Minutes

Present

Paul Zimnik, President
Daniel Cowell, Vice-President
Jenny Marino, Secretary
Nancy Sweet, Director
Andrea Weaver, Director
Larry Hornstein, Director

Absent

Bernarda Jackson, Treasurer
Bill Watt, Director
Bill Ryan, Director

Others Present

Dave Latch, Architectural Chair
Nancy Keen, Vanguard Management, Community Representative
Shelly Henning, Recording Secretary

Dr. Paul Zimnik, President of Whittier Community HOA called the regular meeting to order at 7:03pm with a quorum present.

II. MINUTES

The Board discussed the January 27, 2015 minutes. Motion: To approve the Minutes. Hornstein/Weaver Vote: Unanimous

III. HOMEOWNER FORUM

There were no Homeowners present to address the Board.

IV. MANAGEMENT REPORT

1. Pools/Pass Materials: Management presented a draft copy of the 2015 pool pass distribution materials to the Board for their review. Management would like to have the pool information printed and mailed out by early April. Management stated that last year they did not mail out a hard copy of the guidelines; it was posted on the Association’s web site and Vanguard’s website. Management mentioned that not all of the outside memberships to the pool were sold last year. The cost for an outside family membership is $391.00. The Whittier Swimteam has again made a request that the Board allow the swimteam to use the Greenleaf Pool for their practices. The Greenleaf Pool would open from 11am to 7pm. Cobblestone has been designated as the pool that is open while school is in session. Motion: To accept the pool pass packet as it was written and mail to the homeowners. The pool rules will be posted online. Hornstein/Weaver Vote: Unanimous
2. Reserve Study Update Proposal: Management contacted Reserve Advisors for a proposal to update the Reserve Study. Reserve Advisors completed the initial Reserve Study for the Association in 2006. They would complete the study update in May or June once the pools have been opened for the season. It is less expensive to go with Reserve Advisors because they have all the information from doing the previous study. The cost for the updated study would be $3,550.00. Reserve Advisors looks at what the Association has reserves for and determines if the Association needs to make any changes. It is a guideline. The Board thought they could consider doing this next year. Motion: To postpone the discussion of the Reserve Study update until May of 2016. Cowell/Weaver Vote: Unanimous
3. Homeowner Feedback: A Board Member composed a letter to the homeowners requesting feedback for ideas, concerns and questions. The Board discussed the letter being posted to the web site and going out with the Pool Pass materials. Mr. Latch, the ACC Chairman requested to include the announcement of the new ACC guidelines and that they are looking for volunteers for the ACC. The Board also discussed including information about the Lakeside festival. Motion: To add an additional page to the Pool Pass mailer of which the page layout will be the ACC Guidelines information and the other side will have ½ of the page for information for the Lakeside Festival and ½ of the page will be the information on the Association Feedback. Cowell/Sweet Vote: Unanimous
4. ACC Guidelines: Mr. Latch informed the Board that the Guidelines are online. He has received one application for the ACC Board positions. A Board member asked for a word change in the Guidelines from universal to uniform. An addition of (Association Specific) added after Condominiums on page 23. Mr. Latch will send a new pdf to Mr. Zimnik to add to the Association’s web site.
5. Pool Repairs: The total cost for all three pools is $9,000.00. These funds are in the budget. Frederick County has mandated an electronic flow switch for all three pools. It would be best to do this work in March if the weather permits. Motion: To accept the proposals from Continental Pools for spring opening repairs and supplies. Cowell/Hornstein Vote: Unanimous

V. COMMITTEE REPORTS

A.  ACC: Mr. Latch discussed the last ACC meeting with the Board. He discussed a request for solar panels for a home in the Association. He stated that the ACC had declined the request for the panels that would be on the garage but approved the panels for the rear of the home.

B.  Pool Committee: none

C.  Townhouse Committee: none

D.  Condo Committee: A Board member stated they would get in touch with each of the Condo Associations and let them know about the Lakeside Festival with the hope of getting volunteers for the Festival.

E. Landscaping Committee: The Board discussed the mulching around the Pine trees. Management stated that the Association only does the trees that are in highly visible locations.

F. Communication Committee: none

G. Social Committee: They are moving forward with the Lakeside Festival planning. Management agreed to send Mr. Cowell and Ms. Weaver the Association’s letterhead for those businesses that will be donating to the Festival for a tax write off. The Board discussed different vendors, and events they are planning. They discussed needing to get the approval by the city to close the road for the event.

H.  Treasurer’s Report:  none

VI. OLD BUSINESS

Trees at the shopping center.

1. The Board discussed how they were disappointed in the size and fullness of the plantings for the shopping center and wanted to see what it would look like this spring.

VII. NEW BUSINESS

1. Ms. Marino informed the Board Members that she was resigning from the Board. The Board thanked her for all of her years of service. She is moving out of the area.

VIII. ADJOURNMENT

There being no additional business for the Board to conduct at this time, the Board meeting adjourned at 8:48pm. Motion: To adjourn. Hornstein/Sweet Vote: Unanimous

Please note the next scheduled meeting is March 24, 2015 at 7:00PM.

Respectfully yours,

Shelly Henning
Recording Secretary