Annual Meeting Minutes

Whittier Community Associates HOA, Inc.
Annual Meeting

November 23, 2009



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






Others Present

Nancy Keen, Vanguard Management, Community Representative
Shelly Henning, Recording Secretary
24 residents






Mr. Bill Watt, President of Whittier Community HOA called the annual meeting to order at 7:09p.m. with a quorum present.

A. Roll Call and Certification of proxies:

A quorum of 149 was required and 146 proxies were received and a large number of residents also attended.  Only 12 residents needed to attend the meeting and there were 24.  A quorum was met.

B. Proof of notice of meeting or waiver of notice:
The fact that management received 146 proxies and that residents attended is proof of notice.

C. Drawings for HOA fees:

    1. Winner from proxie:

******; **** Coach House Way

    1. Winner present at meeting:

********:*** W. Greenleaf




Motion:  Make a motion that we accept the minutes from last year.     
Resident/Resident                                    Vote:  Unanimous




A. Report from the President:

Mr. Bill Watt addressed the residents of the community: 

      1.  He spoke about the development of the community coming to a close.  There are only a few lots left to be built, and  with that Ausherman’s financial contributions to the community will also come to an end.
      2. is the web site for the community.  It is updated as new information becomes available.  Mr. Zimnik also encouraged the residents to post information they wanted on the web site.  If someone doesn’t have email they can mail the information to the Management at Vanguard.
      3. There were some setbacks this year with vandalism.  Mr. Watt asked that the residents report any suspicious activities.
      4. Mr. Watt also spoke about a few of the accomplishments of the Board this year.  They were able to clean up the lake.  They worked with the school to improve its appearance.


IV. Reports of Committees, if any: none

V. Election or appointment of inspectors of election.



VI. Election of Directors.

  1. Election of Directors.

There were 2 pre-announced candidates:  William Watt, and Jenny Marino.   There are 3 Directors position open, each for a 3 year term.   

Nominations from the floor, Erlene nominated  Gary Wass 2406 Elsworth  Bill Ryan was also nominated by Bill Lukens from townhomes.  Move that the nominations be closed Lukens/resident  unanimous.  Bill Lukens is not running for another term.  Bill Watt thanked Lukens for his service to the board.

Voting took place, and the new Board members were elected;  Bill Watt, Jenny Marino and Bill Ryan.

Motion:  To accept the Board members as on the ballot.
Name/name                                                Vote: 



VII. Unfinished business: There was no unfinished business.




Chris Elder- commercial buildings on the lake have been empty for over a year.  Privately owned.  Rumors that it is going to be a medical office or Fort Detrick officies but not for sure.    There is 1 tenant in the building.

Bill Ryan – concerns about the budget for 2010.  Concern about raising the HOA fee.  Wondering why there are increases. 

Every year cost go up with elec, etc. other things that we can’t plan for.   Not everyone has been paying their HOA fees.  $104,000 delinquent over the past several yrs. (4-5) yrs.  That activity is really hurting us.  We aren’t budgeting for excess spending.  Faced with unplanned debt.  The Board has to decide to spend  good money to go after bad money.  We have to assess each delinquent account by itself.  Trying to conservatively raise the dues.  Want to make sure the community doesn’t decline.  Maintain the high quality of the community.  Dues have increased 50.00 over the past 8 years.  Ausherman had been contributing funds but as the build out of the development slows down there is less $ coming in.  The increase represents about $13.00 a year per homeowner.

Some homeowners felt there have been changes in the townhouse area.  A number of homes are empty due to foreclosures.  Some renters are not keeping up with the maintenance of the property.

Condo homeowner thought that they are paying too much.  It is broken down on per unit basis.  Eric explained the fee structure for the single family homes, townhomes, and condos.  The 3 pools are very expensive and each homeowner pays a part of that.  We do sell outside membership to the pool.  About 20%of homeowners have not been paying their dues for the HOA.  Most of the delinquency come from the townhomes.  Huge spike in delinquency in 2009.  Liens are put on the homes.

Board Meetings are open to the community.  These are difficult times, next year probably won’t get any easier. 





There being no additional business the annual meeting was adjourned at 8:35 pm.
Motion:  Make a motion to adjourn the annual meeting.
      Resident/Resident                                    Vote:  Unanimous 



Respectfully yours,


Shelly Henning
Recording Secretary