Quorum January 2018

Washington Metropolitan Chapter Community Associations Institute

JANUARY 2018

A Magazine for Community Association Volunteer Leaders, Professional Managers and Business Partners

&

Books Records ALSO IN THIS ISSUE

____________________________ An Open Door on Closed Sessions ____________________________ You’ve Been Served...Don’t Panic ____________________________ Quick Guide for Community Associations Document Retention

Exceptional Service is Our Mission.

As the Washington DC area’s property management industry leader, we know what it takes to create great communities that residents are proud to call home. We start by putting the right teams in place – local property experts who deliver our best-in-class solutions, along with genuinely helpful service, to enhance the property values and lifestyle of those we serve.

That’s how we make a difference, every day, for great communities like yours… · High-Rise and Mid-Rise Buildings · Condominium & Homeowners Associations · Lifestyle, Large Scale & Active Adult Communities 11351 Random Hills Road, Fairfax, VA 22030 923 Maple Grove Drive, Suite 201, Fredericksburg, VA 22407 703.385.1133 | www.fsresidential.com

2 | QUORUM

Making a Difference. Every Day.

Proudly serving Washington DC area communities for over 35 years

JANUARY 2018

­CONTENTS 14 The Fourth Officer: The Role of the Board Secretary

BY CHRIS EDLER

16 An Open Door on Closed Sessions

BY AIMEE WINEGAR, CMCA, AMS, LSM, PCAM

18 Has Office Filing Become an Olympic Event?

BY JILL ALLEN, CMCA, AMS, PCAM AND CHELSIE THROCKMORTON, CMCA, AMS

20 It’s My Right

BY TIFFANY M. RELEFORD, ESQ.

24 Role and Responsibilities of the Minute Taker

BY MARY ANNE PARADISE

26 You’ve Been Served… Don’t Panic

DEPARTMENTS AND MORE 5 Message from the President 6 Chapter Benefactor: TRC Engineering, Inc. 7 Welcome New Members 8 Upcoming Events 9 People & Places 10 2018 Board of Directors 36 Classifieds 37 Index to Advertisers

WMCCAI MISSION STATE­MENT To optimize the operations of Community Associations and foster value for our business partners.

BY KIMBERLY O’HALLORAN-PEREZ, ESQ. & R.A. HURLEY, ESQ.

28 Do You Document? (You Should)

BY DEBORAH A. CARTER, CMCA, AMS, PCAM & MICHAEL L. ZUPAN, ESQ.

30 The Storytellers: Unit Files

BY STEPHANIE TURNER, CMCA, AMS

32 Quick Guide for Community Associations Document Retention

BY LESLIE BROWN, ESQ.

34 Scholarship Contest

Reader comments and suggestions are welcome. Address your comments to: Quorum 7600 Leesburg Pike, Suite 100 West Falls Church, VA 22043

We also wel­come ar­ti­cle sub­mis­sions from our ­members. For author guide­lines, call (703) 750-3644 or e-mail publications@caidc.org.

Articles may be edited for length and clarity.

JANUARY 2018

|3

www.WindowsPls.com Licensed | Bonded | Insured VA# 2705083994 MHIC# 131916 DC PERM# 8402

l

Windows, Doors, Siding and Roofs for single-family

l A+ Rating with Better Business Bureau. l We service Virginia, Maryland and DC.

homes, townhouses, condominiums and high rises.

Call 703.256.0600 for your personal consultation.

Superior performance and excellent customer service for 28 years.

l We provide highly skilled and experienced installers. l We offer service contracts for management companies to keep communities in shape. l Our business is 60 percent repeat and referred customers. l Call 703.256.0600 for your expert solution.

windows | doors | siding | roofs done right, the first time.

703.256.0600

www.WindowsPls.com

President Sarah Gerstein, CMCA, AMS, LSM, PCAM President-elect Rafael A. Martinez, CTP Vice President Airielle Hansford, CMCA, AMS, PCAM Secretary Michael Gartner, ESQ. Treasurer Kristen Melson, CMCA, AMS, PCAM Immediate Past President Bruce H. Easmunt, ESQ. Executive Director Jaime Barnhart, CMP (EX OFFICIO)

D IRECTOR S Gordon Boezer, Thomas Burrell, Anthony Humphries, Ruth Katz, Ted Ross, Todd A. Sinkins, ESQ., Stephen Wright, CMCA, AMS, LSM, PCAM

ESQ.,

CO U N C I L C HAI R S Communications Council Leslie Brown, ESQ. Education Council Jennifer Bennett, CMCA, AMS, PCAM Member Services Orlando Ramirez

CO MM I T TE E C HAI R S Conference & Expo William Cornelius and Donna Aker, CMCA, AMS, PCAM D.C. Legislative/LAC Jane Rogers, ESQ. Education Kevin A. Kernan, ESQ. and James Santos, CMCA, AMS Golf Adrienne Zalenski and David Crone, CMCA, AMS Maryland Legislative Thomas Schild, ESQ., CCAL Outreach Elizabeth Kirk and Sara Ross, ESQ. Membership Joe Inzerillo and Noni Roan Quorum Editorial Susan L. Truskey, ESQ. and Christopher Carlson Chapter Events June Chulkov and Lauren Kolb Virginia Legislative Ronda DeSplinter, LSM, PCAM and William A. Marr Jr., ESQ.

QU O RUM Managing Editor Diane Sohn, dsohn@caidc.org Design Six Half Dozen

QU O RUM E DI TORI AL CO M M IT TE E Co-chairs Susan L. Truskey, ESQ. and Christopher Carlson Members Beverly Alston, James Anderson, Noel Arevalo, CMCA, Sarah Auringer, Mira Brown, CMCA, AMS, Leslie Brown, Chris Carlson, PE, Deborah Carter, CMCA, AMS, PCAM, Sara Castle, Crystal Coats, CMCA, AMS, Kenny Cohn, Cheryl Crawford, Christopher Dibble, CMCA, AMS, PCAM, Bruce Easmunt, ESQ., Sarah El-Taher, Matt Gallagher, Michael Gartner, ESQ., Amy Gaynor, Sarah Gerstein, CMCA, AMS, PCAM, Rippy Gill, CMCA, AMS, Laura Goguet, CMCA, AMS, John Goins, Stephen Grant, Scott Greges, CMCA, AMS, Timothy Hipp, Mary Horner, Chase Hudson, Peter Hughes, Iman Jackson, CMCA, AMS, Shannon Junior, Ruth Katz, ESQ., Leisa Keys, Richard Kuziomko, CMCA, AMS, PCAM, Crishana Loritsch, CMCA, AMS, PCAM, Liliana Martinez, CMCA, AMS, Laura McVey, Thomas Mugavero, ESQ., Crystal Partin, CMCA, AMS, PCAM, Joycelyn Peoples, AMS, Kara Permisohn, Nicki Phenneger, Christine Rudert, Brandi Ruff, CMCA, AMS, PCAM, Lauri Ryder, CIC, CRM, CMCA, Scott Silverman, Mark Smith, Chelsie Throckmorton, Olga Tseliak, John Tsikerdanos, Ron Unger, CIC, Kim Veirs, Lee Ann Weir, CMCA, AMS, Doug White, Samuel Wiest, Lakisha Williams, Aimee Winegar, CMCA, AMS, LMS, PCAM, Jim Wisniewski, Kelly Young, Michael Zupan, ESQ. Washington Metropolitan Chapter Community Associations Institute, a 501(c) (6) organization, serves the educational, business and networking needs of the community association industry in 80 cities/counties in Maryland, Virginia and the District of Columbia. Members include community association homeowner volunteer leaders, professional managers, association management companies, and other businesses and professionals who provide products and services to planned communities, cooperatives and condominiums. WMCCAI has more than 3,000 members including 300+ businesses, 1,100 professional managers from 85 management companies, and approximately 1,500 community association homeowners. WMCCAI is the largest of Community Associations Institute’s 62 chapters worldwide.

Quorum is the award-winning premiere publication of WMCCAI, dedicated to providing WMCCAI’s membership with information on community association issues. Authors are responsible for developing the logic of their expressed opinions and for the authenticity of all presented facts in articles. WMCCAI does not necessarily endorse or approve statements of fact or opinion made in these pages and assumes no responsibility for those statements. This publication is issued with the understanding that the publisher is not engaged in rendering legal, accounting or other professional services and nothing published in Quorum is intended to constitute legal or other professional advice and should not be relied on as such.

If legal advice or other expert assistance is required, the services of a competent professional should be sought directly by the person requiring such advice or services.

Articles appearing in Quorum may not be reprinted without first obtaining written approval from the editor of Quorum. In the event that such permission is granted, the following legend must be added to the reprint: Reprinted with permission from Quorum™ magazine. Copyright 2017 Washington Metropolitan Chapter Community Associations Institute. Quorum is a trademark of WMCCAI. Receipt of Quorum is a privilege of WMCCAI membership for which $65 in nonrefundable annual dues is allocated. The subscription price for nonmembers is $75 per year; contact publications@caidc.org or call (703) 750-3644.

To advertise in Quorum, e-mail publications@caidc.org.

For more information about Quorum or WMCCAI, visit www.caidc.org.

It is an honor and a privilege to be kicking off 2018 as the WMCCAI Chapter President. Community Association Management is the only industry I know as my humble career got started while employed for a small developer as I was working through college. After all, I had to find some way to pay for my beloved equines. Upon graduation, I was moved to a site position where I had a lot more interaction with homeowners, boards, and committees. I was still blissfully unaware of the ins and outs of the industry with which I am now so grossly entwined. It wasn’t until I was in the dogged pursuit of earning more income that I interviewed at a professional management company and, upon eyeing the large office building with floors stretching the length of the building full of cubicles and offices and departments dedicated to covenants and resale, customer service and management, insurance and maintenance, with a hierarchy of administrators, managers, division directors and vice presidents that I realized that this was an industry, nay, a career path.

FROM THE PRESIDENT

KICKING OFF 2018!

O FFICE R S

Thankfully, this company embraced the educational programming that CAI has to offer and I was quickly enrolled in courses designed to mold me into a professional manager. The first class, the widely known M-100, spends a good bit of time driving home the importance of keeping proper books and records. It outlined the significance of everything ranging from the essential familiarity with recorded legal documents to proper recordation of meeting minutes to best practices for retaining financial documents.

This is the most fundamental groundwork of community association management. Have you ever been faced with an insurance claim denial for having the legal name of an association wrong on the policy because the Articles of Incorporation weren’t reviewed? Perhaps you transitioned financial records from another company only to find they do not have account history that outlines where owner balances come from? Maybe you need to verify a late fee waiver was approved by the board but the minutes are missing any such motions. Or you have a concerned owner who missed the annual meeting and is challenging whether proper notice was distributed in accordance with the governing documents of the association and state statute. These items and more will demonstrate to even a rookie manager or new board member the importance of good record keeping.

This month we devote our magazine to helping you understand books and records of an association. You’ll find expert advice you can apply in real life situations. Get expert tips on electronic storage of data as the industry catches up to the 21st century. Review best practices on minute taking and when to use Executive Session. Looking for a simple checklist for your records retention? We’ve got all that and more in this issue of Quorum.

SARAH GERSTEIN,

CMCA, AMS, LSM, PCAM

Sarah is the general manager of Broadlands, a 3,800 unit HOA in Loudoun County. She has been in the community management industry since 2000, first as a portfolio manager before transitioning to large-scale on-site management in 2012. Sarah has been active in the Chapter for more than 10 years and has served on various committees during that time. She has served on the Chapter board for six years, holding the offices of treasurer, secretary, and vice president. Sarah was named to Loudoun County’s Class of 2015 Top 40 Under 40 Business and Community Leaders.

JANUARY 2018

|5

CHAPTER NEWS

C H A P T E R

B E N E F A C T O R

TRC Engineering, Inc. 9210 Wightman Road, Suite 110 Gaithersburg, MD 20886 Telephone: (301) 869-6446; (877) 397-8038 Fax: (301) 869-8376 Website: www.tedrossconsulting.com

Mission Statement To provide service that consistently exceeds our clients’ expectation. Lead the industry with quality standards and continuously monitor and improve the quality of our service. To enable Building Owners, Property Managers and Building Engineers to provide excellent facility service for their tenants and residents. We serve ethically, with a focus on developing and maintaining long-term client relationships.

Year Established or Incorporated: 2006 • CAI Member Since: 2006

• Certificate of Insurance: Yes • Areas you serve: District, Maryland & Virginia • Licenses Held: Professional Engineer, VA, MD, DC; VA Master HVAC; Certified Energy Manager TRC Engineering (Ted Ross Consulting, LLC) consists of a team of experienced professionals working to enable building owners, managers, and boards to provide the best in mechanical systems for their tenants and residents. From Mechanical Engineering and Design to energy audits to piping analysis to emergency call management TRC provides expert aid to their clients. TRC serves as “Owner’s Rep” for projects such as boiler, chiller, cooling tower, piping installations or decentralized air conditioning projects. TRC will manage the bid process and write and/or analyze project specifications. TRC also functions as an “on-call” engineering team (Directors of Engineering for those properties without an engineering staff) or can work with an on-site engineering staff to improve their expertise on their own systems. The team members bring these credentials to the table: • Professional Engineers with over 25 years of experience in consulting, project management, and commissioning.

• Project Engineers for HVAC Systems Renovations.

• Licensed, experienced Chief Operating Engineer • Certified Building Energy Auditors • Certified Building Commissioning Agents • LEED Consultants

Vision Statement TRC Engineering is focused on being the industry leader in multi-family residential, commercial and industrial mechanical engineering services. We will continue to develop the services offered including troubleshooting, retro-fit engineering, pipe testing and more in these buildings.

Company Core Values: Our team is proudly committed to the following values: • Integrity: Always treating our clients and colleagues in a fair manner; Gaining trust through our actions, including ensuring engineering and design integrity.

• Service: We are consistently driven to provide the best service for our clients’ needs.

• Respect: Respect within our team and for our clients will lead to a healthy working environment as well as team and client satisfaction.

• Knowledge: We place value in having our team be leaders and instructors and always growing our technical knowledge to meet the needs of our changing environment.

• Passion: Nurturing our team with a passion for providing the highest quality service to our clients.

Contacts: Ted Ross ted@tedrossconsulting.com Elisabeth Kirk elisabeth@tedrossconsulting.com

Article Submissions:

Are you interested in sharing your experiences and expertise with our readers? Quorum magazine is always seeking new article ideas, submissions, and content. If you have an idea or would like to submit an article for consideration, please make sure you contact us before you begin writing to see what our upcoming themes are. Questions and interests should be directed to Diane Sohn at publications@caidc.org or by phone at 703.750.3644.

Advertising:

For advertising, availability, rates, and specifications, please contact Diane Sohn at publications@caidc.org. Targeted advertising in WMCCAI’s Quorum, opens the door to thousands of prospective customers and contacts in the community association industry.

6 | QUORUM

CHAPTER NEWS

Welcome New Members WMCCAI proudly welcomes the following members who joined the chapter in November 2017.

Community Association Volunteer Leaders from the Following Associations Boston House Condominium Association First Owners’ Association of 4600 Condominium, Inc. Kingsview Homeowners Association Little Rocky Run Homeowners Association Midtown Alexandria Station Midtown at Reston Town Center Condominium, LLC Potomac Shores Residential Association The Nelson Condominium Rolling Valley Professional Center Individual Managers David C. Barton Jaquan Bland, The Kenwood Theresa O. Cathell, Cardinal Management Group, Inc., AAMC Omar O. Davis, CMCA, Horizon House Condominium Christina Deane, Cardinal Management Group, Inc., AAMC Corey Emerson, Legum & Norman, Inc., AAMC Nicole Fields Lorena Garcia, Abaris Realty, Inc., AAMC Lavonia Johnson, Comsource Management, Inc., AAMC Stephanie Lorenzo, Little Rocky Run Homeowners Association Maria Mancini, Associa-Community Management Corporation, AAMC Angie Mariano, Associa-Community Management Corporation, AAMC Melanie Mullaney, Legum & Norman, Inc., AAMC Joshua D. Newsom, SFMC, Inc., AAMC Stephanie M. Pinol Jacob Sadler, Community Association Services, Inc., AAMC Gabriella Sideleau, Cardinal Management Group, Inc., AAMC David Simpson, Associa Hawaii-Oahu Lynnita R. Sykes Cheryl Walker, Associa-Community Management Corporation, AAMC Chirelle Weaver Katherine E. Wheeler Jesse Yelton, Cardinal Management Group, Inc., AAMC Shahrohm Shawn Ziglari Business Partners Certified Building Services, Inc. CleanOffice Graphcom LandCare Multi-Chapter Business Partner Nabr Network National Membership MiddleOak JANUARY 2018

|7

UPCOMING EVENTS

JANUARY 11

Jump Start January 9:30 a.m. – 12:30 p.m.

Sheraton Pentagon City 900 S. Orme Street, Arlington, VA 22204 Homeowner Member $95 Nonmember $120 Manager Member $95 Nonmember $145 Business Partner Member $120 Nonmember $170

Start the New Year off right with WMCCAI’s annual kick-off event attended by hundreds of community association industry professionals. Jump Start January is the Chapter’s annual volunteer roundup which features a networking breakfast, annual membership meeting, and presentation. At the committee trade show, current committee members are on hand to answer questions and provide greater insight into how to become more active with the Chapter and make the most of your WMCCAI membership.

This year’s theme for Jump Start January is “Showcase the Nation’s Capital,” featuring all the unique and wonderful things about living in the DMV. Jump Start January serves as WMCCAI’s Annual Meeting - you’ll get an update on how far WMCCAI has come in the last year and where we are heading in 2018.

The education portion counts for one (1) continuing education unit toward earning your PCAM designation and maintaining your CMCA certification and AMS designation.

For more information or to register, visit WMCCAI’s website, www.caidc.org.

JANUARY 23

Manager Luncheon: Funding Capital Projects with Loans: How, Why, and Everything In-between 12:30 p.m. – 3 p.m.

Cambria Hotels & Suites 1 Helen Heneghan Way, Rockville, MD 20850

Early Bird After January 16 Homeowner Member $50 $60 Nonmember $65 $75 Manager Member $60 $70 Nonmember $75 $85 Business Partner Member $110 $125 Nonmember $135 $150

Join us to lunch, learn and network with our experts Betsy Johns, CMCA, AMS, PCAM, National Realty Partners, and Don Plank, CMCA, AMS, PCAM, National Cooperative Bank, as they identify the purpose and role loans play in capital replacement and improvement projects. Through a case study, managers will have a better understanding of when to consider a loan, how to solicit and compare loan proposals, and how to manage the loan draw process once the loan is in place.

Budgeting for project costs and alternatives to fund loan payback will also be discussed. Free on-site parking. This session is worth (3) three credit hours.

For more information or to register, visit WMCCAI’s website, www.caidc.org.

MARCH 10

WMCCAI Conference & Expo 8 a.m. – 4 p.m.

Walter E. Washington Convention Center 801 Mount Vernon Place NW, Washington, D.C.

Early Bird Regular Rates Late Registration

(until 1/21) (1/22-2/28) (after 2/28) Homeowner Member $30 $45 $60 Nonmember $60 $75 $90 Manager Member $95 $110 $125 Nonmember $125 $135 $150 Business Partner Member $165 $180 $195 Nonmember $195 $210 $220

Washington Metropolitan Chapter Community Associations Institute invites you to attend the largest community association industry event in the Washington metropolitan area.

The 2018 WMCCAI Conference & Expo will feature educational sessions on pertinent topics that affect those who live in and work with community associations.

Approximately 200 companies and organizations will be on the exhibit hall floor showcasing goods and services of interest to community associations.

For more information or to register, visit WMCCAI’s website, www.caidc.org.

For more information on WMCCAI meetings or upcoming events, contact the chapter office at (703) 750-3644, email info@caidc.org or visit www.caidc.org.

8 | QUORUM

Congratulations to our Laura Goguet for being named the October CAI Recruiter of the Month. Laura recruited 5 new members keep up the great work!

Capitol Concierge Wins the 2017 Moxie Award for Business Services Capitol Concierge was honored with the 2017 Moxie Award for Business Services. The Moxie Award program honors the accomplishments and achievements of growing businesses, nonprofits, and associations in the D.C. metro community.

Organizations are recognized for having demonstrated boldness and innovation as an integral part of their growth strategy.

SOLitude Lake Management Awarded for Business Growth and Community Service SOLitude Lake Management was recognized for implementing a successful business growth model and for its company mission to serve the community during two awards ceremonies earlier this month.

SOLitude was named to Inside Business’ Roaring 20 list, which tabulates the twenty fastest-growing companies in Southeastern Virginia based on revenue and employee growth.

In addition to successful business growth, SOLitude’s efforts through the company’s dedicated volunteering and community outreach program earned them a Community Impact Award by CoVa BIZ and Coastal Virginia Magazine.

WMCCAI is Hosting a Gift Card Drive to Benefit Stillbrave WMCCAI is collecting gift cards to support children with cancer and their families. Gift cards can be used for gas to and from treatment, groceries and household needs for the family, and so much more.

Stillbrave provides non-medical supportive care of children with cancer and their families.

They are committed to helping families of children with cancer in any way possible. While they fight the toughest battle of their lives, Stillbrave will fight their lesser battles. From backpacks filled with essentials for the kids while they are in chemo to an All-Star Sibling program, Stillbrave makes a difference every day in the D.C. metro area.

Suggested Gift Cards: •

Gas Stations

• Warehouse Clubs (Costco, BJs, Sam’s Club) • Amazon

• Jet

•

Home Depot

• Target

• Lowes

• Walmart

• Visa, Mastercard, American Express

Donations accepted at the WMCCAI office November 27, 2017 – January 9, 2018. The gift cards will be presented to Stillbrave at JumpStart January on January 11, 2018. For more information about Stillbrave, visit www.stillbrave.org. For questions about the gift card drive, email info@caidc.org.

PEOPLE & PLACES

Goguet Named October 2017 CAI Recruiter of the Month

2018 BOARD OF DIRECTORS

Meet the 2018 Board of Directors

W

ashington Metropolitan Chapter Community Associations Institute’s 14-member board of directors is responsible for the organization’s policy and governance. In accordance with Community Associations Institute and WMCCAI bylaws, the board reflects CAI’s multidisciplinary membership with at least two community association volunteers, three community association managers, three business partners, and seven at-large members. Additionally, the composition of at-large members cannot provide any one membership category with more than 50 percent of the seats on the board of directors.

Board President Sarah Gerstein, CMCA, AMS, LMS, PCAM Serving since 2011 Sarah is the general manager of Broadlands, a 3,800 unit HOA in Loudoun County. She has been in the community management industry since 2000, first as a portfolio manager before transitioning to large-scale on-site management in 2012. Sarah has been active in the Chapter for more than 10 years and has served

10 | QUORUM

on various committees during that time. She has served on the Chapter board for six years, holding the offices of treasurer, secretary, and vice president. Sarah was named to Loudoun County’s Class of 2015 Top 40 Under 40 Business and Community Leaders.

Immediate Past President Bruce H. Easmunt Jr., ESQ. Serving since 2012 Bruce is a senior associate in the law firm of Chadwick, Washington, Moriarty, Elmore & Bunn, P.C. His practice is devoted to community association representation. He has previously served as president of a condominium unit owners’ association, and as vice president of a master association, both in Falls Church, VA. Bruce was elected to serve on the WMCCAI Board of Directors in 2012, he has authored articles in Quorum, presented at CAI education seminars, and chaired the WMCCAI Outreach Committee. He was awarded the WMCCAI Rising Star in 2011, Committee Chair of the Year in 2012, and Educator of the Year in 2015.

Raf is the community association segment manager with Access National Bank. Rafael brings more than 10 years of industry experience in community association treasury management and lending. He is a Certified Treasury Professional (CTP), a designation earned through the Association for Financial Professional, signifying expertise in capital and risk management. He earned a B.A. in economics at George Mason University, is a U.S. Army veteran, and has been involved in Washington Metropolitan Chapter Community Association Institute for more than eight years, including serving on the board of directors.

Vice President Airielle Hansford, CMCA, AMS, PCAM Serving since 2015 Airielle is a condominium division director at Associa-Community Management Corporation and a member of the executive leadership team. She joined Associa-CMC in 2004 and has managed a wide variety of associations. Airielle has been an active volunteer with WMCCAI since 2007, earning the Chapter’s Rising Star Award in 2011. Prior to joining the board, she served as the Member Services Council Chair from 2014 through 2015, chaired the Annual Awards Dinner Committee from 2011 through 2013, sat on the Social Media Task Force, and has written articles for Quorum.

Secretary Michael Gartner, ESQ. Serving since 2014 Mike is a partner in the Falls Church, VA office of Whiteford, Taylor & Preston, LLP. Much of Mike’s practice is focused on the representation of common interest communities on a wide range of issues, including covenants enforcement, governance, and statutory compliance. He also has a significant civil litigation practice in which he represents clients in the federal and state courts in Virginia and the District of Columbia. Mike has been active in WMCCAI for many years, serving as the co-chair of the Quorum Editorial Committee, and then as the Communications Council Chair before being elected to the board of directors.

Treasurer Kristen Melson, CMCA, AMS, PCAM Serving since 2016 Kristen is the director of corporate operations at CFM Management Services, overseeing the technology needs, manager training, and the AP department. Prior to joining CFM, she managed communities undergo-

ing major reserve projects. Kristen’s career began at GSA in the public building service, before transitioning to the construction industry as a controller. Kristen currently serves on WMCCAI’s Virginia Legislative Committee, co-authored the “Dollar for Door” Brochure, and served as co-chair of the Chapter Events Committee in 2014 and 2015. She holds a B.S. in accounting from Boston College.

Ex Officio Jaime Barnhart, CMP Serving since 2017

2018 BOARD OF DIRECTORS

President-elect Rafael A. Martinez, CTP Serving since 2012

Jaime is the executive director of WMCCAI and is responsible for implementing the organization’s mission and managing its staff.

She joined the chapter as the events manager in 2015, leading the planning and executing of Conference & Expo and chapter networking events. Jaime has worked in non-profit associations for 15 years focusing on event and program management. Jaime holds the Certified Meeting Professional credential by the Events Industry Council and is pursuing the Certified Association Executive credential by the American Society of Association Executives.

Gordon L. Boezer Serving since 2015 Gordon is a transplant from the West Coast.

He served 27 years in the USAF. He retired in the grade of Colonel in 1988. A second career followed of 19 years spent at the Institute for Defense Analyses. Since 1989, Gordie has been a resident of Westridge, a managed community. He began his community involvement almost two decades ago, serving first on various committees and then the Westridge Board of Trustees. He became a volunteer member of WMCCAI’s Board of Directors in 2016. Gordie and his wife, Sharon, continue to enjoy the ambiance of Westridge even though the children have long since established their own families.

Thomas Burrell Serving since 2013 Tom has been a management consultant for the past 24 years after retiring from the U.S. Army. He has served for the past eight years as the president of the Barrister’s Keepe Homeowners Association. Previously, he served as a member of his homeowner association’s board of trustees for 13 years and served as chairman of the Planning, Environment, Land-Use and Transportation Committee for 16 years. As the PELT Committee chairman, he was responsible for planning and executing monthly meetings and serving as the organization’s primary liaison with county staff, the development community, the Planning Commission and the Board of County Supervisors.

JANUARY 2018

| 11

Funding Capital Projects with Loans:

How, Why, and Everything In-Between | Manager Luncheon Join us to lunch, learn and network with our experts Betsy Johns, CMCA, AMS, PCAM, National Realty Partners, and Don Plank, CMCA, AMS, PCAM, National Cooperative Bank, as they identify the purpose and role loans play in capital replacement and improvement projects. Through a case study, managers will have a better understanding of when to consider a loan, how to solicit and compare loan proposals, and how to manage the loan draw process once the loan is in place. Budgeting for project costs and alternatives to fund loan payback will also be discussed.

Registration Rates EARLY BIRD RATE BEFORE: 1/16/18

REGULAR RATE

MEMBER

$50

$60

$65

$75

MEMBER

$60

$70

NONMEMBER

$75

$85

Homeowner

WHEN

HOW

NONMEMBER

January 23, 2018 12:30 – 3 p.m.

Registration opens at 12 p.m.

Visit www.caidc.org to register

Manager

WHERE Cambria Hotels & Suites 1 Helen Heneghan Way Rockville, MD 20850

WHO This program will benefit Managers

Business Partner

CREDITS

MEMBER

$110

$125

This program is worth three (3) credit hours

NONMEMBER

$135

$150

SPONSORs Chancellor | Windows Plus and Allied the Window Center, LLC Dean | TRC Engineering Dean | Community Advantage, a Wintrust Company Bachelors | Mutual of Omaha Bank

7600 Leesburg Pike, Suite 100 West

E-mail: education@caidc.org

Falls Church, VA 22043

Web: www.caidc.org

T: 703.750.3644 F: 703.941.1740

Anthony is a budget analyst within the Office of Secretary within the Department of Commerce, serving on the office’s budget formulation staff overseeing the development of the departments annual budget and management of FTE/PC&B resources and Working Capital Funds (WCF). He owns and operates the Humphries Realty Group, LLC with EXIT Elite Realty in Fort Washington MD. Anthony most recently served as president of the NorthWest Cooperative Homes Board and has served with the regional board - Potomac Association of Housing Cooperatives – on several committees including bylaws, membership, and newsletter publication.

Anthony holds a Bachelor of Arts in Government and Public Policy from the University of Baltimore and a Master of Public Administration from North Carolina Central University.

Ruth Katz, ESQ. Serving since 2017 Ruth Katz is a principal at Lerch, Early & Brewer and co-chairs the firm’s community associations practice. She provides general counsel to and resolves disputes for boards and property management companies in Maryland, DC, and Virginia.

She is active in CAI’s Maryland Legislative Action Committee. Ruth served as WMCCAI’s Member Services Council Chair in 2017, Communications Council Chair in 2016, and was awarded the Maryland Advocate of the Year award as well as the President’s award in 2016.

D.C. Legislative Action Committee, for which he was recognized as the 2007, 2012, and 2013 Public Advocate of the Year. Todd received WMCCAI’s Educator of the Year in 2008 and Volunteer of the Year award in 2012. He has written extensively on the field of community association law and has lectured both locally and nationally on issues relating to community association law.

Stephen C. Wright, CMCA, AMS, LSM, PCAM Serving since 2012

2018 BOARD OF DIRECTORS

Anthony Humphries Serving since 2017

Steve is the general manager at Riviera of Chevy Chase in Maryland and works with Cummings & Associates as a consultant. He has been a member of the Virginia Legislative Committee since 1999 and received the Rising Star Award in 2004.

Steve has been in the community management field since 1975 managing cities and residential properties. As a consultant, as well as portfolio and site manager, he has managed everything from high-rise to single-family condominiums, cooperatives, and homeowners associations of all sizes and descriptions. Stephen holds a bachelor’s degree in business administration.

Ted Ross Serving since 2013 Ted is the owner of TRC Engineering, and holds 30-plus years of experience in mechanical systems; Navy trained, he has been locally groomed in heating, ventilation and air conditioning, computerized mechanical systems monitoring, and boilers. Ted is active in various trade and professional associations and is a frequent speaker on energy management at industry conferences and trade shows. He is an instructor for the National Association of Power Engineers Educational Foundation and the Building Owners and Managers Institute. He was recognized by WMCCAI with a Rising Star in 1999, Chapter Appreciation award in 2002, and a Chapter Appreciation award in 2014.

Todd A. Sinkins, ESQ. Serving since 2013 Todd is a shareholder of Rees Broome PC, where he has practiced since 1999 and is co-chair of the firm’s community association department. He currently serves on the Chapter’s Virginia Legislative Committee and is a past chairman for the JANUARY 2018

| 13

By Chris Edler Chris is the secretary for the Villages of Urbana Community Association where he lives in with his wife and the tail end of their litter. He is not a network engineer, but he can play one on TV if the price is right.

The Fourth Officer:

The Role of the

Board Secretary

J

GG:\Adoc\TCS\MARKETING\Advertisement -2017 Quorum Ad.102517.docx

ust about everyone can name the president, vice president, and even the treasurer of their association. But board secretaries do not receive the same amount of notoriety and often go completely unrec-

ognized, even by their fellow board members! In some community documents, the office of secretary is specifically designated as a role that can be combined with that of another officer, usually the treasurer. In oth-

Keep Current on Legal News and Trends!

schildlaw.com

Attorneys for Community Associations in Maryland and the District of Columbia Thomas C. Schild  Scott J. Silverman (301) 251-1414

14 | QUORUM

law@schildlaw.com

er words, secretaries at the board level often receive very little respect.

Nevertheless, the role of secretary is very important to the proper function of the association. The origin of the term actually refers to the Harry-Potter-esque function of keeping secrets. In the case of associations, with the emphasis on transparency and openness, there are not so many secrets to be kept, but records and documents to be managed. Some associations divide and delegate the various secretarial roles to staff, but in the final analysis, the board secretary is supposed to be aware of and responsible for the proper performance of the delegated tasks.

The typical tasks of the secretary include: • Ensuring that all board meetings (and committee meetings, if applicable) are documented properly. This includes the creation of an accurate and timely agenda, providing notice of the meeting to the members, and ensuring that min-

Committed to our communities For 30 years, BB&T Association Services has provided solutions specifically designed to meet the needs of property management companies and community associations. You can count on us to be your trusted partner. BBT.com/AssociationServices

Association Services Joseph Inzerillo Jr. VP, Relationship Manager 703-841-5021 • JInzerillo@BBandT.com

Branch Banking and Trust Company is a Member FDIC and an Equal Housing Lender.

Loans are subject to credit approval. Only deposit products are FDIC insured. © 2016, Branch Banking and Trust Company. All rights reserved.

utes are taken. After the meeting, the secretary is responsible for circulating the minutes and ensuring that corrections are incorporated so that the final record is accurate. These functions may be delegated to the association manager and/or a recording secretary.

• Ensuring that association records are maintained. The association keeps records on the individual units, including assessment/payment information, compliance information, addresses, services provided, etc. Associations also have contracts and documents of an overall corporate character, and the secretary is responsible for making sure that those are secured from casual access, yet available upon request pursuant to governing laws. The secretary may have input as to the scanning and electronic storage and official access of records.

Again, these functions may be delegated to the association manager.

• Ensuring that corporate documents are filed with government agencies, as appropriate. This may include coordinating with the treasurer to make sure that audits have been received and tax forms filed. The secretary is responsible for applying for and receiving permits, government correspondence, and other official communications. The secretary is also responsible for ensuring that governing documents and amendments are filed with county depositories (per Maryland law), and the equivalent, if required in Virginia and the District of Columbia.

• Understanding and applying federal, state, and local laws as they pertain to documentation and record management.

• Assisting the other board leaders in board meeting operation to ensure that association functions and decisions are properly discussed and documented. This may include familiarity with the rules of order used by the association—these may be Roberts Rules of Order or an adaptation of those rules. It often falls to the secretary, in a heated debate, to call for a point of order to bring the discussion back to order.

As an officer of the association, the secretary usually also has signature authority on contracts and corporate documents.

Individual association boards should clarify the role and responsibilities of the board secretary, which tasks are being officially delegated to the recording secretary, a staff corporate secretary, and the manager. A good time for the board to review the role and specific authorization for the secretary to act is when officers are elected. And maybe secretaries—the unsung keepers of documents (and secrets) should get a little more recognition for the responsibilities they undertake.

JANUARY 2018

| 15

By Aimee Winegar, CMCA, AMS, LSM, PCAM Aimee has worked in the field of community management for 30 years. She is currently a large-scale manager for Community Association Services, Inc. in Frederick, MD. She sits on the Quorum Editorial Committee of WMCCAI and is the vice-chair of the Montgomery County, Maryland Commission on Common Ownership Communities.

AN OPEN DOOR ON

Closed Sessions H

omeowner associations, condominiums, and cooperatives are established on the operating principle that they are associations of generally like-minded individuals who have jointly agreed to participate in the governance of their community and to uphold certain standards, make payments for the upkeep of shared amenities and otherwise be part of a team of equals in the operation of their neighborhood. It can be disconcerting to some residents, when the elected board of directors determines that it is necessary to convene a meeting in closed session. By definition, this excludes some members from the meeting and accompanying discussion and often leads to questions about what is being discussed: “Why can’t I know what they’re talking about?” “What is so secret?” “Are they talking about my neighbors? Or even worse, about me?”

The reality is usually far less about secrets and far more about service. After sitting through thousands of closed sessions, it has

16 | QUORUM

been my observation that boards of directors are not interested in using them to gossip about their neighbors or say mean things.

Rather, closed sessions are most often an essential component to the protection of vital association interests.

The list of reasons for which a meeting can be closed is set forth in the governing laws of each jurisdiction, and usually includes discussion of contracts under negotiation, staff reviews, talk of delinquent accounts, covenant enforcement, and other legal matters. An honest and open discussion of these issues is frequently essential to the smooth function of the association, but could adversely affect the association in terms of negotiation, or could open staff, members, or contractors to embarrassment if publicly discussed. A closed session is the board’s opportunity to hear and understand extenuating circumstances about a particular situation, and to ask questions of staff or legal counsel to ensure that they are making the best possible decisions for their association.

If the board is uncertain whether a discussion topic is appropriate for closed session, then it may err on the side of caution and hold the discussion in open session. The decision is often characterized by a nod to the old adage: if you can’t say something nice, don’t say anything at all.

How does a board, then, protect its interests and those of its members in closed session while also providing the level of transparency and accountability demanded by members and the law? The first point of accountability is the decision to enter closed session. This should be noted on the agenda of any accompanying open session, along with the provisions of the applicable law empowering the board to enter closed session. The board should enter closed session only by motion, and that motion—including the appropriate excerpts of the empowering law—should be included in the minutes of the open session when that session is adjourned,

and again in the minutes of the closed session, when the closed session is opened. Sample wording from an association in Maryland reads:

in negotiating. Confidential pricing or circumstances must absolutely stay confidential within the board and should not be discussed outside of the closed session.

[A board member] moved to enter closed session, pursuant to Section 11B-111 of the Maryland Homeowners Association Act. Meetings of homeowners association or its governing body, which states that a meeting of the board of directors or other governing body of the homeowners association or a committee of the homeowners association may be held in closed session only for the following purposes: (iv) consultation with staff personnel, consultants, attorneys, board members, or other persons in connection with pending or potential legal matters. The motion was seconded and carried without objection.

In conclusion, the closed session is a valuable tool for the board. It is not a gossip-fest. It is serious. It is business. Decisions must be disclosed to all members to ensure that even with the use of closed sessions, the business of the board is open to all.

Minutes must be kept of closed session, but they should be very brief.

They should always record the attendance, date, and time. The discussion should be focused solely on the agenda items for which the meeting was closed. Any decisions must be reflected in board motions, and the record should be clear about how each board member voted on each motion. Usually, however, the substance of the discussion should not be included in the minutes.

Following the closed session, those same motions must be affirmed in the next open session. Some boards re-open the meeting directly after the closed session, while other boards will wait until the next regularly scheduled open session. At that time, the motions made and passed during the closed session should be read into the minutes and reaffirmed by the board.

A final admonition refers to the confidential nature of closed sessions.

A board member who discusses with others the confidential information presented to the board injures the board and those about whom information was disseminated. The sessions are closed to protect the privacy and confidence of individuals, and to support the association JANUARY 2018

| 17

By Jill Allen, CMCA, AMS, PCAM

By Chelsie Throckmorton, CMCA, AMS

Jill is a manager with Community Management Corporation, an Associa Company and has been in the community association industry since 2008. Jill’s ten years of management experience, is comprised of managing very large upscale communities consisting of over 1,900 units plus. She is currently the general manager of Belmont Community Association and is an active member of WMCCAI’s Virginia Legislative Committee.

Chelsie has been with Community Management Corporation, an Associa Company since 2012. She is the assistant general manager at Belmont Community Association, a large scale premier country club golf course community located in Ashburn, Virginia. She is also a member of the Quorum Editorial Committee.

Has Office Filing Become an Olympic Event?

A

re the cabinets stuffed to the brim, with important documents that are a necessity to keep? Will they topple over if you add one more file? Are your

current records kept safe from potential water or fire hazards? Over the years, association’s will start to accumulate a ton of paper records, and eventually, you will

MEMBERSHIP RECRUITMENT CONTEST

Win A Trip to the Homestead For every new member that signs up for a one year membership with WMCCAI—you get one entry in a drawing for a trip to the Omni Homestead Resort.

1st prize is One-Night Stay for Two (mid-week) Step 1. – Go to caionline.org and click ‘Join Now’ Step 2. – Select your member level and fill out the at the Omni Homestead Resort! Breakfast for two included. Winner will also receive a $300 form; Don’t forget to add your referral name!

Visa gift card.

Contest runs from September 1, 2017 through March 31, 2018. *Please note that both winners are chosen at random

THANK YOU TO OUR SPONSOR

18 | QUORUM

PLUS... One new member will win a prize just for joining!

have zero capacity to place even a single piece of paper. Every so many years, you may have to manually purge the old files just so you may actually have adequate space for the new documentation.

Today, a top goal of many companies is to expand their efforts of going green and reducing their carbon footprint.

Imagine if an office existed with longterm retention of association’s important documents, records, approved minutes of all meetings of the association, unit files for the owner’s which contain settlement records or approved architectural applications all available real-time without the need for filing cabinets, file folders, tabs, and label makers. Electronic record filing may be the answer. There are some great companies who are servicing this new way to keep records safe and secure.

A

HIGHER LEVEL of ATTENTION

to Your Association “My job is to help your board balance keeping down operating costs while maintaining property values and improving quality of life for homeowners. We have a strong community presence, independent advising and full transparency. ” – Katie, Sentry Manager

4401 Ford Avenue, Suite 1150 Alexandria, VA 22302 (703) 642-3246 northernvirginia.sentrymgt.com 602 S. King Street, Suite 400 Leesburg, VA 20175 (540) 751-1888 loudoun.sentrymgt.com

Our association decided it was time to go green and utilize a product called M-Files. M-Files is a revolutionary electronic record keeping system that allows 24/7, 365 real-time access to your files. Each document is scanned into the database using a regular scanner. Searching for information within the documents is made simple using OCR technology to find anything you need. There are virtual folders that organize content based on what it is so there is no need to remember who edited it last or which is the current version. You have the ability to check out a document to edit and protect it; once changes have been made; others can view your changes. Viewing and sharing your documents right from M-Files is all at your fingertips on any mobile device by using the App. Your board of directors may ask, “How safe is it to have your records in the cloud?” This cloud-based system is secure from fire, water, and safe from the unexpected.

You will not have to worry if the sprinkler system goes off or a fire starts in the office.

Another added bonus to electronic filing is that your community will be contributing to a green initiative by scanning all new files and saving on the M-File database. Disposal is made easy by shredding all paper files. This reduces the waste and helps promote recycling and reduction; plus think about all of the extra space you can have in your office or storage room. Consider donating the old filing cabinets or selling them to another party who may be able to utilize them. Quick access at the click of a button, no more papers sitting around taking up much needed space, no more file folders to label or purchase and you are doing your part to assist with reducing your carbon footprint.

Electronic filing, it’s a win-win for you, the association, and our environment.

JANUARY 2018

| 19

By Tiffany M. Releford, ESQ. Tiffany is a partner at Whiteford, Taylor & Preston and co-chair of the community associations group. She focuses her practice on community associations in the District of Columbia, Maryland, and Virginia.

It’s My Right!

Statutory Books and Records Inspections by Owners

A

n owner’s zealous search for information may involve a request to review the association’s books and records.

The District of Columbia, Maryland, and Virginia have statutes detailing the books and records available for examination and copying by owners. Accordingly, the board

of directors and managers should be informed of what books and records owners have a statutory right to inspect. This article will set forth the highlights of the relevant statutes in the District of Columbia, Maryland, and Virginia.

District of Columbia Section 42-1903.14 of the District of Columbia Condominium Act, authorizes inspections of an associations books, minutes, and records by an owner. The statute requires the association to keep detailed records of the receipt and expenditures of the condominium. It also requires the association to keep the unit owners’ association membership list, mailing addresses of unit owners, and financial records, including the aggregate salary of the association employees, available in the District of Columbia and within 50 miles of the District of Columbia for examination and copying by an owner in good standing, or the owner’s authorized agent. Good standing is defined in the statute as an owner who is not delinquent for more than 30 days in the payment of any amount owed to the association, or who has not been found by the association or its executive board to be in violation of the condominium instruments or rules of the association.

In addition to the owner being in good standing, the request for examination must be made for a proper purpose related to the owner’s membership in the association, and not for pecuniary gain, commercial solicita20 | QUORUM

tion, or another purpose unrelated to membership in the association. However, not all of the association’s books and records are available for examination. An association may withhold from inspection and copying: • Information that is in draft form not yet incorporated into the association’s books and records; • Books and records relating to personnel matters • Pending or anticipated litigation (where there has been a specific threat of litigation from a party or the legal counsel of a party) • Contracts, leases or commercial transactions currently in or under negotiation; communications with legal counsel • Matters involving state or local administrative or other formal proceedings before a government tribunal for enforcement of the condominium instruments or rules and regulations • Disclosure of information in violation of law • Minutes or other records of an executive session of the board of directors • Documentation, correspondence, management or reports compiled for or on behalf of the unit owners’ association of the board of directors by its agents or committees for consideration in executive session • Individual unit owner or member files, other than those of the requesting unit owner Recognizing how burdensome compiling and arranging an examination of these records can be, the statute limits examination and copying to reasonable hours on business dates. It also permits the association to impose and collect a fee reflecting the actual costs of materials and labor for providing access to copies of the requested books and records. This fee may be collected upfront prior to providing copies of any books or records.

Maryland In Maryland, an owner’s right to inspect an association’s books and records is found in Section 11-116 of the Maryland Condominium Act and Section 11B-112 of

the Maryland Homeowners Association Act. Like the District of Columbia, for condominium associations the books and records, including insurance policies, shall be maintained in Maryland or within 50 miles of its borders and available for copying during normal business hours after reasonable notice. Under the statutes, members of an association are permitted to inspect the books and records of the association, subject to certain exceptions. An association may withhold from inspection: • Personnel records, not including information on individual salaries, wages, bonuses and other compensation paid to employees • An individual’s medical records • Individual’s personal financial records • Any records relating to business transactions currently in negotiation; • Written advice of legal counsel • Minutes of closed meetings of the board of directors or other governing body of the counsel of unit owners.

In addition, in Maryland, requests for financial statements or meeting minutes from the governing body of the association shall be produced within 21 days if the financial statements or meeting minutes were prepared within three years immediately preceding receipt of the request. If the financial statements or meeting minutes were produced more than three years before receipt of the request, they should be produced within 45 days. Understandably, responding to

these requests can be burdensome which is why the Maryland laws allow an association to impose a “reasonable charge” for inspection and copying of books and records. Any reasonable charge may not exceed the fees charged by the circuit courts in Maryland.

Virginia The statutory right of an owner to examine an association’s books and records in Virginia is similar to the District of Columbia and Maryland statutes. An owner’s statutory right to inspect is found in Section 55-79.74:1 of the Virginia Condominium Act, Section 55-510 of the Virginia Property Owners’ Association Act, and Section 13.1-932, et. seq. of the Virginia Nonstock Corporation Act. Like the District of Columbia, the condominium and property owners’ statutes require associations to keep detailed records of the receipt and expenditures of the association. Property owners associations must also keep the association’s membership list, addresses and the aggregate salary information of the association employees, including under Section 55-510 of the Virginia Property Owners’ Association Act the actual salary of the six highest compensated employees of the association earning over $75,000, available for examination and copying by owners in good standing. Good standing is not defined in the statutes; however, it may be defined in the association’s governing documents, or the association may adopt a rule defining good standing. Owners may exercise their right to examine association books and records upon five business days’ written notice for a professionally managed association and ten business days’ notice for a self-managed association. The notice must Continued on page 19

Come one, come all.

Share the community!

Join up to 15 board members for only $250!

We now make it easier for your entire board to join CAI at the lowest cost.

The best community associations have the best boards—they’re educated, knowledgeable, and prepared to lead their communities successfully.

CAI membership provides your board members the best resources and education to stay informed.

Renew your entire board and they’ll enjoy all of the benefits of CAI membership. For more details, visit www.caionline.org/ ShareTheCommunity

JANUARY 2018

| 21

provide a reasonable rationale for the request and describe the specific association books and records to be examined.

Similar to the District of Columbia, the condominium and property owners association statutes state the request must be for a proper purpose related to membership in the association, and not for pecuniary gain or commercial solicitation. Like the other jurisdictions, the books and records that can be withheld from examination or copying include: • Records concerning personnel matters related to specific identified persons or a person’s medical records • Contracts leases, and other commercial transactions currently in or under negotiation • Pending or probable litigation (where there has been a specific threat of litigation from a party or legal counsel of a party) • Matters involving state or local administrative or other formal proceedings before a government tribunal for enforcement of the condominium instruments or rules and regulations • Communications with legal counsel related to the subjects not-

22 | QUORUM

ed above or protected by attorney-client privilege or the attorney work-product doctrine • Disclosure of information in violation of law • Meeting minutes or other confidential records of an executive session of the executive organ; • Documentation, correspondence, management or executive organ reports compiled for or on behalf of the association or the executive organ by its agents or committees for consideration in executive session • Individual unit owner or member files, other than those of the requesting unit owner.

Drafts not yet incorporated into a condominium association’s books and records can be withheld from examination, but draft minutes of a property owners association may be subject to inspection. Under Section 55-510(F) of the Virginia Property Owners’ Association Act, draft minutes that are not otherwise permitted to be withheld for the reasons provided above, shall be open for inspection and copying within either 60 days from the conclusion of the meeting to which such minutes appertain or when such minutes are distributed to

board members as part of an agenda package for the next meeting of the board of directors, whichever occurs first. Virginia associations may impose and collect a charge, reflecting the reasonable costs of materials and labor, prior to providing copies of the requested records. However, the executive organ of the association must adopt a cost schedule before imposing a charge. The cost schedule shall specify the charges for materials and labor, apply equally to all owners in good standing, and be provided to the requesting owner at the time of the request.

Under the Virginia Nonstock Corporation Act, a corporation is required to keep permanent records of meeting minutes, actions taken by members or the board of directors without a meeting, and all actions taken by a committee of the board of directors. The corporation must also maintain accounting records and a record of all members’ names and addresses that can be put in alphabetical order by class and are in written form or in another form capable of conversion into written form within a reasonable time. The corporation must also keep a copy of its articles or restated articles of incorporation; bylaws or restated bylaws and all amendments thereto; resolutions; all written communications to members within the

past three years; names and business address of the current directors and offices; and the most recent annual report. Under Section 13.1-933 of the Virginia Nonstock Corporation Act, a member can inspect the records upon at least five days written notice, during business house at a reasonable location specified by the corporation. However, the member may only inspect and copy the records if he/she has been a member of record for at least six months immediately preceding the demand; the demand is made in good faith for proper purpose; the purpose of the request and records requested are described with reasonable particularity; and the records are directly connected to the purpose of the request. Like the other Virginia statutes, the corporation may impose a reasonable charge for costs of labor and materials for copies of the documents provided to the member.

Notwithstanding the foregoing, it should be noted that while certain records can be withheld from inspection by an owner, a member of the board of directors is permitted to examine those records in the discharge of his/her duties as a director. However, even when such information is made available to a director, it should be safeguarded and kept confidential.

Protecting your largest investment and your peace of mind for years to come?

Challenge accepted.

Secure your community’s future with national resources and local expertise.

Associa Legum & Noman’s national resources and local expertise have uniquely positioned us to help your community accomplish any goals your community sets. Top-tier management, bulletproof finances, comprehensive maintenance and a customizable menu of additional services ensure your community thrives, and our local, qualified staff are committed to being your trusted advisors every step of the way.

Legum & Norman is up for the challenge. CONTACT US TODAY!

3130 Fairview Park Drive | Suite 200 Falls Church, VA 22042 703.600.6000 www.legumnorman.com

JANUARY 2018

| 23

By Mary Anne Paradise Mary Anne has been taking minutes at local government and HOA meetings for over 20 years. A former community manager in Montgomery County, Maryland, she currently serves as Deputy Clerk of the Montgomery County Council.

Role and Responsibilities of the

Min ut e T a k e r “W

ill you take the meeting minutes?” While the question might elicit groans or induce feelings of panic in some folks, the minutes of your association’s board of directors and committee meetings become the permanent record of your community and must be done with care. As the minute taker or recording secretary, your role is to accurately reflect what was discussed and approved at the meeting. Consider yourself a neutral third party when taking and writing the minutes to avoid putting a spin on the discussion.

a bottle of water, so you have everything you need close at hand during the session.

So you’re taking minutes at the next meeting.

How can you prepare? Scan the agenda and any accompanying documents beforehand, if possible, so you know what topics will be discussed. Arrive early to the meeting and jot down the names of board members and other participants likely to attend the meeting on your notepad, and check off the names as they arrive at the meeting. Have a phone or watch handy for timekeeping, and be sure to note when the meeting started and adjourned. Since you must be attentive during the entire meeting, bring extra pens, paper (even if taking notes on a laptop!) and maybe

I’ve found it helpful to jot down the time discussion started and ended on each item so that later on, you know that the board discussed one topic for two hours, and breezed through other items. If the discussion gets out of hand and five people are talking at once, wait until the chair has restored order to avoid frustration! The manager or a board member can generally confirm important facts, such as vendor names or contract amounts, after the session if needed.

24 | QUORUM

During the meeting, don’t try to create a verbatim transcript! It is not necessary or wise to capture every word of the discussion.

Write down important facts concerning the issue, the gist of the discussion, and all motions, whether or not they came to a vote.

Record all motions word for word. Ask the maker to repeat it, if necessary, note the seconder, and be sure to capture the vote accurately, including any abstentions.

The meeting went on for three hours.

What must be included in the minutes? At

a minimum, the minutes must reflect the location of the meeting, attendance, the time the meeting was called to order and adjourned, topics discussed, all motions made and any actions taken. It helps to use the agenda as a basic template and to include a sentence or two to provide some context for each topic.

Remember to avoid “he said, she said” comments and the use of superlatives.

Keep emotions out of the minutes and use positive language when briefly summarizing the discussion: If during discussion a board member explained why he or she did not support a motion, the reason for the dissention may be reflected in the minutes, along with his or her preferred alternative, if one was given. For example, even if there were a loud, angry discussion concerning, say, an assessment increase, the minutes might read “Mr. Jones voted in the negative, expressing concern about the increase in assessments and his preference to delay improvements to the clubhouse to avoid the increase.” Other information, if pertinent, may be included in the minutes if specifically requested by a board member.

As meeting minutes serve as a source of information for future boards and residents and can be referenced in legal action, it is imperative that the record be accurate, but free of superfluous discussion.

JANUARY 2018

| 25

By Kimberly O’Halloran-Perez, ESQ.

By R.A. Hurley, ESQ.

Kim is a community association attorney with Rees Broome, PC in Tysons Corner, Virginia. Her practice is devoted exclusively to the representation of community associations in Maryland, Virginia, and West Virginia. Kim is also a past president of WMCCAI.

R.A. is an attorney at Rees Broome, P.C., practicing in the firm’s community associations law group. He has particular experience handling bankruptcy and debt collection matters.

Y O U ’ V E

B E E N

S E R V E D

. . .

Don’t Panic T

he FIRST thing you need to do is to talk to the attorney for your association. Regardless of whether you’ve received an actual subpoena or a subpoena-like document (all of which are referred to herein as subpoenas for convenience) such as a request for production of documents, the clock is ticking. Although the deadline for a response can be as long as thirty days in the District of Columbia and Maryland, the response time can be substantially shorter in Virginia— in some cases less than fourteen days. Remember, just because your association may be located in one jurisdiction doesn’t mean it can’t be subpoenaed in another, and your attorney needs to help you to keep track of these deadlines.

Prompt communication with your attorney has another added benefit—it can limit the amount of work that may be needed to ad-

26 | QUORUM

dress the subpoena. Sometimes a subpoena is not valid or contains some other defect, which may negate the need to respond. Only your attorney can identify for you when no action may be needed. Professional managers have a crisis a day to address, and the board members are often volunteering for their community after work hours—so, it is critical to avoid responding to meritless or overly broad subpoenas to free up management and board member time to concentrate on other matters of import to the association. Similarly, sometimes a subpoena can be drafted in a manner that casts a wide net to make sure that the requesting attorney gets the item or document they want when they don’t know how the responder would classify it. Your counsel is in the best position communicate with the party issuing the subpoena to potentially narrow the scope of production.

Once you have provided your attorney with the subpoena, your association should identify one party to coordinate communication with your attorney regarding the matter.

Having too many cooks in the kitchen may lead to an increase in attorney’s fees and, perhaps more importantly, increases the chance that something gets missed by a key person being left out of an email when they shouldn’t have been. If your association is professionally managed, all communication should flow through your manager as they serve as the custodian of records for your community. If your association is self-managed whichever board member has the most

You may have an inclination to redact (or restrict) information prior to providing it to your attorney. Don’t do it. There are specific court rules about what can and cannot be redacted from official association records.

While it may seem reasonable to you to redact, for instance, the name of an architectural rules committee member with no decision-making power in an e-mail, nothing about that sort of information is protected.

Moreover, that information may be valuable to your attorney in identifying the parties it needs to talk to in order to have a full grasp of the issues at play. In the end, if that person’s name really is immaterial your attorney can work with opposing counsel to redact the name before the e-mail is entered into evidence and becomes part of the public record.

ENGINEERING BT

Building On Our Reputation For Quality Engineering For 50 Years Becht Engineering BT, provides a broad spectrum of engineering and construction management services to Condominium Associations and Cooperative Corporations.

Our experience with buildings ranging from townhouses to high-rise structures will provide you with the expertise and resources to protect your property for years to come.

YEARS 14

You and your attorney are going to have a conversation about what needs to be collected initially, which will guide you through the process of collecting responsive documents.

Although the documents will vary somewhat based upon the type of action pending in the courts, at a minimum you will be providing your attorney with copies of any official records of the matter (hearings, minutes, etc.) as well as any relevant emails.

BECHT

19 6 - 2 0 4

For All Of Your Engineering Services

800-772-7991

information@bechtbt.com www.bechtbt.com

LEED AP

YEARS 14

communication with your attorney’s office and access to association records is probably the individual who can most effectively and efficiently communicate with counsel.

19 6 - 2 0 4

Similarly, you may be inclined to decide independent of counsel that some documents, which fit the description of what is asked for but are not important and therefore shouldn’t be turned over. Again, don’t do it. In addition to withholding potentially important information from your attorney, this is when you may inadvertently get the association into trouble.

If you do not turn over all the documents which are asked for, no matter how irrelevant you may think they are, you are going to make sure by withholding them that your attorney (and maybe your association representative) ends up in front of a judge explaining why they refused to comply with a lawful subpoena.

Even if your attorney is able to make that problem go away, you have put in the mind of the judge that your association doesn’t follow the rules and may not be trustworthy, which can have lasting consequences.

JANUARY 2018

| 27

By Deborah A. Carter, CMCA, AMS, PCAM

By Michael L. Zupan, ESQ.

Debbie is the general manager of Westridge Swim and Racquet Club in Woodbridge, Virginia. She is also a member of the Quorum Editorial Committee and the Outreach Committee for the Washington Metro Chapter Community Associations Institute.

Mike is counsel with MercerTrigiani and a member of the Quorum Editorial Committee and previously served on the Education Committee for the Washington Metro Chapter Community Associations Institute.

DO

YOU

DOCUMENT?

(You Should)

D

ocumenting decisions made and actions taken is both helpful and good practice for community association management. The following example demonstrates the importance of documentation.

An owner raises a concern—for the second time—and asserts that some time ago, the association board and management promised to address this concern. The owner demands immediate action. Association leadership and management are new. Those who previously addressed the concern on behalf of the association have moved or moved on. Association records are searched— nothing.

What does the association do? If prior communications and related actions had been documented, new association leadership and management would know what was done and what is left to do. Without documentation, the parties are left floundering.

Time is limited, task lists are long, and everything is expected to be done yesterday.

It is important for association leadership and management to take time to document what is said and what is done on behalf of the association.

28 | QUORUM

Documenting communications and actions provides benefits beyond verifying a specific request as in the example above. Documentation also helps the association act consistently over time. Many matters requiring action do not arise on a daily basis. Documentation of how the association previously addressed a matter provides a blueprint for future action; allowing the association to repeat what went well and avoid what did not.

Documenting communications may be a little easier now because much communication is routinely in writing through email and text messages. Associations should have procedures in place to maintain relevant email or texts so that these communications may be stored and retrieved when necessary. Correspondence, which may imply an increased level of importance, remains the preferred method of communication in many circum-

stances. Copies of all correspondence should be kept by the association. (Consult association legal and accounting professionals for guidance regarding the length of time that your association should retain documents.)

This is not to suggest that all association communications must be in writing. Telephone and face-to-face communication are vital. The association should use all forms of communication to address matters as they arise to foster a sense of community. Important information is often conveyed verbally which should not be lost or forgotten. Creating a written record of oral communications helps avoid the vagaries of memory and disputes over what was said.

It is also essential for an association to document actions taken by the association—creating a record of what was done and when. If

the action does not generate documentation, make a note to the file. Notifying the parties involved in writing may be a simple way to document the action.

Potential legal claims. Documentation is never more critical than when addressing a matter that may result in legal action. For example, in a slip and fall, association records should include, at a minimum, the date, time, location of the incident, whether there was any injury, whether there were witnesses, and if they took any evidence of the incident (i.e., pictures, notes). (Consult association legal counsel and the association insurance carrier before taking written statements, counsel or the claims adjuster may prefer to take the statements.) It is not uncommon for a slip and fall claim to take several years to resolve. Documentation created at or near the time of the incident may help to bring clarity to the issues when revisited several years later. It is also imperative to document the notice provided to the association insurance carrier. There should be no dispute that notice was provided to the carrier and when that notice was given.

Compliance with association covenants, rules, and regulations. Written notice of the conditions that do not comply with association rules and an opportunity to cure must be given to the owner. This notice should be maintained by the association.

Associations typically work with owners to obtain voluntary compliance through letters and email, as well as telephone and in-person conversations. Association records should include copies of letters and email, along with the substance of important of oral conversations. If the matter ends up in court, and the communications and actions of the association are documented, the association will be better positioned to demonstrate its efforts to obtain compliance before initiating legal action.

Requests for modifications or accommodations under fair housing laws. Under fair housing law, an owner or resident making a request cannot be compelled to submit the request in writing. If a request is made orally, it should be documented by the association.

Also, fair housing law requires prompt action when a request is made and, if the request cannot be granted, contemplates an interactive process between the parties to try to work out a mutually acceptable resolution.

This interactive process, much like attempts to resolve covenants issues, will include email and oral communications. Documenting all communications and actions taken to address fair housing requests will help to show that the association addressed the request timely and fulfilled its obligation to try to reach a resolution in good faith.

Property damage incidents. Numerous other circumstances should also be documented, including property damage incidents (such as water leaks) that may involve insurance claims, as well as collections matters. Maintaining a written record of these issues will assist the association in pursuing funds due to the association.

Association communications, whether written or oral, should be professional at all times and should avoid harsh language and derogatory remarks. Association communications should convey the facts accurately and explain the association’s position in a clear and easy to understand manner. Any letter, email, or text sent by or on behalf of the association, as well as written communications among association leaders or with management, may end up being reviewed in court. There is no need to undermine the good efforts of the association by including unnecessary and disparaging comments in the documentation.

Achieving your community’s vision with national resources and local expertise?

Challenge accepted.

Associa brings qualified people, advanced technology and the latest best practices to successfully overcome any challenge. We believe you deserve a team who has seen it all and is ready to help your community achieve its vision.

CONTACT ONE OF OUR VIRGINIA OFFICES TO START YOUR PARTNERSHIP TODAY!

Community Management Corporation 703.631.7200 | www.cmc-management.com Legum and Norman 703.600.6000 | www.legumnorman.com Select Community Services 703.631.2003 | www.scs-management.com Delivering unsurpassed management and lifestyle services to communities worldwide.

Internal complaints. Similarly, associations should document all internal complaints by owners. Should the association be called upon to defend its actions, the association should be able to demonstrate in writing what complaint was made, when, and how it was addressed.

JANUARY 2018

| 29

By Stephanie Turner, CMCA, AMS Stephanie is an assistant community manager for Community Association in Frederick, Maryland. She is currently the liaison between the residents and the Covenants and Design Review Committees.

THE STORYTELLERS:

Unit Files B

oth the board of directors and management company have a fiduciary duty to act in good faith on behalf of the HOA, which includes retaining and preserving the association’s records. Failure to obtain and preserve accurate and detailed unit records could lead to unnecessary liability and added costs in the event of legal action involving a unit. A unit file should paint a clear picture of the history of each unit should litigation ever occur. Everyone who has ever reviewed an association’s paper file drawer can tell you that some files are very slender, and others have exploded into second or even third folders. The file reflects the record of the relationship between the unit and the association.

30 | QUORUM

Files can be kept electronically, but it is often helpful to keep a hard copy paper file as well, as a backup system.

Whether files are kept on paper or electronically, the key to accurate unit files is organization and attention to detail. Try not to let filing get backlogged so that each file is current. Keeping files current can be challenging even for electronic files because scanning and labeling electronic files can be time-consuming. The storage facility—whether it is a filing cabinet or a server— should have limited access and should always be secure.

When deciding what should be retained in the file, first check the bylaws to see if there is anything specific that is required. For example, if a unit is a rental it may be required by the association to have a complete copy

of the lease on file, or if there is a unit that is a licensed daycare facility, a copy of the license and any insurance information may be required. Other important documents that should be kept in the file are a copy of the closing documents for each time the property changes hands.

Copies of all violation notices that have been sent to the property, along with any Covenant Hearing notices, hearing decisions and fining notices should also be retained. It is very important to keep copies of color photos that are time and date stamped if they pertain to any violation notice or hearing. A time-and date-stamped color photo can sometimes be a crucial piece of evidence in a legal case.

Copies of all architectural design applications, approvals, and denials are very important as well. These applications, along with the approval or denial of the association are key pieces of information regarding the property.

A copy of the property plat is also very helpful to have on file. Any other miscellaneous correspondence with the unit owner that may help to tell the history of the unit should be kept in the file, such as a written request for a deadline extension for a covenant violation, or an email report of vandalism on a specific property.

Unit files are the story of the unit, though, and not necessarily the owners. The board and the manager should work together to

determine what level of resident correspondence should be filed permanently in the unit file. Official responses to violations or delinquency notices should absolutely be in the file. But unofficial questions about community operations or upcoming social

events need not necessarily be filed. Managers and their boards should have a conversation at least every few years about the board’s expectations for the contents of a unit file, to ensure that all parties are on the same page.

Downtime is not an option.

Use our ServiceAbility phone app to request service instantly.

ServiceAbility NO ADMINSTRATIVE FEES! COMMERCIAL LAUNDRY PROFESSIONALS

1.800.927.9274 • caldwellandgregory.com JANUARY 2018

| 31

January

Start the New Year off right with WMCCAI’s annual kick-off event attended by hundreds of community association industry professionals. Jump Start January is the Chapter’s annual volunteer roundup which features a networking breakfast, annual membership meeting, and presentation. At the committee trade show, current committee members are on hand to answer questions and provide greater insight into how to become more active with the Chapter and make the most of your WMCCAI membership. This year’s theme for Jump Start January is “Showcase the Nation’s Capital,” featuring all the unique and wonderful things about living in the DMV.

Registration Rates Homeowner MEMBER

$95.00

NONMEMBER

$120.00

Manager MEMBER

$95.00

NONMEMBER

$145.00

Business Partner MEMBER

$120.00

NONMEMBER

$170.00

When

Who

Thursday, January 11, 2018 8:00 a.m. set up / Registration opens 9:00 a.m.

Event Starts at 9:30 a.m. – 12:30 p.m.

This program will benefit Business Partners, Homeowners, and Managers

Where

How

Sheraton Pentagon City 900 S. Orme Street, Arlington, VA 22204

Visit www.caidc.org to register

Sponsors Platinum | Griffin Owens Star | Doody Calls Gold | Capitol Concierge Silver | Brothers Paving & Concrete Corporation Silver | Becht Engineering, BT, Inc.

7600 Leesburg Pike, Suite 100 West

E-mail: education@caidc.org

Falls Church, VA 22043

Web: www.caidc.org

T: 703.750.3644 F: 703.941.1740

By Leslie Brown, ESQ. Leslie is counsel with the law firm Rees Broome, PC, representing community associations and other non-profit and business entities in the D.C. area. She was previously co-chair of the Quorum Magazine Editorial Committee.

Community Associations Document Retention Books and records to be kept on a permanent basis:  Minutes of all meetings of the membership and the board of directors, records of actions taken by all Board members by unanimous consent, and record actions or consents of the membership, where applicable.  A record of all actions taken by committees.

 Copies of governing documents, recorded documents (plats and plans, easements, deeds, cost-sharing agreements, etc.), rules and regulations of the association, and the association’s architectural standards or design guidelines (if any), and all amendments thereof.

 Legal opinions, memorandum, and communications from legal counsel.

 Owner files (applications for approval, violation letters, etc.).

Books and records to be kept on a limited basis:  Contracts and insurance policies – In accordance with state statute of limitations for written contracts (generally: Virginia – 5 years; Maryland – 3 years; DC – 3 years).  Correspondence and records involving personal injury—In accordance with state statute of limitations for the specific personal injury actions (generally: Virginia – 2 years; Maryland – 3 years; DC – 3 years. Please note that specific torts may have a different statute of limitations (a defamation case, for example, may have a different time period than a slip and fall case).  Employment records – Federal employee taxes – 4 years; State taxes and personnel files – in accordance with state requirements.  Association tax filings –7 years or as deemed appropriate by the association’s accounting professional, whichever is greater.

 Financial records (budgets, financial statements, receipts and expenditures, general ledgers, etc.) – 4 years or as deemed appropriate by the association’s accounting professional, whichever is greater.  Annual reports to the state corporate and administrative agencies – 3 years, or as may be required by the jurisdiction of formation.  Written correspondence to and from the membership and general public – 3 years, or as may be required by the jurisdiction of formation.  Most current membership list – 1 year.  Current list of names and addresses of officers and directors – 1 year.

JANUARY 2018

| 33

The 2018 Scholarship Program Calling All High School Seniors!

WMCCAI Launches 6th Annual Scholarship Essay Contest.

T

he Scholarship Contest is open to all high school seniors graduating in May or June 2018 who reside in the WMCCAI service area (the immediate Washington metro area) and will be enrolled in the fall 2018 semester in a college, university, community college, or vocational school. This is an excellent opportunity to win at least $1,000 to use toward post-secondary expenses such as tuition, books, laptops, etc.

The criteria required to enter includes: • Completed contest application along with A 500-700 word essay on the topic: How do you see your community best utilizing social media? Describe ways to implement social media in your community to tell a compelling story of a great place to live. Include the potential pros and cons of using social media.

• A grade point average of 2.5 or higher • A high school transcript • A letter of recommendation from a school counselor or community association leader in the community where the high school senior resides

34 | QUORUM

Scholarship materials need to be submitted to WMCCAI no later than March 31, 2018.

Previous winners have represented a variety of public and private schools from both Maryland and Virginia. Past winning scholarships have been at least $1,000, but the total scholarship amount awarded each year varies and is based on the generosity of the sponsors and the WMCCAI members who participate. Last year’s scholarship winner won a $1,920 scholarship.

One common question received is whether a graduating high school senior could still apply even if they don’t live in a homeowners association, condominium, or cooperative. The answer is yes! All graduating high school seniors who submit the required materials for the Scholarship Contest will be considered.

So take a moment, think about who you know that will be graduating from high school in 2018, and forward this information to them. Further information on the scholarship, including the full list of criteria and the application, can be found on the WMCCAI website at www.caidc.org.

Past Scholarship Winners

2018 Scholarship Program

W

e’re excited to announce that we are offering a scholarship award for a sixth year! This year’s topic is “How do you see your community best utilizing social media?”

Applicants should describe ways to implement social media in your community to tell a compelling story of a great place to live. Include the potential pros and cons of using social media.

Byrd Tyron inner W 7 1 0 2

The scholarship program is for all Washington metro area high school seniors who will be enrolled fall semester in post high school educational courses in a four-year college, community college, or vocational school. The application can be found at www.caidc.org.

THANK YOU TO OUR SPONSOR!

Grac e 2016 Stephan Win ner

Additional sponsorship opportunities available.

Contact Liz Schell at eschell@caidc.org, or call (703) 750-3644.

Rager e i n a h p Ste nner 2015 Wi

Rand eep B awe 2014 Winn ja er

im Ye Se K er inn 2013 W JANUARY 2018

| 35

Directory and Classifieds ASPHALT PAVING

Brothers Paving & Concrete Corporation 9469 Hawkins Dr T: (703) 393-1927 Manassas, VA 20109 F: (703) 393-1928 Paul Battista info@brotherspaving.com Espina Paving, Inc. Asphalt/Concrete 15441 Farm Creek Drive T: (703) 491-9100 Woodbridge, VA 2191 F: (703) 491-9101 Serving: MD, DC, VA info@espinapaving.com ATTORNEY

Segan, Mason & Mason, P.C. Donna Mason dmason@seganmason.com

www.seganmason.com T: (301)251-1414

Thomas Schild Law Group, LLC www.schildlaw.com 401 North Washington Street, Suite #500 T: (301)251-1414 Rockville, MD 20850 Thomas, C. Schild, CCAL tschild@schildlaw.com Scott J. Silverman ssilverman@schildlaw.com BANKING AND FINANCIAL SERVICES

Alliance Association Bank T: (703) 856-7463 Direct Tracy Burkhammer tburkhammer@AllianceAssociationBank.com BB&T Association www.bbt.com Let us save you time and money with our lockbox processing, ACH, coupon book, statement printing and transmission services.

Joseph Inzerillo Jr. T: (703) 201-5774 jinzerillo@bbant.com Mutual of Omaha Bank Community Association Banking/CondoCerts Noni Roan T: (301) 639-5503 Noni.Roan@mutualofomahabank.com

ENGINEERS (CONT’D)

Falcon Engineering, Architecture + Energy Consultants 7361 Calhoun Place, Suite 325 Rockville, MD 20855 www.falconengineering.com T: (240) 328-1095 Stew Willis info@falconengineering.com JANITORIAL

Clean Advantage Corporation 4000 Pen Belt Place T: (800) 315-3264 District Heights, MD 20747 F: (301) 595-3331 www.cleanadv.com info@cleanadv.com LAUNDRY ROOM EQUIPMENT

Caldwell & Gregory, Inc. Your Commercial Laundry Professionals 129 Broad Street Road Manakin-Sabot, VA 23103

T: (804) 784-6100 F: (804) 784-7418

MANAGEMENT SERVICES

Associa-Community Management Corporation, AAMC 4840 Westfields Blvd., Suite 300 T: (703) 631-7200 Chantilly, VA 20151 F: (703) 631-9786 11300 Rockville Pike, Suite 907 T: (301) 692-1700 Rockville, MD 20852 F: (240) 221-0443 Nick Mazzarella, mba, cmca, pcam, lsm NMazzarella@cmc-management.com Barkan Management Company, Inc 8229 Boon Blvd., Suite 760 Tyson Corner, VA 22182 Michael Feltenberger, cmca, ams, pcam

T: (703) 388-1005 F: (703) 388-1006

MANAGEMENT SERVICES (CONT’D)

CAMP (Community Association Management Professionals) 1921 Gallows Rd., Suite 320 T: (703) 821-CAMP (2267)Tysons Corner, VA 22182 Heathergraham@gocampmgmt.com Susanblackburn@gocampmgmt.com Comsource Management, Inc. AAMC www.comsource.com 3414 Morningwood Drive T: (301) 924-7355 Olney, Maryland 20832 F: (301) 924-7340 Gary M. Simon, cmca, ams, pcam gsimon@comsource.com FirstService Residential DC Metro LLC, AAMC 11351 Random Hills Road, Suite 500 T: (703) 385-1133 Fairfax, VA 22020 Robert Teeling robert.teeling@fsresidential.com KPA Management, AAMC www.kpamgmt.com 6402 Arlington Blvd., Suite 700 T: (703) 532-5005 Falls Church, VA 22042 F: (703) 532-5098 Offering personalized service Ed Alrutz, cpm, cmca, pcam ealrutz@kpamgmt.com Legum & Norman, Inc., AAMC 3130 Fairview Park Drive, Suite 200 T: (703) 600-6000 Falls Church, VA 22042 Direct: (703) 970-8844 Marc B. McCoy, cmca, ams, president mmccoy@legumnorman.com Sentry Management www.sentrymgt.com 4401 Ford Avenue, Suite 1150 T: (703) 642-3246 Alexandria, VA 22302 602 South King Street, Suite 400 T: (540) 751-1888 Leesburg, VA 20175 Dave Ciccarelli, ams, pcam dciccarelli@sentrymgt.com

Capitol Management Corporation 12011 Lee-Jackson Highway, Suite 350 T: (703) 934-5200 Fairfax, VA 22033 F: (703) 934-8808 L. Peyton Harris Jr., cmca, cpm lph@capitolmanagementcorp.net

Sequoia Management Company Inc., AAMC 13998 Parkeast Circle www.sequoiamanagement.com Chantilly, VA 20151-2283 T: (703) 803-9641 Craig Courtney, pcam ccourtney@sequoiamgmt.com

Becht Engineering BT, Inc. 10717 Birmingham Way www.bechtbt.com Woodstock, MD 21163 T: (410) 461-3904 Bill Hasselman info@bechtbt.com

Cardinal Management Group 4330 Prince William Parkway, Suite 201 T: (703) 569-5797 Woodbridge, VA 22192 cardinal@cardinalmanagementgroup.com Thomas A. Mazzei, cmca, ams, pcam cardinalmanagementgroup.com

Zalco Realty Inc., AAMC, AMO 8701 Georgia Ave., Ste. 300 Silver Spring, MD 20910 Arthur Dubin,cmca, pcam, cpm

ETC Engineering and Technical Consultants Inc. Water intrusion, roofing, exteriors, windows, balconies, property studies, structural & architectural services www.etc-web.com T: (703) 450-6220 Mindy Maronic mindy@etc-web.com

CFM Management Services, AAMC 5250 Cherokee Ave, Suite 100 T: (703) 941-0818 Alexandria, VA 22314 F: (703) 941-0816 Christiaan Melson, ams, pcam c­­­­­­­­melson@cfmanagement.com

ENGINEERS

36 | QUORUM

www.zalco.com T: (301) 495-6633 adubin@zalco.com

­­INDEX TO ADVERTISERS A Alliance Association Bank...............................................................................................................31 Associa-Community Management Corporation, AAMC....................................................................29 B Barkan Management, LLC, AAMCXX..............................................................................................27 BB&T Association Services.............................................................................................................15 Becht Engineering BT, Inc..............................................................................................................29 C Caldwell & Gregory, Inc...................................................................................................................31 Capital Painting Co.........................................................................................................................38 PAINTING SERVICES AND RETAILERS

Capital Painting Co. www.capitalpainting.net 5520 Oakwood Road T: (703) 313-0013 Alexandria, VA 22310 F: (703) 922-1826 George Tsentas george@capitalpainting.net Ploutis Painting & Contracting Co., Inc. T: (703) 360-0205 8365 Richmond Hwy F: (703) 360-5439 Alexandria, VA 22309 info@ploutiscontracting.com Stella Ploutis www.ploutiscontracting.com Reston Painting & Contracting 619 Carlisle Drive Herndon, VA 20170 David Hamilton

T: (703) 904-1702 F: (703) 904-0248 dave@restonpaint.com

PET WASTE REMOVAL

DoodyCalls Pet waste management solutions and services 13923 A Willard Road Chantilly, VA 20151 T: (800) DoodyCalls (366-3922) www.DoodyCalls.com RESERVE STUDIES

PM+ (Specializing in Reserve Studies Since 1990) A Veteran Owned Company T: (703) 803-8436 www.pmplusreserves.com engineer@pmplusreserves.com or Ben Ginnetti, pra, rs, p.e. pmplusreserves@cox.net RESTORATION SERVICES

Titan Restoration Co Warrenton, VA T: (540) 349-1503 www.titanrestoration.com F: (540) 349-1512 Anita Puckett apuckett@titanrestoration.com

Cardinal Management Group, Inc., AAMC........................................................................................7 Clean Advantage Corporation..........................................................................................................40 Community Advantage, a Wintrust Company..................................................................................22 Cowie & Mott. P.A...........................................................................................................................17 D DoodyCalls.....................................................................................................................................19 F The Falcon Group...........................................................................................................................38 FirstService Residential, AAMC.........................................................................................................2 L Legum & Norman, Inc., AAMC.......................................................................................................23 M Mutual of Omaha Bank...................................................................................................................38 P Ploutis Painting & Contracting...........................................................................................................2 R Reston Painting Company..............................................................................................................10 S Segan, Mason & Mason, PC ..........................................................................................................25

WINDOWS & DOORS

Sentry Management, Inc.................................................................................................................19

Windows Plus, LLC & Allied The Window Center, LLC 4321 Markham Street T: (703) 256-0600 Annandale, VA 22003 F: (703) 942-6987 Kimberly Wayland kknight@windowspls.com

T Thomas Schild Law Group, LLC......................................................................................................14 TWC Services, LLC..........................................................................................................................35 W Windows Plus and Allied the Window Center, LLC.............................................................................4 Z Zalco Realty, Inc., AAMC................................................................................................................25

JANUARY 2018

| 37

With community association lending expertise like ours, you’ll get the job done right.

take that to the bank.

Noni Roan CMCA VP - MD, Northern VA, DC 301-639-5503 Toll Free 866-800-4656, ext. 7479 noni.roan@mutualofomahabank.com

EQUAL HOUSING

LENDER

mutualofomahabank.com AFN45863_0813

Member FDIC Equal Housing Lender

ACCURATE, REALISTIC FUNDING PLANS OVER 2,000 RESERVE ANALYSES PERFORMED

The Falcon Group prides itself on having a strong, talented team of five (5) licensed Reserve Specialists (RS). Since 1997, we have provided over 2,000 Reserve Studies to communities and building owners.

We want to be your partner for success to protect your assets through an accurate, pro-active and realistic reserve funding plan and with your next capital planning & improvement project. Contact us today for more information.

info@falconengineering.com www.falconengineering.com 908-595-0050

WASHINGTON D.C. METRO 7361 Calhoun Place, Suite 325 Rockville, MD 20855

JANUARY 2018

| 39

CHAPTER BENEFACTORS 2018 Chapter Benefactors as of 12/15/17

PRESORT STANDARD US POSTAGE PAID WASHINGTON, DC # 3070

C

WMCCAI 7600 Leesburg Pike Suite 100 West Falls Church, VA 22043 www.caidc.org (703) 750-3644

OUR MISSION To optimize the operations of Community Associations and foster value for our business partners.

4000 Pen Belt Place District Heights, MD 20747 T: (800) 315-3264 F: (301) 595-3331 www.cleanadv.com info@cleanadv.com

Serving MD, VA, & DC! Annual Janitorial Agreements Temporary Staffing Solid Waste and Recycling Services Garage Clean Up • Pressure Washing • Bulk Trash Removal Storage Room Cleaning • Stripping and Waxing Floors Trash Chute Cleaning • Graffiti Removal Carpet Cleaning • Roll off Services Hoarder Unit Clean out Construction Clean up Fire Watch Services