2011 Meeting Minutes

2011 Annual Meeting Minutes

Lost River Valley Property Owners’ Association
Annual Meeting
June 4, 2011

Call to Order

The Association President, Bob Alcock, called the Annual Meeting to order at 1:05 pm and noted that a quorum of the membership was present. Bob Alcock introduced the members of the Board of Directors and indicated that Karen Imhoff, Vice President of the Board would be taking the minutes in place of the Secretary, Mark Smith who could not be present.

Bob Alcock directed the membership’s attention to the meeting agenda and asked if there were any additions to which the membership responded there were not.

Minutes of the 2010 Annual Meeting

Bob Alcock presented the minutes of the 2010 Annual Meeting to the membership and after establishing there were no corrections or additions, asked that they be approved. Steve Cupo moved that they be approved as written. The motion was seconded by Al Amori and approved unanimously by voice vote.

Treasurer’s Report

Greg Thomas, Treasurer, provided the Treasurer’s Report. He began by directing the membership’s attention to the 2010 Financial Summary.

The actual income for 2010 of $46,899 exceeded the projected income of $42,200. The additional income was due to the receipt of delinquent road fees which were collected in 2010 and construction fees. Greg thanked membership for paying the voluntary construction fee and asked that they continue to do so in the future. The actual expenses of $50,487 exceeded the budgeted projection of $42,200 due in large part to the cost of snow removal. The excess cost for snow removal was mitigated by a savings in the cost of tree trimming. Tree trimming was almost half the projected budgeted amount after having used a boom trimmer which was much less time consuming and labor intensive than the manual tree trimming the Association has done in past years. Greg noted that the actual insurance expense was more than budgeted due to the purchase of a $700 three year supplementary insurance policy for members of the Board. Greg also informed the Association that a contribution to the reserve fund of $2,500 brings us very close to our goal of one year’s expense budget. The reserve fund at the end of 2010 totaled $40,705. On behalf of the Board of Directors, Greg expressed appreciation for those who had contributed to the reserve fund and encouraged the membership to make contributions in the future.

The Board of Directors approved an increase of Annual Fees for 2011, however, after reviewing the final 2010 financial report, agreed that an increase in fees would not be necessary, thus making it the third year in a row Annual Fees were not increased.

Greg Thomas stated the figures provided at the Annual Meeting were worked up 10 days prior to the meeting. As a result there could be slight modifications to the financial statement. He then directed the membership’s attention to the 2011 Financial Projection. He credited Bob Alcock for his hard work in helping reduce insurance expenditures. Three years ago Bob Alcock created a Safety Committee, made up of the Board of Directors, which provides annual reports to the West Virginia Board of Risk and Insurance. As a result, the Association’s insurance premiums have been reduced from approximately $10,000 per year to a projected budget of $2,500 per year.

An increase in bank fees has occurred as a result of using new technology which allows checks to be scanned and deposited instead of having to physically take the checks to the bank for deposit.

The budget includes fees for tree trimming. However, the Board of Directors is hopeful that the actual cost for tree trimming will be minimal. An assessment of the roads will be necessary in the fall to determine if further trimming will be necessary.

The projected expense for 2011 is approximately $45,000.

The goal of the Board of Directors is to have one year of expense budget in the reserve fund. The 2011 projected budget will be approximately $46,000. With our current balance in the reserve fund of $45,850 we are very close to our goal. These funds are maintained within two Certificates of Deposit (CDs) that return 3% interest but maintain the liquidity needed for reserve funds.

The Board of Directors has continued to seek payment from members who are delinquent in paying their annual fees. Greg Thomas stated there are a small number of members that are delinquent. The Board of Directors has been more aggressive in collecting fees and in 2010 started to file liens against those who have not paid for several years. Two leins are still outstanding from the previous year. Four new liens were filed this year and of those four, three have been paid. The cost of filing a lien is $255 which the Association must pay, however, when the lien is settled, the Association is reimbursed that cost. Over $2,000 has been recovered this year through the lien filing process.

Currently there are six property owners who have not paid their fees. The total amount due for delinquent fees is slightly under $4,000.

Bob Lieston asked for the names of those who are delinquent. Greg Thomas indicated that Albert Ellis Jr. is delinquent for 2011 only; Alyce Estrada – Palma for 7 years; Cecil Bott for 6 years; Bob Myers for several years however, has paid half the amount owed; Debbie Fulton who owns two properties, one with a co-owner which is paid up to date and one that is delinquent; Darrell Miller, 2 years however has made partial payment and Jon Harmon for current year only.

Greg Thomas asked if there were any other questions about The Treasurers Report. The membership thanked Greg for the report and with no further questions; Bob Leiston moved that the Treasurers Report be approved as presented. The motion was seconded by Jim Klumpp and approved by unanimous voice vote.

Road Maintenance

Bret Limage, Member at Large, began by explaining to the membership that he and Bob Alcock survey the roads in the spring and fall and give our contractor, Keith Dove a list of work to be done on Association roads. In November Bret and Bob developed the fall roadwork list which consisted of clearing ditches and culverts and filling potholes. Fall roadwork was completed the second week of November 2010.

As discussed in the 2010 Annual Meeting, it was agreed that the Association would contract a boom trimmer to trim trees lining Association roads. The boom trimmer would cost $3,000 and could trim all Association roads in three days compared to contracting a company to hand trim the trees. Hand trimming cost the Association $6,000 each year and it took three years to complete trimming on the 11 miles of Association roads. It was agreed by the Board of Directors that the boom trimming would be an experiment and, depending on the result, a determination would be made as to whether to continue with boom trimming or revert back to hand trimming. Property owners on one section of Settler’s Valley Way, with approval from the Board of Directors, agreed to trim their trees by hand in order to preserve the Red Bud trees that grow there in abundance.

Winter roadwork required roads to be plowed only two times compared to the previous year which required plowing six times. Only one cinder application was necessary. As a result of the milder winter, damage to Association roads was minimal.

In late April Bret Limage and Bob Alcock surveyed the roads and created a spring roadwork list for our contractor. Although the roads held up well through the winter, the heavy rains this spring caused damage. The roads have been graded, crusher run put down and ditches and culverts cleared. The crusher run used this year was a bit larger; Bret and Bob will observe how that works. New shale was put down on Tom’s Knob, the steep hill on Fox Squirrel and at the end of Fox Squirrel.

Two unique projects were undertaken. A mogul affect had occurred at the corner of Whispering Pines and Valley View. That area received addition grading and shale was put down. On the left side of the steep hill on Moonshine Hollow a deeper ditch was dug in order to channel water down the ditch instead of across the road.

Finally, eight speed limit signs were installed in strategic places along association roads in an effort to keep speeding down and to preserve our roads.

Ed Pickens asked why the road funds have increased 25% and asked if it was due to shale being put down or was there another reason for the increase. Bob Alcock responded that the increased cost is due to an increase in the contractor’s hourly rate and increased fuel charges; additionally, the Board of Directors is being more proactive in solving road issues in order to reduce long term and more costly problems whereas, in the past problems were addressed as they occurred and did not necessarily correct the problem. Greg Thomas also noted that spring roadwork the previous year was minimal due to the extra funds that were required for snow removal.

Bob Lieston commented that, as a monitor for NOAA, he tracks rainfall amounts and stated that in April we had 8.65 inches of rain and about the same in May. The volume of rain along with the extremely heavy downpours has caused leaves to plug drains and ditches causing water to divert across roads. He recommends that property owners monitor driveway and road junctions for appropriate water runoff and clear out ditches and culverts to help preserve our roads. On behalf of the Board of Directors, Bob Alcock and Bret Limage expressed their gratitude for membership and their effort to keep ditches and culverts cleared.

Ray Nichols inquired as to the cost of the speed limit signs. Greg Thomas, Treasurer, stated the signs cost $300 but we did not have a cost for installation as the Board of Directors had not received final bill for installation.

George Brenkert commented on the good job property owners on Settler’s Valley did with hand trimming their trees to preserve the Red Buds. He expressed concern about the boom trimming and asked if the Board of Directors monitored the contractor’s work. He commented the boom trimmer shredded the branches causing damage to the trees and that perhaps the blades needed to be sharper. Ed Pickens commented that the timing of the boom trimmer in November was ideal and that if there are shredded branches property owners can saw the branch which will help the tree heal and contribute to the tree’s appearance.

Bob Alcock addressed the boom trimming comments and concerns of membership. He stated when the trimming took place he expected phone calls and e-mails but didn’t receive any. He reiterated that the savings to have the boom trimmer trim all trees in 3 days for $3,000 compared to the manual trimming which cost $6,000 per year for three years was why the Association chose that method. The boom trimming is an experiment and members should notify the Board of Directors with any comments or concerns. Bob noted that it may be necessary to use the boom trimmer again this year due to the fast growth of bushes. Dan Reichard commented that the damage to the trees from the boom trimming was much less than he expected and with the cost savings, is in favor of boom trimming. Jim Klumpp stated since the boom trimming is an experiment, one year is too soon to make a decision and to give it a chance. Bob Lieston added that our road contractor’s personal safety and equipment was in jeopardy when tree limbs hung over the roads and that boom trimming has eliminated that problem. He too is in favor of the boom trimming.

New Business

Bob Alcock reminded membership of the construction request form which is available on the LRVPOA website. There had been problems in the past with water runoff from newly installed driveways or cleared land and the construction request has helped reduce those problems; there must be an approved water management plan. The form is submitted to the Board of Directors who reviews the request and meets with the property owner to discuss the plan. There were no questions from membership about the form or the process for submitting one.

Bob Alcock also commented that bear sightings are not as numerous as in recent years. Further, he informed the membership that if anyone has a problem with someone using firearms to call 911 or the Department of Natural Resources not a member of the Board of Directors.

Bob Alcock opened the floor for discussion.

Caroline Pickens expressed thanks to the Board of Directors and especially Bob Alcock for serving.

Greg Thomas, Treasurer, made a motion to make a contribution of $500 to the Mathias-Baker fire and rescue department which was agreed to by the membership.

George Brenkert brought up the use of cell phones and the lack of reception in our area and inquired whether the Association has looked into that. Bob Leiston announced that there is a device that can be purchased and hooked up to a personal computer which increases cell phone reception. Several others in the membership commented on places within the association that have cell phone reception. Bob Alcock stated that AT&T has a tower on Bear’s Hell near Baker and Sprint has a tower between Baker and Wardensville. However, there are still areas where there is no reception. Telephone carriers are monitoring cell phone use in the area and will determine where, if any, additional towers will be installed.

Bob Sause asked if the Association has or has considered a Facebook or Twitter page so members can post comments on road conditions. Dan Reichard the LVRPOA Web Master reminded membership that the LVRPOA website updates weather conditions and sends out e-mail blasts to keep membership informed. Margo Phleger volunteered to create a Facebook page. Walton Maloney expressed his appreciation for the e-mail notifications he gets and suggested that those who have not been getting them provide the Board of Directors a current e-mail address. Gloria Weary requested that the website and e-mail notifications continue even if Facebook and Twitter pages are created and that she appreciates the road condition notifications which are very informative.

Al Amori asked if there were any security incidents to report. Bob Alcock replied that there had been no incidents since last summer on Fox Squirrel. Jerry Klein noted that there was a break-in two years ago at the first house on Moonshine Hollow but nothing was stolen. No other incidents were reported.

Election of Officers

Bob Alcock opened by expressing his honor to serve for 6 years beginning as Vice President and quickly taking over as President. He stated that progress has been made in the past years and the Association will continue to grow. He informed membership that he is stepping down as President but will remain on the Board as Vice President in 2011-2012 to help the Board of Directors transition, as he will not be serving in 2012-2013.

The Association then conducted the election of officers for term of office from July 1, 2011 through June 30, 2012. The following Association members sought election to the Board of Directors:

President: Karen Imhoff
Vice President: Bob Alcock
Treasure: Greg Thomas
Secretary: Belynda Hicks
Member at Large: Brett Limage

The floor was opened for additional nominations. No additional nominations were made. Belynda Hicks, incoming Secretary, introduced herself to the membership and expressed her appreciation for being asked to serve. Ed Pickens moved that the slate of officers be elected. The motion was seconded by Jackie Surato and approved unanimously by voice vote.

Greg Thomas moved to thank Bob Alcock for his work. The motion was seconded by Vicky Ames and all the membership agreed.

Ed Pickens offered thanks to the Lost River Retreat Center. Lisa Walker, Manager of the Retreat Center informed the membership that she was informed by a representative at Hardy Telecommunications that they are preparing to install fiber optic cable within the next 3 years to help improve telecommunications in our area.

Al Amori commented that the fire hydrants being installed on Rt. 259 might reduce your home owners insurance and to check with your insurance carrier.

David Dunleavey moved that the 2011 Annual Meeting of the Lost River Valley Property Owner’s Association be adjourned. The motion was seconded by Blair Mastal and approved unanimously by voice vote. The meeting was adjourned at 2:15 pm.

2012 Meeting Minutes

2012 ANNUAL MEETING MINUTES

Lost River Valley Property Owners’ Association
Annual Meeting
June 2, 2012

Call to Order

The Association President, Karen Imhoff, called the Annual Meeting to order at 1:10 pm and noted that a quorum of the membership was present. Karen introduced the members of the Board of Directors. Present were: Bob Alcock, Vice President, Belynda Hicks, Secretary, Greg Thomas, Treasurer and Bret Limage, Member-At-Large.

Karen directed the membership’s attention to the meeting agenda and asked if there were any additions to which the membership responded there were not.

Minutes of the 2011 Annual Meeting

Karen presented the minutes of the 2011 Annual Meeting to the membership and after establishing there were no corrections or additions, asked that they be approved. Minutes were approved unanimously by voice vote.

Karen welcomed Scott Sherman and Heather Robbins from Hardy Telecommunications to the Annual meeting. Ms. Robbins presented a short introduction to Hardy Telecommunications and the OneNet fiber service that will be available in the LRV area. Mr. Sherman went over the installation process in some detail. As the fiber install was being financed by federal grant money, progress has been delayed due to the need for environmental and archeological preservation review. Installation is expected to begin in the summer of 2012. Lost River was prioritized as 7th out of 51 sites within WV; Moorefield, Wardensville and Lost River are sites within Hardy County that will be addressed first. Switchover to HardyOneNet should be seamless; no retrofitting of current wiring in home required. Hardy Telcom will take advantage of existing wiring if feasible. If existing buried telephone conduit is available, they may be able to use, or else they will be burying new conduit. In cases where Hardy Telcom has to dig, they will employ trench plowing where possible to minimize impact on landscape. There will be no direct effect on access to cell phone service with the install of fiber, but it would potentially make areas more enticing to cell phone companies. The original repeater stations (old copper facilities) will stay in place as not all residents will immediately switch over to fiber; however, Hardy Telcom will eventually look to retire these.

Bob Alcock, Association Vice-President, gave an update on cell phone towers. Global Towers has options with landowners at three sites: (1) hill behind Lost River Grill, (2) Mathias and (3) down 259 near WV/VA state line. Carriers must contract with Global Towers before towers will be built; as of now, only Shental/Sprint have opened discussions with Global. AT&T; and Verizon are likely more focused on 4G deployment in existing, high-density locations. Bob Alcock stated that AT&T; has a tower on Bear’s Hell near Baker and Sprint has a tower between Baker and Wardensville. The Hardy County planning commission will need to conduct a public hearing before voting on a permit for a new tower , so keeping an eye out for this step in the legal advertisement section of the Moorefield Examiner is a good way to know when a cell tower may be built.

Bob noted the recent issues with power outages and the extended time needed for repairs. Much of the electrical equipment within the Association has deteriorated and is need of repair and/or replacement. Potomac Valley recently replaced the box in the vicinity of Chester Miller’s farm on Settlers Valley Way and buried new power lines in conduit at a depth of three feet. This will allow for rapid repair and replace actions as necessary. PVEC will work to replace the most troublesome parts of the electrical system within the Association over the next several years.

Treasurer’s Report

Greg Thomas, Treasurer, provided the Treasurer’s Report. He began by directing the membership’s attention to the 2011 Financial Summary.

The actual income for 2011 of $48,297 exceeded the projected income of $42,200. The additional income was due to the receipt of delinquent road fees which were collected in 2011, as well as voluntary contributions and construction fees. Greg thanked the membership for paying the voluntary construction fee and asked that they continue to do so in the future. The actual expenses of $34,146 were below the budgeted projection of $42,700 due in large part to the reduced need for snow removal and savings in the cost of tree trimming. Tree trimming was less than half the projected budgeted amount after having used a boom trimmer which was much less time consuming and labor intensive than the manual tree trimming the Association has done in past years. Greg also informed the Association that a contribution to the reserve fund of $2,500 brings us very close to our goal of one year’s expense budget. The reserve fund at the end of 2011 totaled $41,690. On behalf of the Board of Directors, Greg expressed appreciation for those who had contributed to the reserve fund and encouraged the membership to make contributions in the future.

The Board of Directors agreed that an increase in fees would not be necessary for 2012, thus making it the fourth year in a row assessments were not increased.

He then directed the membership’s attention to the 2012 Financial Projection. The projected expense for 2012 is approximately $53,700. The goal of the Board of Directors is to have one year of expense budget in the reserve fund. The 2012 projected reserve fund will be approximately $58,000, which meets this goal. This is due to the diligent work by current and past board members towards reducing expenditures and collecting fees owed the association. Additionally, thanks are owed to the many association members that contributed voluntarily to this fund over the last five years. These funds are maintained within three Certificates of Deposit (CDs) that return 2-3% interest but maintain the liquidity needed for reserve funds.

The Board of Directors has continued to seek payment from members who are delinquent in paying their annual fees. Greg Thomas stated there are a small number of members that are delinquent. The Board of Directors has been more aggressive in collecting fees and in 2010 started to file liens against those who have not paid for several years. Three liens are still outstanding. Outstanding fees continue to accrue interest; however, the liens are not being updated with additional fees or interest owed. Currently there are five property owners who have not paid their fees for 2012.

Greg Thomas asked if there were any other questions about The Treasurer’s Report. The membership thanked Greg for the report and with no further questions the report was approved by unanimous voice vote.

Road Maintenance

Bret Limage, Member at Large, began by explaining to the membership that he and other Board members survey the roads in the spring and fall and give our contractor, Keith Dove a list of work to be done on Association roads. In October 2011, Karen and Bret surveyed our roads and developed a list of projects for the Fall roadwork. They also met with the road contractor to discuss drainage issues on the Fox-Squirrel hill and on Valley View. Also at that time, we hired someone to fill in the potholes. The rest of the fall road work, which consists mainly of cleaning ditches and culverts, occurred in mid-December. In mid-March, we again had potholes filled.

Due to the unusually wet spring in 2011, a majority of the Board determined that we should again engage the boom trimmer contractor to trim the trees and brush along the roadside ditches. This work was done in mid-February. Although the contractor was instructed to follow the same parameters as the previous year (15′ above ditches, 25′ above the roads), he was more aggressive than before. To the extent this contractor is used again in the future, the Board will advise him to be less aggressive and follow the parameters.

The roads were plowed once during the last winter (the Halloween weekend snow storm) and cinders were put down once. With respect to the plowing, there were areas where a significant amount of gravel was pushed into the ditch or into residents’ lots. In discussing this with the contractor, the cause appeared to be twofold: (1) the soft road made it difficult to set the blade level of the plow, and (2) sections were plowed wider than normal.

In late April, Belynda Hicks, Association Secretary and Bret surveyed the roads and created a master list of projects to guide our contractor for the spring roadwork. The Association’s roads survived the winter in relatively good shape, but spring rains have caused significant channeling and potholes in some areas. The Board has engaged someone to fill in potholes and anticipate it to be done in the mid-June. The contractor for the major spring road work has had mechanical issues with his grader and is behind schedule. The Board anticipates that the work will commence around June 11. In addition to usual work (cleaning out ditches and culverts, grading and putting down crusher run), projects will include fixing the drainage issue on Valley View and working on the bottom of the big hill on Whispering Pines. This will be similar to the work done in 2008 where the road was scraped and new shale put down and packed with a vibrating roller.

Earl Miller expressed displeasure at the water bar that had been implemented towards the end of Settlers Valley Way.

New Business

Karen Imhoff reminded membership of the construction request form which is available on the LRVPOA website. There had been problems in the past with water runoff from newly installed driveways or cleared land and the construction request has helped reduce those problems; there must be an approved water management plan for major projects, including excavating new driveways and building new houses. The form is submitted to the Board of Directors who reviews the request and meets with the property owner to discuss the plan. There were no questions from membership about the form or the process for submitting one.

Karen Imhoff opened the floor for discussion.

Greg Thomas, Treasurer, made a motion to make a contribution of $500 to the Mathias-Baker fire and rescue department which was agreed to by the membership.

Bob Alcock offered a general reminder about speed limits within the association roads. Adhering to the 15 mph limit as posted on the speed limit signs will help reduce wear and tear on the roads and reduce the expenses of annual road repair. Residents are reminded to pass this guideline along to guests and visitors, as well as delivery trucks.

Fred Spangler noted that he had seen a bear on April 3rd, and Bob Leiston noted that he had seen a bear recently as well.

Brenda Turner inquired as to the status of LRVPOA incorporation. Further investigation is needed into the benefits of incorporation to determine if this is something that the Board should pursue.

Bob Miller offered his experience as a past member of the Corp of Engineers and suggested he would be open to advising on road issues. Greg Thomas offered the opening of Association Board Member-at-Large to anyone who may have interest or expertise in road maintenance and water management.

Election of Officers

The Association then conducted the election of officers for term of office from July 1, 2012 through June 30, 2013. The following Association members sought election to the Board of Directors:

President: Belynda Hicks
Vice President: Phil Robey
Treasurer: Richard Parry
Secretary: Bret Limage
Member at Large: Bob Miller

The floor was opened for additional nominations. No additional nominations were made. The slate of officers was approved unanimously by voice vote.

The 2012 Annual meeting of the LRVPOA was adjourned at 2:22 pm.

2013 Meeting Minutes

2013 ANNUAL MEETING MINUTES

Lost River Valley Property Owners’ Association
Annual Meeting
June 1, 2013

Call to Order

The Association President, Belynda Hicks, called the Annual Meeting to order at 1:10 pm and noted that a quorum of the membership was present. Belynda introduced the members of the Board of Directors. Present were: Phil Robey, Vice President, Bret Limage, Secretary, Richard Parry, Treasurer and Robert Miller, Member-At-Large.

Belynda directed the membership’s attention to the meeting agenda and asked if there were any additions to which the membership responded there were not.

Minutes of the 2012 Annual Meeting

Belynda presented the minutes of the 2012 Annual Meeting to the membership and after establishing there were no corrections or additions, asked that they be approved. Minutes were approved unanimously by voice vote.

Belynda provided an update on Hardy Telecommunications’ installation of OneNet fiber service that will be available in the LRV area. She noted that Hardy Telecommunications advised her that delays were due to federal government approvals for digging underground ditches. A member questioned whether the federal government sequestration was impacting the implementation. Belynda advised members that if they had questions, they could submit them to her and she would forward to Hardy Telecommunications. Also, information is available on their website.

Treasurer’s Report

Richard Parry, Treasurer, provided the Treasurer’s Report. He began by directing the membership’s attention to the 2012 Financial Summary.

The actual income for 2012 of $45,324 was slightly under the projected income of $46,500. Expenses came in under budget at $42,478 compared to the budget of $49,600. This was due to the fact that the Fall road work was not done and some snow removal costs were paid in 2013.

Richard also informed the Association that a contribution to the reserve fund of $15,000 has put us over our goal of one year’s expense budget. The reserve fund at the end of 2012 totaled $57,887. On behalf of the Board of Directors, Richard expressed appreciation for those who had contributed to the reserve fund.

He noted that the Board of Directors had determined that an increase in fees would not be necessary for 2013, thus making it the fifth year in a row assessments were not increased.

He then directed the membership’s attention to the 2013 Financial Projection. The projected expense for 2013 is approximately $49,955, with expenses estimated at $46,612. He noted that some snow removal expenses from 2012 were paid in 2013. Also, the Association received approximately $2,000 from payment of the lien on the Estrada-Palma property. The budgeted contribution to the Reserve Fund is $3,000, which will result in a balance of 60,887. Nine properties have not paid their 2013 Association dues. Richard noted that for long-term offenders, liens are working.

Regarding the annual contribution that the Association makes to the Rescue Squad, Jim Klumpp noted that the Rescue Squad had financial issues and has been taken over by the county. Due to this, he suggested that the contribution go the volunteer fire department. Bob Dillard moved that the contribution be left to the discretion of the Board. The motion was seconded by Regina Corey and approved by the Association on a voice vote.

Richard asked if there were any other questions about The Treasurer’s Report. The membership thanked Richard for the report and with no further questions the report was approved by unanimous voice vote.

Road Maintenance

Bob Miller, Member at Large, presented the Road Report. He began by addressing issues about snow removal. He explained that the Association’s snow removal contractor, Garlan Funkhouser, had used a tractor which resulting in removing the road crown and depositing gravel on properties. Bob has spoken with Garlan and in the future, the tractor will only be used when necessary.

Bob informed the Association that he visited the WVDOT office in Moorefield and also talked with two WVDOT employees surveying Settlers Valley Way about the erosion at the culvert on the lower portion. Belynda reminded the Association that the state owns and maintains the portion of Settlers Valley Way from Mill Gap to the Whispering Pines split. She noted that Association members have contacted the state a number of times about maintenance on the section. She stated that if the state did not adequately maintain it, we may need to consider having the Association do it.

Belynda noted that the snow plowing removed road material, some of which ended up in drainage ditches and culverts. This was followed by heavy rains in the spring. As part of the spring road work, this was corrected.

Abbie Chessler noted that the trees and brush along Spurs Access needed trimming. Belynda noted that the last time trimming was done was in 2012 and that the Board anticipates doing it again this fall; however, if areas need it now, we can arrange to do it.

Bob noted that there is a lot of wash-boarding on Wildlife Drive and Fox-Squirrel. This is caused primarily by speeding so he reminded the members of the importance driving the speed limit.

Blair Mastal requested that the Board post the telephone number of the contact at the West Virginia Department of Transportation on the Association website so that members can call to request maintenance on the state owned portion of Settlers Valley Way.

Amendments to Bylaws

The next items of business were the two proposals to amend the Bylaws.

Proposal 1: To amend Article II, Section 3 of the Bylaws to provide for optional notice of meetings by e-mail. This amendment will provide for a more convenient method of notice for members who choose this option and will also save the Association mailing costs. E-mail notice will only be provided to members who choose the option.

Section 3. Notice of Meeting. Written notice of each meeting of the Members shall be given by mailing a copy of such notice, postage prepaid, or by e-mail (if such Member has previously consented ) at least fifteen (15) days but not more than thirty (30) days before such meeting to each Member of the Association. This notice shall be sent to the Member’s address or e-mail address last appearing on the books of the Association, or as supplied by such Member to the Association for the purposes of notice. Such notice shall specify the place, day and hour of the meeting, and in the case of a special meeting, the purpose of the meeting.

Upon a motion duly made and seconded, Proposal 1 was approved by a vote of 53 in favor, 14 opposed.

Proposal 2: To amend Article II, Section 5 of the Bylaws to provide for proxies to be submitted immediately prior to the start of the meeting rather than one hour in advance.

Section 5. Proxies. At all meetings of Members, each Member may vote in person or by proxy. All proxies shall be executed in writing, by the Member or his duly authorized attorney, and shall be filed with the Secretary not later than immediately prior to the start of the scheduled meeting. Every proxy shall be revocable and shall automatically cease upon conveyance by the Member of his Lot. A proxy shall cease to be valid one week after the date of its execution unless otherwise provided in the proxy.

Upon a motion duly made and seconded, Proposal 2 was approved by a vote of 62 in favor, 4 opposed.

Construction Requests

Belynda reminded members that the construction request form is available on the Association website (www.lrvpoa.org).

Election of Officers

The Association then conducted the election of officers for term of office from July 1, 2013 through June 30, 2014. The following Association members sought election to the Board of Directors:

President: Belynda Hicks
Vice President: Phil Robey
Treasurer: Richard Parry
Secretary: Bret Limage
Member at Large: Bob Miller

The floor was opened for additional nominations. No additional nominations were made. The slate of officers was approved unanimously by voice vote.

Open Discussion

Belynda opened the discussion by addressing a discussion at last year’s meeting about the Association having a Facebook page. She noted that not all Association members are on Facebook, so that it would not be a good forum for the Board to communicate with members. As far as members looking to share information, she noted that several forums already exist on Facebook (Friends of Lost River Valley, WV and Lost River Social Guild).

Harold Turner followed up on another topic from last year’s meeting: the status of the Association’s registration as a corporation. Richard Parry stated that the Board would need to check with its attorney and insurance broker to understand what the benefits are.

Members questioned whether the Board could put together a directory of Association members, with names of owners and contact information. There was a discussion of privacy concerns. Joe Keyerleber noted that the Board already had the information and that the name of the property owner is public information. He stated that it would be useful if there is a problem that a member wants to report to the owner.

There being no further business, the 2013 Annual meeting of the LRVPOA was adjourned.

2014 Meeting Minutes

2014 ANNUAL MEETING MINUTES

Lost River Valley Property Owners’ Association
Annual Meeting
June 7, 2014

Call to Order

Boards Members Present: Belynda Hicks, President, Philip Robey, Vice President, Richard Parry, Treasurer, Bob Miller, Roads Director Board Members Absent: Bret Limage, Secretary

The meeting commenced at 1:03 p.m. with a quorum of members in attendance as determined by Belynda Hicks, President; verified by Philip Robey, Acting Secretary. Belynda directed the memberships attention to the meeting agenda and asked if there were any additions to which the membership responded that there were not.

Belynda: Potomac Edison and Hardy One-net have out-sourced to First Energy to replace electrical lines and bury new lines. Infrastructure is being replaced. Latest update: they are working through Whispering Pines and will be done by end of June. Next, will be Toms Knob North to Settlers Valley, which is expected to be done by Sept.

Hardy One net outsourced to Byers Engineering. One net to be installed but many of the difficulties are still being ironed out.

Minutes of the 2013 Annual Meeting

The minutes from the June, 2013 meeting were approve by Mark Smith with a second by Jamie Coley followed by a unanimous voice vote.

Treasurer’s Report

Richard Parry that the 2013 expenditure actual vs. budgeted was under budget due to less billing for snow removal from roads than budgeted. Income was above expectation, with a balance for 2013 of $62,225.00.

For 2014, Richard reported that the expectation is that the actual expenditures will be closer to the actual budget in the long-run

Income: all looks on-target: $46,596 – $1,596 over budget.

Reserve fund target: Contains at least one years expenditures: $62,225.

Future needs: tree trimming in fall and the cutting and removal of dead and diseased trees will be an upcoming cost not borne annually, so we should not anticipate these in our future budgeting. Also, according to Richard, 9-10 property owners have not yet paid this years assessment.

Edward Pickins asked whether there was a goal for the reserve fund, the response to which was yes, we seek to reserve one years worth of total funds for unforeseen expenses.

Jim Klumpp: asked about contributions to the Vol. Fire Dept . A contribution of $500.was made but not for the EMT service which we already pay through property assessments.

Caroline Pickins: Asked about additional reserve funds Richard says yes, there is more money in CDs. approximately $62,225.00

Bob Alcock: Asked why income from assessments is not exact same from year to year give that the annual fee is the same. Richard responded that that late fees and various contributions cause small variances in the actual amounts received each year.

Road Maintenance

Bob Miller reported that the Spurs Access Road had been a problem at the beginning of the year with road damage due to deeper snow. He also reported that when the snow blower is used vs. the snow plow, less damage occurs but that the deeper snow necessitates use of the plow.

Bob reported that Garlan Funkhouser, the snow removal contractor, reported several problems including that some people abandoned their cars on roads after the snow and caused the plow to be blocked in some areas.

Bob asked that those who have plows (living in higher elevations) not push their snow onto association roads. Bob also requested that those with road issues in the future call Belynda not him in the future.

Bob also stated that Garlan Funkhouser wants a list of those living here with physical needs so he can give them primary access during snow storms.

Bob: In snow, going downhill, keep gear in low and just tap your break. Start plowing at 4 inches of snow.

Spring road work Keith Dove has 10 properties and is spread thin. Didnt get all of the work done last Spring. Trying to pick up from where he left off.

Road work for fall is already scheduled. Pot holes have been a problem and need special attention.

Keith says that the stone can be done in two ways – water and roll or tar and roll. Do not put blue chip on ground that is dry and hard.

Belynda: Water management on Whispering Pines is being looked into with additional ditches to assist in the drainage of water that is causing erosion. This will be additional work but is still under discussion.

A discussion on speed bumps and where to put them was had. The outcome is that the Safety Committee will meet and discuss speed bumps as well as whether we need them and, if so, where to place them. Speed bumps may get damaged during snow removal and it was suggested that we mark them well or look into purchasing speed bumps that can be removed at certain times of the year.

Dewayne: asked why we have speed bumps and whether they are for convenience for dust or a safety reason? Bob Alcock gave the background on this regarding Mr. Irwin, who put speed bumps in front of his house.

A request was made that at next meeting we have a report from Safety committee.

Other Discussions

Fred Spangler asked whether anyone had any new information on cell phone towers. Bob Alcock answered that a company is looking to put up towers in key areas properties have been identified but no one has signed and agreed to put equipment on tower yet. Currently, this is on hold as interest is currently in upgrading already installed equipment elsewhere.

Belynda notified everyone that boom trimming is scheduled for this fall. We will coordinate with particular places where no trimming should take place. Asked that owners hand trim and let us know if want to save anything in particular.

Concern arose that previous butchery took place and wanted to know if the same guy will be doing the work. Belynda said yes, but after the complaints from last time she believes he is more experienced and will approach tree trimming without tearing the trees apart.

Discussion took place about removing old, dead trees. RJ Poe will go around and mark trees with tape. Then he will give us a price for bringing down trees. We need to give people time to respond to marked trees.

Jamie Baisden requested that prior to hiring someone to cut down trees, please send out his contact info. In case someone wants to have them cut down more. It was also suggested that we circulate a statement of work in case others want to submit bids.

The owners of the Guest House brought up the issue of a differing dues schedule for those properties not on state maintained roads than for those on state maintained roads. Since properties on Mill Gap Rd. have a different dues schedule, shouldnt all of those on state maintained roads have a different schedule as well? Belynda stated that Mill Gap properties facing Mill Gap paid less than those on association maintained roads. Bob Alcock stated that Settlers Valley Way owners gave sections to state – so state owns Settlers Valley Way, which gives access to the Guest House. A decision by Belynda was that right now, unless you have frontage on Mill Gap, you are assessed full fee but can look at and vote next year. Must adhere to covenants or may change them by resolution.

Meg Armstrong stated that someone on Whispering Pines near Settlers Valley has a shooting gallery and that there is a potential problem with noise and safety around pond. Also people are cutting down trees to make ATV trails. Belynda suggested sending out an e-mail to membership reminding them of what regulations are regarding firearm use on property. She also encouraged those who hear violations to all Sheriffs office. It was noted that this property is within association.

Bob Alcock: Encouraged the Board to establish a policy about communicating with property owners regarding snow plowing that is going to happen, when road work is beginning, and other types of work, especially those related to safety. Use the system for sending out e-mails to everyone.

Election of Officers

Elections for the year took place and the following were elected by unanimous vote:

Belynda Hicks: President
Jan Brito: Vice President
Philip Robey: Secretary
Richard Parry: Treasurer
Dewayne Lawrence: Roads Czar

The meeting was adjourned by Belynda at 2:40 p.m.

2015 Meeting Minutes

2015 ANNUAL MEETING MINUTES

Lost River Valley Property Owners’ Association
Annual Meeting
June 6, 2015

Call to Order

Board members present: Belynda Hicks, President, Richard Parry, Treasurer, Philip Robey, Secretary, DeWayne Lawrence, Member-at-Large (Roads).

Not Present: Jan Brito, Vice President

The meeting commenced at 1:03 p.m. with a quorum of members in attendance as determined by Belynda Hicks, President; verified by Philip Robey, Secretary. Belynda directed the membership’s attention to the meeting agenda and asked if there were any additions to which the membership responded that there were not.

The minutes from the June 7, 2014 annual meeting were approved unanimously.

Treasurer’s Report — Richard Parry

Richard Parry reported that actual 2014 expenses were $40,333, less than originally budgeted. Fall road work was limited due to construction work by Hardy Telecommunications (resulting in a transient cost savings). Actual 2014 income was $44,016. The reserve fund balance stands at $60,595. This has not been used but may be relied upon to pay for future road work.

For 2015, expenses are expected to be $49,950. This includes $5,000 for tree trimming and $1,000 for a donation to the Mathias-Baker Fire Department (includes a $500 catch-up donation for 2014). The forecast for the reserve fund is $61,895.

In response to a question on how the Board comes to a decision on what trees were selected for removal, Belynda Hicks noted that the general approach was to survey trees that are within 20 from center of road if they are dead or heavily diseased, and there was a reasonable expectation that the tree would eventually come down across association roads.

Joe Keyerleber said that there were several trees that look dead on Settlers Valley Way. Blair Mastal responded that they are dying and he has had an arborist who says they will come back.

Blair Mastal asked about delinquencies on payment of dues. Richard responded that he continues to contact those who are delinquent through the annual assessment process. Jamie Coley asked whether LRVPOA rules allow owners who are delinquent to have a proxy vote; Belynda responded that they do not.

Road Work Report — Dwayne Lawrence

DeWayne introduced Keith Dove, the LRVPOA Road contractor.

Dewayne stated that the weather is slowing things down and has also been hard on roads this year. All work should be done in a few weeks. DeWayne informed the attendees that some gravel changes on Moonshine Hollow Rd. and Whispering Pines are being piloted to determine whether a new base and gravel combo works better than what we have done in the past.

Contract Work

Hardy Net is mostly finished and are putting individual lines to houses. Some roads have been put on hold, as construction vehicles cause significant damage to roads that are softened due to excessive rain. Hinkle & McCoy, those in charge of roads with Hardy Net, are providing us with material to redo the roads and Keith is doing the work.

Snow Removal

DeWayne reported that roads were plowed 8 times by Garlan Funkhouser in the 2014-2015 winter season, which is more than in the past. Cinders were spread multiple times as well by Bobby Jenks to help with traction on icy areas. DeWayne expressed thanks to Jeff Grove for helping coordinate. The question was asked as to when we plow. The LRVPOA has guidelines on snow removal that balances a number of factors: Dewayne responded that we plow when needed and that it depends on how much is expected, and whether we expect that the snow will quickly melt (or not). He also stated that if a road gets damaged from plowing, we will fix it.

Tree removal Boom Trimming:

If you do not want boom trimming in front of your property, please trim yourself by the second Saturday in October. Roads need to be cleared 15’ above the ditch and 25 above the center of the road to allow access for maintenance and emergency vehicles. If you need trimming, please contact DeWayne. Dewayne emphasized that we cannot afford trimming every year.

Discussion on Settlers Valley Road Ownership:

Belynda requested approval of the minutes from the special meeting on March 21, 2015. A motion was made by Caroline Pickens to approve the minutes, seconded by Jaime Baisden and approved unanimously. DeWayne reported that the request was sent to the WV Transportation Secretary requesting that Settlers Valley Rd. be returned to local ownership, with the response that we need to have a petition with 172 signatures from property owners (that access their property via the 0.5-mile stretch of SVW) and a copy of all 172 deeds. In addition, we need 172 tax records to ensure they have paid taxes. This represented a change from previous communications on what exactly was required to return the road section to the owners and allow maintenance to be coordinated by the LRVPOA.

General discussion followed on what options could be pursued to improve maintenance of this important section of road. Key highlights:

  • Tom Robertson suggested that the Board summarize all of this and ask who we as members can direct our concerns to. DeWayne stated that a WVDOT website exists that we can put concerns on (http://dotftp.wv.gov/cra/) but no replies have come back for those placed thus far.
  • It was suggested that we have a revision put in our covenant that does not allow giving of roads back to state.
  • Caroline Pickens asked about liability to the Association if an individual fills a pot hole instead of waiting for the state. Belynda responded that no liability is incurred by the Association for an individuals actions.
  • Jamie and Patty Baisden both called for an action item that will allow us to do something as the local roads person for the state needs pressure first. Belynda responded that we will circulate names of those responsible for the roads (Mr. Lee Thorne, Supervisor, District Five Engineer/ Manager, (304) 289-3521, Lee.J.Thorne@wv.gov).
  • Mark Smith noted that he was LRVPOA secretary for three terms and had the exact same problem with respect to a lack of response from the state. Mark asked about taking this to the local press (Moorefield Examiner and/or Charleston Gazette) as this Board has diligently worked to fix the problem and this is a legitimate news story involving public safety.
  • Peter Lefkin suggested that we could probably put pressure on them to return the road to local ownership with 142 signatures attached to a letter requesting such.
  • Bob Earl asked how much the Board has investigated whether the original transaction was legal? Was it a legal transaction to the state since their process has changed? The question was not answered.

DeWayne noted that the Board will continue to pursue various options for ensuring that section of road is properly maintained but currently the LRVPOA has no legal authority or ability to provide maintenance at this time.

Discussion on Speeding:

Jessie Halpern requested that when people are hired to do work, they be reminded them not to speed on roads as speeding is causing roads to deteriorate. Jamie Baisden added that owners who rent their properties out should have same agreement with those they are renting to, and ask that they adhere to the 15 MPH limit on association roads. Tom Robertson stated that only speed bumps seem to work; DeWayne brought up the idea of movable speed bumps as an option.

Open Discussion:

  • Belynda reminded those with upcoming construction requests to please complete and submit form available on the LRVPOA website prior to doing the work.
  • Belynda reminded attendees that the LRVPOA covenants requires homeowners to conceal propane tanks.
  • No Solicitation signs. Apparently Capital Meats is soliciting some of our members. Jeff Grove stated that the signs do nothing, but suggested that property owners call the Hardy County sheriffs department to keep solicitors out.
  • Street signs stolen. If you see street signs that are missing, please call sheriffs dept. and ask for new signs.
  • Directory. Carolyn Pickens asked whether we could publish and build a directory and have people opt out if they dont want it listed. Jamie Coley suggested that we should publish a list of property addresses and have a check off for those members who want to opt out of having their names and addresses published.
  • Water Testing. Members who have wells and are concerned about the quality of the water can contact the WV Sanitary Commission. They will test water upon request.
  • Fiber Optics. Those wishing to sign up for cable/internet service must sign up for two years.
  • Liquor Licenses for Association Members. Linda Phifel inquired about obtaining a liquor license for association property – in this case the desire to sell wine at the Farmer’s Market. Belynda advised her that the Market, sponsored by Bob Dillard, is officially an event not a business. Still, the application was not approved by the state.

Election of Officers

The Association then conducted the election of officers for term of office from July 1, 2015 through June 30, 2016. The following Association members sought election to the Board of Directors:

President: Belynda Hicks
Vice President: Jan Brito
Treasurer: Bob Earl
Secretary: Phil Robey
Member at Large: DeWayne Lawrence

The floor was opened for additional nominations. No additional nominations were made. The slate of officers was approved unanimously by voice vote.

The meeting was adjourned at 2:36 p.m. with a motion by Blair Dermont, seconded by Jamie Baisden, and approved unanimously by voice vote.

2017 Meeting Minutes

Lost River Valley Home Owners Association

Annual Meeting, June 3, 2017

The Guest House

Board Members Present: Belynda Hicks, President; Bob Earl, Treasurer; Glenn Cudaback-Cox, Secretary; Dewayne Lawrence, Member-at-Large (Roads). Absent: Stuart Pham, Vice President. 

Call to Order

The meeting commenced at 1:04 p.m. with a quorum of members in attendance as determined by Belynda Hicks, President; verified by Glenn Cudaback, Secretary.

Belynda directed the membership’s attention to the meeting agenda and asked if there were any additions, to which the membership responded that there were not.

Belynda communicated that the meeting was being recording for the purpose of translating notes for the final minutes of the meeting.

Treasurers Report: Bob Earl

Bob Earl reported that actual 2016 expenses were $46,375.00, in line with original budget of $49,960.00. Actual 2016 income was $42,606.24. The reserve fund balance stands at $62,900.18. This has not been used but may be relied upon to pay for future road work.

For 2017, expenses are expected to be $50,478.00, with estimated income at $45,580. The forecast for the reserve fund is $63,800.

It was noted that mailing costs have gone up but otherwise stable for 2018. Bob reported that the board doesn’t see any need of dipping into reserves for 2017 unless we decided on new major projects. Because of the mild/light winter, snow removal expenditure was lower than expected. If the next winter is also mild, we may see some savings again.

Nineteen property owners are delinquent as of June 3, 2017. The board will review all records and moving forward, will put liens on all multiple year delinquencies.

An attendee asked if Dick Heidelmeier was on the delinquent list, the board confirmed that he was not.

Regina Corry asked whether property owners can opt out of physical mailing and opt in for electronic mailing to save postage; Belynda Hicks explained that bylaws require physical mailings twice a year (annual newsletter with the invoices, and one for the annual meeting notification), and noted that the By-laws have been amended to allow people to opt in for electronic mailings.

It was noted that only a few people have done so to date. It was noted that the current communications methods with property owners was not conducive to pinging for opt in, but that future website updates might help. It was noted that although it would be great to go to electronic email exclusively to cut the expenditures, we can’t go exclusively to email because there are some residents who only have regular US postal service.

Robert Earl noted that there are some residents whom the board does not have phone numbers or mailing addresses. This has occurred when properties transfer. We can only have a complete database when every home owner/lot owner/responsible party for a lot provides contact information. Bob Earl reported that the board does its best to try to keep people’s info up to date about new owners when we get information on new owners from real estate agents or from the seller. When the information is not reported, he tries to reach out to get the updated information.

Regina Corry also asked about the Construction fee on the treasurer’s report, and asked why the income was not higher. Belynda Hicks reported that it is reflective of compliance, not construction activity. She also explained that the fee is not a requirement. It is property owner’s voluntary contribution; thus, the line item is not as high as possible. The board encourages those – especially with heavy construction to participate to offset the impact of the wear and tear on the roads. Robert Earl reported that it was higher last year due to new construction projects. Robert Earl also reported that it was not prudent to project revenue based on new applications as there is no confirmation that the voluntary fees will be paid.

Steve Taylor asked what the voluntary contributions were. Belynda Hicks noted that new construction was $300, with a sliding scale downwards for smaller projects. Bob Earl clarified that the application was on the website, as well as the descriptions of tiers for voluntary fees. Steve Taylor also asked if we could make construction fees mandatory vs. voluntary. Belynda Hicks noted that it would be possible to review the overall Covenants – (the overarching guidelines for the association) and see if it would be possible to change this in the rules and bylaws (the interpretation of the covenants and how they apply to the LRVPOA on a daily basis). Belynda Hicks noted that the bylaws can be changed with a simple majority of a quorum at an annual or special meeting. She also explained that a covenant change would require support of 75% of property owners in the LRVPOA subdivision – which is difficult to achieve. Belynda noted that she would need to review the covenants and the bylaws to see if a new fee like a mandatory construction/improvement fee would require a simple bylaw change or a covenant change.

Robert Earl noted that if the fee were enacted, we would have to consider the need for policing of the entire association for notification and compliance. The Board would need to then assess magnitude of project for scale of fee. Currently, the Board does not receive construction forms for all projects and things that are going on in the development. DeWayne Lawrence provided the prospective that the roads are also impacted more regularly by non-construction related use by deliveries from Fed Ex and UPS, as well as home maintenance services’ vehicles (trash, lawn care, gas delivery) – and this wear and tear use is uncompensated.

Kate Davis asked if the board could get notifications from the Hardy County Planning/Assessor to trigger fee requests. Bob Earl explained that the local board would not report to the LRVPOA, we would have to monitor their records. Rob Earl added that of those property owners filing plans for approval, we generally have good compliance of the fees when the board is actually notified, since they know upfront about the fees before the board provides approval.

Jaime Baisden commented on the treasurer’s report, noting that the board was managing expenses well, keeping things under budget for the past two years. Jaime asked why both years’ budgeted income line item, without the additional fees, was not achieving income from the payment of LRVPOA fees. He wanted to make sure that the trend of the income was occurring by people not regularly paying fees, and noted on record. Belynda Hicks explained that this was correct, and was attributed to a number of accounts in arrears (estimated to be at 19 accounts at the time of the meeting). Belynda explained that the regular occurring delta was the number accounts in arrears multiplied by $175, in addition to a factor of those in arrears for those several years in arrears. Belynda explained that the board has placed liens in prior years, and will continue placing liens. Bob Earl explained that having additional cash on hand allows us to mitigate the impact of this lack of income, and not have to enter the discussion of increasing assessments.

Matt Brandt asked how many of the 19 delinquent accounts were multiple year; Bob Earl estimated that it was not even more than half that were multiple year, with a mixture of half dues and full dues per lot. He explained that some are from multiple lot owners, and some are from people the LRVPOA has no contact information for (mail is returned, no visitors to the property) – these are situations where legal action will need to be taken to actually get something into the hands of a responsible party or an estate owner. Belynda noted that in these situations/cases with liens, we will need to wait until the properties change hands.

Jaime Baisden gave the first motion to approve the Treasurers report, Kate Davis seconded, and it was unanimously approved.

Roads Report:  DeWayne Lawrence

Road Maintenance: DeWayne Lawrence reported that the Spring Road Work was recently completed, weather had delayed the completion. Culvert posts are back up from snow removal, and were painted orange for visibility.

DeWayne reminded owners that culverts are property owners responsibility – it keeps water off the road and minimizes road damage from water flow. This occurs when culverts get clogged. It was noted that these are easy to maintain if done on a regular basis. It was also noted that our roads crew is careful not to push material into culverts.

Snow removal was minor this year, and roads were plowed only once this winter.

It was reported that boom trimming and tree removal was completed in the fall, we do this every other year (as it is expensive) therefore we will not do it this fall in 2017. Dewayne noted that the boom trimming is cheaper than the manual trimming that we used to do. It was noted that Spurs Access does have a small section that requires trimming on an annual basis, at an average cost of $400.

DeWayne explained that with spring roadwork completed, we will be placing new signs that post the 15MPH speed limit: One sign for every one of the 11 miles of road. We have enough for “the coming” direction, but not “the going” direction and will therefor order another set of 11. In addition, no solicitation signs will be placed at the intersections and entrances of each of the developments (like Moonshine Hollow, Settlers, etc.) Robert Earl noted that with the addition of more and consistent signage, that give law enforcement more support on enforcement, e.g. dealing with hunters running dogs.

It was also noted that public utilities (i.e. fiber optics installation) do have an easement on our roads for installation via our covenants, and in the state of West Virginia. Dewayne provided an update on Update on SVW WVDOH Maintenance. There were numerous complaints during the year about the condition of the entrance to Settlers Valley Way off Mill Gap Road. It was noted that we have a cease and desist order from the state to not fix road leading up from Mill Gap on Settlers Valley, as the first 0.5 mile section (up to intersection of Whispering Pines) is the responsibility of the WVDOH.

As a next step the Board will put the WVDOH State Road contact Lee Thorne’s phone number, email address and the website for WVDOH. There was discussion on possibilities for reclaiming legacy ROW of WVDOH road by getting everybody to sign a petition.

Potholes were discussed as a problem-Dewayne encouraged property owners to keep reporting them, and we will continue to remediate them.

Bob Alcock made note of road segments on Whispering Pines Way where potholes regularly appear, and attributed it to the assessment that the roads are not crowned, they are flat. He asked if we would crown roads with extra money, dig more ditches, bring shale in for those segments, and amortize the expenditure over two or three years.

Cherise Gardner suggested an engineering assessment, and Dewayne noted that there was one done a few years ago for some more specific concerns, and agreed that it is probably time for a new assessment.

Trees: It was noted that Elm beetle disease is hitting hard, we have removed one tree, five more have it on Spurs Access which will require $1500 to cut. It was notes that the budget for trees is $5000, and it was suggested to double that amount to take care of roads. It was noted that the boundary of the road work tree jurisdiction is 20 feet from center of the road. It was noted that it would not be ideal to have big piles of wood next to the road, therefore we should take care of the removal. 

Mailboxes/Trash:  The Board outlined the plan to work with the local post office to improve the mailboxes with updates. This will include more boxes for letters and packages, and will be rolled out in phases in the different sections of the LRVPOA.

Trash huts were discussed as something to explore in the next year – specifically improving them, increasing accessibility and capacity, and exploring how to mitigate use by non-Envirco subscribers. e.g. Meadow Lane trash area improvement (It is private property, and would need to pour a permanent pad of concrete).

Construction Requests – were covered as part of the Treasurer’s Report discussion.

Open Discussion: It was suggested that it would be great to put story of little house on website. The Board welcomes the submission on any member/members who can draft the story and provide some pictures.

It was suggested that LRVPOA members form a beautification committee, with reps from each sub development with a suggestion of what they would like to do, Abbie Chessler said that she would like to be on a committee.

Speeding was outlined as a continuing problem from both visitors and residents alike. Speed bumps were discussed as a possible solution if the problem persists after the signs are posted. The board requested that LRVPOA members let us know who is a frequent flyer, we can send them a letter.

Website Development: An update was provided by Glenn Cudaback-Cox on the new website, and attendees were given the opportunity to review the progress. It was reported that the site would go live as soon as all content from the old site was completely migrated. Once live, the site will be ready for improvements on functionality based on LRVPOA needs.

Other New Business:

Questions were raised on the status of the Hardy County ambulance authority. This will be a $120 dollar per year assessment; The news over months was that there are some financial issues on the Moorefield side, and not just with Mathias Baker.  This is a separate bill, not part of local taxes.

Michelle Phillips reported that it was windy over winter, causing trash to blow from building sites. Her request was to communicate to builders that trash blowing around is an issue and we need to do some more communication.

Bob Leiston suggested that twice a year, the LRVPOA would have a dumpster come for junk. This would be part of a beautification committee.

Jesse Halpern noted that the community pond was underutilized, and a pond path would be a great resource. It was suggested that the path be cleared for a road for fire tanker access to fill up to help increase public safety and beautification. An alternate was to build a pump shed with enough hose to walk up to the road.

New Farmers Market and change in status was brought up as a concern. Members were specifically concerned that the status may influence the creation of other events and set precedents.

It was noted that the farmers market is an event as defined by county guidelines set in 2014. Belynda Hicks noted that the county was in the process of modifying the entire plan and adding some flexibility into some of the zoning regulations. This includes what constitutes a special event. This definition is being modified as an event held up to four consecutive days, up to 30 calendar days a year. The Board is awaiting information back from the planning commission as to how LRV farmers market will fit in. It was noted that this is a Hardy County planning activity at this point, and not a board activity.

Jaime Baisden and Steve Taylor encouraged the LRVPOA board to have additional conversation on how we define what the expectation on the use of properties; And explore impact of traffic load from state road vs. off an association road. It was also encouraged to explore this “event” definition further to ensure the same consistent expectation in the future. Belynda noted that to amend Covenants on use restrictions would require a 75% approval.

It was agreed to continue with Melissa Scott the Hardy County Planner and contact for zoning, and to get in touch with association lawyer on definition, and on what is interpretation of the law.

There was a request put forth for a special meeting/ a town hall, and invite the attorney, to discuss in an open forum with feedback.

After a 1st motion to approve from Jaime Baisden, and a 2nd motion to approve from Steve Taylor, a special meeting before the end of 2017 for a zoning update/discussion and attorney interpretation of covenants and bylaws was approved unanimously.

Other New Business:

the officers slate was presented for approval:
President: Belynda Hicks
Vice President: Jason Peschau
Treasurer: Bob Earl
Secretary: Glenn Cudaback-Cox
Member-at-large: DeWayne Lawrence

After a 1st motion to approve from Jaime Baisden, and a 2nd motion to approve from Vicky Ames, the officers slate was approved unanimously.

The meeting was adjourned at 3:05 p.m.

2016 Meeting Minutes

Lost River Valley Home Owners Association

Annual Meeting, June 4, 2016

The Guest House

Board Members Present: Belynda Hicks, President; Bob Earl, Treasurer; Philip Robey, Secretary; Dewayne Lawrence, Member-at-Large (Roads). Absent: Jan Brito, Vice President.

Call to Order

The meeting commenced at 1:02 p.m. with a quorum of members in attendance as determined by Belynda Hicks, President; verified by Philip Robey, Secretary. Belynda directed the membership’s attention to the meeting agenda and asked if there were any additions to which the membership responded that there were not.

The minutes from the June 6, 2015 annual meeting were approved unanimously.

Treasurers Report: Bob Earl

Bob Earl reported that actual 2015 expenses were $49,942, in line with original budget of $49,940. Actual 2015 income was $43,659.36. The reserve fund balance stands at $61,952.74. This has not been used but may be relied upon to pay for future road work. For 2016, expenses are expected to be

$49,816, with estimated income at $45,580. The forecast for the reserve fund is $63,327.

Fifteen residents are delinquent as of June 4, 2016.  Notices have been mailed out with interest accrued on overdue balances (9% per year). In the past, liens have been placed on properties and past due assessments have been collected when properties are sold. Currently, 3 properties have liens on them for delinquency. LRVPOA will consider another round of liens to address those properties that have been delinquent for multiple years. Bob Alcock noted that some notices get returned as we find properties where elderly owners may be challenged to address financial notices. There are also occasions where property owners have changed or owners have passed away; thus, we need to know when situations change. All legal activity will be preceded with a warning letter to hopefully resolve financial delinquencies without employing the court system.

Abbie Chessler asked whether there was a method to help out property owners who claim severe hardship?  Belynda responded that we have no system in place, nor has the LRVPOA received requests for fee relief.

Roads Report:  Dewayne Lawrence

Spring Road Work: High level of rain has impaired some of our regular work, as the ground is too soft for effective grading. Keith has filled potholes. Once the roads dry out, Keith will continue the work, including clearing all ditches and culverts (culverts under property driveways remain the responsibility of the property owner), grade and crown roads, and apply fresh gravel.

Snow Removal – one big storm and contractors did a good job. Cinders were put down twice this year.

Removal of trees that present a danger to falling and blocking association roads has been completed. The Board will continue to monitor roads for dead/diseased trees that present a clear risk and will address on an ad-hoc basis. Resident are encouraged to contact the Board if they see a tree that should be removed and the Board will assess for potential remediation.

Boom trimming: If anyone wants to trim themselves, please do so by second Saturday in October.  Dewayne will closely supervise trimming activities to help avoid overly aggressive removal. Belynda reminded residents that the goal of trimming is to ensure roadways are clear for emergency vehicles and safe access by road maintenance vehicles.

Speeding on Association Roads: Dewayne reminded residents of the 15 MPH speed limit on LRVPOA roads and asked that everyone please drive slowly on the roads, especially when Keith is working. There have been several events, including one fatality and significant damage to maintenance vehicles that can be directly attributed to excessive speeds. Dewayne will get some additional speed limit signs and will place throughout the association. It was noted that some of the speed violators are likely renters and not residents. Home owners are reminded that they are responsible for tenant actions on roads when they rent.

Maintenance of WV section of Settlers Valley Way: An attorney has been consulted regarding this section of WV state owned and WVDOH maintained road. Working with Jack Walters, DeWayne shared that the ultimate goal is to get the road back to us. In the meantime, a joint maintenance agreement is an interim goal, where we do some of the work and “share” maintenance with WVDOH.  Wording on a Memorandum of agreement is being formed. The state has asked us if we would consider chipping and tarring. LRVPOA would pay for materials and they would do the work and maintain. The road would not need to be maintained as much. This option is under consideration and is awaiting some pricing details. 

Construction Request – DeWayne reminded residents to please submit request prior to beginning any new construction. Additionally, residents are encouraged to adhere to the voluntary payments, especially for new home builds ($300) that can result in significant wear and damage due to large and heavy construction vehicles.

Open Discussion:

-A discussion ensued about the effectiveness of speed signs on association roads. This led to discussions on the number of homes that are being rented and unwanted solicitation.

Home Rentals:

-It was suggested that people who rent their homes provide speed limit information on the information for their unit. Discussion ensued on short-term home rentals with Belynda noting that there is nothing in county ordinances nor our covenant that prevents these from happening.

One suggestion was made to charge a fee for those who rent to compensate for road costs. Such a fee may be tax deductible. Dewayne responded that he is not a fan for the fee because if the owner isn’t here, the renter is taking the owner’s place.

Belynda suggested forming guidelines for those who rent their properties, including the request not to rent to large groups of people. She also suggested that we can make a change to our covenants to include such as a requirement.

Other Discussion Topics:

– Belynda responded to a suggestion that we might put up ‘No Solicitation’ signs, noting that we can do this on private roads only. Jessie Halpern offered that he would prefer to see fewer signs and does not see that there is a huge problem with unwanted solicitations

– OneNet Hardy Service: Belynda informed us that the cost of construction is higher in some areas than others, so Fox Squirrel and Pleasant Valley do not yet have service.

– Design phase for new LRVPOA Website.  Belynda suggested that if anyone has something they want to see put in a new Lost River Valley POA Website, please contact her.

– Dewayne said that he is looking into getting postal boxes and making them available to all residents.

The meeting was adjourned at 2:25 p.m.

Contacts

LRVPOA

Send an email to The Board

Hardy County Government

Hardy County Sheriff
EMERGENCY DIAL 911
POISON CONTROL 1-800-222-1222
Non-Emergency Phone: 304-530-0222
http://www.hardycounty.com/sheriff

Mathias-Baker Volunteer Fire Company
Phone: 304-897-5586
Fax: 304-897-7468

http://www.mathias-bakerfireco4.com/contact

Hardy County Planning Office
Phone: 304-530-0257
Fax: 304-530-0258
http://www.hardycounty.com/hardy-county-planning-commission

Hardy County Commission
Phone: 304-530-0284
http://www.hardycounty.com/hardy-county-commission

Hardy County Schools
Phone: 304-530-2348
Fax: 304-530-2340
http://www.hardycountyschools.com

Hardy County Courts
Phone: 304-530-0230
Fax: 304-530-0231
http://www.courtswv.gov/lower-courts/counties/hardy.html

WV Department of Homeland Security
http://www.dhsem.wv.gov/Pages/default.aspx

Basic Services

Trash Collection: Envirco
Phone: 304-897-6060
Envirco

Electric: Potomac Edison
Phone: 800-686-0011
https://www.firstenergycorp.com/potomac_edison.html

Internet/Phone: Hardy Telecommunications
Phone: 304-897-9911
24/7 Repair: 304-897-9913
http://www.hardynet.net/

Propane: Southern States
Phone: 304-530-2308
Southern States

Propane: Matheson
Phone: 304-538-6664
Matheson

Satellite TV: DirectTV
Phone: 855-641-5895
DirectTV

Satellite TV: DishNet
Phone: 800-333-3474
DishNet