Whittier Community Associates HOA, Inc.
Regular Meeting Minutes

November 23, 2009

The Board of Directors of Whittier Community Association met at the Whittier Elementary School, Frederick, Maryland on November 23, 2009 at 8:20 p.m.


Bill Watt, President
Eric Struntz, Vice-President
Gary Simon, Treasurer
Jenny Marino, Director
Bill Ryan, Director
Paul Zimnik, Director
Michael Brown, Director
Josh Bokee, Director
Erlene Moser, Director





Others Present

Nancy Keen, Vanguard Management, Community Representative
Shelly Henning, Recording Secretary
FAST Swim Team
Scott Hall, Owner of Classic
6 Residents





Mr. Bill Watt, President of Whittier Community HOA called the regular meeting to order at 8:20pm with a quorum present.



The Board elected the officer positions.
Motion:  Bill Watt as President
Struntz/Simon                                    Vote:  Unanimous
Motion:  Eric Struntz for Vice-President.
Watt/Simon                                                Vote:  Unanimous
Motion:  Jenny Marino for Secretary.
Struntz/Simon                                    Vote:  Unanimous
Bill Ryan and Gary Simon were both nominated for the Treasurer’s position.  The board voted and Gary Simon won the vote.
Motion:  Gary Simon for Treasurer.
Watt/Bokee                                                Vote:  Unanimous




The Board discussed the September 28, 2009 minutes.
Motion:   That we accept the minutes as written.
Marino/Bokee                                    Vote:  8 For /1 Abstain  


The FAST Swim Team told the Board that Whittier has made the short list but that they are still exploring other options.  They did a site survey and looked at the Greenleaf pool.  It is a good site for a bubble but it would need to have some modifications made.  There would be an arch dome with positive pressure.  FAST has an estimate of $300,000.00 for the bubble to be put in place and the operational cost would be approximately $6,000.00 to $8,000.00 per month.  FAST would want the pool 22 hours a week (6-9pm 4 to 5 days a week) in the fall, winter and spring months.  The bubble could be stored in a pod on or off site in the summer.  FAST was thinking they would pay the $300,000.00 and then Whittier would be responsible for the monthly operational cost.  The Board members thought that this could enhance the community.  They would want the community to weigh in on it.  The Board discussed the options they would have of renting the pool out that could potentially pay for the operating cost and even make money for the community.  Management gave FAST the contact name for Continental.  The Board discussed the need for a committee to discuss this at more detail.  The Board will also put it on the web site to get feedback from the community.
Motion:  To form a committee to consider the FAST Bubble. 
Bokee/Struntz                                    Vote:  Unanimous



Mr. Hall spoke with the Board about the weed issue in Whittier.  The weeds were very aggressive weeds and the typical treatment did not seem to make a difference.  They treated a second time with a different chemical without charging the development.  Mr. Hall said that if the grass doesn’t come back that they will re-seed in the spring.   Mr. Hall suggested that they walk the property early in March or April.  He is committed to getting the weed issue resolved.  Mr. Hall also spoke about the challenges as a vendor for price increases.





The Homeowner Forum was held in the Annual Meeting that preceded this meeting.




A. Elementary School Grounds Maintenance

Action:  Moved to January’s meeting

B. Shed Variance:

The Board discussed the shed that was proposed.  The shingles are a vinyl.  It was determined that the shed doesn’t follow the guidelines.
Motion:  That we deny the variance request for the shed.
Struntz/Zimnik                                    Vote:  7 For / 2 Abstain

C. Revised Architectural Guidelines Regarding Administrative Fee:

Action:  Moved to January’s meeting.

 D. No Soliciting Sign Locations:

Action:  Moved to January’s meeting.

E. 2008 Audit:

There was concern that there may be excess funds at the end of the year.  The Board spoke about transferring the money into the capital reserve.  The Board discussed looking into this in January.
Motion:  That we accept the audit as it is proposed.
Simon/Zimnik                                    Vote:  8 For / 1Abstain

 F. 2009/2010 Audit Proposal:

A Board member was concerned as to why Goldklang, Cavanaugh and Associates were raising their fee for the 2009 and 2010 Audit.  The other members on the Board and Management explained they have been very happy with their services.  And the auditor had not raised his fee in the year previous. 
Motion:  Move that we accept the proposal for the audit. 
Zimnik/Simon                                    Vote: 7 For / 2 Abstain


G. 2010 Operating Budget Final Approval:

The Board explained that they had put a lot of effort into the budget.  They had competitively bid for contracts in the budget.  They also discussed that Whittier HOA fees are about ½ of what other similar communities are. 
Motion:  To approve the budget.
Bokee/Struntz                                    Vote:  8 For / 1 Oppose

H. Reserve Investments
      Action:  Moved to January’s meeting

I. Bad Debt Write-Off
              The Board discussed the debt
Motion:  To write off the $878.68 of bad debt due to foreclosure. 
Bokee/Zimnik                                    Vote:  Unanimous





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: none

H.  Treasurer’s Report:  none




There was no old business discussed.





There was no new business discussed.





Due to the time, a large agenda of the Regular Meeting and the Annual Meeting the Board elected to move the unresolved items to the January meeting.  The meeting adjourned at 9:20pm.
Motion:  To move the unresolved business to January’s meeting and adjourn          the meeting.
         Bokee/Struntz                                           Vote:  Unanimous 



Please note the next scheduled meeting is at 7:00PM January 25.



Respectfully yours,


Shelly Henning
Recording Secretary