Whittier Community Associates HOA, Inc.
Regular Meeting Minutes

September 23, 2014

The Board of Directors of Whittier Community Association met at the Somerford House, Frederick, Maryland on September 23, 2014 at 7:00 p.m.


Paul Zimnik, President
Daniel Cowell, Vice-President
Jenny Marino, Secretary
Nancy Sweet, Director
Bill Watt, Director


Bernarda Jackson, Treasurer
Bill Ryan, Director


Others Present

Nancy Keen, Vanguard Management, Community Representative
Shelly Henning, Recording Secretary
Dave Latch, ACC
Chris & Kelly Sherman, Homeowners




Dr. Paul Zimnik, President of Whittier Community HOA called the regular meeting to order at 7:02pm with a quorum present.




The Board discussed the August 26, 2014 minutes and corrections that needed to be changed. Motion: To accept the minutes with the changes. Sweet/Cowell Vote: 1 abstain 3 for



  1. Homeowners addressed the Board regarding ACC changes to their existing screened in porch. See below in ACC.



  1. Grounds Maintenance: The Contract with Classic is expiring. The Board thought Classic’s work has been good overall. Classic guarantees their plant material and the Association would lose that guarantee if they switched to a different provider. A Board member would like to see that edging is added to the contract. A Board member suggested the bid get posted to the web site with a diagram of where the mowing should occur. Management discussed some of the qualifications a new company would need to meet. Snow removal is also done by Classic but is a separate contract. Motion: That we have Management contact landscaping companies to go out to bid for the Association. Cowell/Sweet Vote: Unanimous
  2. Legal Representation: The Board heard a presentation from Mr. Zaller at the August Board meeting. Mr. Zaller had offered three different options. Management enclosed the Retainer Agreement from Nagle and Zaller, P.C. The Board thought the 2nd option would most fit the community’s needs. Motion: Accept the contract with option 2 from Nagle and Zaller, P.C. Cowell/Watt Vote: Unanimous
  3. 2013 Audit: Goldklang Group has prepared the audit of the financial statement 12-31-2013 draft. It was a clean audit. The Board discussed that there is a delinquency problem but it is their hope with the new attorney firm that this will be improved. The Board discussed obtaining another Reserve Study in 2015. Motion: To accept the audit as presented. Sweet/Watt Vote: Unanimous
  4. Bad debt write off:
    1. ***************: The homeowner filed for Chapter 7 Bankruptcy relief and was granted a discharge. According to the court order all amounts due prior to the filing date are not collectible and therefore must be written off as bad debt. The amount to be written off is $348.00. Motion: To write off the $348.00 Zimnik/Watt Vote: Unanimous
    2. ***************: The home was foreclosed on and purchased by a third party. The report from the auditor shows a deficiency in the sale price in excess of $64,000.00. In March of 2014, the property transferred to a new homeowner. All amounts due from the foreclosure date through December 31, 2014 have been paid in full. Management asked the Board to approve a write off to bad debt of the pre-foreclosure amount. The assessments and uncollectible cost is $798.50. Motion: To write off the 798.00 Watt/Cowell Vote: Unanimous



A.  ACC:

  1. *****/deck stain: The homeowner had submitted color choices that are not permitted per the current guidelines for their deck to the ACC. The Board discussed with Mr. Latch the solid paint/stains for decks. The solid paint color products did not exist when the Guidelines were originally written. The Board will allow the variance - the #1 color Fog for the deck. Motion: To approve the #1 Fog color for the deck. Cowell/Watt Vote: Unanimous
  2. *******/Enclosing screened porch: The homeowners attended the meeting to discuss enclosing their screened porch with vinyl windows with the Board. The brick and concrete pad are already there. They would like to replace the screen windows with vinyl windows. The siding would match the siding that is on the home. The existing porch roof, ceiling, and floor would remain unchanged. The Board stated that there are several other homes in the neighborhood that have already done this and that it looks really nice. The Board gave their approval of the change from a screened in porch to an enclosed porch.
  3. Architectural Guidelines: Mr. Latch was hoping to have the revised Guidelines finished by mid-October. The Board suggested that Mr. Latch might want to announce the revised Guidelines at the Annual Meeting. They discussed also posting it to the Community Web site.

B.  Pool Committee: none

C.  Townhouse Committee: none

D.  Condo Committee:

  1. . The new roofs are being put on.
  2. The city is canceling the recycling service for the condominiums as of October 1, 2014. The condos may need to hire a private company.

E. Landscaping Committee: none

F. Communication Committee: none

G. Social Committee: none

H.  Treasurer’s Report:  none





There was no old business discussed.



  1. Signage: The Board discussed signage that was appearing in the Community.
  2. Reserve Study: The Board discussed getting a Reserve Study done for 2015.




There being no additional business for the Board to conduct at this time, the Board meeting adjourned at: 8:34pm. Motion: To adjourn the meeting. Cowell/Sweet Vote: Unanimous



Please note the next scheduled meeting is October 28, 2014 at 7:00PM.



Respectfully yours,


Shelly Henning
Recording Secretary