Whittier Community Associates HOA, Inc.
Regular Meeting Minutes
March 23, 2021
Paul Zimnik, President
Andrea Weaver, Vice President
Bernarda Jackson, Treasurer
Laura Ferguson, Secretary
Nancy Sweet, Director
Royle Kidwell, Director
Roger Franks, Director
Ronnie Lushbaugh, Secretary
Michael Brown, Director
Dejan Milenkov & Tim Pettetier, Continental Pools
Nancy Keen, Vanguard Management, Community Representative
Renee Henning, Recording Secretary
- CALL TO ORDER:
Paul Zimnik, President of Whittier Community HOA, called the regular meeting to order at 7:36 p.m. with a quorum present.
- REGULAR MINUTES: The Board discussed the January 26, 2021 minutes as presented and provided some edits.
Motion: To approve the January 26, 2021 minutes with the provided edits.
Jackson/Weaver Vote: 7/0/0
- HOMEOWNER & GUEST FORUM:
- Pool Opening: Homeowners asked questions regarding whether the pools would open, if the furniture is not put out can personal chairs be brought in; and will food and drinks still be allowed. The Board noted that these questions will be taken into consideration when they discuss the pool opening later in the meeting.
- Parking & Cleaning Commercial Vehicles: On Wynfield Court, in the townhomes area, there are some residents that are parking their commercial vehicles and cleaning with chemicals, causing erosion on the asphalt, and causing disturbance to the parking areas and esthetics of the community. The Homeowner asked if the Association could speak with the Homeowners regarding their use of the parking lot for business and if the curbs could be marked off as designated parking spots. Management noted that there is already designated spacing. The Board will investigate options on how they can address commercial use of the parking areas. Another Homeowner noted that on Carrington Way there are people blocking the sidewalk pathways with their cars. The Board suggested sending the details to Management and the City Police to report.
- MANAGEMENT REPORT:
- Pool Opening Decisions & Procedures: If the Board decides to open the pools this
season, there are a number of decisions that need to be made. Using last year’s COVID plan questions provided by Frederick County Health Department, Management has developed a “draft” Guidelines for Opening the Whittier pools:
a. Maximum number of patrons allowed: As there is no clear direction from Frederick County for the 2021 pool opening. It has been suggested that the maximum number of patrons permitted within the pool area should be 50. This would limit the number of residents the guards would need to monitor and allow for social distancing.
b. Wading/Baby Pool Open: Should we open the baby/wading pools?
c. Guests: Should homeowners/residents be allowed to bring guests to the pool this year, since the capacity will be limited?
d. Outside Memberships: Should Outside Memberships be sold this year since capacity will be limited?
e. Swimteam Usage: Should the Whittier Riptide swimteam be allowed to practice, using the Greenleaf pool as in year’s past, prior to the pool opening and after the pool has closed?
f. Cleaning and Supplies: Continental Pools has reported that they can provide cleaning to FCHD standards without additional time being added to the daily schedule. This would be disinfecting of high-touch areas like the pool handrails and ladders, as well as faucets and shower handles. If cleaning before opening and after closing is desired, Continental Pools recommends adding one hour of cleaning time per day at each pool to be split between before and after the pools open to ensure
staff has the time to handle these duties. The cost for Continental Pools to provide cleaning chemicals (approved by FCHD) would not exceed $1,500.00 for each facility for the season.
g. Pool Furniture: With only three (3) lifeguards at each pool, (two (2) in the guard chairs and one (1) at the desk), Continental Pools would not be able to clean the pool furniture between each use. The Board could institute a “Bring Your Own Chair” policy and have the Association’s pool furniture stacked and stored in the baby pool area.
The Board discussed the maximum capacity of the pools and how they would handle a first come process of maintaining those capacities. They discussed that masks will be required when entering, exiting, using the bathrooms, but not inside the pools or on deck when social distancing is observed. The Board will wait for the guidelines from the federal and local government before finalizing the guidelines.
A Board Member mentioned that the drafted guidelines mentioned that an email would go out to all those who were in attendance when a staff member is tested positive. They asked how the emails will be collected since some Homeowners do not provide their email addresses. Management mentioned that the email address can be an added part to the sign in and out list for each day.
The Board discussed leaving furniture out as a visual marker for distances to be kept. A Board Member stated that people would more than likely move them. There is also the concern that they need to be regularly sanitized between uses and there is not a guarantee that people will sanitize them before moving on. The Board also discussed taping down boxes of areas for people to set their own lawn chairs or blankets out.
Due to being unsure of the federal and local government requirements for pools to be open, the Board determined that they would meet in April specifically to discuss opening the pools and the guidelines that should be put in place.
The Board discussed waiting to determine if they would sell guest passes or open it up to the public for purchasing pool passes. Some noted that there will be less activity and travels occurring in the summer, so more may stay and want to use the pools more than they have in the past. Some noted that it would be unfair if a pool reached the maximum capacity and outside users were occupying space. They discussed holding off on distributing guest passes until they see how the season goes or distributing them right as normal.
Management mentioned an app that the Board is interested in learning more about. It would be electronic passes in lieu of paper passes and mainstream the check in and out process with less points of contact.
Motion: To open all pools, contingent upon federal, state, and local guidelines and regulation changes, planning to notify Homeowners of the guidelines and any changes as they occur throughout the season.
Weaver/Ferguson Vote 7/0/0
Motion: To approve the maximum number of patrons allowed at any given time to 50 individuals, subject to change upon federal, state, and local guidelines and regulation changes, planning to notify Homeowners of the guidelines and any changes as they occur throughout the season.
Jackson/Weaver Vote 7/0/0
Motion: To approve opening the baby and wading pools, subject to change upon federal, state, and local guidelines and regulation changes, planning to notify Homeowners of the guidelines and any changes as they occur throughout the season.
Weaver/Roger Vote 7/0/0
Action: The topic of guest passes, and outside memberships have been tabled until the April meeting.
Motion: To approve the swimteam’s use of the Greenleaf pool, subject to change upon federal, state, and local guidelines and regulation changes, planning to notify Homeowners of the guidelines and any changes as they occur throughout the season.
Jackson/Kidwell Vote 7/0/0
Motion: To approve the proposal from Continental Pools regarding cleaning and supplies, without the additional hour added, subject to change upon federal, state, and local guidelines and regulation changes.
Jackson/Weaver Vote 7/0/0
Motion: To approve the “bring your own chair” policy regarding pool furniture, making an exception for umbrellas that can be supported without a table, subject to change upon federal, state, and local guidelines and regulation changes, planning to notify Homeowners of the guidelines and any changes as they occur throughout the season.
Weaver/Roger Vote 7/0/0
- Spring Opening Pool Repairs & Supplies: The spring repair proposals from Continental Pools to prepare the pools for opening were provide for review. As previously reported at the January meeting, Greenleaf has a leak at the main pool sumps. They will need to remove and replace the sumps and modify the main drain line in the pump room to match the newly installed sumps. In addition, Wetherburne needs the baby pool pump replaced. Continental has again recommended the CAT chemical controllers are installed, which is optional, and that cost is$5,100.00 per pool. Continental Pools will attend the Zoom Board meeting to answer any questions the Board may have regarding these proposals.
The Board reviewed the repair proposals and discussed the changes and ideas from Continental Pools regarding COVID. Discussed how the sanitization measures will meet the requirements and signs will be posted regarding restrictions and requirements. Continental Pools discussed putting up the social distancing markers as well. They will require up to $850.00 for COVID related expenses such as the above. Right now, they cannot estimate the exact expenses for any additional needs and will be able to submit additional needs for approval above the $850.00 estimated amount.
The Board asked Continental Pools to resend the proposals with each line item noted as recommended or strongly recommended. The Board reviewed the updated proposals provided during the meeting.
Motion: To approve the proposal for Greenleaf at $9,793.00 for all line items except the chemical pump and CAT chemical controller.
Kidwell/Weaver Vote 7/0/0
Motion: To approve the proposal for Cobblestone at $3,544.85 for all line items except the chemical pump and CAT chemical controller.
Jackson/Franks Vote 7/0/0
Motion: To approve the proposal for Wetherburne at $5,738.55 for all line items except the chemical pump and CAT chemical controller. Wading pool pump to be paid from Reserves.
Franks/Kidwell Vote 7/0/0
- Cluster Mailbox Painting: As the Board requested, Management obtained three (3) estimates to sand and paint eighty-seven (87) cluster mailboxes. The 2021 Budget has $2,500.00 budgeted for capital improvements that could possibly be used toward this project. The last time the Association painted the mailboxes was 2015. Gardener’s bid also includes the repair of twelve (12) rusted bases. The proposals were provided for the Board’s review. Gardener’s General Contractors at $8,150.00, including repair of the bases; Pleasant Hills at $15,225.00; and T&C Painting $6,600.00 for just painting.
Motion: To accept Gardener’s General Contractors proposal for both repairs and painting of the cluster mailboxes.
Sweet/Franks Vote 7/0/0
- 2019 Audit Approval Ratification: The Board reviewed and approved the 2019 Audit by email, so the 60-day requirement was met as noted in the cover letter.
Motion: To ratify the email approval of the 2019 Audit.
Jackson/Sweet Vote 7/0/0
- Reserve Investment Update: The account record as of 1/31/21 was provided for the Board’s review. The Association currently has $293,938.16 in the Operating Morgan Stanley Money Market. Management would recommend investing $100,000.00 into a 6-month CD and $100,000.00 into a 9-month CD so funds will be available later in the year.
Motion: To accept the recommended investment plan, investing $100,000.00 into a 6-month CD and $100,000.00 into a 9-month CD so funds will be available later in the year.
Jackson/Sweet Vote 7/0/0
- Food Truck (Grilled Cheese Please): The owner of the food truck known as Grilled Cheese Please contacted Management to see if the Whittier Community would be interested in having a dinner pop-up event at one of the pool parking lots. They would add Whittier as an additional insured under their policy and thoroughly clean up the parking lot after the event.
The Board discussed the pros and cons of allowing food trucks into the community. They determined that it would be more beneficial to accept the proposal than to have food trucks parking on the streets and not offering to manage their trash and offering communication. The Board determined it was generous for the Grill Cheese Please food truck to ask for permission and want to coordinate with the Association.
Motion: To accept the proposal from Grilled Cheese Please to utilize the pool parking lot as a location for one time as a trial run.
Jackson/Franks Vote 4/3/0
- COMMITTEE REPORTS:
- ACC Committee: Due to the COVID-19 restrictions, the ACC Committee has been reviewing and approving applications by email.
- Pool Committee: Nothing to report.
- Townhouse Committee: Nothing to report.
- Condo Committee: Nothing to report.
- Landscape Committee: Nothing to report.
- Social Committee: Nothing to report.
- Treasurer’s Report: The Board reviewed the financial reports.
- OLD BUSINESS:
Dog Waste Stations: The Board discussed that there are trash cans and signs around Wetherburne. The signs encourage patrons to scoop dog waste and dispose of them, but they are not dog waste stations with the baggies. A Board Member will reach out to ask the City if they can put up one baggie dispenser to test out if they will be effective. Management will contact the City asking if they can potentially put in more trash cans around the lake, noting that half of it is owned by the business park and would require they put trash cans around that area. Management already asked about putting in dog waste stations and the City said that it would have to wait until their next budget update. A Board Member has reached out to one of the businesses in the business park to see if they would speak with the owner regarding putting up more trash cans around their side of the lake.
Action: Management will contact the City asking if they can potentially put in more trash cans around the lake. Will also contact the City once they are addressing the budget regarding putting up dog waste stations.
- NEW BUSINESS:
- Ice Cream for Pool Openings: A few Board Members have spoken with the bakery in the business park and discussed providing ice cream for the pool openings to celebrate. The Board would like to learn more about the opportunity.
Motion: To approve the pool committee to pursue a conversation with the bakery to determine options for celebratory treats for the pool opening.
Franks/Ferguson Vote: 7/0/0
- Pool Furniture Storage: A Board Member asked where the pool furniture should be stored if it will not be used during this summer. The storage closet is full, and it would be best to not have it stacked at the pools where people could potentially use it. A Board Member suggested using something like a pod moving/storage service where it could be loaded and then stored off site.
Action: Management will ask Continental Pools for suggestions as well researching potential storage options for the furniture.
- Christopher Crossing Flowers Replaced: A Board Member mentioned that the flowers along Christopher Crossing look like they need to be replaced.
Action: Management will check in with the landscaping company regarding the flowers and if it is already planned to replace them or if it will be added.
- Dogs Off Leashes: A Board Member stated there are still families walking dogs without leashes on.
Action: The City regulations will be posted on the website as a reminder.
- Lake Erosion and Aeration: A Board Member mentioned that they noticed some erosion around the new retaining wall as well as the water seems stagnant and may need aeration. Management stated that they can reach out to the City regarding the wall. If it needs to be fixed, they will wait until that is done before pursuing aeration options. When it had been previously discussed, the process of planting new vegetation or flowers was going to be held off until the wall was built and completed. The water treatments will begin in May.
Action: Management will contact the City regarding the wall. They will also do some preliminary research for aeration companies for proposals.
- ADJOURNMENT: There being no additional business for the Board to conduct, the meeting adjourned at 9:27 p.m.
Motion: To adjourn the regular meeting at 9:27 p.m.
Franks/Kidwell Vote: 7/0/0
Please note the next scheduled meeting is to be held on Tuesday, April 27, 2021 at 7:00pm via Zoom video call due to COVID-19 restrictions.