Annual Meeting Minutes

Whittier Community Associates HOA, Inc.
Annual Meeting

November 24, 2008



Bill Watt, President
Eric Struntz, Vice-President
Gary Simon, Treasurer
Jenny Marino, Director
William Lukens, Director
Paul Zimnik, Director
Erlene Moser, Director
Mark Nichols, Director





Josh Bokee, Director

Others Present

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





Mr. Bill Watt, President of Whittier Community HOA called the annual meeting to order at 7:08 p.m. with a quorum present.

A. Roll Call and Certification of proxies:

A quorum of 151 was required and 160 proxies were received and a large number of residents also attended.  A quorum was met.

B. Proof of notice of meeting or waiver of notice:
The fact that management received 160 proxies and that residents attended is proof of notice.

C. Drawings for HOA fees:

    1. Winner from proxie:

******; **** Hemingway Drive.

    1. Winner present at meeting:

********:*** Hemingway Drive




The year of the report needs to be changed to 2007from 2008.
      A resident made the motion to approve the annual minutes of 2007.
      Motion:  That we approve the minutes.
      Resident/Resident                                                Vote:  Unanimous




A. Report from the President:

Mr. Watt reported that the community has experienced a little bit of vandalism this year.  He asked the residents if they notice the pool lights on – if they would notify the police.  Residents asked who to call, and they were told by Management to contact Vanguard even if it was after hours.  If there is destructive behavior, residents were advised to call the police first.  Mr. Watt spoke about the Whittier Festival and that the Board would like to do it next year too.  He thanks the residents for supporting the businesses in the Village Center.  The new large building seems to be empty.  He wanted to reassure the residents that the Board and Management are working with the city regarding the lake and the algae problem.  The Board is also working with the elementary school to improve the school grounds in order to improve the look of the community.  Mr. Watt also noted that there are openings for the following committees:  communication, architectural, and social.

B. Newsletter:

   The question was raised if the residents would mind if the newsletter were to go from hard copy to the web.  Some residents were concerned because not everyone has access to a computer.  One suggestion was that put a hard copy on the bulletin board at each of the condo buildings, the stores and the pools.  Using the web will help save money for the community and is “green friendly”.

C. Geese droppings:

 Several comments were made about the geese droppings.  Unfortunately the Board’s hands are tied, the property is owned by the city.  A Board member asked the community to call the city too, “more voices get more action”.  Management has notified the city regarding this problem and also the problem of the lake

D. Soliciting issues:

The residents felt that the signs for no soliciting were easily missed.  Management said those were signs owned by the city and could not be changed by the community.  However, Whittier could install additional signs on common area.
Action:  Management to check into the signs.

E. Recycling:

Condo owners had questions regarding what they will be doing with the new recycling regulations.  A Board member suggested that they contact their manager of their condo.

F. HOA Fees:  

      1. Single Family vs. Townhomes and or Condo’s:

The residents wanted to understand why all homeowners pay the same fee.  It was explained by the Board and Management that everyone benefits from the community.  The base pay is maintenance of the common area for the entire community and it is split equally from each home regardless if it is a condo, townhouse or single family.  The townhomes and condos have additional fees because they have other benefits that are shared within there units (i.e.:  snow removal from side walks, more common grounds, repaving of parking lots).  Side walks are common area in the townhomes; single family homes are responsible for removing their snow.  The city plows the road.

      1. Foreclosure issues to:

The house goes back to the bank then the community goes back to the bank becomes responsible.  In the summer months, grass mowing becomes an issue – and the community has to charge back to the bank the fees for that service.  The Board asked that if residents should become aware of a house that is abandoned to notify Management.  A Board member made note that you can appeal you tax assessment every year.


IV. Reports of Committees, if any: none

V. Election or appointment of inspectors of election.



VI. Election of Directors.


There were 4 pre-announced candidates:  Michael Brown, Erlene Moser, Gary Simon, and Paul Zimnik and there are 3 Directors position open, each for a 3 year term.  Management made an announcement that Mark Nichols was resigning his position.  The Board and Management would like to thank Mr. Nichols for his service.   Because there are now 4 positions available a vote was not needed.
Motion:  To accept the Board members as on the ballot.
Resident/Resident                                                Vote:  Unanimous


VII. Unfinished business: There was no unfinished business.




There was no new business discussed.





There being no additional business the annual meeting was adjourned at 7:35 pm.
Motion:  Motion to adjourn the 2008 Annual Whittier meeting@7:50pm.
      Resident/Resident            Vote:  Unanimous



Respectfully yours,


Shelly Henning
Recording Secretary