Minutes

           

Whittier Community Associates HOA, Inc.

Regular Meeting Minutes

September 26th, 2017

 

The Board of Directors of Whittier Community Association met at the Somerford House, Frederick, Maryland on September 26th, 2017, at 7:01 p.m.

 

 

Present:                                                                                                                    

Paul Zimnik, President                                                                                  

Bernarda Jackson, Treasurer

John Arkoian, Secretary                                                                                        

Eric Struntz, Director                                                                        

Bill Ryan, Director - resigned

Nancy Sweet, Director

Roger Franks, Director

Susan Miller, Director

 

Absent:

Bill Watt, Vice-President

 

 

Others Present:

Nancy Keen, Vanguard Management, Community Representative

Renee Henning, Recording Secretary

 

 

I.         CALL TO ORDER:

Dr. Paul Zimnik, President of Whittier Community HOA called the regular meeting to order at 7:01 pm with a quorum present.

 

  1. MINUTES:

The Board discussed the August 22nd, 2017 minutes.

Motion:  To approve the August 22nd, 2017 minutes with 3 corrections.

Jackson/Sweet                                        Vote: Unanimous

 

                  

III.       HOMEOWNER & GUEST FORUM:

      There were no Homeowners present to address the Board.

 

 

  1. MANAGEMENT REPORT:
    1.  Dunmore/Prentice Court Tree Pruning: As the Board reviewed at the June meeting, seven homeowners on Dunmore Court complained about several common area trees. ArborCare, Bartlett Tree Expert, and Classic Landscaping have provided proposals for the pruning on Dunmore Court and Prentice Court. After discussing the proposals, the Board decided to go with Classic Landscaping’s quote for the pruning for both areas.

 

Motion:  To approve Classic Landscaping’s proposal for the tree pruning on both Dunmore Court and Prentice Court.

Jackson/Franks                                 Vote:  Unanimous

 

    1. Greenleaf Pool Wood Border: A homeowner reported that a swim team member had received a splinter from the rotting wood border at the Greenleaf pool. Management obtained quotes to replace the wood from Gardener’s General Contractor and Jet Services. Jet Services provided an additional solution to remove the wood and backfill with gravel for approximately half the price of replacing it with wood again. The Board agreed it would be more cost effective and remove the need to replace the wood again in the future if it was replaced with the gravel instead.

 

Motion:  Accept Jet Services proposal to remove the wood and backfill with gravel for the proposed cost.

Franks/Miller                                               Vote:  Unanimous

 

    1. 2017/2018 Audit Proposal: Goldklang Group provided a 2017/2018 Audit Engagement letter to perform the Association’s audit and taxes. There is an $125.00 increase from last year. The Board agreed that Goldklang Group is one of the best in the area for community association audits and they have done well in the past.

 

Motion:  Accept Goldklang Group’s 2017/2018 Audit Engagement proposal.

Franks/Jackson                                 Vote:  Unanimous

 

    1. Code of Conduct/Board of Directors Agreement: The Code of Conduct and Board of Directors Agreement documents have been modified, as discussed by the Board in the August meeting, for review and potential approval. There were some grammatical, wording and content changes suggested and agreed upon by the Board members.

 

Motion:  Approve the Code of Conduct and Board of Directors Agreement documents once the agreed upon edits have been completed.

Struntz/Jackson                               Vote:    Unanimous                

 

    1. Write-Offs to Bad Debt
      1. ****: The home foreclosed.  The homeowner declared bankruptcy and the home has been transferred to a new homeowner. All amounts due from the foreclosure date forward have been paid. The pre-foreclosure balance of $1,967.27 should be written off to bad debt.

 

Motion: Write off bad debt for **** in the amount of $1,967.27.

Franks/Miller                                               Vote:  Unanimous

 

      1. *****: The home foreclosed and has been transferred to a new homeowner. All amounts due from the foreclosure date forward have been paid. The pre-foreclosure balance of $4,137.79 should be written off to bad debt.

 

Motion: Write off bad debt for ****** in the amount of $4,137.79.

Franks/Miller                                               Vote:  Unanimous

 

 

  V.      COMMITTEE REPORTS:

A.  ACC:  none

B.  Pool Committee:  none

C.  Townhouse Committee:  none

D.  Condo Committee:  There have been issues with non-residents parking cars in the parking lot. There is an official tow warning sign that will be posted. In the meantime, the Committee requests a notice be posted on the website to remind the community as a whole that the parking lot is reserved and not to be utilized by anyone not authorized. There has also been some illicit drug activity in the overflow parking lot that has caused some issues.

Action: A reminder will be posted on the community website.

 

E   Landscaping Committee: none

    1. Website Committee:   President has ensured that Management has access to all passwords for the website.
    2. Social Committee:  none

                   I.  Treasurer’s Report:  Financial reports reviewed. No questions voiced.

              

 

VI.    OLD BUSINESS:

   There was no old business discussed.

 

 

    1.   NEW BUSINESS:
  2. Car Business in Parking Lot: A resident has reported that someone is running a car repair business out of a parking lot. A letter is being sent to the individual requesting they remove the cars and no longer conduct the business in the parking lot.

 

  1. Dog Sign: There has been a sign posted in a resident’s yard requesting owners remove their pets’ waste. Although the Board sympathizes with the resident’s frustration with pet owners’ negligence, the Declaration specifically states that signs cannot be posted and it will need to be removed.

 

Motion: Write a formal letter to explain that the sign has to be removed according to the Declaration requirements.

Franks/Miller                                               Vote:  Unanimous

 

  1. Snow Contract: Classic Landscaping has provided a contract for the 2017/2018 winter snow removal services; some rates have slightly increased.

 

Motion: To accept the snow removal quote provided by Classic Landscaping.

Franks/Miller                                               Vote:  Unanimous

 

 

VIII.    ADJOURNMENT:

                     There being no additional business for the Board to conduct now, the Board meeting adjourned at: 8:16 pm.

                                    Motion:  To adjourn the meeting.

                        Jackson/Struntz                               Vote:  Unanimous

 

 

Please note the next scheduled meeting is October 24th, 2017, at 7:00PM.

 

 

Respectfully yours,

 

 

 

Renee Henning

Recording Secretary