Whittier Community Associates HOA, Inc.
Regular Meeting Minutes

February 26, 2013, 2013

The Board of Directors of Whittier Community Association met at the Somerford House, Frederick, Maryland on February 26, 2013 at 7:00 p.m.


Dave Fowler, President
Bill Ryan, Vice-President
Bernarda Jackson, Treasurer
Jenny Marino, Secretary
Eric Struntz, Director
Paul Zimnik, Director
Nancy Sweet, Director



Michael Brown, Director
Bill Watt, Director

Others Present

Nancy Keen, Vanguard Management, Community Representative
Shelly Henning, Recording Secretary
Dr. Long, ACC President
Paul Sill, Lakefront LLC
Christine Mayo from Harris, Smariga & Assoc. Inc
Bob Terpening, Regional Manager Continental Pools
Dejan Milenkov, Regional Supervisor Continental Pools




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




The Board discussed the November 27, 2012 minutes. Motion: To approve the minutes. Ryan/Jackson Vote: Unanimous



  1. Lakeside Drive: A homeowner was concerned about abandoned cars. This particular car has received previous tow notices but has not moved. The Board discussed the new Maryland towing law. The Board also discussed installing a few towing signs in this area. The Homeowner will also email Management the address to the owner of the car so Management can contact them. Motion: Move that we authorize of the number of tow signs that are needed for this area up to $600.00 Zimnik/Ryan Vote: Unanimous
  2. Tarp on roof of Townhome 2448 Lakeside: Per Management, the home is under foreclosure and PNC Bank is getting bids to replace the roof.
  3. Christmas Decorations: A Board Member wanted to know if there is a time when decorations must be down. Management stated they are supposed to be taken down one month after.
  4. Dog Issues: In the area where the condos back to the park, there are some homeowners from the townhomes that are walking their dogs but not picking up after them. There are some dogs running loose too. If Management has an address of the dog owner they could send a letter.



  1. Mulching Service Discount: Classic Landscaping has offered a 5% discount on mulching services if the Association prepays by March 15, 2013. The mulching service for both the General and Townhouses areas total $11,807.00. The savings would be $590.35. Motion: Move that we prepay. Zimnik/Jackson Vote: Unanimous
  2. Pool Matters: 1. Pool Pass Materials & Swimteam: Management presented the draft copies of the 2013 pool pass distribution materials. Upon approval of these materials, Management would like to have the pool information printed and mailed out by late March early April. The Whittier Swimteam has again made a request that the Board allow the swimteam to use the Greenleaf pool for their practices. If the Board agrees, the Greenleaf Pool would be the pool that opens 11 -7. The past several years, the pools have been in a rotation as to which pool will remain open while school is in session, this year, it would be in the Greenleaf pool. During the meeting Management realized the Cobblestone Pool would need to remain open from 1-8pm while school is in session so the Swimteam could use the Greenleaf Pool during that time. Motion: To approve the Pool Pass Materials with the changes to Cobblestone that Management mentioned and correction of a few grammatical errors. Struntz/Ryan Vote: Unanimous 2. Swimming Pool Guidelines: Management offered to post the guidelines on the Vanguard website rather than mail them. This would save money on printing and postage. It cost about $500.00 to print and is already in the budget. The Board discussed that the guidelines are also posted on the Association Web site. The Board would like to continue mailing the guidelines out.
  3. Spring Pool Repairs and Parts: The Board reviewed proposals from Continental Pools for repair and parts needed at each pool in order to ready them for spring opening. The proposals total $7,164.69 and $11,000.00 is budgeted in March/April for spring pool repairs and supplies. Many of the lifeguards from last summer are coming back. Motion: That we approve. Ryan/Marino Vote: Unanimous
  4. Lakefront Unauthorized Tree Removal: Paul Sill, Lakefront LLC and Christine Mayo from Harris, Smariga & Assoc. Inc attended the Board meeting to discuss the replacing of the trees that Mr. Sill removed. Mr. Sill stated he removed the trees primarily because of the vandalism that had been occurring in the shopping center in order to give the police a clear view of the shopping center. Ms. Mayo had several ideas of what to replace the trees with that she presented to the Board. The Board would like to see something close to what was there before. They liked the way the dark green framed the Whittier Sign. The Board would also like something that required minimal maintenance. There were still questions as to who would pay for the maintenance since what was there before required none. Ms. Mayo agreed to email Management other ideas and then Management would pass onto the Board.
  5. Homeowner Request/Association to Remove Common Area Tree: A homeowner is requesting the Board remove the common area tree located on the finger island in front of his home. The homeowner states that the tree drips sap on his vehicles all spring and summer. He states that due to the tree, he is not able to use his assigned parking spaces that are on either side of the tree and must use limited guest parking. Classic Landscaping reported that the tree is an ash tree and that it doesn’t usually drip unless it is stressed. Classic would charge $500.00 to remove the tree. The Board agreed to table what they would replace it with at this time. The Board asked that Management send a letter to the neighbors to let them know the Board is replacing the tree because it had issues. Motion: That we remove the tree. Struntz/Ryan Vote: Unanimous
  6. Hearing/*******: The homeowner has outstanding violations regarding their home. The homeowner replaced their roof with a lighter color shingle without prior ACC committee approval and has a damaged garage door. The ACC Committee brought these violations to the attention of Management. The Homeowner did not show for the hearing and has not contacted Management. The new shingles do not match the originally installed shingles. The new roof is already missing shingles. The Board discussed options that they would have and wanted Management to speak with the Attorney for the Association as to how to proceed. Motion: The Board is asking that the Attorney for the Association send a letter to the homeowners demanding they replace the shingles with the color to match the original shingles and replace the damaged garage door. If the Attorney should have any questions or concerns Management will notify the Board. Struntz/Ryan Vote: Unanimous
  7. Collection Decisions:
    1. Payment Plan Request/******: The homeowner is requesting the Board approve a payment plan in the amount of $200.00 a month to pay off the balance of $5,435.60. Motion: That we approve the payment plan of $200.00 per month but if they miss any payment the collection process will continue. Ryan/Sweet Vote: Unanimous
    2. Payment Plan Request******: The homeowner is requesting the Board approve a plan in the payment amount of $200.00 a month to pay off the balance of $3,850.30 Motion: That we approve the payment plan of $200.00 per month but if they miss any payment the collection process will continue. Ryan/Sweet Vote: Unanimous
    3. Write-Off to Bad Debt/***** This Homeowner filed bankruptcy on March 9, 2012. The bankruptcy court granted a discharge of the debt on July 12, 2012. As ordered by the Bankruptcy Court, the pre-petition balance of $4,177.45 must be written off to bad debt. Motion: That we write off the bad debt Ryan/Jackson Vote: Unanimous
    4. Short Sale offer*******: The property is under contract for a short sale. The owner is offering $3,865.00 to settle their balance of $4,852.00 Enclosed for the Board’s review is a copy of the letter from the realtor and a statement of account. Motion: We agree to the offer of $3,865.00 to settle this debt. Ryan/Zimnik Vote: Unanimous H. Tree Removal at Spring House: A Homeowner asked if a tree could be removed on common area by the Spring House. The tree collects trash. Classic would remove the tree for $250.00 Motion: Not to remove tree. Ryan/Zimnik Vote: 4 for 2 against Action: Management to ask Classic how much it would cost to trim the tree.




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:  A Board member asked if a lien were filed did it go on the homeowner’s credit? The Association went over the amount for legal fees.





There was no old business discussed.



  1. Resignation from the Board: Management informed the Board that Mike Brown had resigned from the Board.




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



Please note the next scheduled meeting is March 26, 2013 at 7:00pm.



Respectfully yours,


Shelly Henning
Recording Secretary