Contacts

LRVPOA

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

2007 Meeting Minutes

2007 ANNUAL MEETING MINUTES

Lost River Valley Property Owners’ Association
Annual Meeting
June 2, 2007

The Annual Meeting the Lost River Valley Property Owners’ Association (the Association) took place on June 2, 2007 at the Lost River Retreat Center

Call to Order

The Association President, Bob Alcock, called the meeting to order at 1:10 pm, and noted that a quorum of the membership was present at the Annual Meeting.

Minutes of the 2006 Annual Meeting

The membership considered the minutes of the 2006 Annual Meeting. Barry Miners moved that the minutes be approved as written. The motion was seconded by Bill Loy. The motion was approved unanimously by voice vote.

Before proceeding to further Association business, Blair Mastal informed the membership that on May 31, 2007, approximately $4000 worth of tools was stolen from the construction site at his home on Settlers Valley Way. Continue reading

2008 Meeting Minutes

2008 ANNUAL MEETING MINUTES

Lost River Valley Property Owners’ Association
Annual Meeting
June 7, 2008

The Annual Meeting the Lost River Valley Property Owners’ Association (the Association) took place on June 7, 2008 at the Lost River Retreat Center.

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.

Minutes of the 2007 Annual Meeting

The membership considered the minutes of the 2007 Annual Meeting. Bob Dillard moved that the minutes be approved as written. The motion was seconded by Peter Lefkin. The motion was approved unanimously by voice vote.

Treasurer’s Report

Greg Thomas, Treasurer, provided a Treasurer’s Report. He began by reporting that the Association is currently in a positive financial status. There were no deviations from the 2007 Annual Budget. It was estimated the Association would not exceed the Annual Budget for the current fiscal year. The Association has paid for all roadwork projects to date.

Greg Thomas indicated that the majority of Association expenses were related to road maintenance. Actual expenditures in 2007 by the Association were lower than budget projections, primarily due to lower expenditures than anticipated for snow removal. He also informed the Association that its insurance policy premium was reduced through the establishment of the Lost River Valley Property Owners’ Association Safety Committee.

Greg Thomas reported that the Association began 2007 with $18,000 in the Reserve Fund. The Reserve Fund has been invested in a Certificate of Deposit as that provided a greater return than retaining the balance in the Association checking account. The Association paid $168 in tax liabilities from interest earned by its Certificates of Deposit in 2007. The balance in the Association checking account as of June 2 was approximately $40,000. Total assets for the Association were $58,000.

Thus far in 2008, approximately $1,000 in donations and $1,000 in construction fees have been received. On behalf of the Board of Directors, Greg expressed appreciation for those who had contributed to the funds, and he encouraged the membership to make contributions in the future.

Greg Thomas also provided the membership with a status update on collection of delinquent Annual Assessments. In 2007, a total of $1,350 in delinquent assessments was uncollected. It was noted that the location of one owner was unknown to the Hardy County tax collector as well as the Association. Greg Thomas also provided the membership with the names of Association members who had not paid their 2008 Annual Assessments.

The floor was then opened for questions from the Membership regarding the Treasurer’s Report:

Fred Spangler asked for additional information regarding the Certificates of Deposit purchased by the Association from Reserve Funds. Greg Thomas indicated that interest from the Certificates of Deposit yielded a greater rate of return to the Association than a savings account, even taking into account the tax liability of the interest earned.

Greg Thomas also provided the Association with a document that compared Annual Assessments of neighboring property owners associations. It was noted the $163 Annual Assessment of the Lost River Valley Property Owners’ Association was significantly lower than the Assessments of a majority of neighboring associations.

There being no further questions regarding the Treasurer’s Report, Bob Lawson moved that the Treasurer’s Report be approved as presented. The motion was seconded by Nancy Howell. The motion was approved unanimously by voice vote.

Road Maintenance

Bob Alcock provided the membership with an assessment of recent damage caused by extremely high winds. He noted there were trees that had blocked Association roads that had already been removed. He further noted that the additional maintenance efforts would be continuing to ensure the roadways under Association jurisdiction remained safe.

Joe Keyerleber provided an overview of road maintenance activities. He began by thanking property owners who had contributed to the Road Maintenance Fund. Joe indicated that rising costs for fuel and contractor services contributed to increased expenditures for road maintenance. He asked the Association to abide by the posted speed limits in order to reduce washboarding.

Joe Keyerleber provided the Association with the following Road Maintenance Report:

  • Last fall, tree and brush trimming was performed on the roads most in need, prior to grading. Volunteers did a lot of it, and a contractor did the rest. The roads trimmed were Whispering Pines, Settlers Valley Way and Valley View.
  • This spring we are trimming Meadow Lane, Wildlife Drive, Fox Squirrel Way and Pleasant Valley. The standards for trimming are 15 feet vertical over ditches and 20 feet vertical over roads. This is necessary so that the grader and crusher run dump truck can operate safely and without being damaged.
  • Next year we plan to trim Moonshine Hollow, Hunters Ridge and Spurs Access.
  • Last fall, volunteers filled many potholes on the roads, and our contractor filled the others. We try to leave a pile of material for this purpose, and we will notify the members when we have done so.
  • During the fall grading, we addressed the issue of washboarding on hills. Unfortunately, the washboarding keeps reappearing.
  • We hired a consulting road engineer, Dave Vanscoy, to advise us on washboarding as well as specific problem areas on Whispering Pines, Fox Squirrel Way and Spurs Access.
  • The engineer advised that the only long-range solution for washboarding would be to pave the roads. We have no plans to do this, and will continue our annual efforts with our contractor to control washboarding as much as possible.
  • A spring on Fox Squirrel Way led to soft road conditions. Two trucks became mired in the mud and had to be towed out. We are currently rebuilding that section of road with a French drain that will conduct the water away from underneath the road.
  • We are working with property owners to correct a difficult water problem on Spurs Access. A new driveway has caused water to flood across the roadway, rendering it almost impassable for the property owner below. The owner of the driveway is taking responsibility. The owner’s contractor is currently developing specific plans to correct the situation, under authorization and oversight of the Board.
  • Due to a mild winter, our ten miles of roads remained in relatively good condition. Snow was plowed and cinders put down only once.
  • The Board conducted a survey of all Association roads on May 3, 2008, and a list of road projects was developed.
  • The spring roadwork has been delayed due to rainy weather in May. Ditch and culvert clearing, grading, and laying down crusher run is ongoing at this time.
  • We are trying to avoid roadwork on the weekends, as this could be an inconvenience to our members and a safety concern as well.
  • Many thanks to the volunteers who helped with trimming and filling potholes.
  • We would like to remind everyone to inspect their driveway culverts to make sure they are clear of leaves and any other debris, and that water is able to flow through them.
  • Please drive slowly on Association roads. Speed, especially putting the hammer down on hills, is a strong contributing factor to washboarding and roadway deterioration. Everyone should also advise their visitors and contractors to drive slowly and carefully on our roads. The speed limit on Association roads is 15 mph.
  • Free piles of mulch for property owners are located at the end of Meadow Lane, towards the end of Settlers Valley Way, and at the low point of Whispering Pines.

The floor was opened for questions from the membership regarding road maintenance issues.

Jeff Grove provided the membership with a detailed explanation of the significant water accumulation on his property on Fox Squirrel Way. He indicated that, during New Business, he would seek approval from the membership to have the Association cover part of the cost of repairs to his property. Bob Alcock explained to the membership that he and other members of the Board of Directors had visited the site on numerous occasions and had spoken with the property owner from which the water was draining onto the property owned by Mr. Grover. Bob Alcock provided the membership with a current assessment of the situation and indicated the neighboring property owner was in the process of retaining an engineering firm to repair the situation.

Keith Todd requested that the Association provide additional grating and repair on Fox Squirrel Way.

Bill Shively noted similar road maintenance work was needed at the end of Fox Squirrel Road.

Bob Lufkin noted that trucks were causing major damage to Wildlife Drive.

Jim Funk expressed concern regarding the major dip in the road on Whispering Pines Drive. Bob Alcock provided the membership with an explanation of the causes of the dip on Whispering Pines Way. He indicated that ditch cleaning would aide in reducing the problem.

Fred Spangler inquired about the expenses for the services of a civil engineer for road maintenance recommendations. Greg Thomas responded that the cost for such services is included in the Annual Budget of the Association, and that the cost for the consultation was $400.

Keith Todd moved to accept the Road Report. The motion was seconded by Chris Tolson. The motion was approved by voice vote.

Bob Alcock thanked Joe Keyerleber for his dedication and assistance to the Association in its road safety and maintenance activities.

Good Neighbor Policies

Bob Alcock asked the membership to review and adhere to the good neighbor policies distributed at the Annual Meeting. He noted that some contractors have been in violation of the 15 mile per hour speed limit within Association boundaries, and asked the membership to remind contractors doing work on their properties to adhere to the posted speed limits. He also reminded the membership to be aware of bears that have been seen in the area. He noted that the Virginia Department of Natural Resources requests that bird feeders not be left unattended, to burn off grill residue after use and to carefully dispose of garbage. He noted that the Department had placed bear traps on properties where bears had been observed on multiple occasions. He also noted that the season for bear hunting has been extended as a means of controlling the overpopulation of bears in the area.

Voluntary Construction Fee Schedule

Bob Alcock reminded the membership that voluntary contributions to the Road Maintenance Fund are requested when property owners engage in significant construction projects. He reminded the membership that at the 2007 Annual Meeting, the following schedule of contributions was approved by the membership:

1. New Home $300

2. Major Renovation/Major Landscaping

Adds 50% or more square footage to current structure, and/or 15 or more truck loads of fill material. $250

3. Minor Renovation/Minor Landscaping

Adds less than 50% square footage to current structure, and/or 14 or less truck loads of fill material. $200

4. Other Improvement

Job takes more than 5 working days. $100

5. Small Jobs

Job takes 5 or less work days, e.g. storage shed or decking. No Fee

Safety Committee

Bob Alcock reported that the Lost River Valley Property Owners’ Association Safety Committee met on a quarterly basis and asked that any safety concerns be reported to the Safety Committee. He further indicated that the Safety Committee, comprised of the Association Board of Directors, had carefully reviewed the Association Safety Plan of Risk Management and was proposing no changes at this time.

New Business

Bob Alcock expressed thanks to Dan Reichard for his voluntary efforts to re-design and improve Association website. He indicated that the Association welcomes suggestions from the membership on website content.

Jeff Grove moved that the Association assume the cost of approximately $2,250 for repairs of his private road. The motion was seconded by Roland Smith. Mr. Grove provided the membership with additional information on the causes of the water accumulation on his property on Fox Squirrel Way.

Dan Reichard reminded the membership that issues and projects involving water flow were addressed in the Covenants of the Association.

Bob Alcock indicated that the Covenants and Bylaws of the Association are the governing documents that guide decisions by the Board of Directors. He indicated the amendment offered by Mr. Grove would require a change in the Covenants.

Scott Schwartz expressed concern that the Association might also be financially responsible for future repairs to the property if the amendment offered Mr. Grove were to pass.

Margo Pfleger suggested that the Board of Directors work with Mr. Grove to develop a list of repair requirements and provide the list to the owners of both properties as well as to the contractors who would be making the roadwork repairs.

Mr. Grove agreed with the suggestion of Margo Pfleger that the Board of Directors should develop a list of guidelines that would need to be met in order to mitigate the water accumulation on his property. Bob Alcock indicated that the Board of Directors would undertake the development of the requested guidelines.

Mr. Grove then withdrew his motion.

Mr. Grove then provided the membership with photographs of the water accumulation on his property.

Mr. Grove moved that the Lost River Valley Property Owners’ Association assume the financial obligation of up to, but not exceeding, $2,500 to make the necessary repairs to his property in order to resolve the water accumulation problem on his property on Fox Squirrel Way, or to retain the services of a contractor selected by the Board of Directors to make such repairs. The motion was seconded by Roland Smith.

Bob Alcock acknowledged that the driveway of the neighboring property was not engineered correctly, and that the owner of the neighboring property had engaged the services of an engineer to make the necessary repairs.

The membership expressed great empathy about the situation of Mr. Grove. Many members indicated that the Board of Directors should be vigilant about overseeing the repairs to the property owned by Mr. Gove.

Peter Lefkin, while expressing strong empathy for the situation faced by Mr. Grove, expressed concern that passage of the amendment offered by Mr. Grove could have the unintended effect of potentially obligating the Association of assuming similar costs in the future.

The membership then voted on the motion offered by Mr. Grove. There were 6 ayes and 32 nay votes, and the amendment was defeated.

Following the vote, the membership asked to be kept apprised of the progress made to resolve the situation with regard to water backup on the property owned by Mr. Grove.

Dan Reichard moved that the Association request that legal counsel to the Association initiate legal correspondence to both property owners, if needed, in order to ensure that the repairs are made. The motion was seconded by Peter Lefkin. The motion was approved unanimously by voice vote.

Election of Officers

The Association then conducted the election of officers for term of office from July 1, 2008 until June 30, 2009. The following Association members sought re-election to the Board of Directors:

President- Bob Alcock
Vice President – Glenn Thornton
Treasurer – Greg Thomas
Secretary – Mark Smith
Member at Large – Joe Keyerleber

The floor was opened for additional nominations. No additional nominations were made. Bob Dillard moved that the slate of officers be elected. The motion was seconded by Blair Mastal. The motion was approved unanimously by voice vote.

The membership thanked the Board of Directors for their service to the Association.

Adjournment

Keith Todd moved that the meeting of the 2008 Annual Meeting of the Lost River Valley Property Owners’ Association be adjourned. The motion was seconded by Bob Dillard. The motion was approved unanimously by voice vote. The meeting was adjourned at 2:55 pm.

2009 Meeting Minutes

2009 ANNUAL MEETING MINUTES

Lost River Valley Property Owners’ Association
Annual Meeting
June 6, 2009

The Annual Meeting the Lost River Valley Property Owners’ Association (the Association) took place on June 6, 2009 at the Lost River Retreat Center.

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.

Minutes of the 2008 Annual Meeting

The membership considered the minutes of the 2008 Annual Meeting.

Bill Shively requested that the minutes reflect his request for the Association to extend the Fox Squirrel Run to his property and installing a cul-de-sac at the end of the road.

Bill Shively then moved that the minutes be approved as revised. The motion was seconded by Tom Robertson. The motion was approved unanimously by voice vote.

Treasurer’s Report

Greg Thomas, Treasurer, provided a Treasurer’s Report. He began by reporting that the Association is currently in a positive financial status. Actual income for 2008 of $43,620 exceeded the projected income of $39,600. Actual expenses of $43,036 were less than the budget projection of $45,500 and included in that amount was an $8,500 contribution to reserves. He noted the reason for lower expenditures was due primarily to lower than anticipated costs for snow removal. The Association has paid for all roadwork projects to date. He also informed the Association that its insurance policy premium was reduced through the establishment of the Lost River Valley Property Owners’ Association Safety Committee.

Greg Thomas reported that the Association began 2008 with $18,000 in the Reserve Fund. The Reserve Fund has been invested in a Certificate of Deposit as that provided a greater return than retaining the balance in the Association checking account. Total reserve funds at the end of fiscal year 2008 were $27,420. Greg reminded the membership of the objective to achieve and maintain a balance of $36,000 in the Reserve Fund, which represents approximately one year of budgeted expenses. On behalf of the Board of Directors, Greg expressed appreciation for those who had contributed to the fund, and he encouraged the membership to make contributions in the future.

The Association paid $467 in tax liabilities in 2008, representing both federal and state taxes. Total assets for the Association as of December 31, 2008 were $41,866.

Greg Thomas also provided the membership with an update on collection of 2009 delinquent Annual Assessments. A total of 13 Association members were delinquent in submitting their Annual Assessment. Greg Thomas also provided the membership with the names of Association members who had not paid their 2009 Annual Assessments. Members offered to contact those property owners to request they submit their Assessments. Greg Thomas also noted that one property whose owner had not paid dues for several years is currently under contract for sale and that the realtor involved has been notified of the outstanding fees due the Association. In addition, one property with outstanding fees for three years went into foreclosure and the bank paid in full the existing balance due to the Association.

The floor was opened to the membership for questions regarding the Treasurer’s Report.

It was asked if the Association had exercised its authority to place liens on the properties of owners who were in serious arrears on Annual Assessments. Bob Alcock explained the complex process involved with placing a lien, and indicted that doing so was a last resort after numerous attempts had been made by the Association to contact the member who was delinquent in submitting their Annual Assessment.

Greg Thomas reminded the membership that the Association has previously made a donation to the Mathias-Baker Volunteer Fire Company and asked if the membership would like to make a donation. Margo Pfleger moved that the Association make a $500 contribution to the Company. The motion was seconded by Dan Reichard. The motion was approved unanimously by voice vote.

The membership expressed its thanks to Greg Thomas and the Board of Directors for their financial management of the Association.

There being no further questions regarding the Treasurer’s Report, Bob Lawson moved that the Treasurer’s Report be approved as presented. The motion was seconded by Peter Lefkn. The motion was approved unanimously by voice vote.

Road Maintenance

Joe Keyerleber provided an overview of road maintenance activities. Joe indicated that rising costs for fuel and contractor services contributed to increased expenditures for road maintenance. He asked the Association to abide by the posted speed limits in order to reduce washboarding.

Joe Keyerleber provided the Association with the following Road Maintenance Report:

The ten miles of Association roads have been maintained in good condition throughout the year. Winter weather and spring rains have caused some problems, but our spring roadwork is underway and will be completed during June. Here are some of the details:

1. Tree branch and brush trimming has been completed on Moonshine Hollow, Hunters Ridge and Spurs Access, as well as portions of Tom’s Knob, Whispering Pines and Settlers Valley Way. This completes our three-year plan to trim and clear all Association roads.

2. The steep hill on Whispering Pines has remained intact, without excessive washboarding, after we scraped the road and packed it down again with a vibrating roller last year.

3. We will concentrate this year on putting down shale to raise the crown on road segments that have significant potholes and channeling. Raising the crown will allow water to drain off the roads into ditches, as intended.

4. During the year Board members and other volunteers have gone out on the roads filling potholes, clearing ditches and culverts, and removing branches and brush that are in the way. We are required to maintain a vertical clearance of 15 feet over ditches and 20 feet over the roadway so the road maintenance equipment can operate safely and effectively.

5. To keep on top of potholes that form quickly during wet weather, we are contracting for immediate pothole repair services as needed. Robin White and Rhonda MacIntosh have agreed to be on call for quick pothole repairs.

6. We have asked the state highway department to repair the pothole field along Settlers Valley Way just off Mill Gap. (The state is responsible for this section of road, although Board members sometimes fill these potholes anyway.)

7. The Board has installed a warning sign and additional reflecting markers for the speed humps on Whispering Pines. (The Board is planning to install additional speed limit signs along problem areas, but does not favor installing additional speed bumps at this time.)

8. This fall, we are planning to clear leaves from some ditches in December, instead of waiting until spring. The goal is to prevent water-soaked leaves from clogging the ditches and culverts throughout the winter. This problem occurs frequently on level stretches through trees, such as on Settlers Valley Way, Hunters Ridge, Wildlife Drive, Fox Squirrel Way and Moonshine Hollow.

9. A French drain was completed on Fox Squirrel Way to alleviate soft road conditions on the upgrade. The drain is working well but during wet weather a small underground spring is still seeping water near the base of the hill. Board members dug a temporary channel to divert the water away from the road. We will regrade this area and put in some large stones to keep the water going into the ditch rather than the roadway.

10. The Board worked with property owners on Spurs Access to resolve serious problems (as discussed at the 2008 annual meeting). A needed culvert was installed under the roadway, a driveway was re-engineered, and two water bars were constructed to divert water off the roadway. Property owners are still responsible for planting a ground cover to control erosion of their hillside directly above the roadway.

11. Due to a mild winter, our ten miles of roads remained in relatively good condition. (We expended less than $2000 of the $5000 dollars budgeted for snow removal.)

12. The Board conducted a survey of all Association roads during May and June, and a master list of road projects was developed for guidance to our contractors and for Board follow-up.

13. We would like to remind everyone to inspect their driveway culverts to make sure they are clear of leaves and any other debris, and that water is able to flow through them.

14. Please drive slowly on Association roads. Speed, especially putting the hammer down on hills, is a strong contributing factor to washboarding and roadway deterioration. Everyone should also advise their visitors and contractors to drive slowly and carefully on our roads. The speed limit on Association roads is 15 mph.

15. Free piles of mulch for property owners are located at the end of Moonshine Hollow, Hunters Ridge, and Spurs Access. There also may be some mulch from last year at the end of Meadow Lane, towards the end of Settlers Valley Way, and at the low point of Whispering Pines.

Joe indicated that tree trimming along Association roadways had been completed.

The floor was opened for questions from the membership regarding road maintenance issues.

Bill Shively requested that the roadwork on Fox Squirrel Run be completed as soon as possible. Bob Alcock indicated that the roadwork on Fox Squirrel Run would be addressed this year.

Several members expressed their displeasure that the State of West Virginia had not maintained the portion of Settler’s Valley Way that was under its jurisdiction. Bob Alcock provided the membership with a brief history of how part of the road came under jurisdiction of the state. He indicated that he has contacted the Department of Transportation on numerous occasions to request that the roadwork be done. However, the state continues to ignore this request. Mark Smith volunteered to contact Delegate Harold Michael to request his assistance with the Department of Transportation.

The membership then entered into a discussion regarding the installation of speed bumps on Association roadways. Bob Alcock began the discussion by providing the membership with a brief history of the speed bump on Whispering Pines Road. He also discussed potential alternatives to speed bumps that could be employed to reduce traffic speed on Association roadways. He also indicated that the Board of Directors had contacted Jack Walters, Esq., counsel for the Association, who indicated there were liability risks if the Association installed speed bumps, but that those liability risks were no different from the risks the Association might assume for normal road maintenance. Jim Klump indicated that construction trucks were a significant factor and asked property owners to remind contractors to observe speed limits.

The membership asked the Board of Directors to have additional speed limit signage placed at strategic locations on Association roadways and discuss the issue again the 2010 Annual Meeting.

By a show of hands, 12 property owners indicated they wanted more speed bumps installed and 18 property owners indicated they did not want the Association to install speed bumps.

Bob Alcock indicated that Joe Keyerleber was not seeking re-election to the Board of Directors and thanked him for his service. The membership gave a warm round of applause to Joe for his dedication to the Association.

Voluntary Construction Fee Schedule

Bob Alcock reminded the membership that voluntary contributions to the Road Maintenance Fund are requested when property owners engage in significant construction projects. He reminded the membership that at the 2007 Annual Meeting, the following schedule of contributions was approved by the membership:

1. New Home $300

2. Major Renovation/Major Landscaping

Adds 50% or more square footage to current structure, and/or 15 or more truck loads of fill material. $250

3. Minor Renovation/Minor Landscaping

Adds less than 50% square footage to current structure, and/or 14 or less truck loads of fill material. $200

4. Other Improvement

Job takes more than 5 working days. $100

5. Small Jobs

Job takes 5 or less work days, e.g. storage shed or decking. No Fee

New Business

New Construction/ Major and Minor Project Approval Form – Bob Alcock reminded the membership that at the 2008 Annual Meeting, the Board of Directors was asked to convene a volunteer Task Force to develop a questionnaire to help ensure that construction projects were in compliance with the Association Covenants and Bylaws. The members of the Task Force were Bob Alcock, Margo Pfleger and Dan Reichard. Bob Alcock provided an overview of the questionnaire and opened the floor for discussion by the membership.

Bill Shively questioned the benefit of having a discussion with a member of the Board of Directors at the site of major construction projects. He expressed his concern that it would be time-consuming and difficult to schedule. He also asked if such a meeting would pose a legal liability to the Association.

Dan Reichard and Margo Pfleger explained the intent of meeting a member of the Board of Directors at the construction site was to be helpful to the property owner by mitigating the need for future alterations to the site or the construction project due to being out of compliance with the Association Covenants and/or Bylaws.

Bill Shively moved that the provision of the questionnaire regarding a meeting with a member of the Board of Directors (Step 2) be removed. The motion was seconded by Roland Smith.

The motion was defeated by voice vote.

Jack Surato moved that the form be amended to encourage that all contractors be licensed by the State of West Virginia. The motion was seconded by Peter Lefkin.

The motion was approved by voice vote.

Nancy Powell moved adoption of the New Construction/ Major and Minor Project Approval Form as revised. The motion was seconded by Peter Lefkin. The motion was approved by voice vote.

Bob Alcock opened the floor for any General Business, questions or comments from the membership.

Joe Keyerleber thanked the membership for the opportunity of serving on the Board of Directors. He encouraged members to consider serving on the Board in the future.

Brenda Turner requested additional volunteers for trash clean-up on Mill Gap Road. She also requested the days for trash pick-up projects be posted on the Association website.

Bob Alcock reviewed the Association “Good Neighbor” polices as well as strategies for keeping bears from the properties of homeowners.

Election of Officers

The Association then conducted the election of officers for term of office from July 1, 2009 through June 30, 2010. The following Association members sought election to the Board of Directors:

President – Bob Alcock
Vice President – Karen Imhoff
Treasurer – Greg Thomas
Secretary – Mark Smith
Member at Large – Bret Limage

The floor was opened for additional nominations. No additional nominations were made. Nancy Powell moved that the slate of officers be elected. The motion was seconded by Bill Loy. The motion was approved unanimously by voice vote.

The membership thanked the Board of Directors for their service to the Association.

Adjournment

Nancy Powell moved that the meeting of the Annual Meeting of the Lost River Valley Property Owners’ Association be adjourned. The motion was seconded by Bill Loy. The motion was approved unanimously by voice vote. The meeting was adjourned at 2:55 pm.

2010 Meeting Minutes

2010 ANNUAL MEETING MINUTES

Lost River Valley Property Owners’ Association
Annual Meeting
June 5, 2010

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.

Minutes of the 2009 Annual Meeting

The membership considered the minutes of the 2009 Annual Meeting.

There were no corrections or additions to the minutes from the membership.

Bob Dillard moved that the minutes be approved as written. The motion was seconded by Keith Todd. The motion was approved unanimously by voice vote.

Treasurer’s Report

Greg Thomas, Treasurer, provided a Treasurer’s Report. He began by reporting that the Association is currently in a positive financial status. Actual income for 2009 of $46,121 exceeded the projected income of $42,700. Actual expenses of $41,211 were less than the budget projection of $42,700. Included in that amount was a $10,000 contribution to reserve fund. The Association has paid for all roadwork projects to date. He also informed the Association that its insurance policy premium was reduced through the establishment of the Lost River Valley Property Owners’ Association Safety Committee.

Greg Thomas reported that the Association began 2009 with $27,420 in the Reserve Fund. The Reserve Fund has been invested in financial instruments that provided a greater return than retaining the balance in the Association checking account. Total reserve funds at the end of fiscal year 2009 were $37,782. Greg informed the membership the Association is very close to achieving its objective to maintain a balance of $38,000 in the Reserve Fund, which represents approximately one year of budgeted expenses. No reserve funds were expended in 2009. On behalf of the Board of Directors, Greg expressed appreciation for those who had contributed to the fund, and he encouraged the membership to make contributions in the future. Including a tax liability owed to Hardy County, the Association paid $392 in tax liabilities in 2009, which also includes federal and state taxes. Total assets for the Association as of December 31, 2009 were $41,866.

Greg noted that, due to the blizzard snow conditions, the Association assumed significantly greater expenditures for snow removal and mitigation. The additional expense was largely due to the need to retain a tractor to remove the snow. A total of $14,927 was utilized for snow removal services.

Greg Thomas also provided the membership with an update on collection of delinquent 2010 Annual Assessments and read the list of the 9 owners who have yet to pay their fees for this year. The total amount owed (without interest and penalty) is $1,575.

Given the positive financial condition at the time of developing the budget for 2010, the Board of Directors approved no increase in Annual Assessments for 2010.

The floor was opened to the membership for questions regarding the Treasurer’s Report.

Several members of the Association asked if liens had been placed against any of the property owners who are in continuous arrears in submission of their Annual Assessment. Greg Thomas indicated that liens had been placed on the properties owned by Alyce Estrada-Palma and Cecil Bott.

Bob Alcock explained the complex process involved with placing a lien, and indicted that doing so was a last resort after numerous attempts had been made by the Association to contact the member who was delinquent in submitting their Annual Assessment.

The membership expressed its thanks to Greg Thomas and the Board of Directors for their financial management of the Association.

There being no further questions regarding the Treasurer’s Report, Bob Leiston moved that the Treasurer’s Report be approved as presented. The motion was seconded by Bill Loy. The motion was approved unanimously by voice vote.

Road Maintenance

Bob Alcock provided the membership with an overview of the substantial recovery efforts related to the massive snowfall earlier in the year. The membership commended the efforts of Bob Alcock, the contractors and others on their efforts. The membership also expressed appreciation for keeping property owners informed during the process. Several members expressed their appreciation for posting alerts and updates on the Association website.

Bob Alcock then provided an overview of the current road maintenance activities.

In October 2009, Board members surveyed our roads and developed a list of projects for the Fall roadwork. The plan was to do the Fall roadwork in early December so that leaves could be cleared from the ditches and culverts. In the past, water-soaked leaves clogged ditches and culverts. Unfortunately, bad weather hit the first week in December and we were not able to complete the Fall roadwork.

There were six “snow events” that required plowing, compared with two the previous winter. Because of the existing snow and drifting, the February storm required engaging Garlan Funkhouser and his son to plow with their farm tractor.

In late April, Board members again surveyed the roads and created a master list of projects to guide our contractor for the Spring roadwork. The Association’s roads survived a very harsh winter in amazingly good shape. However, some road segments turned soft. The steep hill of Settlers Valley Way and the down grade to the creek under Whispering Pines needed significant amounts of shale to restore the roadbeds.

Over the past few years Spurs Access has been a continual problem with numerous potholes and soft spots. This year, on the advice of our contractor, we applied shale from the beginning of the road, around the corner and down to the last driveway on the left. The shale will work itself into the existing material and stabilize the road. The last major work on Spurs of this type was in the early 1980’s, according to Jeff Grove.

In the future we will need to put down shale at the end of Fox Squirrel to restore the crown. We will also have to evaluate what to do about the beginning of Moonshine Hollow. A perpetual spring seeps under Moonshine and softens the road.

At the conclusion of his year’s Spring road work, we will place speed limit signs in strategic places along Association roads. Each of the four entrances to the Association will have a sign. Another six signs will be placed where property owners have indicated speeding is a problem.

Keeping trees and bushes trimmed back from our roads continues to be a problem. The Association spent about $19,000 over three years (2007, 2008 and 2009) to hire a tree trimming service with a boom truck, chipper and crew. The expenditure opened up our roads significantly and provided many piles of free mulch for property owners. But many of our roads are overgrown with bushes and trees, hampering road maintenance and snow plowing operations. We need to think carefully how we keep up with the growth of vegetation.

Several culverts were clogged with debris, and a contractor has been retained to clear them. Following that, the Fire Department will be asked to flush out the culverts.

Bob Leiston inquired about a French drain that was installed on Fox Squirrel Way several years ago. He expressed concern there has been seepage from a nearby spring. Bob Alcock indicated that a ditch was being installed to direct the water from the roadway.

Several members expressed their displeasure that the State of West Virginia had not maintained the portion of Settler’s Valley Way that was under its jurisdiction. Bob Alcock provided the membership with a brief history of how part of the road came under jurisdiction of the state. He indicated that he has contacted the Department of Transportation on numerous occasions to request that the roadwork be done. However, due to budgetary constraints, it was unlikely the State of West Virginia would have the resources to maintain their roadway.

The membership then entered into a discussion regarding tree trimming along Association roadways. Bob Alcock stressed the need to continue tree trimming for safety purposes. He indicated the Association had expended approximately $19,000 over the past three years for tree trimming services.

As an alterative, if a boom mower could be used, the cost for tree trimming services would be reduced significantly. Bob Alcock indicated the cost would be approximately $3000.

Peter Lefkin requested that the Board of Directors ensure the Association is not liable for any costs associated with accidents to contractors, including contractors retained by the Association for other Association-related activities. Bob Alcock indicated that he had been assured by the Association attorney that was, in fact, the case but would discuss the matter with him again.

Antoinette Brenkert expressed great concern that the use of a boom mower would cause undue damage to the vegetation. Margo Pfleger expressed similar concerns regarding the use of a boom mower. Bill Leiston indicated that a boom mower was the best equipment for trimming trees on Association property.

The membership requested that, if a boom mower is used, then the tree trimming be performed to meet the mutual objectives of preserving safety on Association property, while also preserving as much vegetation as possible.

Bob Alcock indicated that additional speed limit signs had been purchased and would be installed following the completion of the spring roadwork. He further indicated that the locations for the new speed limit signs had been assessed.

Bob Sause requested that a speed limit sign be placed on Pleasant Valley Drive.

Antoinette Brenkert inquired if the Association Bylaws or Covenants include restriction on tree removal on private property. Bob Alcock indicated neither the Bylaws nor Covenants address the issue. He reminded the membership that the Bylaws had been amended to prohibit commercial logging on any Association property.

The membership then discussed the use of All Terrine Vehicles (ATVs) by younger people. Bob Alcock reminded the membership West Virginia law states that use of ATVs was restricted to those who possess a valid driver’s license, or who are registered with the State for permission to drive an ATV. He further reminded the membership that the Association’s Covenants restrict the use of ATVs to those with a valid driver’s license. Keith Todd requested the Board to send a letter to the membership reminding them of these restrictions.

On behalf of the Board of Directors, Bob Alcock thanked the many property owners who called or emailed the Board this past year and let us know about problem areas on our roads. He stressed it is only with this cooperative spirit that we can work together and fix problems promptly.

The membership again thanked the Board of Directors for their efforts to maintain safe road conditions throughout the year.

Voluntary Construction Fee Schedule

Bob Alcock thanked the membership for their contributions to the Road Maintenance when property owners engage in significant construction projects.

Greg Thomas reminded the membership of the voluntary fee schedule currently in place:

1. New Home $300

2. Major Renovation/Major Landscaping

Adds 50% or more square footage to current structure, and/or 15 or more truck loads of fill material. $250

3. Minor Renovation/Minor Landscaping

Adds less than 50% square footage to current structure, and/or 14 or less truck loads of fill material. $200

4. Other Improvement

Job takes more than 5 working days. $100

5. Small Jobs

Job takes 5 or less work days, e.g. storage shed or decking. No Fee

New Business

Bob Alcock provided the membership with an overview of recent bear sightings and activities involving property owners’ homes and surrounding areas. He stressed the importance of keeping properties free of debris and burning off grill residue after use. He also asked that property owners remove bird feeders when not in use.

He indicated the West Virginia Department of Natural Resources had placed bear traps at strategic locations on Association property. However, the effort was unsuccessful in trapping any bears.

Bob Alcock requested that the membership contact the Department of Natural Resources in Romney, West Virginia to report bear sightings and to request that traps be placed in the area. Hank Dove provided the membership of the number to call.

Roland Smith informed the membership of a possible incident whereby someone released a bear from a trap at an undetermined location on Tom’s Knob Approach. He indicated the truck used to transport the bear did not have a government logo or other markings that a government vehicle would traditionally have.

Bob Dillard informed the membership that an additional multi-address mailbox was available from the Lost City Post Office. Bob Alcock indicated the new mailbox would be installed simultaneously with the new speed limit signs. He requested that members who currently have private mailboxes consider removing them and utilize one of the multi-address mailboxes.

Bob Alcock reviewed the Association “Good Neighbor” polices as well as strategies for keeping bears from the properties of homeowners.

The membership requested the Board of Directors to send a letter to property owners to remind owners about shooting restrictions, ATV usage and adherence to the 15 mile per hour speed limit on all Association property.

Election of Officers

The Association then conducted the election of officers for term of office from July 1, 2010 through June 30, 2011. The following Association members sought election to the Board of Directors:

President – Bob Alcock
Vice President – Karen Imhoff
Treasurer – Greg Thomas
Secretary – Mark Smith
Member at Large – Bret Limage

The floor was opened for additional nominations. No additional nominations were made. Bob Dillard moved that the slate of officers be elected. The motion was seconded by Margo Pfleger. The motion was approved unanimously by voice vote.

The membership thanked the Board of Directors for their service to the Association.

Adjournment

Bill Leiston moved that the meeting of the Annual Meeting of the Lost River Valley Property Owners’ Association be adjourned. The motion was seconded by Hank Dunn. The motion was approved unanimously by voice vote. The meeting was adjourned at 2:05 pm.

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.