Whittier Community Associates HOA, Inc.

Regular Meeting Minutes

May 26, 2020


The Board of Directors of the Whittier Community Association met via Zoom video call on May 26, 2020, at 7:00 p.m.



Paul Zimnik, President          

Royle Kidwell, Vice President                      

Bernarda Jackson, Treasurer

Laura Ferguson, Director

Nancy Sweet, Director

Michael Brown, Director

Andrea Weaver, Director

Roger Franks, Director



Ronnie Lushbaugh, Secretary


Others Present:

Nancy Keen, Vanguard Management, Community Representative

Renee Henning, Recording Secretary



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


  1. REGULAR MINUTES: The Board discussed the January 28, 2020 minutes as presented. The Board moved to accept the minutes as presented.  

            Motion:  To approve the January 28, 2020 minutes as presented.

Weaver/Brown                                                          Vote: 5/0/0


  1. Solicitors: A Homeowner mentioned they have had more issues with people coming door to door for services since the pandemic, even though it is not a solicitating neighborhood. Management suggested calling the non-emergency police number, as they have encouraged. Homeowners can also say something to the individuals about if they don’t have a license, the police can and will be called.


  1. Christopher’s Crossing Center Island Beds Proposal: The Board discussed the proposal provided by Ruppert Landscapes to install perennials in the middle of the yews at the center island beds. There are 17 island beds that will be planted with 8 plants for a total of 136 plants. The General Association Budget has $4,000.00 budgeted in the spring for landscape improvements. The proposal is totaled at $2,600.00 for the planting. The Board discussed that it would be an added enhancement since the area is open, adding color and additional coverage to the islands.


Motion: To approve the proposal for the Christopher’s Crossing center island beds to be updated with the additional perennials totaling at $2,600.00.

Ferguson/Brown                                                 Vote: 7/0/0


  1. Dead Tree Removal/Replacement Proposals: Landscape Committee Liaison, Andrea Weaver, and Ruppert Area Manager, Mike Miller, completed several drive-through landscape inspections of the community. They developed a list of dead common area trees that need to be removed and replaced. Ruppert Landscapes provided a proposal for the removal and replacement. The dead tree removal and replacement listed on the proposals for the townhouse area totals $4,425.00. The Townhouse Budget has $6,300.00 budgeted in the spring for landscape improvements. The dead tree removal and straightening for the General area totals $315.00. The Board discussed how some of the trees don’t need to be replaced due to current trees already in the area and overcrowing.


Motion: To approve the proposals for dead tree removal and/or replacements provided by Ruppert Landscapes for a total of $4,425.00 from the Townhouse Budget for the townhouse area and $315.00 for the General area.

Sweet/Kidwell                                                     Vote 7/0/0


  1. Ratify Email Decisions: The Board ratified the below decisions that were time-sensitive and had to be made by email since the previous meeting.


Motion: To approve the Manougian’s Insurance renewal proposal, renewing with a minimal $279 or 1% increase over the expiring annual total.

Weaver/Sweet                                                      Vote 7/0/0


Motion: To approve the Continental Pools spring opening proposals for repairs and supplies needed at all 3 pools.

Weaver/Sweet                                                      Vote 7/0/0


Motion: To approve the Continental Pools proposal to excavate and repair the broken return line pipe at the Cobblestone pool to be paid from Reserves.

Weaver/Sweet                                                      Vote 7/0/0


  1. Reserve Investments:  The account record as of 4/30/2020 was provided for the Board’s review. The Morgan Stanley Reserve Account has two $50,000.00 CD’s maturing in May. Management recommends investing these funds into a 2023 CD and a 2025 CD to continue laddering the funds.


Motion: To approve the two accounts invested into a 2023 CD and a 2025 CD, laddering the funds.

Jackson/Weaver                                                  Vote 7/0/0


  1. Community Yard Sale: The Board discussed the annual community yard sale that was previously approved for a June 13th and 14th date. The Board discussed the restrictions of the COVID-19 and its effect on the event. It was determined that the event should be canceled due to the COVID-19 restrictions. A later date for the yard sale will be considered once the phasing of the quarantine are clearer on when it would be an appropriate and safe time to have the event, potentially looking at August as a new date.


Motion: To cancel the Community Yard Sale in June due to the COVID-19 restrictions and a later date for the yard sale will be considered once the phasing of the quarantine are clearer on when it would be an appropriate and safe time to have the event.

Jackson/Ferguson                                               Vote 7/0/0


  1.          COMMITTEE REPORTS:
  1. ACC Committee: Due to the COVID-19 restrictions, the ACC Committee has been reviewing and approving applications by email.
  2. Pool Committee: Nothing to report.
  3. Townhouse Committee:  Nothing to report.
  4. Condo Committee: Nothing to report.
  5. Landscape Committee: Nothing to report.  
  6. Communications Committee: Nothing to report.
  7. Social Committee: Nothing to report.
  8. Treasurer’s Report: The Board reviewed the financial reports.


  1. Pool Opening Meeting Postponed: The Board had previously determined that they would meet to discuss the reopening of the pool on June 8th, 2020. As of right now, it would seem like the best action to move that meeting to a later date until further information about the restrictions is released.  It was noted that the City of Frederick has already decided to postpone pool openings until mid-July. The Board determined that it would be best to postpone the meeting to decide on pool opening dates until July 6th, 2020.


Motion: To postpone the meeting regarding maintaining the closed pool status on July 6th, 2020, and reconsider opening dates at that time.

Jackson/Weaver                                                  Vote 7/0/0


  1. Greenleaf Pool Repairs: Continental Pools discovered a leak coming from the threading on the far-left filter for the main pool at Greenleaf. As a result, the filter will need to be replaced. Continental Pools provided a proposal for removal and replacement of the left filter at the main pump for the Greenleaf Pool totaling $2,475.00. The cost can be paid for from the Reserve funds.


Motion: To approve the Continental Pool proposal to remove and repair the left filter at the main pump for $2,475.00, to be paid for from the Reserve funds.

Weaver/Kidwell                                                  Vote 7/0/0



  1. ADJOURNMENT: There being no additional business for the Board to conduct, the meeting adjourned at 7:35 p.m.

Motion: To adjourn the meeting at 7:35 p.m.

Brown/Weaver                                                          Vote: 8/0/0



Please note the next scheduled meeting is to be held on Tuesday, June 23, 2020 at 7:00pm via Zoom video call due to COVID-19 restrictions.




Renee Henning

Recording Secretary