MINUTES OF MEETING WHETSTONE HOMES CORPORATION Board of Directors May 11, 2017 A regular meeting of the Whetstone Homes Corporation Board of Directors was held at 7:30 p.m. on Thursday, May 11, 2017 at the North Creek Community Center, Montgomery Village, Maryland. Directors Present Debby Vermillion, President Bill Ott, Vice President Brian Clark, Treasurer Ben Burrell, Secretary Dennis Barnes Sharon Cranford Doug Krauss Directors Absent Ed Stennett Others Present Andrea Mandato, Community Manager Jennifer Thornett, Recording Secretary 3 residents 1. Residents Time Residents Time is recorded separately. 2. Call Regular Meeting to Order Ms. Vermillion, President, presided. She called the meeting to order at 7:40 p.m. with a quorum present. Mr. Ott requested that they open the meeting with a moment of silence for former board member Jack Rush who recently passed away. 3. Accept Agenda Ms. Cranford moved to accept the agenda. The motion was seconded and amended to add an item under Old Business: Discuss Welcome Committee. The amended motion was seconded and passed unanimously.
4. Review and Approve Minutes of April 13, 2017 Meeting Mr. Ott moved to approve the minutes of the April 13, 2017 meeting as amended. The motion was seconded and passed unanimously. Amendments: 1. Page 1, Directors Present: Update titles for Mr. Ott and Mr. Burrell. 2. Page 3, Management Report item C.6: "New board members are reminded that they are required to complete..." 5. Review Financial Matters a. Consider Financial Statements April 2017 Mr. Clark moved to accept the April 2017 financial statements as presented. The motion was seconded and passed unanimously. b. Review Delinquent Accounts The Board reviewed the delinquent accounts. Mr. Clark reported that overall delinquencies total $14,000, which is typical for the 4th quarter of the year. c. Review Litigation Status Report The Board reviewed the Litigation Status Report. d. Review Delinquency Summary Report The Board reviewed the Delinquency Summary Report. 6. Management Report Ms. Mandato reviewed the Management Report and highlighted the following items: A.1. The audit will be available for review in June. B.1. The Board reviewed the proposal from JB Kline for installing a large garden bed at the top of Diary Road. Ms. Vermillion noted that the proposal includes an initial watering and added that they need a commitment from residents willing to continue watering the plants before approving. The discussion was tabled until the Maintenance Committee report. Whetstone Homes Corp. Board 2 May 11, 2017
B.3. Ms. Mandato reported that she has only received a proposal for storm drain repairs from Busy Service. The Board directed Management to confirm with the others that they plan to bid on the work and give them a deadline for submitting a proposal. B.5. Ms. Mandato reported that she has only received a proposal for repairs to the fieldstone wall to the rear of Freestate Place from Divine Landscaping. B.6. Ms. Mandato reported that she has only received a proposal for tree removals from Elliott's Tree Service. She added that there was a change order processed with the RFP. Ms. Mandato reported that Transwestern is allowing their landscape contractor to stage mulch at the former Professional Center site for nearby jobs. The Board directed Management to send a letter to both MVF and the County citing environmental concerns since the mulch is not properly barricaded. It was noted that Transwestern should not allow the landscape contractor to store materials for other jobs at the site. The use of the Professional Center site as a Landscape/Garden Center was removed from the suggested uses approved by MVF. 7. Old Business a. Post Lamp Repairs It was noted that the post lamps on Freestate Place were fixed; one homeowner has to schedule an appointment to have the contractor enter the property to fix the post lamp. Ms. Mandato added that the lights on Roman Way that were damaged by fire were also restored. b. Dock Replacement Ms. Vermillion reported that Mr. Stennett presented a concept drawing for replacing the dock. She noted that the majority of resident ballots support replacement of the dock, but not the gazebo. It was noted that Mr. Stennett's concept is a cantilever design with 2/3rds of the deck on land and 1/3rd of the deck in the water. Mr. Ott suggested that they ask the designer if they would save money if the dock did not go into the water. Ms. Cranford moved to submit Mr. Stennett's concept drawing to qualified designers to draft plans for replacing the dock, with the plan to include a fence and security lighting. The motion was seconded and passed unanimously. Whetstone Homes Corp. Board 3 May 11, 2017
c. Covenant Amendment Status Ms. Vermillion reported that 299 ballots have been submitted to date. She added that they are tracking the addresses of the ballots that have been returned, but they have not opened the ballots yet. Ms. Mandato noted that she reserved the training room at the MVF office on Monday, May 15 at 2:00 p.m. in order to count the ballots. d. Board Vacancy Ms. Vermillion reported that Mr. Stennett submitted his resignation from the Board. She added that she hopes to have names to submit for appointment by the next meeting. Mr. Krauss moved to accept Mr. Stennett's resignation from the Board. The motion was seconded and passed unanimously. e. Discuss Welcome Committee Ms. Cranford noted that she and Judy Landry would like to serve on the Welcome Committee. Ms. Landry proposed providing new residents with key information, such as how to pay assessments online, how to join the Whetstone listserv, and how to obtain pool passes. She added that they can provide residents with a copy of the Village News, the Flourish magazine, and the Recreation Guide. Ms. Cranford suggested that they create a one-page reference guide for new homeowner's and requested funds to make copies. Mr. Krauss noted that he would like to serve on the Committee. He added that they can have members from each community so that they can visit new neighbors in the same area. Mr. Clark moved to establish an ad hoc Welcome Committee with an initial budget of $500. The motion was seconded and passed unanimously. Mr. Clark moved that membership of the Welcome Committee be open and not require Board approval. The motion was seconded and passed unanimously. Whetstone Homes Corp. Board 4 May 11, 2017
8. New Business a. Washington Gas request for repairs Ms. Mandato reported that Washington Gas requested permission to make necessary repairs at 18904 Chimney Place. Mr. Ott noted that the request does not indicate the need or nature of the work. Mr. Clark moved to table discussion of repairs at 18904 Chimney Place pending further information from Washington Gas. The motion was seconded and passed unanimously. b. Drainage swale behind Hallowell It was noted that the drainage swell behind Hallowell is failing. Ms. Vermillion suggested that the Board piggyback on another milling project and install millings to hold the dirt. Ms. Mandato noted that she will have JB Kline inspect the area tomorrow and present solutions to repair the drainage swale. 9. Committee Reports a. Audit/Budget Mr. Clark reported that the next Budget Committee meeting is scheduled for May 23 at 7:00 p.m. at the Whetstone Community Center. b. Communications Committee The articles for the Village News are due as follows: Deadline Date Publication Date May 15 May 19 Mr. Barnes June 5 June 9 Mr. Clark June 19 June 23 Mr. Krauss c. Maintenance The Board considered the proposal from JB Kline to install plantings at the end of Diary Road in the amount of $18,342. It was the sense of the Board to consider other options. The Board considered the proposal from JB Kline to install gabion baskets along the path that is being eroded by water in the amount of $3,200. It was noted that the budget for Lake Path Maintenance is $2,500; the excess funds will be billed to Greenspace Repair. Mr. Krauss moved to accept the proposal from JB Kline to install gabion baskets along the path that is being eroded by Whetstone Homes Corp. Board 5 May 11, 2017
water in the amount of $3,200, with the additional funds to come from Greenspace Repair. The motion was seconded and passed unanimously. The Board considered the proposal from JB Kline for street sign replacements in the amount of $1,985. It was noted that the budget for Street Sign Repair/Replace is $1,000; the excess funds will be billed to Greenspace Repair. Ms. Cranford moved to accept the proposal from JB Kline for street sign replacements in the amount of $1,985, with the additional funds to come from Greenspace Repair. The motion was seconded and passed unanimously. The Board considered the proposal from JB Kline for installing river rock on the back side of the island on Digging Road in the amount of $1,150. Ms. Cranford moved to accept the proposal from JB Kline for installing river rock on the back side of the island on Digging Road in the amount of $1,150, with the funds to come from Greenspace Repair. The motion was seconded and passed unanimously. The Board considered the proposal from JB Kline for installing a dry well on Brooke Grove Court in the amount of $1,515. It was noted that the area was graded incorrectly to begin with and the problem was exacerbated by construction on Rhodes Way. The Board directed Management to clarify how the dry well will be installed. Ms. Cranford moved to accept the proposal from JB Kline for installing a dry well on Brooke Grove Court in the amount of $1,515, with the funds to come from Greenspace Repair. The motion was seconded and passed unanimously. The Board considered the proposal from JB Kline for installing woodchips to the area behind 19137 Brooke Grove Court in the amount of $1,905. It was noted that low maintenance, drought resistant trees will be installed in the fall. Ms. Cranford moved to accept the proposal from JB Kline to furnish and install woodchips to the area behind 19137 Brooke Grove Court in the amount of $1,905, with the funds to come from Greenspace Repair. The motion was seconded and passed unanimously. Whetstone Homes Corp. Board 6 May 11, 2017
The Board considered the proposal from JB Kline to fix the path near S. Pike Creek in the amount of $1,697. Ms. Cranford moved to accept proposal from JB Kline to fix the path near S. Pike Creek in the amount of $1,697, with funds to come from Greenspace Repair. The motion was seconded and passed unanimously. d. Nominating No report. e. Election No report. f. Recreation No report. g. Lakeshore No report. h. Ad hoc (Public Safety/Legal) It was suggested that Mr. Ott chair the Public Safety Committee. Zoning Mr. Barnes provided additional information regarding Airbnb rentals. He noted that the Planning Board held a hearing on the issue today and added that the zoning text amendment does not require the owner to be in the house when it is rented. Mr. Barnes noted that the issue will also be discussed at the Upcounty Citizens Advisory Board meeting on May 15. Adjournment Mr. Krauss moved to adjourn to closed session at 9:39 p.m. The motion was seconded and passed unanimously. There being no further business, the meeting was adjourned at 9:39 p.m. The reports, authorizations and other documents presented at the meeting have been initialed for identification and attached hereto or filed in the offices of the Montgomery Village Foundation. Whetstone Homes Corp. Board 7 May 11, 2017
Approved: Secretary Jennifer Thornett Recording Secretary Whetstone Homes Corp. Board 8 May 11, 2017