Minutes

Whittier Community Associates HOA, Inc.

Regular Meeting Minutes

June 24th, 2019

 

The Board of Directors of Whittier Community Association met at Daybreak Adult Day Service Center on June 24th, 2019, at 7:00 p.m.

 

 

Present:                                                         

Paul Zimnik, President                                  

John Arkoian, Secretary

Laura Ferguson, Director

Andrea Weaver, Director

Mike Brown, Director

Roger Franks, Director

 

 

 

Absent:

Bernarda Jackson, Treasurer

Nancy Sweet, Director

 

Others Present:

Nancy Keen, Vanguard Management, Community Representative

Renee Henning, Recording Secretary

1 Homeowner

 

 

 

  1. CALL TO ORDER:

Dr. Paul Zimnik, President of Whittier Community HOA called the regular meeting to order at 7:00 pm with a quorum present.

 

  1. REGULAR MINUTES:

The Board discussed the May 28th, 2019 minutes and noted some edits.

Motion:  To approve the May 28th, 2019 minutes with the noted edits.

Ferguson/Weaver                                                           Vote: 6/0/0

 

  1. HOMEOWNER & GUEST FORUM:

No comments from Homeowners.

 

  1. MANAGEMENT REPORT:
    1. Landscape Improvements: As the Board requested at the May meeting, Dave Geis, Area Manager, prioritized the landscape improvements that were previously submitted. The Board discussed how the original proposal has now been broken up into categories and the price break points for each category of prioritization. The Board discussed utilizing the budget appropriately to be proactive to help take care of the necessary tree removals and replacements. It also seems like it is reasonable to take care of removing dead trees, grinding them down, and replacing the trees that would need to eventually be replaced so as to save the services expenses by doing it all at once. The Board concluded it would be wise to be conservative on the items listed as a level 3 (aesthetics work) until a later time, due to the community being a mature neighborhood and anticipating there may be continued repairs needed that should take precedence in the budget at this time.

 

There were addendums provided with additional dead or damaged trees that have been found since recent storms. A Homeowner brought up concerns regarding two (2) dead pines and two (2) dead Ash trees in the common area behind their home between Carrington and Emerson. These dead trees were also observed by the Community Inspector. A proposal was provided to remove and replace the trees.

 

 

The items identified in the proposal and addendums as priority level 1 (presents potential property damage) and 2 (not immediate danger but should be addressed) that the Board has determined need to be taken care of at this time are as follows:

 

Item #

Item Description

Cost

Priority Level

Christopher Crossing Item B.1

Left Side, 3 dead trees

 $   2,876.25

2

Christopher Crossing Item B.2

Left Side, 1 half dead tree

 $   1,537.00

2

Various Dead Trees Item 1

Christopher Crossing intersection, 5 dead trees

 $   4,058.00

1

Various Dead Trees Item 2

Cobblestone Pool, 1 dead tree

 $   1,240.50

1

Various Dead Trees Item 3

Cobblestone Pool, 1 dead tree on Berm

 $   1,540.00

2

Various Dead Trees Item 4.a

Lakeside Dr, half dead tree

 $   1,255.00

2

Various Dead Trees Item 4.b

Lakeside Dr, 75% dead tree

 $   1,107.00

2

Various Dead Trees Item 4.c

Lakeside Dr, dead tree

 $      920.00

2

Various Dead Trees Item 4.d

Lakeside Dr, dead tree

 $      779.00

2

Various Dead Trees Item 5

Open area Lakeside Dr, 4 dead trees

 $   3,773.00

1

Various Dead Trees Item 6

Whittier Dr, half dead tree

 $      406.00

2

Various Dead Trees Item 7

Lakeside Dr, tree fallen in storm

 $      904.00

1

Various Dead Trees Item 8

Dunmore Ct Tot Lot, 2 dead trees

 $      875.00

1

Various Dead Trees Item 9

Balmar Alley, 1 dead tree

 $      241.00

NA

Proposal #206679 (Adden. 1)

Carrington/Emerson, 4 dead trees

 $   2,829.00

1

Addendum 2

Additional dead tress found since storm

 $   3,745.00

1

 

 

 $ 28,085.75

 

 

Motion: To approve the work listed above that has been categorized as a level one (1) and two (2) priorities in the proposal along with the addendums of newly found dead trees provided, up to the total of $30,000.00.

Franks/Weaver                                                         Vote: 6/0/0

 

    1.  

Homeowner Violation Appeal: The Homeowner received a violation notice requesting they remove the fencing in the front yard. This was a violation observed by the Community Inspector. The Homeowner called and requested the Board allow the fencing to remain. The Board discussed that there have not been any complaints regarding the items. They also discussed whether or not it is defined as a fence or as hedging due to the lack of enclosure.

 

Motion: To allow the structure because it has been defined as a decoration not as a fence. 

Ferguson/Franks                                                                   Vote:  5/0/1   

 

 

  1. COMMITTEE REPORTS:
    1. ACC: Reports were provided.
    2.            

Pool Committee: none

    1.            

Townhouse Committee: none

    1.            

Condo Committee: none

    1.            

Landscaping Committee: none

    1.            

Website Committee: none

    1.            

Social Committee: none

    1.            

Treasurer’s Report: Financial reports were provided.

 

  1. OLD BUSINESS:
    1. Prentice Court Drainage Issue: Ruppert Landscapes has provided the Board with further information regarding the drainage issue at Prentice Court. There is an area where the trench will need to be cut by hand because of the gs lines in the area. The Board discussed needing to have a wetland expert come out and assess it, providing more information and potential solutions for the problem. Two Board Members went with the Ruppert Landscaping Company to assess the problem and spoke with Homeowners along that area who brought up bigger issues that are coming from higher grounds that are causing the issue. The Board discussed bringing in an engineer to determine the erosion and long-term issues of the current problems.

 

Action: Management pursue an expert that can provide more information and details on solutions to the problem in the Prentice Court area.

 

    1.  

Water Lilies for Lake: A proposal was provided by Aquatic Environment Consultants to place 20 lily plants in inlet areas, planting them in such a way that they have a good chance to grow throughout the lake. The price quoted for the work is $1,200.00. 

 

Motion: To approve the proposal provided by Aquatic Environment Consultants, with approval of the City, to purchase and place the 20 water lilies in the lake.

Franks/Ferguson                                                       Vote:  6/0/0   

 

 

 

  1. ADJOURNMENT:

There being no additional business for the Board to conduct, the meeting adjourned at 8:39 pm.

Motion: To adjourn the meeting.

                                                            Arkoian/Brown            Vote: 6/0/0

 

Please note the next scheduled meeting is August 27th, 2019 at 7:00 pm.

 

Respectfully,

Renee Henning

Recording Secretary