Whittier Community Associates HOA, Inc.
Regular Meeting Minutes
February 23, 2009
The Board of Directors of Whittier Community Association met at the Somerford House, Frederick, Maryland on February 23, 2009 at 7:02 p.m.
Eric Struntz, Vice-President (arrived at 7:53pm)
Bill Watt, President
I. CALL TO ORDER:
Mr. Gary Simon, Treasurer of Whittier Community HOA, called the regular meeting to order at 7:01p.m. with a quorum present.
The Board discussed the January minutes.
Motion: Approve the January 26, 2009 minutes with corrections to the Greenleaf address.
Bokee/Zimnik Vote: Unanimous
III. HOMEOWNER FORUM:
There were no Homeowners present to address the Board.
IV. MANAGEMENT REPORT:
A. Tree Replacement Proposal:
The Board discussed the tree is in the tot lot area and is very noticeable.
Motion: Approve the tree replacement proposal.
Marino/Zimnik Vote: Unanimous
B. Ausherman Landscape Request:
Mr. Holder, representing the Ausherman Family and was asked to present a proposal to the Whittier HOA. The Ausherman’s personal property backs to the Whittier common grounds and the Aushermans wanted to do some landscaping on the Whittier common grounds area. The Board had concerns: 1) what will the design look like. 2) Will the Aushermans maintain the landscaping – it could become costly to Whittier to maintain in the future with the real benefit of the landscape would be for the Aushermans. 3) The Board did not want an area to be created that might be unsafe. Mr. Holder assured the Board that the Ausherman’s would want to be a good neighbor. Mr. Holder seemed to think that Mr. Ausherman would be very interested in helping with the cost of maintaining it. He also stated that they would like to do this project in the spring but if not able to do it by then they would do the project in the fall. The Board would also like to get the input from the homeowners that will be directly affected by the landscape. Mr. Holder was to get back with Management on those concerns.
Action: Mr. Holder to bring the design plan to the March meeting.
Action: Management to invite the townhome owners (that would face the landscaping) to the March meeting to review the design plans.
C. Pool Matters:
1. Pool Pass Distribution:
The Board discussed the change in policy that Management wants to implement regarding # 3 to possible change wording to: may not be granted. However, it was later stated that the Board was not worried about leaving the wording. The Board also discussed the pools will be open on September 12th and 13th (only 1 additional weekend). The Cobblestone Pool will be the pool to open during school hours and the Greenleaf pool will be the pool to open at 11:00am this year.
Motion: to approve as amended – September 12th and 13th to be added. And cover weekend one additional weekend
Bokee/Struntz Vote: Unanimous
2. Whittier Swim team:
The swim team asked for the Greenleaf pool for their practices and meets.
Motion: To allow the swim team the Greenleaf pool for their practices and meets.
Bokee/Simon Vote: Unanimous
3. Withholding Pool Passes for Maintenance Violations:
The Board is concerned with this issue for many reasons. The Board felt that Vanguard did not give them a choice in this issue or the time to implement a new resolution. The Board felt this should have been discussed when the contract for Vanguard was being renegotiated. Management’s position is that the office staff is getting bombarded with extreme negative and abusive calls regarding maintenance violations and that it really doesn’t prevent the homeowners from having maintenance violations. Management noted that the violations in Whittier are very minor compared to other developments. The Board thought the reason for that was due to the threat of a homeowner losing a pool pass. The Board does not want to lose this tool of keeping the development nice. The Board discussed even if the Board found another way of taking care of the problems Vanguard would still get the phone calls from the angry residents. The board members felt that this is the cornerstone that keeps the neighborhood nice.
Action: the Board members to follow up with Craig at Vanguard.
D. Solar Blanket Proposal:
The Board and Management discussed the pros and cons of a pool cover. There would be lots of wear and tear to the cover. The advantages are that it would help to insulate the pool water at night. It might make a 5 degree difference but really only needed for a few weeks in the beginning of the season. The Board discussed the cost was too high for the benefit and decided to not to approve the solar blanket at this time.
E. Pool Furniture:
The Board discussed that there seems to be enough furniture at the Wetherburne pool. However, Cobblestone and Greenleaf are always crowded and there is a need for additional furniture. Management stated that the time for receiving the furniture takes about 4-6 weeks, but there is a 5% savings if it is ordered early. They discussed ordering: 5 tables; 10 chairs; 16 lounges; 10 sand chairs; 4 umbrellas and 5 bases.
Action: Management to email the cost estimate of the pool furniture to the Board for approval.
F. Whittier Lake Maintenance:
Mr. Kirkpatrick, with Aquatic Environmental Consultants, attended the Board meeting to discuss the maintenance of the Whittier lake. Mr. Kirkpatrick has been working with the City regarding the algae issue at the lake for some time and his company is very familiar with the problems the lake has. His company had proposed a Diffused Aeration System to the City to help the lake but unfortunately, the City does not have the money in their budget. The Diffused Aeration System would move oxygen into the water which then helps to fight the bacteria problem. It would also help to keep a more uniform water temperature and then they would be able to treat the water more affectively. To be most effective it should be installed in the spring; if you should do it later in the summer the bacteria would have a head start. The key is for the Diffused Aeration System to get ahead of the bacteria problem. Mr. Kirkpatrick thought that a City electrician would be able to hook the system up to the same connection that supplies electricity to the fountains. The vegetation would also benefit from the System. Mr. Kirkpatrick was under the impression the City would be agreeable to Whittier installing the System. Mr. Kirkpatrick would like to see the system installed by the end of March. The Board discussed options of paying for the system. One suggestion was that Whittier could give the money as a grant to the City and have the City pay for it that way. The cost for the system is under $11,000.00. The Board wanted to know if the City would then take over the system after it is installed. The Board wanted to know if the City would be willing to help financially with the cost of the system.
Action: To explore pursuing entering into an agreement for the purchase and installation of the Diffused Aeration System with an authorization up to $11,000.00 subject to A thru E.
- Management to ask the City if the City will allow Whittier to do this.
- Management to ask the City will they help pay for this system.
- Management to ask if the City will maintain the system.
- Management to ask if the City can act on this quickly.
- Management to ask the City to provide the electrical installation.
Motion: Move that the Board authorize up to $11,000.00 providing conditions A-E are met subject to Management’s research.
Zimnik/Struntz Vote: Unanimous
G. Reserve Investments:
The Board decided to table for the next meeting.
V. COMMITTEE REPORTS:
A. ACC: none
B. Pool Committee: none
C. Townhouse Committee: none
D. Condo Committee: none
E. Landscaping Committee:
F. Communications Committee: none
G. Social Committee: none
H. Treasurer’s Report: none
VI. OLD BUSINESS:
There was no old business discussed.
VII. NEW BUSINESS:
There was no new business discussed.
There being no additional business for the Board to conduct at this time, the Board meeting adjourned at 9:19p.m.
Motion: Motion to adjourn the meeting.
Struntz/ Bokee Vote: Unanimous
Please note the next scheduled meeting is March 23, 2009 at 7:00PM.