Whittier Community Associates HOA, Inc.
Regular Meeting Minutes

September 25, 2012

The Board of Directors of Whittier Community Association met at the Somerford House, Frederick, Maryland on September 25, 2012 at 7:00 p.m.


Bill Watt, President|
Eric Struntz, Vice President
Bernarda Jackson, Treasurer
Jenny Marino, Secretary
Dave Fowler, Director



Paul Zimnik, Director
Michael Brown, Director
Bill Ryan, Director
Gary Wass, Director

Others Present

Gary Large, Ausherman Development
Jonathan Pembrook, Ausherman
Bob Terpening, Continental Pools
George Long, ACC
Nancy Keen, Vanguard Management, Community Representative
Shelly Henning, Recording Secretary




Mr. Bill Watt, President of Whittier Community HOA called the regular meeting to order at 6:57pm with a quorum present.




The Board discussed the June 26, 2012 minutes. Motion: To approve the minutes. Marino/Fowler Vote: Unanimous




A. Gary Large & Jonathan Pembrook with Ausherman Development –Update on Vista View Condominiums:
There will be 70 Condo units with 22 garages. This project will be a Condominium rental project. The Condo’s will be high-end units. Twenty-one garages will be available to the tenants on a first come first served basis; one garage will be used to store maintenance items. The units will be 1045 – 1461 square feet. All units will have 2 bedrooms and 2 full baths. There will be no exterior stairs. There will be an elevator in each building. The permits were applied for in June, and they are looking at getting permits in October and starting soon after. The first building should be completed in May of 2013 and the last building should be completed by May of 2014. Ausherman will pay all dues for the HOA and Condo dues. Mr. Large provided his phone number to the Board Members so they could contact him if there were any issues. Mr. Large also noted that the Keller Annexation has been approved by the City

B. Bob Terpening – Continental Pools:
Mr. Terpening suggested a new piece of equipment that would save on electricity and help to extend the life of the pumps. The Greenleaf pool would want to get it in January. Continental will offer a 10% discount if they do the work in the fall or winter. The repair work would come out of the Reserve funds. There were no issues at the pool this past summer, it was a good season. The Handicap lifts were not used at all but they are ready! Twenty more outside memberships were sold this year than last year. The Board suggested they would like to see the bathrooms kept cleaner.

C. There were no Homeowners present to address the Board.




A. Pool Management Renewal Addendum:
Continental Pools proposed no increase for 2013 and 2014. The Board noticed Continental had inserted the wrong dates on the contract and would need to be changed to reflect the 2013 and 2014 pool season. They have been happy with their service and the Community has a relationship with Continental. Motion: Hire Continental Pools for the 2013 and 2014 seasons subject to the dates being changed on the contract to the correct dates. Struntz/Fowler Vote: Unanimous

B. Fall Pool Repairs:
Continental is offering a 10% discount if they receive the signed proposal by 10/15/12. All money comes from the reserves. Motion: That we sign the contract in October for the fall pool repairs. Jackson/Fowler Vote: Unanimous

C. Revised ACC Guidelines:

The ACC Committee has made changes/modifications to the Guidelines. Management previously forwarded the amended Guidelines by email to the Board. The Board discussed changes that needed to be made:

  • Page 5 1. i Strike the i
  • Page 5 2.v.a. add “synthetic composite materials molded in black” after oak fascia boards.
  • Page 5 2.v.a. insert the word “wood” before fence and strike supplied by Lexington Paint and Supply.
  • Page 6 b. Sheds i. add the word “exterior” after square feet
  • Page 6 b. Sheds remove the note: These values were amended and approved during a meeting of the Board of Directors on August 24, 2009
  • Page 7 3. b. Sheds i. add the word “exterior after 8 x 10’
  • Page 8 c. Decks should read as: The deck must be built of typical wood (e.g. treated lumber) or synthetic composite materials. They cannot be painted , but they can be:
  • Page 10 I. Playground Equipment add 2. Any permanent installed sports equipment and related courts are subject to ACC approval
  • Page 14 under 4 a. items b, c, and d should be changed to 1, 2, and 3 and should be indented.

Action: Management to make the corrections and send out by email.

D. Reserve Balance Adjustment:
It was noted that there was a discrepancy between the projections made by the Reserve Advisors for the General Reserve balance as of 12/31/12. Based upon this analysis, The General Reserves would be considered by your auditors to be under funded based upon current AICPA auditing standards. A similar analysis of the Townhouse Reserve balance is showing that the Townhouse Reserves are over funded. It is suggested the Board approve the following: 1. Transfer cash from operating to reserves in the amount of $48,516.39 to fund the General Reserves deficiency. 2. Make an adjustment to Equity to transfer $48,516.39 from prior year’s income/loss (Acct#5510) to Reserves – General (Acct#5110). Motion: Make a motion that we move the $48,516.39 to the General Reserves deficiency. Struntz/Fowler Vote: Unanimous

E. Bad Debt Write-Off:

  1. *********** (*****): The property was foreclosed on and subsequently transferred to a new homeowner. All amounts due from the mortgage company and the new owner have been paid. The pre-forecloser balance is ****** that needs to be written off. Motion: Approve to write off. Struntz/Fowler Vote: Unanimous

F. Pit Bull Decision:
The Court ruling took out Pit mix breeds. Motion: Revise the pit bull policy in accordance with the court ruling. Marino/Fowler 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





The fountain in the lake is not working. Management will call the City.




There was no new business discussed.




There being no additional business for the Board to conduct at this time, the Board meeting adjourned at: 8:59pm. Motion: To adjourn. Fowler/Marino Vote: Unanimous



Please note the next scheduled meeting is October 23, 2012 at 7:00PM.



Respectfully yours,


Shelly Henning
Recording Secretary