Whittier Community Associates HOA, Inc.
Regular Meeting Minutes

September 27, 2011

The Board of Directors of Whittier Community Association met at the Somerford House, Frederick, Maryland on September 27, 2011 at 7:00 p.m.


Bill Watt, President
Eric Struntz, Vice President
Bernarda Jackson, Treasurer
Jenny Marino, Secretary
Paul Zimnik, Director
Bill Ryan, Director
Michael Brown, Director
Gary Wass, Director




Others Present

Nancy Keen, Vanguard Management, Community Representative
Shelly Henning, Recording Secretary
Bob Terpening, Continental Pools
David Fowler, Homeowner
George Long, ACC Committee




Mr. Bill Watt, President of Whittier Community HOA called the regular meeting to order at 7:01pm with a quorum present.




The Board discussed the August, 2011 minutes and thought they were in order.
Motion: To approve the August minutes.
Marino/Struntz Vote: Unanimous




Ms. Jackson discussed storing trash cans in the garage. Now that trash is only getting picked up once a week there is an issue of the odor. Management stated that the trash cans can be placed in the rear yard screened from view. She also asked if a homeowner can plant trees to form a screen. Mr. Long addressed the issue and stated that you can plant what you want and that you are only restricted in what you cut down.

Mr. Fowler commented on his radon levels.




A. Fall Pool Repairs:
The Board discussed with Mr. Terpening the repairs needed for the Wetherburne pool. Mr. Terpening stated if the repairs were not done this year they would need to be done in a couple of years and would still have to continue to repair areas now. This work usually last for 15 to 20 years and the pool is about that age now. When the work is completed the pool will look brand new. He stated there would be a one year warranty for the work but because they are the pool company that The Associations uses, if there were any issues that came up after that they will take care of it.
Management stated that this would be a Reserve expense.
1. Greenleaf:
Removing and replacing flat 6x6” tile and replace perimeter calk. Total cost is $961.00
Motion: To approve the contract.
Jackson/Ryan Vote: Unanimous
2. Cobblestone:
Remove and replace straight precast coping stone. And double sawcut, demo, and regrout coping/tile junction. Total cost of $835.20
Motion: To accept the contract.
Jackson/Ryan Vote: Unanimous
3. Wetherburne:
Remove and replace entire coping and tile line at the pool. Caulk installation included. Total cost is $22,500.00 with a 10% discount if proposal is signed and returned no later than October 15, 2011.
Motion: Make a motion to get a break down in cost. As long as we get it back quickly.
Ryan/Wass Vote: 2 oppose/7 for

Action: Management to ask Continental for a break-down of the cost for the proposal. The Board would like it returned by October 7th.

B. Pool Furniture Repairs:
There are 40 lounge chairs and 16 arm chairs that have broken straps. Criterion can re-strap the chairs and they will look brand new. The original cost was thought to be $2,880.00 but after Management met with Criterion the cost came down to $1,689.00, as many of the chairs can be spot strapped. This is a Reserve Expense. This cost is in line with what have done in the past.
Motion: To approve $1,689.00 for the repairs.
Ryan Struntz Vote: Unanimous

C. Cobblestone Shed:
The Homeowner, **** Cobblestone, installed a shed/garage that does not match what they applied for and were approved to install. There is a similar shed in Whittier but that homeowner agreed to sit the shed back in the yard and put a screen of trees by it so it would not be visible and that is the only reason the ACC agreed to that shed. The ACC stated that they would have turned down this Homeowner’s application if they would have applied for the shed the way they built it because of the garage door and where it was placed. The ACC also noted that the Homeowner has other items in the back yard that have not been applied for. The Board discussed with Management that they would like the Homeowner to attend the next Board meeting to discuss the shed. The Board suggested that the Homeowner could possibly change the garage door on the shed to a different door style and retroactively submit for approval those items in the back yard not applied for in the past.
Action: Management to send homeowner a letter to discuss issues at the next Board meeting.

D. 2012 Draft Budget:
The budget reflects a 1.8% increase in General assessments ($285.00) and a 3.2% increase for the Townhouse assessment ($510.00) in 2012. The Single family assessment will be $303.00. The Board would like to see language added to the Budget notes that will include the lake and school maintenance. The Board discussed that they have agreed to do these maintenance items because if not done they would be a detraction from the community. The City was not spending the money on the lake and it looked bad. The County doesn’t have the funds for school yard maintenance either and it was in horrible condition. The Board discussed a possibility of raising the budget for the future to cover the increasing delinquency.
Motion: To approve the 2012 draft Budget for distribution to the homeowners for comment.
Zimnik/Wass Vote: Unanimous

E. 2010 Audit:
Goldklang Group, P.C. prepared the 12/31/2010 audited financial statement. They recommend the Association adjust the bad debt expense line item within the annual budget to more accurately reflect the assessments income to be received from Homeowners. They also stated collections are higher than what is considered normal.
Motion: To approve the audit as presented.
Struntz/Zimnik Vote: Unanimous

F. Late Notice:
Management enclosed a sample of the late notice that is mailed prior to the collection costs being assessed, which states that the total due must be received within 30 days to avoid collection cost. Also enclosed is the late notice that is mailed once the Notice of Intent Fee has been assessed that states please remit total due to avoid collection action/costs and accelerated assessments. Notice of Intent is not called a late fee. All homeowners get advanced notice.

Hardship/Payment Plan:
******: She has requested that she pay $75.00 to $100.00 per month until her entire balance of $623.00 and her payments for 2012 will be paid off.
Motion: To approve the payments for $75.00 a month.
Ryan /Marino Vote: Unanimous





A.  ACC: none

B.  Pool Committee: none

C.  Townhouse Committee: none

D.  Condo Committee: none

E. Landscaping Committee:none

F. Communication Committee: none

G. Social Committee: none

H.  Treasurer’s Report:  None





There was no old business discussed.




A Board Member asked if there were a way to know what Classic has planted recently and what trees and shrubs would be covered under a warranty.




There being no additional business for the Board to conduct at this time, the Board meeting adjourned at: 8:55pm.
Motion: To adjourn the meeting.
Struntz/Ryan Vote: Unanimous



Please note the next scheduled meeting is October 25, 2011 at 7:00PM.



Respectfully yours,


Shelly Henning
Recording Secretary