- Published in Archive
- June, 30, 2015 Minutes (296 Downloads)
LFRPOA Board of Directors Meeting Minutes - DRAFT
Samuels Public Library
White Meeting Room B
330 E. Criser Rd, Front Royal, VA 22630
June 30, 2015 6:00 pm
Call to Order: The meeting was called to order at 6:05 pm by Azlee Bates
BOD In Attendance: Azlee Bates (President), Elizabeth Barry – by phone (Vice-President), Betty Boyd – by phone (Treasurer), Andrea Meres (Secretary), Elaine Ryan (Buildings, Grounds, Safety)
BOD Absent: Ricky Singleton (Roads Maintenance), Keith Ogden (Architectural Committee)
Quorum Met Yes
Members in Attendance: Sharon and Charlie Gornowich (D16)
Minutes of Last BOD Meeting: Meeting minutes from November 5, 2014 and March 30, 2015 BOD meetings were distributed to the BOD and posted to the website prior to the scheduled meeting for review. Both sets of meeting minutes were accepted without amendments.
President: Rural Addition Program update – ballot will be sent out by July 15th, due by August 1st, to allow LFRPOA members to vote on moving forward with participation in the Rural Addition Program and the special assessment needed to raise the LFRPOA percentage of the funding for construction of a new driving bridge.
Vice President: None
Articles, Covenants, and By-Laws: None
Buildings, Grounds, Safety: None
Roads Maintenance: None
- 1.LFRPOA participation in the Rural Addition Program: Ballot to be sent out to LFRPOA membership July 15th, returned due by August 1, to allow LFRPOA members to vote on moving forward with the LFRPOA participation in the Rural Addition Program and special assessment to replace the driving bridge. The LFRPOA would begin collecting funds through a special assessment of the membership, to be placed in a separate RAP account. County has only provided an estimate of $600,000+ at this point in time. LFRPOA’s 25% share of that amount would be roughly $150,000-$200,000. LFRPOA would be directly responsible for the cost of the moving of the mailboxes and moving of the utilities, and we do not know what that cost will be yet. Once LFRPOA has demonstrated that is has started collecting the funding, the County will then begin to prepare an official cost estimate for the project. Construction would begin around July 1, 2017. Once ballots are returned, a subsequent meeting will be held to announce the results of the vote. The President of the BOD does, however, have the power to levy a special assessment if it can be proven that the driving bridge project is critical and in the best interest of the community as the County can disallow emergency response vehicles to pass over the bridge if deemed unsafe. The LFRPOA does have a veto option, within 60 days, if it can prove that the project is not in the best interest of the community.
Doug Stanley had estimated about $250 per lot for 2015, 2016, and 2017. However, with only a few months remaining in 2015, the first invoice would only be $200 per lot, due by January 1, 2016. Subsequent year special assessments of $300 per lot will be billed with the annual dues invoices as a separate line item. Payment plan options will be available. It is difficult at this time to prepare exact amount for the assessment fees since we do not have actual numbers from the County on the cost of the entire project. If collections exceed the amount needed, then the LFRPOA will have to determine what to do with any surplus, for example, refunding excess funds back to members or allocating to other special community projects. Azlee mentioned that Doug Stanley has also indicated that the County can offer the LFRPOA a payment plan option if funds are not collected at the rate anticipated.
- 2.Lake access: Azlee has been able to secure a fence contractor (Long Fence) to look at the lake access project of possibly placing a 3 ft., chain-link fence along the drive, from end of gate swing, and across turn-around, that stops vehicular and ATV traffic from accessing the berm and dry hydrant, but still allowing emergency accessibility to the dry hydrant. Multiple other options have been explored, boulders (logistics of moving was a problem), guardrail (received estimate for about $16,000), etc, but those options were not feasible. Attempts to obtain local bids were not responded to by contractors (Valley, Pearson, Best Fence). Andrea suggested option for split-rail. Elaine also brought up the problem of the drive itself which gets very muddy and it would need graveled. The gate hours were discussed. Elaine suggested summer hours of 7 am to 8 pm, and winter from 10 am to 5 pm. However, if fence is put up, gate would remain open all the time.
- 3.Online payment options with BB&T: Still in the works. Azlee is holding on this until can set up a separate account for the RAP so can be set up all at the same time.
- Nominations for Board of Directors to be announced and due by July 31, 2015 to Elaine Ryan. Three seats are available for re-election this year, Azlee Bates, Andrea Meres, and Ricky Singleton. Announcement to be posted to the community bulletin board and website. Azlee asked Elaine to contact the Chester Gap Fire Department to reserve a date in September for the Annual Meeting.
- Rappahannock Electric tree-trimming: Azlee spoke to REC about the tree-trimming. It has been some time since REC has come out to trim the trees away from the electrical lines. Ken Rutherford of REC is supposed to call her back. Azlee should have some answers by the next meeting.
New house construction at end of Oak Heights: Mr. Gornowich noted that the new home construction on the corner of Oak Heights has only laid down gravel and does not appear to have installed culverts. Mr. Gornowich is concerned that the road will wash out. Azlee will take a look at it to ensure the owner is compliant. Azlee confirmed that the owner paid the new construction fee to the LFRPOA.
Meeting adjourned: The meeting was adjourned at 7:02 pm