Whittier Community Associates HOA, Inc.
Regular Meeting Minutes

April 28, 2015

The Board of Directors of Whittier Community Association met at the Somerford House, Frederick, Maryland on April 28, 2015 at 7:00 p.m.


Daniel Cowell, Vice-President
Bernarda Jackson, Treasurer
Bill Ryan, Director 8:45 left
Nancy Sweet, Director
Andrea Weaver, Director
Larry Hornstein, Director (7:25pm arrived/ 8:16pm departed)
Roger Franks, Director


Paul Zimnik, President
Bill Watt, Director


Others Present

Jeremy Holder, Vice-President, Ausherman Development
Pete, Ausherman’s Landscape Architect
Roger Franks, Homeowner
Nancy Keen, Vanguard Management, Community Representative
Shelly Henning, Recording Secretary




Mr. Daniel Cowell, Vice-President of Whittier Community HOA called the regular meeting to order at 7:06pm with a quorum present.




The Board discussed the March 24, 2015 minutes and had two corrections. Motion: To approve the Minutes with 2 corrections. Sweet/Weaver Vote: 3 For 2 Abstain



  1. Ausherman Landscape Planting Request: The Aushermans would like to install additional trees at the Whittier common area berm that borders their property by the townhouses at Lakeside Drive. They are proposing 12 additional evergreens. They will guarantee the tree for the 2 years planting pruning mulching gator bags with water. Knowing that a lot of people walk their dogs in that area the Board was concerned that the trees could be in the way. The Board asked if the representative for the Aushsermans could stake where the trees would go. The Aushermans would like to plant in the fall. The final position of the trees will be determined by the Board.
  2. Roger Franks, a new homeowner, has been volunteering for the Lakeside Festival. He would like to join the Board. Motion: to have Roger appointed to the Board to fill the empty position that expires in December of 2015. Cowell/Ryan Vote: Unanimous
  3. Pressure wash the retaining block wall on Longfellow Court. A Board Member mentioned that the wall has mold and moss on it and would like to see that it gets pressure washed. The Board member also asked if a planting could be done there. The Board would like to see pictures of the area to discuss future possibilities of plantings and the condition of the wall. A Board member agreed to take pictures and send them to Management.
  4. A car that is on Graystone Lane. The car has a number of items in it. It has not been moved since last summer. They moved it just a few feet which keeps it legal there. It is a city street and that the neighbors should call the police.
  5. Neighborhood Watch. They have gotten approval from the NAC. Suggest that we will create a new committee for the Neighborhood Watch. The Committee would need to come into the Board.



  1. Paint Cluster Mailboxes: Management has had several homeowners express concerns with the appearance of the mailboxes having chipped/peeling paint, rust and tape marks. Management obtained estimates to paint the eighty-four cluster boxes. The 2015 budget has $6,000.00 budgeted for capital improvements that could possibly be used for this project. The boxes have never been painted and they do need the attention. Motion: To use Wayco and do all of the mailboxes at $120.00 per box. Ryan/Hornstein Vote: Unanimous
  2. Community Yard Sale: Management has received a few inquiries from homeowners regarding the community yard sale. It is usually held on the 2nd Saturday in June from 8am to 12pm. In the past, Management has placed an ad in the Frederick News Post. The Association lost a sign last year and there are only four signs. It will also be posted on the web site. Motion: Use the signs that we have and advertize in the paper and post on the web site. Ryan/Weaver Vote: Unanimous
  3. Late Fee Waiver Requests: As previously discussed by email, since the implementation of the new collection policy and implementation of the 10% late fee, Vanguard’s accounting department is being inundated with inquiries and request to waive the late fee. The current practice is to tell the homeowners that they must submit a written request to the Board. Management is suggesting 2 different options since there are over 150 homeowners that have incurred a late fee.
    1. Advise homeowners that the Board has directed that there be no waivers of late fees.
    2. Advise homeowners that the Board has authorized a one-time only waiver of a late fee.
    3. Continue to advise the homeowner that they must write to the Board for such consideration.

      The first two options would keep these situations off the Board agenda and, for any written requests that are in the pipeline, Management can handle them accordingly. The Board discussed that the coupon clearly stated that there are now late fees. Motion: That we go with option#1. Ryan/Sweet Vote: 1 abstain 6 for

      ******: The Homeowner still owns the home but lives outside of the community and rents the condo out. The Homeowner still wants the pool passes for the homeowners however they would like nine passes. Management has never had an absentee homeowner request nine passes. The owner can have the passes but they can’t get them for tenants too. The Board only wanted to give passes to the Homeowner and if the homeowner could prove residency of their current home for the additional residents then allow those passes too. Motion: Two passes for the owners and ask for proof of residency for others. Ryan/Sweet Vote: Unanimous



A.  ACC: none

B.  Pool Committee: All the pools passed inspection.

C.  Townhouse Committee: 

  1. The Board discussed that there are two properties that look bad. Management will report the properties to Code Enforcement. The Board also mentioned that there is a vehicle that is abandoned at Carrington. Motion: That we have Management call Code Enforcement to do the bad properties and also have the inspector look at the properties and then and submit violation notices. Ryan/Sweet Vote: Unanimous

D.  Condo Committee: none

E. Landscaping Committee: none

F. Communication Committee: none

G. Social Committee: The Festival planning is going very well. There are five people on the Committee.

H.  Treasurer’s Report:  none






  1. There was no old business discussed.



  1. The Board discussed that they might need to update the Web site. They discussed the difficulty of keeping current emails for all the homeowners. The Board discussed that they would need a committee to monitor it.




There being no additional business for the Board to conduct at this time, the Board meeting adjourned at: 9:00pm. Motion: To adjourn. Sweet/Jackson Vote: Unanimous



Please note the next scheduled meeting is May 26, 2015 at 7:00PM.



Respectfully yours,


Shelly Henning
Recording Secretary