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Board of Directors Minutes 2011-2012 - Donna Bobbish, President

TWPOA Board Meeting

January 8, 2012

Rouzie's Chapel

Donna Bobbish called the meeting to order. 

Six Directors were present:  Donna Bobbish, Dave Bolden, Bart Cameron, Jim Holland, Dick Lear, and TJ Shrestha.  

Three Directors were absent:   Cherish Dahm, Jack Perrigo, and Bob Wilson.  One proxy was received from Jack Perrigo  

Approval of the Agenda: 

Donna Bobbish asked if there were any changes to the Agenda.  No changes were proposed. A Motion was made by Dick Lear and seconded by Bart Cameron to approve the Agenda.  The Agenda was approved unanimously. 

Approval of the Minutes from the August 14, 2011 Board Meeting: 

Donna Bobbish asked is if there were any changes to the August 14, 2011 Minutes.   No changes were proposed.  A Motion was made by Dick Lear and seconded by TJ Shrestha to approve the Minutes. The August 14, 2011 Minutes were approved unanimously. 

Approval of the Minutes from the October 16, 2011 Board Meeting: 

Donna Bobbish asked is if there were any changes to the October 16, 2011 Memorandum for the Record.   No changes were proposed.  A Motion was made by Dick Lear and seconded by Donna Bobbish to approve the MFR. The October 16, 2011 MFR was approved unanimously.

Reports: 

Treasurer’s Report and End of the Year Financial Summary:  In view of Jack Perrigo’s absence, Dick Lear distributed the TWPOA Financial Summary as of December 31, 2011 for review and comment.  Jack had also provided a separate sheet detailing specific points for discussion.  In which, Jack commented that one property was sold in foreclosure and the Association received a prorated portion of the 2010 dues and all of the 2011 dues.  Jack noted that a second property owner had paid the delinquent dues for 2010 but has not paid the delinquent 2011 dues.  Jack advised that he had sent the property owner a revised bill for the 2011 dues including late fees without results.  On the subject of CDs, Jack addressed the non-competitive rates at the bank used by the Association.  He further advised, with the Board’s permission, he had moved 2 CDs as they matured to the credit union that offered a better interest rate.  He has also opened a new CD for the 2011 Reserve contribution at the credit union.  A Motion was made by Dave Bolden and seconded by Bart Cameron to approve the Treasurer’s Report.  The Treasurer’s Report was approved unanimously.  (Attachment A) 

Old Business: 

A.    Unpaid Association Dues:  As sited in the Treasurer’s Report above, the past history of the sole delinquent property owner’s failure to pay the Association dues as discussed at previous Board meetings was reviewed.  Although the 2010 dues payment had finally been paid, the 2011 dues payment remains outstanding even after continued notification.  As noted in the August 14, 2011 the Board meeting minutes, “the Board would consider placing a lien on the property for the 2011 due, if still unpaid, at the October Board meeting.”  After some discussion, a Motion to initiate legal action to place a lien on the property for the unpaid dues and interest was made by Dave Bolden and seconded by Dick Lear.  The Motion passed unanimously.  The Treasurer will be directed to initiate such action. 

B.     Marina Gate:  In Jack Perrigo‘s notes to the Board he laid out three options to consider: 

1.   Replace the circuit board (cost about $150 for a refurbished or $650 for a new.)

2.      Replace all the guts so that all the operating parts of the gate are new - $4000.

3.      Replace the gate at a cost of $9000.

After lengthy discussion of the various options, review of the past efforts to repair the     existing gate and the lack of detail of options 2 & 3. A Motion was made by Donna Bobbish and seconded by Dave Bolden to delay action on a final decision until the March 4, 2012 Board meeting when Jack could provide the Board with sufficient details of repair/replacement and warranty information.  In the interim, the Board authorized the Property Manager to spend up to $300 for purchase and installation of a refurbished circuit board, with the stipulation that the circuit board be installed and tested prior to the next Board meeting.  The Motion was approved unanimously. 

C.     Tara Woods entry landscaping:  Board members expressed their satisfaction with the landscaping effort to date, however in view of the Property Manager’s absence the Board chose to defer this item until the next meeting when Jack could provide more detailed information on the project. 

New Business: 

A.    TWPOA 2012 Budget:  Although absent, Jack Perrigo in his notes to the Board, recommended using the 2011 Budget as a template in establishing the Budget for 2012.  He also recommended keeping the Association dues at $340.  Following a review of the past years financial statement, the Board agreed with the Treasurer’s recommendations.  A Motion was made by Dick Lear and seconded by TJ Shrestha to adopt Jack’s recommendations and keep the Association dues at $340.  The Motion was approved unanimously. 

B.  Election 2012:   Dave Bolden stated that it is time to begin the process of electing members to the Association’s Board of Directors.  There are three positions that need to be filed this election year; each will be for three (3) year terms. The three year terms currently held by Donna Bobbish, Bart Cameron and Jim Holland expire this year, 2012.  Nomination Forms will be mailed Monday, January 23, 2012. Nominations for the positions should be returned to the Association Secretary at the address shown no later than Friday, February 24, 2012.  No more than three names may be submitted as nominees for each lot owned. 

David R. Bolden

Secretary, TWPOA

8618 Canterbury Drive

Annandale, Va. 22003

Association members in good standing, who receive at least three (3) nominations, will be listed on the ballot.  Incumbents are eligible to run for re-election if nominated and members may also nominate themselves.  The 2012 Election Schedule is provided as Attachment B. 

C. TWPOA Committee Recommendations for 2012:  Dave Bolden distributed the 2012 Committee Listing for 2012 for information.  (Attachment C).  It was noted by the Board that Jack Perrigo had indicated at the October 16, 2011 Board meeting that he would no longer serve as Treasurer and Property Manager due to a perceived conflict of interest which he had expressed several times in the past.  Jack is willing to serve in one or the other positions but not both. 

D. Winter Newsletter Articles Due:  TJ Shrestha requested that all articles for the upcoming newsletter be to the Newsletter Editor (Laura Shrestha) by 27 January to meet a publication goal of 29 January.    

Committee Reports: 

A.    Property Manager Report:  Marina  gate maintenance and entry landscaping were covered under Old Business.  No additional items were detailed in Jack Perrigo’s notes to the Board. 

B.  Architectural Committee:   Bart Cameron reported that he had approved one request to landscape Lot 11.  No other requests have been received. 

         C.  Safety Committee:  Bob Wilson was not present.  No items to present. 

D.  Boat Slip Management Committee Auction:  Larry Katz stated that there had been no requests for an auction, but there had been an inquiry from Lot 31.  TJ Shrestha asked if there were any spare boats slips available and if they could be rented by a property owner.  Larry Katz responded that there were a few spare boats slips available.  The Boat Slip Management Committee was requested to address the slip rental issue at the next meeting with recommendations on how to proceed. 

Comment by Members: 

A.    Scott Perkins asked if the boat slip numbering material had  been acquired and when would they be installed. Scott also inquired what remaining work was required to complete the dock maintenance.  Dave Bolden responded that funds had been provided for the purchase of numbering material but he did not know if it was in hand.  Dave added that he would put that on the agenda for the next meeting along with work party scheduling to complete the required maintenance. 

Comment by the Board: 

A.  The question of boating safety and operator certification was raised by TJ Shrestha.  Dave Bolden said that he would republish the previous Newsletter article that describes the state requirements and provided links to several sites that offer courses. 

Donna Bobbish reminded everyone of the next Board of Directors Meeting; Sunday, March 4, 2012, 1:00 pm at Rouzie’s Chapel.

Attachment A 

 Attachment B

TWPOA Election Schedule 2012 

In the upcoming election there are 3 Directors whose terms end:  Donna Bobbish, Bart Cameron, and Jim Holland.  We will be voting on 3 Directors this year. 

Election Schedule:  

Mail Nomination Ballots:                                            January 23, 2012 (Monday) 

Nomination Deadline:                                                 February 24, 2012 (Friday) 

Notify Nominees:                                                       March 2, 2012 (Friday) 

Send out Ballots:                                                        March 5, 2012 (Monday)  

Deadline for returning Ballots:                                   April 6, 2012 (Friday) 

Count Ballots:                                                             April 11, 2012 (Wednesday) 

Transition Board Meeting:                                          April 15, 2012 (Sunday) 

Annual Meeting:                                                         May 19, 2012 (Saturday) 

(All dues must be paid NLT 1 March) 

 Attachment C                                                                                  

TWPOA Committees  (2012- 2013) 

Architectural Review, Evaluation and Environmental 

            Bart Cameron              Donna Bobbish      

Election 

            Maryhelen Perrigo       Elaine Ellis       Nancy Lear        Chris Rutledge           Kathy Goldbeck  

Book Audit 

            Jim Duke         Dick Lear         Jack Perrigo 

Liaison, LACA, other POA, Louisa Activities 

            Jack Perrigo 

Community Activities (Annual Meeting, 4^th July Parade and Picnic, Pot Luck Dinner, etc)           

            Maryhelen Perrigo       Nancy Lear 

Boat Slip Management 

            Larry Katz       Scott Perkins    Dick Lear  

Community Safety 

            Bob Wilson 

Newsletter 

            Laura Shrestha 

Property Manager 

            Jack Perrigo  

Web Master 

            Dick Lear

Committees previously listed but recommended as no longer necessary: 

             Planning and Program

             Waterways, Shoreline, Safety and Environmental

             Annual Picnic

             Beautification and Community Improvement

             Boat Slip Rebuilding       

TWPOA Board Meeting

October 16, 2011

TWPOA Pavilion

Subject:  Memorandum for the Record in lieu of minutes for the October 16, 2012 Board of Directors meeting. 

The following Board members were present:  Donna Bobbish, Dave Bolden, Dick Lear, and Jack Perrigo.  

A quorum of five Directors is required to be present to transact business legally.  That was not achieved, therefore no motions were made and no votes were taken at the October 16, 2011 meeting.  All action items on the October agenda including the approval of the Minutes for the August 14, 2011 Board meeting will be carried forward to the next meeting on January 8, 2012 to be held at Rouzie’s Chapel at 1:00 pm. 

The following items were presented for discussion only and will be addressed at the January meeting: 

           Treasurer’s Report:  Jack Perrigo reviewed the October 10, 2011 report (Attachment A) commenting on action taken to renew the Association’s Certificates of Deposit that have come due or are pending renewal in the near future.  Jack also advised that the one lot delinquent in the past two years dues had paid the 2010 dues owed.   The 2011 dues remain unpaid and legal procedures will be discussed at the January meeting. 

           October Newsletter:  Dave Bolden noted that articles for the October newsletter were due to the editor, Laura Shrestha, ASAP.  Laura will be putting out a call for articles this coming week. 

           2012 Elections:  Dave Bolden discussed the upcoming 2012 elections and noted that the positions for Donna Bobbish, Bart Cameron and Jim Holland expire this year.   

           Architectural Committee Chairman:  Dave Bolden indicated that he had talked with Bart Cameron, current chairman of the Architectural Committee, since his home was for sale.  Bart has agreed to continue as chairman until such time as his home is sold.  Bart indicated that he would gladly work with his perspective replacement to familiarize his successor with the requirements/procedures. 

          Community Yard Sale/Kayak Storage Racks:  These two subjects will be withdrawn from the Agenda due to lack of interest/support. 

          Marina Gate:  Jack Perrigo provided updates on the marina gate issue.  Jack has received an estimate to completely rebuild the gate as well as a second estimate to replace the gate.  Neither estimate was considered to have sufficient detail for a Board decision.  Jack indicated that he would contact the two parties to obtain needed information and present that to the Board at the January meeting. 

Tara Woods Entry Landscaping:  Jack stated that he has not received a landscaping proposal to refurbish the entries to Tara Woods from the contractor he had contacted.  He will contract the contractor with the intention of having the complete proposal available at the January meeting.  In discussing the “Curb Appeal” of Tara Woods, the issue of deteriorated fences was raised concerning Lots 47 and 48.  Jack indicated that he would prepare letters to the respective home owners. 

           Work Parties:  Scott Perkins (Only property owner attending the meeting other than the Board) raised the issue of Working Parties to complete the pier upgrade and numbering.  Jack Perrigo said that he would need about 3-4 people to assist in completing the work and would look to schedule a work party at the end of October. 

           POAVA Meeting:  Jack Perrigo discussed his attendance at the latest POAVA Meeting.  The discussion centered on POAVA’s establishment of “Complaint Procedures” which has taken the organization two plus years of working out implementation instructions.  Eventually, TWPOA will have to establish local procedures for issues that arise.  However, detailed information and guidance will be needed from POAVA. 

           The next  meeting will be Sunday, January 8, 2012 at Rouzie’s Chapel UMC at 1:00 pm

TWPOA Board Meeting

August 14, 2011

TWPOA Pavilion

Donna Bobbish called the meeting to order. 

Seven Directors were present:  Donna Bobbish, Dave Bolden, Jim Holland, Dick Lear, Jack Perrigo, TJ Shrestha and Bob Wilson.  

Two Directors were absent: Bart Cameron and Cherish Dahm.  No Proxies were received.  

Approval of the Agenda: 

            Donna Bobbish asked if there were any changes to the Agenda.  No changes were proposed. A motion was made Jack Perrigo and seconded by Dick Lear to approve the Agenda.  The Agenda was approved unanimously. 

Approval of the Minutes from the June 12, 2011 Board Meeting: 

Donna Bobbish asked is if there were any changes to the June 12, 2011 Minutes.   Jack Perrigo requested that a correction be made to the third sentence of the Treasurer’s Report to read “Jack stated that he had written checks for $100 each to Lake Anna Rescue Squad, Bumpass Fire Department and LACA.”   A Motion was made Jack Perrigo and seconded by Dave Bolden to approve the Minutes as amended. The June 12, 2011 Minutes were approved unanimously. 

Reports: 

Treasurer’s Report:  Jack Perrigo reviewed the TWPOA Financial Summary as of August 3, 2011 (Attachment A).  He noted that Lot 10 was foreclosed and delinquent dues for 2010 was prorated from the date of foreclosure and the 2011 dues was paid in full.  He indicated that he was still waiting to receive the mowing fees that were due but noted that since we initiated the mowing that the lot has been taken care of on a regular basis.  Jack then discussed the Association’s Certificates of Deposit that were coming of age in the immediate future.  He advised the Board that the interest earned on the old rates would be far more than renewing the CD’s at the current low interest rate.  Jack is considering combining all three CD’s into one investment.  A Motion was made by Dave Bolden and seconded by Bob Wilson to approve the Treasurer’s Report.  The Treasurer’s Report was approved unanimously. 

Old Business: 

A.    Unpaid Association Dues:  Jack Perrigo reviewed the circumstance surrounding the second delinquent lot that owes dues for 2010 and 2011.  Jack stated that he had been in contact with the owner as recently as yesterday and was expecting payment of the 2010 delinquent dues by Wednesday August 17, 2011.  Jack discussed the advantages/disadvantages between several options in pursuing payment.  Past history has shown each method; be it liens, foreclosure or non-judicial sale, has it’s disadvantages and could be very costly to the Association.  Jack then made the following Motion that was seconded by Dick Lear. “ I Motion to place liens for 2010 and 2011 dues in September 2011 on one property.  If the property owner pays the 2010 due in August, no liens will be filed.  However, the Board will reconsider placing a lien on the property for the 2011 dues, if still unpaid, at the October 2011 Board meeting.”  The Motion passed unanimously.

B.     Memorial Day Complaint:  Donna Bobbish raised the issue having been unfamiliar with the incident in question.  Jack Perrigo, who had initially received the report, provided an overview of the complaint.  After considerable discussion, Donna emphasized that the matter was covered by Louisa County Ordinances and should be referred to the Louisa County Sheriff’s Department who has jurisdiction.  The Tara Woods Property Owners Association, Board of Directors has no authority in matters of this nature.  Jim Holland expressed concern that the Sheriff’s Department had no Jurisdiction concerning disposal of waste materials and trash into the lake.  He questioned what authority covered the water portion of the complaint.  Jim indicated that he would research the matter and write an article for the next newsletter.  Donna indicated that she would write an article for the newsletter as to when to call the “Board”.  Often, complaints of this nature, reported to the “Board” who has no authority in the matter, only result in delays in eventual resolution. 

C.      Work Parties:  Jack Perrigo stated that the scheduling of working parties to finish the dock had been postponed due to the extreme heat.  He said that he would wait until September/October before moving forward with a work party schedule. 

D.      Community Yard Sale:  Bart Cameron was absent due to illness and no report was received. 

E.       4^th July Parade & Picnic:  Jack Perrigo reported that the Annual parade and picnic was a success although attendance this year was less than in the past several years.  The question was raised concerning next year’s parade and picnic since July 4, 2012 comes on a Wednesday.

Generally the Tara Woods Parade and Picnic are held on the same day as the fireworks.  At this time, it was uncertain when the fireworks would be scheduled.  As soon as the information is available the information will be provided.  

New Business: 

A.    Proposed Newsletter Schedule:  Dave Bolden introduced our new Editor for the TWPOA Quarterly Newsletter, Laura Shrestha.  Dave referred to the Proposed Newsletter Scheduled he had drafted and noted that he had keyed Quarterly Newsletter publication to significant events that occur in the TWPOA schedule of events/meetings.  It was agreed that the Newsletter would be published quarterly at the end of January, April, July and October.  Submission of articles for the newsletter should be forwarded to Laura (lshrestha@cox.net) no later than a week before publication date. 

B.  Kayak/Canoe storage racks:  Postponed until the October Board meeting.  TJ Shrestha will investigate design plans and options. 

Committee Reports: 

A.    Property Manager Report:  Jack Perrigo reported that he had contracted to have one piling replaced and eight loose pilings reset.  The work has been completed.  Jim Holland raised the issue of whether bids had been requested.  Jack responded in the negative and stated that it has been extremely difficult to get anyone out to even look at the job.  We didn’t know exactly how many posts needed to be reset so the contractor proposed to charge us based on time and material.  This is an unusual case and we normally get firm bids for work.  Once the bill is received, Jack will review the charges to ensure they are equitable for the amount of time spent on the job.  He will report the cost to the board as soon as it is available. 

Jack acknowledged that the Gate to the Marina was again inoperative.  Having replaced three batteries and in the recent past he is looking at the charging system.  Jack will seek estimates to replace what appears to be a faulty charging system.  However, numerous concerns were expressed that a new gate system may be the more economical route since the gate has been non-operational for a large majority of the summer.  It has been noted that unauthorized persons are using the Tara Woods Marina.  Jack commented that the gate is worth repairing and that a new gate could cost $15,000.  

B.  Architectural Committee:  Bart Cameron reported that he had approved a request on Lot 26 for        a new roof on August 12, 2011. 

C.  Safety Committee:  Bob Wilson mentioned the Boat/PWC Operators requirement that was    addressed in the Summer Newsletter.  He also mentioned the safe operation of golf carts, especially by children.  He will prepare a newsletter article for the next publication. 

D.  Boat Slip Management Committee Auction:  Larry Katz/Scott Perkins reported that there would be a boat slip auction held after the meeting today.  Larry advised that another lot is being sold that has a Category III slip.  The new owner would be assigned the Category III slip and would have the opportunity to up grade the slip at a future auction. 

Comment by Members: 

A. Scott Perkins emphasized the need to have the numbering materials on hand to install as soon as the work is done on the dock fascia.  He stressed that the new slip numbers would help eliminate confusion that still exist with the old and new numbering system.  

Comment by the Board: 

A.  Donna Bobbish stated that she had been contacted by the Central Virginian newspaper concerning an article they were interested in doing regarding home owners associations in the area.  She stated that if the Board approved, she would contact the paper and set up the meeting for 30 minutes before the next meeting.  That the reporter would only be present prior to the meeting for Board interviews would not attend the meeting itself.  The Board agreed.

B.  Dick Lear referred to the article in the Summer Newsletter concerning the state requirement to have septic tanks pumped every five years.  He noted that the State of Virginia is pressuring counties to monitor the five year pumping requirement. 

Donna Bobbish reminded everyone of the next Board of Directors Meeting; Sunday, October 16, 2011, 1:00 pm at the pavilion. 

A motion was made by Dave Bolden and seconded by Dick Lear to adjourn the meeting.  Motion passed unanimously.

Attachment A

TWPOA Board Meeting

June 12, 2011

TWPOA Pavilion

Dick Lear called the meeting to order.

Seven Directors were present: Dave Bolden, Bart Cameron, Jim Holland, Dick Lear, Jack Perrigo,

TJ Shrestha and Bob Wilson.  

Two Directors were absent: Donna Bobbish and Cherish Dahm.  No proxies were received.  

Approval of the Agenda: 

Dick Lear asked if there were any changes to the Agenda.  Bart Cameron proposed that “Community Yard Sales” be added to the Agenda under New Business. A Motion was made by Jack Perrigo and seconded by Bart Cameron to approve the Agenda as amended.  The Agenda as amended was approved unanimously.  

Approval of the Minutes from the April 10, 2011 Board Meeting: 

Dick Lear asked is if there were any changes to the April 10, 2011 Minutes.   No changes were proposed.  A Motion was made Jack Perrigo and seconded by Dave Bolden to approve the Minutes. The April 10, 2011 Minutes were approved unanimously. 

Approval of the Minutes from the May 14, 2011 Annual Board Meeting: 

Dick Lear asked is if there were any changes to May 14, 2011 Minutes.   No changes were proposed.  A Motion was made Jack Perrigo and seconded by Bob Wilson to approve the Minutes. The May 14, 2011 Minutes were approved unanimously. 

Reports:

Treasurer’s Report:  Jack Perrigo used the previous May 6, 2011 Treasurer’s Report.  Jack reviewed the several actions that had taken place since the May 14, 2011 Annual Membership Meeting.  Jack stated that he had made $100 donations to Lake Anna Rescue, Bumpass Fire Department, and LACA Fireworks.  He added that a total of $290 had been expended for gate repairs.  There are two lots that remain unpaid for both 2010 and 2011 Annual Dues.  One of the lots was foreclosed on last August.  The company supervising the foreclosure asked for documentation of unpaid dues and other fees.  The documentation was sent and the representative said that they would pay a prorated portion of the dues and late fees for 2010 and pay the full amount for the 2011 dues and fees.  The second lot was the subject of discussion concerning what legal action should now be taken.  Jack indicated that he would initiate the appropriate letters to the delinquent property owner advising the Board’s intent to begin legal action to place a lien on the property unless payment is received within thirty days. 

Old Business: 

A.    Revised 2011-2012 Meeting Scheduled:  Dave Bolden reviewed the 2011-2012 Meeting Schedules and noted that the January and March meetings would be held at Rouzie’s Chapel United Methodist Church vice the LARS Building. 

B.     Newsletter Editor:  Dick Lear announced that Laura Shrestha had volunteered to be our new editor.  The next Newsletter will be published in late July. 

C.     Working Parties:  Jack Perrigo stated that he had not designated a scheduled work day yet because of the extremely hot weather.  He said that he would get the required materials together and schedule a date and time in the immediate future. 

D.    4^th July Parade/Picnic (2 July):  Dick Lear reminded everyone of the community event on 2 July and advised that Parade participants would form up beginning at 11:00 am at Jack Perrigo’s Lot 24 and that the Parade would get underway at 12 noon. 

New Business: 

A.     Gift for Departing Board Member Russell Smith:  Dick Lear noted that typically we give a $50 gift certificate to one of our local restaurants to the departing Board members.  However, since Russ has already departed the area it might be more appropriate to mail a $50 gift card to him.  A motion was made by Jim Holland and seconded by Dave Bolden to purchase a $50 gift card and forward it to Russ. The Motion was approved unanimously. 

B.     Community Yard Sale:  Bart Cameron stated several property owners in the Tara Woods community had had individual yard sales in the past and proposed that the Board consider having a community yard sale.  Bart suggested that those interested could participate from their own home rather than bring individual items to a central location.  It was further suggested by TJ Shrestha that individuals with items to sell, but not wanting to participate, could donate their items to the Association and any funds resulting from such a sale would be donated to the Association. It was generally agreed that cost for advertisement would be minimal and a trial community yard sale in the fall might be beneficial to all.  Bart was asked to develop the suggestion further and present his recommendation at the August meeting. 

Committee Reports:  

A.    Property Manager Report:  Jack Perrigo reported that several of the pilings at the marina were loose and needed to be reset.  Jack indicated that he would get estimates for the work.  Jack also stated that he would seek estimates for landscape work that could be done to enhance the entrance signs to Tara Woods.  Most of the existing bushes and trees have grown over the years and need to be replaced with smaller bushes and trees that would not grow to obscure the entry signs.  Jack will seek estimates and present options to the Board for work this fall. Jack advised the Board that he had received a complaint from a property owner concerning loud, boisterous behavior during the Memorial Day weekend.  Information concerning the complaint was taken by Dick Lear and will be forwarded to the Association President for appropriate action.  

          B.  Architectural Committee:  No request has been received. 

C.  Safety Committee:  Nothing to Report. 

D.  Boat Slip Management Committee:  There had been a request for a boat slip auction following today’s meeting.  However, that request has been withdrawn and there will be no auction today.  TJ Shrestha raised a question regarding the installation of kayak/canoe racks at the marina.  He indicated that the storage racks would be on land and not take up pier space.  TJ also suggested that the BSMC/Board could establish a rental fee for seasonal use of the racks.  TJ was asked to e-mail his suggestions to the BSMC for consideration. 

Comment by Members: 

None present 

Comment by the Board: 

Jim Holland mentioned that he had been approached by an unspecified party to place an internet relay antenna on his roof.  Such an antenna would provide line-of-sight connection to the internet.  Jim will provide contact info for those interested. 

Dave Bolden stated that he had observed a large number of beer cans drifting into the cove off Lots 50 thru 53 during the Memorial Day weekend and reminded individuals to dispose of the trash properly. 

Dick Lear reminded everyone of the next Board of Directors Meeting would be held at the pavilion Sunday, August 14, 2011 at 1:00 pm. 

A motion was made by Jack Perrigo and seconded by Dave Bolden to adjourn the meeting.  Motion passed unanimously.

TWPOA Board Meeting

April 10, 2011

TWPOA Pavilion 

Donna Bobbish called the meeting to order. 

Six Directors were present:  Donna Bobbish, Cherish Dahm, Jim Holland, Dick Lear, Jack Perrigo, and Bob Wilson.  

Three Directors were absent:  Dave Bolden, Bart Cameron and Russ Smith.  One Proxy was received.  

Approval of the Agenda: 

Donna Bobbish asked if there were any changes to the Agenda.  No changes were proposed. A Motion was made by Cherish Dahm and seconded by Dick Lear to approve the Agenda.  The Agenda was approved unanimously. 

Approval of the Minutes from the March 6, 2011 Board Meeting: 

Donna Bobbish asked is if there were any changes to the March 6, 2011 Minutes.   No changes were proposed.  A Motion was made Jack Perrigo and seconded by Cherish Dahm to approve the Minutes. The March 6, 2011 Minutes were approved unanimously. 

Reports: 

Treasurer’s Report:  Jack Perrigo reported that as of April 5, 2011 the receipts are $25,996.30 and disbursements are $3,967.12.  As of this report 3 members have not paid the dues.  One member paid the dues after April 5^th leaving two lots unpaid for both 2010 and 2011.  One lot was foreclosed on last August.  The company supervising the foreclosure asked for documentation of unpaid dues and other fees.  The documentation was sent and the representative said that they would pay a prorated portion of the dues and late fees for 2010 and pay the full amount for the 2011 dues and fees. 

A Motion was made Dick Lear and seconded by Donna Bobbish to approve the Treasurer’s Report. The Motion was approved unanimously.  (Attachment A) 

Old Business: 

A.    Working Party Schedule for Dock Repair:  Jack Perrigo led the discussion.  April 17^th at 1:00 pm was selected for the next work party to install trim on the docks.  (Volunteers:  Scott Perkins, Jim Duke, Dick Lear, Jim Holland, and Jack Perrigo participated.) 

B.  Website Privacy/Security:  Donna Bobbish asked if we could use a secure webpage.  Dick Lear said that it could be done, but he does not know how to do it. 

New Business: 

A  Introduction of new Directors:  Donna Bobbish welcomed the newly elected Board members – Cherish Dahm, Jack Perrigo and TJ Shrestha.  There were 27 ballots.  One was not signed and therefore not counted. 

B.  Election of Officers:   

President:  Dick Lear nominated Donna Bobbish. Jack Perrigo seconded the nomination.  The vote was unanimous. 

Vice President:  Jack Perrigo nominated Dick Lear. Donna Bobbish seconded the nomination.  The vote was unanimous. 

Secretary:  Donna Bobbish nominated Dave Bolden. Dick Lear seconded the nomination.  The vote was unanimous. 

Treasurer:  Donna Bobbish nominated Jack Perrigo. Cherish Dahm seconded the nomination.  The vote was unanimous. 

B.     Meeting Schedule for 2011 – 2012:  Maryhelen Perrigo presented the draft Meeting  Schedule  for 2011-2012 (included in meeting handout) for review and comment.  A Motion was made by Dick Lear and seconded by Donna Bobbish to approve the 2011 – 2012 Meeting Schedule as drafted.  The Schedule was approved unanimously.  Subsequently, the Board decided to hold the winter meetings (January and March) at Rouzie’s Chapel.  (Attachment B) 

C.  Directors sign “Action without Meeting” form:  Maryhelen Perrigo requested that the new Board meet with her after the meeting today to sign the required form. 

D.  Boat Slip Auction following today’s meeting:  Scott Perkins reported that no auction had been requested. 

Committee Reports: 

A.  Property Manager Report:  Jack Perrigo advised that the gate to the marina was acting up again.  A new battery was installed but is not holding a charge.  Two property owners have asked for fence materials.  There are three property owners who need a lot of rails.  Three dead trees were removed at a cost of $300 ($100 per tree to cut down and haul away).  Roger Brogan was hired to do the tree work.  I plan to ask him to remove more trees when we decide what to do for the entrance features. 

          B.  Architectural Committee:  No report. 

C.  Safety Committee:  Bob Wilson reported that the picnic table has a broken leg and needs repair. 

          D.  Boat Slip Management Committee:  No report. 

E.  Newsletter:  Anne Fernandez, our current editor, departing Tara Woods and a volunteer is needed. 

Comment by Members: 

A.    None 

Comment by the Board: 

A.  None 

Donna Bobbish reminded everyone of the next Board of Directors Meeting (Annual Meeting) would be held at the pavilion Saturday May 14, 2011 at 10:00 am. 

A motion was made by Jack Perrigo and seconded by Cherish Dahm to adjourn the meeting.  Motion passed unanimously.

TWPOA Financial Summary as of April 5, 2011

Attachment A

TWPOA Meeting Schedule 2011-2012 

Annual Membership Meeting                 Saturday, May 14, 2011 at TWPOA Pavilion at 10:00 am

Board Meeting                                    Sunday, June 12, 2011 at TWPOA Pavilion at 1:00 pm

Board Meeting                                    Sunday, August 14, 2011 at TWPOA Pavilion at 1:00 pm

Board Meeting                                    Sunday, October 16, 2011 at TWPOA Pavilion at 1:00 pm

Board Meeting                                    Sunday, January 8, 2012 at Rouzie’s Chapel at 1:00 pm

Board Meeting                                    Sunday, March 4, 2012 at Rouzie’s Chapel at 1:00 pm

Board meeting                                    Sunday, April 15, 2012 at TWPOA Pavilion at 1:00 pm

Annual Membership Meeting                 Saturday, May 19, 2012 at TWPOA Pavilion at 10:00 am 

July 4^th Celebration will be on Saturday, July 2, 2011.   

Directions to Rouzie’s Chapel:  As you exit Tara Woods turn left on Kentucky Springs Road.  Go about 5 miles to the stop sign and turn left on to Bumpass Rd.  Go about 3 miles to the stop sign and turn left on Green Bay Rd, Rouzie’s Chapel is 1 mile on the left. 

Attachment B

Board of Directors Minutes 2010-2011 - Donna Bobbish, President

TWPOA Board Meeting

March 6, 2011

Lake Anna Rescue

Donna Bobbish called the meeting to order. 

Eight Directors were present:  Donna Bobbish, Dave Bolden, Bart Cameron, Cherish Dahm, Jim Holland, Dick Lear, Jack Perrigo, and Bob Wilson.  

One Director was absent:  Russ Smith.  No Proxies were received.  

Approval of the Agenda: 

Donna Bobbish asked if there were any changes to the Agenda.  No changes were proposed. A motion was made by Jack Perrigo and seconded by Dave Bolden to approve the Agenda.  The Agenda was approved unanimously. 

Approval of the Minutes from the January 9, 2011 Board Meeting: 

Donna Bobbish asked if there were any changes to the January 9, 2011 Minutes.   Jack Perrigo proposed the following paragraph be added to the January 9^th Minutes to provide an explanation for the Board decision in lowering the dues. “The Board based their decision on our past disbursements, operating fund history, and new 2010 Reserve Study.  The Reserve Study done by ETC (Engineering and Technical Consultants) estimated an annual contribution of $10,966.00.  Our current annual reserve contribution is $7120.00.  The contractor used the $7120 in his cash flow analysis and based on this analysis, the Board decided to lower the dues.  It is important to note that the cash flow analysis went out to 2030 and included replacement of everything except the pavilion.  In 2029, we would still have a reserve balance of over $50,000. and only have about $20,000 worth of projects to complete.  Consequently, the Board decided that the annual contribution of $10,966 was excessive and opted to follow the cash flow analysis.  We will still use the ETC’s estimated values and useful life estimates”.   After a brief general discussion the Board agreed to include the proposed explanation.  A Motion was made by Bart Cameron and seconded by Jack Perrigo to approve the Minutes as amended.  The January 9, 2011 Minutes were approved unanimously.  The underlined explanation is to be inserted in the paragraph titled TWPOA 2011 Budget, following the forth sentence reading “This is a reduction of $30 per year.” 

Reports: 

Treasurer’s Report:  Jack Perrigo reviewed the Fiscal Summary as of 4 March 2011 (Attachment A).  He indicated that 8 Lots had not paid their dues, but he expected to receive payment from most in the near future.  Jack stated that two of the delinquent lots were carryovers from the previous year placing those Lots two years in arrears.  Jack also advised that he had received a query from a person representing that he holds the financing contract for a property inquiring if the dues for that property had been paid.  Jack raised the question of privacy concerning disclosure of such information.  Donna Bobbish observed that the inquiry involved a private business transaction between two people and expressed concern about the Board becoming involved.  Following discussion by the Board, it was decided that Jack’s response to the inquiry would advise the requesting individual that the information would not be released due to privacy considerations.  Jack stated he would make that notification.  Jack discussed the interest rates on the CD’s indicating that renewals of the CD’s would be at a lesser interest rate than in the past.  Jack noted that the amount owed in the Boat Slip Fund had been reduced due to the January auction of a slip.  Larry Katz pointed out an error in computation which Jack immediately corrected bringing the balance owed to $3590.58.  A Motion was made by Jim Holland and seconded by Dave Bolden to approve the Treasurer’s Report as amended to reflect the correct Boat Slip Fund (items 66-69).  The Motion passed unanimously.

Old Business: 

            A.  Fiscal Oversight – Internal Controls/Process & Procedures:  Jack Perrigo stated that he normally requested Board approval before spending Association funds. However, he felt that further safeguards would be appropriate.  He acknowledged that the law required that associations have a Fidelity Bond, which TWPOA has in place. Jack recommended that two separate individual be tasked to reconcile each Financial Summary against bank documents.  To this end, a Motion was made by Jack Perrigo and seconded by Donna Bobbish that the President and Vice President will review each Financial Summary and verify that the bank balances reported agree with bank documents.  The Treasurer will request permission from the board to write any check over $500.  Any item, specifically in the budget does not require such approval (e.g. Insurance).  The Motion passes unanimously.   

            B.  Election 2011 Update:  Dave Bolden stated that the 2011 Ballots had been mail out.  That there were three candidates on the ballot for the three open Directors positions.  Dave reminded everyone that ballots were due back by Thursday, March 31, 2011 and that ballots would be counted on Monday April 4, 2011 at the pavilion beginning at 10:00 am.  Dave advised that Dick Lear was the addressee on the ballot return envelopes and that Dick would be conducting the ballot count in view of his (Dave’s) non-availability from late March through the 12^th of April.  Dave also commented that out of the 77 lot owners only 12 had responded to the nomination request.  He was hopeful that there would be a larger percentage of responses for the actual ballot process. 

New Business: 

            A  Boat Slip Auction immediately following today’s meeting:  Larry Katz stated that there had been no request for an auction. 

Committee Reports: 

            A.  Property Manager Report:  Jack Perrigo stated that he had forwarded a request for slip reassignment he had received to Larry Katz.  Larry indicated that one property owner had requested a temporary reassignment until repairs were made to the slip he was assigned.  Larry indicated that there were provisions in the Boat Slip Management Committee Charter for such events and that a temporary reassignment wound be made.  The Board agreed.  Larry will notify the requesting property owner. 

            B.  Architectural Committee:  Bart Cameron reported that he had received and approved one request for construction of a two car garage on Lot 27/28. 

            C.  Safety Committee:  Bob Wilson stated there was nothing to report. 

            D.  Boat Slip Management Committee:  Larry Katz/Scott Perkins.  As discussed above under Property Manager’s Report.  

Comment by Members: 

            A. Scott Perkins recommended the Property Manager establish work parties to complete the necessary repairs and finish decking to the dock prior to the Memorial Day weekend.   Jack stated he would send out a notice requesting volunteers to complete the work.  Scott raised a question concerning the purchase of slip numbers to complete the new slip numbering system.  Dave Bolden responded that money had been approved in the past for the purchase of the required material and that the Property Manager would arrange for the procurement. 

Comment by the Board: 

A.  None. 

Donna Bobbish reminded everyone of the next Board of Directors Meeting; Sunday, April 10, 2011, 1:00 pm at the pavilion.  

A motion was made by Cherish Dahm and seconded by Dave Bolden to adjourn the meeting.  Motion passed unanimously. 

Respectfully Submitted, David Bolden, Secretary 

Approved, Donna Bobbish, President 

                                                                                   Attachment A

TWPOA Board Meeting

January 9, 2011

Lake Anna Rescue

 TWPOA Election Schedule 2011

 In the upcoming election there are 3 Directors whose terms end:  Jack Perrigo, Cherish Dahm, and Russell Smith.  We will be voting on 3 Directors this year.

Election Schedule:

Mail Nomination Ballots:                                            January 21, 2011 (Friday)

Nomination Deadline:                                                 February 25, 2011 (Friday)

Notify Nominees:                                                       March 2, 2011 (Wednesday)

Send out Ballots:                                                        March 3, 2011 (Thursday)

Deadline for returning Ballots:                                   March 31, 2011 (Thursday)

Count Ballots:                                                             April 4, 2011 (Monday)

Transition Board Meeting:                                          April 10, 2011 (Sunday)

Annual Meeting:                                                         May 14, 2011 (Saturday)

(All dues must be paid NLT 1 March)

                                                                                                                     Attachment C

TWPOA Committees

(2011- 2012)

Architectural Review, Evaluation and Environmental

            Bart Cameron              Donna Bobbish                       

Election

            Maryhelen Perrigo       Elaine Ellis       Nancy Lear         Betty Joe Spivey       Kathy Goldbeck         

Book Audit

            Jim Duke         Dick Lear         Jack Perrigo

Liaison, LACA, other POA, Louisa Activities

            Jack Perrigo

Community Activities (Annual Meeting, 4^th July Parade and Picnic, Pot Luck Dinner, etc)

            Maryhelen Perrigo       Nancy Lear      Betty Joe Spivey

Boat Slip Management

            Larry Katz       Scott Perkins    Dick Lear (13 June 2010)

Community Safety

            Donna Bobbish                        Bob Wilson

Newsletter

            Anne Fernandez

Property Manager

            Jack Perrigo    

Web Master

            Dick Lear

___________________________________________________________________________________

 Committees previously listed but recommended as no longer necessary:

             Planning and Program

             Waterways, Shoreline, Safety and Environmental

             Annual Picnic

             Beautification and Community Improvement

             Boat Slip Rebuilding                                                                                                   Attachment D

TWPOA Board Meeting

October 17, 2010

TWPOA Pavilion

Dick Lear called the meeting to order.

Six Directors were present:  Dave Bolden, Bart Cameron, , Jim Holland, Dick Lear, Jack Perrigo, and Bob Wilson.

Three Directors were absent:  Donna Bobbish, Cherish Dahm and Russell Smith.  No proxies were received.

Approval of the Agenda:

Dick Lear asked if there were any changes to the agenda.  No changes were proposed.  A motion was made by Dave Bolden            and seconded by Jack Perrigo to approve the Agenda. The Agenda was approved unanimously.

Approval of the Minutes from the September 12, 2010 Board Meeting:

Dick Lear asked if there were any changes to the September 12, 2010 Minutes.  No changes were proposed.  A motion was made by Jack Perrigo and seconded by Bart Cameron to approve the minutes.  The September Minutes were approved unanimously. 

Reports:

Treasurer’s Report:  Jack Perrigo provided a short update of the current Fiscal Summary dated September 30, 2010 (Attachment A). Since the Fiscal Summary was done less than three weeks ago Jack only noted the expenditure if $1500 to reseal the marina parking lot and drive. He noted that there were still two Lot owners that were in arrears in payment of their dues and indicated that he would address beginning formal action to place a lien on the property by the January 2011 Board Meeting.  Jack also commented that he had received a request from the owner of Lot #6 for return of his Performance Bond. The owner of Lot #6 has with drawn his plans for home construction.  A motion was made by Jack Perrigo and seconded by Dave Bolden to approve the return of the Performance Bond.  The Motion was approved  unanimously.

Old Business:

1. Reserve Study:  Jack Perrigo stated that he had received four proposals for the Reserve Study.  Jack had provided the Board members copies of the proposals prior to the meeting for their review. Jack also pointed out the there was no legal requirement to use an engineering firm and that lots of small communities do use an “In-House” study as he had learned at the latest POAVA meeting he had attended recently 

Jim Holland read into the record a letter (Attachment B) to the Tara Woods Property Owner’s Association Board of Directors expressing his concern of the use of an engineering firm to do the Reserve Study and the expenditure of Association funds for that purpose.  He proposed doing the Reserve Study “In-House” using estimates from contractors who would actually do the work vice the use of an engineering firm. Dave Bolden pointed out that this same discussion had occurred at the October 2009 Board Meeting and that the Board had voted to complete the 2010 Reserve Study using an engineering firm.  Dave indicated that he would e-mail the Board members a copy of the October 2009 Minutes.  He also advised that those Minutes could be found on the Association website.

After lengthy discussion, Jack Perrigo reviewed the four proposals that had been received and the merits of each.  Jim Holland then made a motion to look at the rationale of the prior Board’s decision to use an engineering firm to complete the Reserve Study at a cost of $2100 verses an “In House” Reserve Study.  Dick Lear asked for a second for the Motion. The Motion received no seconds and was therefore tabled.

 Further discussion ensued addressing the legal requirement to complete a Reserve Study every five years and the desire to complete such study to help guide the 2011-2012 Association budget decisions and Association dues assessment at the January 2011 Board Meeting. 

A motion was made by Dave Bolden and seconded by Jack Perrigo to proceed with the Reserve Study using ETC as the engineering firm for a $2100 estimate.  The motion received five votes approving the Motion (Dick Lear, Dave Bolden, Bart Cameron, Jack Perrigo and Bob Wilson.)  Jim Holland abstained.  The Motion passed. 

New Business:

A.  Fiscal Oversight Discussion:  Jack Perrigo stated that he felt that internal controls//Processes & Procedures needed to be set up to ensure that there was no room for fraud or theft.  He proposed that someone else, besides himself,  review and check the monthly bank statements, that specific authority be give in written approval by the Board for any expenditures over $500 and that there should be periodic review of documentation to oversee large expenditures in addition to the annual audit.  Jack was requested to draft written procedures for such Fiscal Oversight as discussed and present it for vote at the next Board Meeting on January 9, 2011.

B.  Meeting Schedule:  Dave Bolden reviewed the start times of the Board Meetings and past changes for meetings at the pavilion from 1:00 pm to 12:00 pm that occurred several years ago.  Dave pointed out that meeting occurring at 12:00 pm made it difficult or impossible for those that attended church to make the meeting.  A Motion was made by Dave Bolden and seconded by Jim Holland to set all meeting time, (at the pavilion or at LARS) to begin at 1:00 pm. The change to begin in January 2011.  The Motion passed unanimously.

Committee Reports:

A.    Property Manager’s Report:  Jack Perrigo stated that the asphalt drive and parking lot at the marina were scheduled to be resealed on Wednesday, October 20^th and that the drive and lot would be closed that day.  Jack also noted that some loose pilings at the marina would need to be re-driven next spring.  Jack recognized Jim Duke, Dick Lear, Jim Holland, Pete Stang and Scott Perkins for there volunteer efforts in helping to complete trim work on the dock.

B.     Architectural Committee:  Bart Cameron advised that there was nothing new to report.

C.     Boat Slip Management Committee:  Dick Lear stated that there was only one Lot owner present to participate in the auction on 15 August 2010.  That the Lot owner of Lot 65 entered the minimum bid for slip #21 and was awarded assignment to that slip.  That no other request for auction had been received.

D.    Safety Committee:  Bob Wilson presented a Power Point presentation (copy available on request via e-mail) that had been prepared by the Louisa County Department of Fire and EMS.  The presentation had been provided to the Board by e-mail prior to the Board meeting.  He noted that the topography of Tara Woods did not lend itself to the installation of a Dry Hydrant system.  However, he did note that the Fire Departments use of the Floating Dock System, which each truck carried, was an alternate solution.  The one factor needed to implement this existing asset was that emergency access through our marina gate for Fire Department vehicles was required.  Although discussed before, it was recommended that this be placed on a priority list for the Association for consideration in the 2011-2012 Budget.

Comment by Members:

None

Comment by the Board:

None

Dick Lear reminded everyone of our next Board Meeting; Sunday, January 9, 2011, 1:00 pm at LARS.   

A motion was made by Dave Bolden and seconded by Bob Wilson to adjourn the meeting.  Motion passed unanimously.

Attachment B

17 October 2010

From: Jim Holland, TWPOA Board Member

To: TWPOA Board of Directors

Subj: Reserve Study Costs

I take issue again, with funding a reserve study proposal to determine the life and expected costs of replacing Tara Woods Common Facilities (pier, pavilion, asphalt parking lot. This study does not have to be performed by an engineering firm although that is what the Board has decided to do.

These costs could alternately be determined by getting estimates from local contractors who would actually do the work to submit bids. Hiring an engineering firm at a cost of thousands of dollars cannot be justified. TWPOA money resources are not ours, they belong to the residents of our community (essentially tax payers in this case). I’ve seen estimates from engineering firms that submitted proposals for us that range from $2100 to well over $4000. If we selected even the lower bid, it would represent a tax of more than $25 per lot owner. I guarantee that if you asked each lot owner if they wanted to kick in $25 for a reserve study to be performed by an engineering firm, you would be lucky to get 25% of the membership to contribute.

These are tough economic times in which we live. We don’t need to add to the burden of an already heavily taxed citizenry.

Respectfully,

Jim Holland

TWPOA Board Member

TWPOA Board Meeting

September 12, 2010

TWPOA Pavilion 

Donna Bobbish called the meeting to order. 

Six Directors were present:  Donna Bobbish, Dick Lear, Jack Perrigo, Dave Bolden, Cherish Dahm and Jim Holland. 

Three Directors were absent:  Russell Smith, Bart Cameron and Bob Wilson.  No proxies were received. 

Approval of the Agenda: 

Donna Bobbish asked if there were any changes to the agenda.  No changes were proposed.  A motion was made by Dave Bolden and seconded by Dick Lear to approve the agenda.  The Agenda was approved unanimously. 

Approval of the Minutes from the June 13, 2010 Board Meeting: 

Donna Bobbish asked if there were any changes to the June 13, 2010 Minutes.  Dave Bolden made a motion and seconded by Dick Lear to amend the wording of the second sentence of paragraph two under the Treasure’s Report to read “A Motion was made by Jim Holland and seconded by Dick Lear to allow the Treasurer to shop around at other banks in order to get the best CD rates.”  A motion was made by Dick Lear and seconded by Jim Holland to approve the minutes.  The June Minutes, as amended, were approved unanimously. 

Reports: 

Treasurer’s Report:  Jack Perrigo provided all attendees the current Fiscal Summary (Attachment A) and reviewed each line item.  He noted that there were still two Lot owners that were in arrears in payment of their dues and indicated that he would address formal proposed action at the October meeting.  Jack also commented that he had received the required Performance Bond from Lot 6 owner for home construction but final plans had not been approved to date. 

Old Business: 

A.     Gate Replacement:  Jack Perrigo stated that the Marina gate was up and working and the cost of the repair totaled $409.01.  Jack recommended that the Association purchase a spare set of wear strips because the parts are hard to get due to the age of our installation.  Jack indicated that the estimated cost would be approximately $250.  The Board agreed that the purchase was a good investment to avoid future lengthy periods of repair or total gate replacement.  Jack further indicated that his stock of gate cards was in need of replacement soon and he addressed the purchase of a keypad entry system vice a card system.  Jack said he would investigate the cost benefit and address in next years budget.  Jack also brought up the need to install an emergency opening loop for the gate to allow fire trucks to have access when required to fill up their tank trucks.  Jack said he would look into the additional cost of this item and address in the next years budget. 

B.  Reserve Study:  Jack Perrigo stated that he had received only one proposal for the Reserve Study.  He felt the proposal was non- responsive and that the estimated cost would total approximately $6,000.00.  He has not heard from two other companies that he had submitted request.  Jack  

New Business: 

A.    Fiscal Oversight Discussion:  Jack Perrigo requested that the discussion be rescheduled for the next Board Meeting on 17 October 2010 

Committee Reports: 

A.    Property Manager’s Report:  Jack Perrigo stated that he would like to reseal the asphalt drive and parking lot at the marine before the cold weather sets in.  He indicated that he would seek estimates prior to the next meeting and present them for review t that time. 

B.     July Fourth Parade and Picnic:  Maryhelen Perrigo stated that the Parade and Picnic was a huge success again this year.  That $190 was collected from non-member food sales and the total cost for July 4^th food and decorations was 412.38.  She asked that anyone that would like to propose a theme for next year's event should submit their ideas to Nancy Lear or Maryhelen Perrigo. 

C.     Boat Slip Management Committee:  Scott Perkins stated that there was only one Lot owner present to participate in the auction on 15 August 2010.  That the Lot owner of Lot 65 entered the minimum bid for slip #21 and was awarded assignment to that slip. 

D.    Architectural Committee:  Due to Bart Cameron’s absence, the report was rescheduled for the 17 October Board meeting. 

E.     Safety Committee:  Due to Bob Wilson’s absence, the report was rescheduled for the 17 October Board meeting. 

Comment by Members: 

A.    Scott Perkins raised the issue of completing the final stages of the marina decking and the need to have the slips renumbering completed.  Jim Duke, Scott Perkins and Dick Lear volunteered to assist in the completion of the deck work and renumbering.  Work days will be coordinated by Jack Perrigo, the Property Manager. 

Comment by the Board: 

A.    Donna Bobbish noted that there have been several instances in the recent past that Lot owners have approached individual Board Members seeking resolution to individual issues.  In some cases, the issues are beyond The Board’s power and jurisdiction as set forth in the Tara Woods Covenants and By-Laws. Donna further commented that at each Board meeting there is time set aside for Tara Woods members  to address their concerns to The Board of Directors and encouraged their attendance and participation in the scheduled Board meetings.  Donna stated that she would address the subject again in the forthcoming newsletter. 

Donna Bobbish reminded everyone of our next Board Meeting; Sunday, October 17, 2010, 12:00 pm at TWPOA pavilion.  

A motion was made by Dave Bolden and seconded by Cherish Dahm to adjourn the meeting.  Motion passed unanimously.

TWPOA Board Meeting

June 13, 2010

TWPOA Pavilion

Donna Bobbish called the meeting to order. 

Six Directors were present:  Donna Bobbish, Bart Cameron, Jim Holland, Dick Lear, Jack Perrigo and Bob Wilson. 

Three Directors were absent: Dave Bolden, Cherish Dahm and Russ Smith.  Dave Bolden provided his proxy to Jack Perrigo.  

Approval of the Agenda: 

Donna Bobbish asked if there were any changes to the Agenda.  No changes were proposed. A motion was made Bart Cameron and seconded Dick Lear to approve the Agenda.  The Agenda was approved unanimously. 

Approval of the Minutes from the April 11, 2010 Board Meeting and the May 15, 2010 Annual Membership Meeting: 

Donna Bobbish asked is if there were any changes to the April 11, 2010 meeting Minutes or the May 15, 2010 Annual Membership meeting Minutes.   No changes were proposed.  The April 11, 2010 Minutes and the May 15, 2010 Minutes were approved unanimously. 

Reports: 

Treasurer’s Report:  Jack Perrigo gave an update from the May 2, 2010 report given at the May 15, 2010 Annual Meeting.  There has been one seller’s package on Lot 65.  The $100 fee was collected.  The Fidelity Bond insurance was increased at an additional cost of $96.  Virginia law requires that we carry more insurance than the previous $10,000 minimum.  The only new expenses are mowing, electricity and a $100 donation to LACA fireworks.  A motion was made by Dick Lear and seconded by Bart Cameron to approve the Treasurer’s Report.  The motion passed unanimously. 

Jack Perrigo stated that two CDs are coming due and asked for permission to move the CDs to another bank if the current banks are not competitive.  A motion was made by Jim Holland and seconded by Dick Lear to approve moving the CDs.  The Motion passed unanimously. 

Old Business: 

            A.  Dry Fire Hydrants:  A discussion on how to provide access to a dry hydrant, where to place it, and benefits to the community.  Bob Wilson volunteered to check with the fire department to see what is needed to get a grant from the State. 

            B.  Fence Maintenance Policy:   Jack Perrigo stated that he was preparing letters for the involuntary part of the fence maintenance.  He had attempted to lift language from prior minutes but could not find anything on two key decisions.  The first is that the Board decided that TWPOA would buy the fence materials and then the property owners would be responsible for the installation and removal of old materials.  The second decision was that the Property Manager would deliver the materials to properties and give the property owners 30 days to have the material installed.  After 30 days, the Property Manager would contract the work out and bill the property owner. 

              The following two motions were made to correct the record and document these decisions. 

(1)   A Motion was made by Jack Perrigo and seconded by Bob Wilson to provide that the TWPOA would buy the fence materials and then the property owner would be responsible for the installation and removal of old materials.  The Motion passed with Bart Cameron abstaining.

(2)    A Motion was made by Jack Perrigo and seconded by Bob Wilson to provide that the Property Manager would deliver the fence materials to the property and give the property owner 90 days to install the material and remove the old materials. The Motion passed with Bart Cameron abstaining.

New Business: 

            A.  Gate Replacement:  Jack Perrigo stated that he had delivered the gate to a contractor in Ashland, Va.  It now appears that the contractor is unable to repair the wear strip on the top and bottom of the gate. 

            There was a discussion about either fixing the gate verses replacing the entire system.  A motion was made by Donna Bobbish and seconded by Jim Holland to have the Property Manager either have the gate repaired or bring in at least three bids to replace the gate system by the August 15, 2010 Board meeting. 

            B.  Farewell Gift for Mike Mann:  Jack Perrigo noted that the only departing Board member from the last election was Mike Mann.  Traditionally, the Board has given a $50 gift certificate to departing Directors.  A Motion was made by Jim Holland and seconded by Donna Bobbish to give Mike Mann a gift certificate from Tavern on the Rail for $50.  The Motion passed unanimously. 

            C.  Boat Slip Management Committee Member Requirement:  Scott Perkins noted that Dave Bolden had been on the Committee to help it get started but was no longer on the Committee.  Scott stated that they were looking for a third member to complete the Committee.  Dick Lear volunteered to serve on the Committee and was so designated. 

            D.  Fiscal Oversight Discussion:  Not addressed at this meeting.   

Committee Reports: 

            A.  Property Manager Report:  Fence Maintenance previously covered.  

            B.  July Fourth Parade & Picnic:  Maryhelen Perrigo said that the parade is on the same day as the LACA fireworks which is July 3^rd this year.  The theme is “Baseball, hotdogs, apple pie and Chevrolet.  Maryhelen indicated that they had their four judges and the parade line up is 11:15 and starts at noon.  Parade line up is at the Perrigo Lot. 

            C.  Boat Slip Management Committee Auction Results:  Larry Katz stated that there had been no recent auctions.  Larry also indicated that he had responded to a complaint about a slip assignment. 

            D.  Architectural Committee:  Bart Cameron stated that he had approved a screened porch for Lot 13/15.  He is waiting for additional documentation to approve a house plan on Lot 6. 

Comment by Members: 

Everyone is reminded that TWPOA has an enforceable leash law. 

Comment by the Board: 

None 

Donna Bobbish reminded everyone of the next Board of Directors Meeting; Sunday, August 15, 2010, 12:00 pm at TWPOA pavilion. 

A motion was made by Jack Perrigo and seconded by Dick Lear to adjourn the meeting.  Motion passed unanimously.

Tara Woods Property Owners Association

Board Meeting April 11, 2010

TWPOA Pavilion

Mike Mann called the meeting to order. 

Five Directors were present:  Mike Mann, Donna Bobbish, Dave Bolden, Cherish Dahm and Jim Holland. 

Three Directors were absent:  Jack Perrigo, Bart Cameron and Russ Smith.  No proxies were received. 

Approval of the Agenda: 

Mike Mann asked if there were any changes to the agenda.  No changes were proposed.  A motion was made by Cherish Dahm and seconded by Donna Bobbish to approve the agenda.  The Agenda was approved unanimously. 

Approval of the Minutes from the March 7, 2010 Board Meeting: 

Mike Mann asked if there were any changes to the Minutes of the March 7, 2010 Board Meeting.  No changes were proposed.  A motion was made by Cherish Dahm and seconded by Donna Bobbish to approve the minutes.  The March Minutes were approved unanimously. 

Reports: 

Treasurer’s Report:  No formal Treasurer’s Report was presented due to Jack Perrigo’s absence.  However Dave Bolden noted that Jack had sent an e-mail to the Board advising of his absence and stating that the only bill he had paid since the last Financial Summary was for the insurance payment of $2400 that was due in early April.  A motion was made by Donna Bobbish and seconded by Cherish Dahm to approve the Treasurer’s Report as presented in Jack Perrigo’s e-mail.  The motion passed unanimously. 

Old Business: 

A.     Neighborhood Security:  In Bart Cameron’s absence, Dave Bolden stated that he had talked with Bart and noted that Bart was continuing to coordinate with the Sheriff’s Office to provide a neighborhood/home security briefing for the Annual Members Meeting on May 15, 2010. 

B.     Dogs Running Loose:  Dave Bolden reviewed the requirement for dogs to be on a leash when off the owner’s property.  He discussed the difference between the two Louisa County Ordinances that deal with the subject.  Generally (Chapter 14, Article II, Section 14-40) requires that dogs in Louisa County be on a leash or under the owner’s direct control only during the months of April, May and June.  Dave also reported that  certain subdivisions in Louisa County are covered by Louisa County Ordinance Chapter 14, Article II, Section 14-41 that requires dogs to be on a leash or under the owner’s direct control at all times.  Dave noted that a request to the Louisa County Attorney had been signed by the Association President, Mike Mann, requesting that Tara Woods be added to the list of “Certain” communities. (Attachment A). Mike Mann commented that he had had a recent call from the Louisa County Attorney, but they had missed contact over the course of several days.  Mike will attempt to contact the Count Attorney the first part of the coming week. 

C.     Dry Fire Hydrants:  Bart Cameron had asked that the issue be carried forward to the June Board meeting.  It will be added to the agenda for the June Board Meeting.  It was mentioned, that at the March Board Meeting, Directors were ask to contact their respective  insurance companies to determine if a significant savings could be realized if dry fire hydrants were positioned in the Tara Woods community.  Dave Bolden responded that he had talked with his insurance company, USAA and learned it primarily depended upon the rating of your local fire company.  At present, our local company was rated at a 10 (the worst).  Bob Wilson also commented that he had talked with his insurance company and found approximately the same information.  Bob provided a handout that his insurance company gave him specifically addressing questions that the insurance company uses to assess the rating of the local fire departments.  (Attachment B) 

New Business: 

A.    Introduction of new Directors:  Mike Mann introduced the three new Directors, Dick Lear, Dave Bolden and Bob Wilson.  Each will serve for a three year term. 

B.  Election of Officers:   Mike Mann opened the floor for nominations of President. Donna Bobbish was nominated for the office of President and was elected with five votes in favor and Donna abstaining.  Mike then turned over the gavel to the new President to continue the nominations of new officers.  Dick Lear was nominated for Vice President, and was elected with five votes in favor and Dick abstaining.  Dave Bolden was nominated for the position of Secretary and was elected with five votes in favor and Dave abstaining.  Jack Perrigo was nominated for the position of Treasurer and was elected with six votes in favor. Dave reported that Jack had previously indicated by e-mail that he was willing to continue as Treasurer if elected. 

C  Meeting Schedule for 2010-2011:  Dave Bolden presented the draft meeting schedule for the coming year noting that he had moved the October meeting date away from the long holiday weekend and delayed the August meeting by one week to better space the August meeting between the June and October meetings.  Dave also noted that he was unsure when the local 4^th of July celebration / fireworks would be scheduled.  Dick Lear advised that that would be on Saturday, 3 July.  Dave indicated that he would amend the schedule.  A motion was made by Cherish Dahm and seconded by Dick Lear to approve the 2010 – 2011 Board Meeting Schedule, as amended.  The motion passed unanimously. (Attachment C). 

D.     Directors sign “Action without Meeting” form:  Dave Bolden requested that all the Directors please see him after the meeting to sign the Action without Meeting form. 

E.     Boat Slip Auction:  Larry Katz briefly updated attendees on the last Auction held after the March meeting and stated that he had no request for an auction at this time.  He expects to see some more auction activity as more lots are sold.  Larry noted that prior auction participants were waiting for other more favorable slips to open up. 

Committee Reports: 

A.    Property Manager’s Report:  In the absence of Jack Perrigo, Dave Bolden noted that Jack had taken the Marina gate to a company in Ashland, but had not heard back from them as to the status of repairs.  Dave Bolden also noted that we should thank Sharon Cameron for mowing the grass around the pavilion.  It was quite long and unsightly.  All attendees joined in thanking Sharon. 

B.     Architectural Committee:  In Bart Cameron’s absence, Dave Bolden noted that Bart had passed along that he had had no requests for approval since the last Board meeting. 

C.     Safety Committee:  Donna Bobbish reported that Bob Wilson is still coordinating  with the local Fire Department to provide a presentation on the response that we, as a community, might expect in the event of a fire emergency.  The presentation will be scheduled for the May, 15, 2010 Annual Membership Meeting.   

Comment by Members: 

A.    None. 

Comment by the Board: 

            Donna Bobbish took a few minutes to recognize Mike Mann for his contribution to the Tara Woods Community.  Mike served for six years on the Board, five as President.  It was generally recognized by all in attendance that Mike had contributed unselfishly to the good of the community and that his leadership had allowed in the Tara Woods Community to resolve several very important issues.  

Donna Bobbish reminded everyone of our next meeting (Annual Membership Meeting); Saturday, May 15, 2010, 10:00 am at TWPOA pavilion.  

A motion was made by Dave Bolden and seconded by Cherish Dahm to adjourn the meeting.  Motion passed unanimously. 

Respectfully Submitted, 

David Bolden, Secretary 

Approved,

Donna Bobbish, President

Attachment A 

Attachment B

Attachment C

Attachment D