested input as a community. He noted there are a lot of trees that need to be trimmed. He stated the last reserve study was completed in 2022. Ms. Blum noted it is due every 5 years.
Mr. Hackett noted Ruppert pulled out Junipers, removed annuals & power washed signs.
Elections:
Ms. Parks stated we should start looking at locations now as it might be an issue getting location due to being booked. She suggested the Kellerton clubhouse. Frank Hackett requested L & N to contact Kellerton for use of their clubhouse.
Homeowner Comment Period – Open Forum:
A resident noted a concern of speeding on Tuscany Drive/ Carrington Way. They tried to advocate several times however not solved. The resident requested that the Board revisit this problem. Mr. Hackett noted he looked at records from the HOA for the last 20 years and this has been an ongoing issue. The City will not allow use of our own monitor speed cameras. Mr. Hackett noted he shared documents with the City and Neighborhood Advisory Committee but has not seen any response.
The Board moved to closed session…residents were invited to remain on the call in the waiting room until the Board returned with a report what took place in closed session.
Closed Session Report:
The Board discussed potential legal matters involving a Board member and a resident.
Adjournment: A motion to adjourn was made and seconded.
The motion passed 8/0/0
Next Meeting: The next meeting of the Board of Directors is August 18, 2025, 7pm via Zoom.
Minutes prepared by: Jackie Parks (HOA VP) & Sally Hoague