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Board of Directors Minutes 2002-2003 - Dick Lear, President
| Board of Directors 2002-2003 | |
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Officers: |
Directors: |
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Dick Lear, President |
Jim Duke |
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Nell West, Vice-President |
Jim Holland |
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Art Goldbeck, Treasurer |
Larry Katz |
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Bonni Melton, Secretary |
Maryhelen Perrigo |
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Bill Riggs |
TWPOA BOARD OF DIRECTORS MEETING
April 29, 2002
The TWPOA Board of Directors meeting was called to order on Monday, April 29, 2002 at 7:00 p.m., at Bill Cook’s home. Present were: Bill Cook, Nell West, Gerald Hoskins, Bill Riggs, Peggy Peck, Jim Peck, Art Goldbeck, and Bonni Melton. Also present were newly elected Board Members Dick Lear, Maryhelen Perrigo, Larry Katz, and Jim Duke.
The purpose of this meeting was to give a transition briefing for the incoming Board of Directors, and also a briefing of the new Board on varied subjects and situations concerning TWPOA.
MINUTES:
The secretary’s minutes dated 3/20/02 were approved as presented with no discussion. Motion to approve the minutes was made and seconded.
TREASURER’S REPORT:
The treasurer’s report dated 3/20/02 was approved as presented. Dues have not been received from Lots 45, 67, 69, and 23. Motion to approve the minutes was made and seconded.
PROPERTY MANAGER’S REPORT:
Jack Dingee presented the Property Manager’s Report. Mr. Dingee indicated that he made several calls in regard to getting estimates for repairing the boat dock located at the Pavilion. Mr. Dingee stated that he feels the boat dock needs repair work done before the association gets into a liability issue. Mr. Cook directed Mr. Dingee to work with Jim Peck, Chairman of the Water Ways Committee to come up with a reasonable plan in repairing the boat dock and come back to the new board. He also suggested that Mr. Dingee look into using a home improvement contractor to do some work. Mr. Cook indicated that with the level of the lake, dredging is an item the association may need to look into and the new board would have to address this issue.
NEW BUSINESS:
Documents for new Board Members were distributed. The new Board received the following: TWPOA Covenants and By-Laws; VA State Property Owners’ Association Act; Subdivisions and Zoning Code; TWPOA Protocols; and TWPOA Committees. Mr. Cook reviewed each of the above documents with the new board (handouts are attached). Mr. Cook also provided more detailed information regarding the Board of Director’s structure and protocols.
At this time there are no administrative assets for TWPOA Board of Directors. These assets include items such as letterhead, envelopes, copy paper, staples, paper clips, etc.
TWPOA received a letter from the Department of Transportation giving permission for the TWPOA’s July 4th parade. The parade will be held July 6, 2002 beginning at 12:00 noon .
Insurance for TWPOA Board of Directors has been approved.
Executive Session:
A motion was made and seconded to go into Executive Session for the purpose of addressing possible litigation and matters involving violations of the Declarations.
Subsequent to an Executive Session the board re-opened its regular meeting.
The old Board of Directors turned the meeting over to the new Board of Directors. The following Officers/Directors were elected at this time:
Richard (Dick) Lear, President
Nell West, Vice-President
Bonni Melton, Secretary
Art Goldbeck, Treasurer
Jim Duke, Director
Larry Katz, Director
MaryHelen Perrigo, Director
Bill Riggs, Director
The next meeting was scheduled for Monday, May 6, 2002, 7:00 p.m. at Dick Lear’s house. This meeting would be for preparation for the upcoming Annual Board Meeting to be held on Saturday, May 18, 2002.
The meeting adjourned at 9:30 p.m.
Respectfully submitted, Approved:
Bonni Melton
________________________ _________
Richard Lear, President Date
TWPOA BOARD OF DIRECTORS MEETING
May 6, 2002
The TWPOA Board of Directors meeting was called to order on Monday, May 6, 2002 at 7:00 p.m., at Elk Creek Baptist Church. Present were: Dick Lear, Nell West, Bonni Melton, Art Goldbeck, Bill Riggs, Maryhelen Perrigo, Larry Katz, and Jim Duke.
The primary purpose of this Board Meeting was to develop the agenda for the Annual Board meeting to be held on Saturday, May 18, 2002. Mr. Lear welcomed everyone and presented a brief description of himself. Mr. Lear presented procedures stating that after each Board Meeting the minutes would be typed and distributed electronically to Board Members for review. Any corrections should be sent to Mrs. Melton within 72 hours. Mrs. Melton will then finalize minutes and forwarded to Mr. Lear for his signature. The minutes would then be electronically distributed to the membership.
MINUTES:
The secretary’s minutes dated 3/20/02 were presented. No changes were made to the minutes. Motion to approve the minutes was made by Mr. Katz and seconded by Mr. Duke. Minutes were approved unanimously.
TREASURER’S REPORT:
Mr. Goldbeck updated the Board on unpaid dues. Lot # 45 dues have been paid. Lot #67 indicated to Mr. Goldbeck that he never received a bill from TWPOA. Mr. Goldbeck is sending a bill to that individual. Dues have not been received from Lots 69 and 23. Mr. Goldbeck provided the Board with the new Treasurer’s Report that will be presented at the Annual Meeting. Mr. Lear directed Mr. Goldbeck to add the “Capital Fund” to this report. Motion to approve the presentation of the minutes for the Annual Meeting was made by Mr. Riggs and seconded by Mrs. West. The Budget Presentation was approved unanimously.
PROPERTY MANGER’S REPORT:
Jack Dingee presented the Property Manager’s Report. Mr. Dingee updated the Board on the “Common Area” maintenance. He stated that Lakeside Electric repaired the electronic gate at the pavilion. Jim Peck, Chairman of the Water Ways Committee, will now control gate keys.
Mr. Dingee reported that a portion of the broken or rotten fence rails have been replaced. Mr. Dingee indicated that Eric Harlow would do the mowing of the “Common Area”. TWPOA has a contract with Mr. Harlow for mowing & weed eating in the amount of $425.00/week for 2 years.
Two proposals were presented to bracing the boat dock. One was from Lake Construction in the amount of $1,940.00 and the second from Jim Duke in the amount of $1,480. Motion to award the contract to Jim Duke in the amount of $1,480 in bracing the boat dock was made by Mrs. West and seconded by Mr. Katz. Jim Duke abstained. Vote was unanimous 7-0.
Mr. Dingee reported that the boat ramp is usable at this time.
Mr. Lear suggested a “TWOPA Workday” to work on the walkway of the boat dock with a picnic to follow. He directed Mr. Dingee to present this plan to the Association at the Annual Meeting along with Property Manager’s Report.
OLD BUSINESS:
Jim Peck will continue his work with the TWPOA Telephone Directory. Mr. Peck is in the process of updating the Directory. At this time Mr. Peck has the Directory 75-80% complete. He indicated that a small amount of the membership responded to the notice to update their address, phone number and e-mail address. Motion was made by Mr. Goldbeck to allocate $100 to complete the TWPOA Telephone Directory and seconded by Mrs. Perrigo. Vote was unanimous.
Mr. Lear reviewed the agenda for the Annual Meeting on May 18th. The minutes of the last Annual Meeting; the Treasurer’s Report; the Property Manager’s Report and a brief report on the individual committees except for the Election Committee will be on the agenda. It was also suggested that we have the Tara Woods Covenants and By-Laws made available for those that do not have a copy. The Hospitality Committee will handle refreshments. Mr. Lear reminded the Board to have their cameos available for the Annual Meeting.
Discussion was made on TWPOA Activities. The 4th of July Parade will be held on July 6th. The TWPOA Fall Picnic will be a potlock picnic and held on September 21, 2002. In regards to the “Annual Picnic,” a motion was made for Larry Katz to chair and coordinate the “Annual Picnic” by Mrs. West and seconded by Mr. Riggs. Vote was unanimous.
After a lengthy discussion regarding the Short-Term Rental situation it was recommended that a “special meeting” be opened to the membership for their input and consideration on how the Board should proceed with this situation. Mr. Lear suggested that we check with other associations to see how it is handled in their community. It was also noted at this time that the property owners who rented their residence for short-term rentals were declared in violation from the previous Board. It was also recommended that the Board should gather all information/facts before any proposal goes before the entire membership for a vote. Mr. Lear directed the Board to forward any suggestions or options considering this situation to Mr. Katz. A motion was made by Mr. Katz to hold a special meeting to address the “Short-Term Rentals” issue. This special meeting would be held on June 4th at 7:00 p.m. at Elk Creek Baptist Church. The Board will develop an agenda and options to present to the full membership for changes to the covenants if the membership wishes to change the covenants to deal with this situation. The special meeting to present the proposals to the Association will be held on July 13th. Mr. Duke seconded the motion. Vote was unanimous.
NEW BUSINESS:
Mr. Lear discussed the possibility of having a web site for Tara Woods. He indicated that this would be a way to disseminate information to the community. Information such as announcements of board meetings, board minutes, pictures of the community, etc. would be available on the site. Mr. Lear indicated that a Webmaster would be needed to design the site and keep it updated. Mr. Lear directed Mr. Katz to research this more.
Dates for regular Board Meeting were scheduled (see attached sheet). Meetings will be open to the association and minutes will be published and distributed electronically after final approval by the Board.
Peggy Peck volunteered to continue to publish the Tara Woods Newsletter. It was determined that the newsletter would be published quarterly (March, June, September, December). Mrs. Peck asked that all articles be submitted to her no later than the 15th of the months newsletters are to be distributed.
Motion was made to adjourn by Mr. Katz and seconded by Mrs. West. Vote was unanimous. Meeting adjourned at 9:30 p.m.
Respectfully Submitted.
Bonni Melton
APPROVED:
____________________________________ Richard Lear, President DATE
TWPOA BOARD MEETINGS FOR 2002-2003
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DATE |
TIME |
LOCATION |
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Tuesday, July 9, 2002 |
7:00 p.m. |
Elk Creek Baptist Church |
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Sunday, September, 2002 |
1:00 p.m. |
Elk Creek Baptist Church |
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Tuesday, November, 2002 |
7:00 p.m. |
Elk Creek Baptist Church |
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Sunday, January 12, 2003 |
1:00 p.m. |
Elk Creek Baptist Church |
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Tuesday, March 11, 2003 |
7:00 p.m. |
Elk Creek Baptist Church |
SPECIAL MEETINGS |
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Tuesday, June 4, 2002 |
7:00 p.m. |
Elk Creek Baptist Church |
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Saturday, July 13, 2002 |
10:00 a.m. |
Elk Creek Baptist Church |
TWPOA BOARD OF DIRECTORS MEETING
July 9, 2002
The TWPOA Board of Directors meeting called to order on Tuesday, July 9, 2002 at 7:00 p.m. at Elk Creek Baptist Church. Present were: Dick Lear, Nell West, Bonni Melton, Art Goldbeck, Bill Riggs, Maryhelen Perrigo, Larry Katz, Jim Holland, and Jim Duke.
MINUTES:
The minutes were approved as presented. Mr. Lear informed the association that the approved minutes would be posted to the website.
TREASURER’S REPORT:
Art Goldbeck presented the Treasurer’s Report (attached to minutes), which reflects figures as of July 9, 2002. He indicated that Six (6) lots have been sold since January 2002 – Lot 39 (sold twice); Lot 42; Lot 68; Lot 70; Lot 66; and Lot 35 (this Lot has not gone to settlement as of 7/9/02). Mr. Goldbeck reported that letters have been sent to the owners of Lots 23 and 69 for back dues and late charges. Seller’s Package were sent too all of the sold lots. Content of the Seller’s Package was also reviewed and discussed at this time.
The garage being built on Lot 66 was discussed during the Treasurer’s report. Harmel and June Sabourins recently purchased this lot. The owners are waiting for construction plans from Dick Dickens. The planned garage will be able to accomadate Mr. Sabourins’ work vehicle. A motion to give Harmel Sabourins a waiver of one (1) year to park his work vehicle on his property while construction of his garage was made by Jim Duke and seconded by Larry Katz. Vote was unanimous 9-0.
OLD BUSINESS:
Property Manager’s Report
Mr. Dingee gave a status of on-going projects. Mr. Dingee thanked the volunteers who dedicated their time to work on the boat dock on June 1st, 22nd, and 29th. He reported that many of the old boards were replaced and the salvageable ones were reversed. All nails were replaced with galvanized screws. He indicated that future repairs towards the completion of the dock and slips need to be discussed.
Harmel Sabourins volunteered his tractor and time to till the beach. Eric Harlow applied weed killer and Joey Vaughan will be grading that portion of the beach that is eroded and put riprap in the swells to prevent further erosion. Joey will also put a truck load of new sand on the beach.
Mr. Dingee stated that Alan Turney has been mowing the vacant lots. It was also reported that Eric Harlow has applied new mulch and started trimming the trees/bushes at all entrances of Tara Woods. Mr. Harlow has removed all old rotten fence rails and old materials from the boat slips.
Dick Dickens, Chairperson for the Architectural Committee was not available to review the status of new and modified home planning and construction. The items were tabled and will be discussed at the next regular board meeting.
Mr. Lear gave an update regarding Lot 70 owned by Stewart Whitehurst. Mr. Lear informed the Board that a letter will be sent to Mr. Whitehurst informing him that the Board has upheld it previous decision that he (Mr. Whitehurst) forfeit the $1000.00 completion bond in accordance with Tara Woods covenants Article II, paragraph E for not having completed exterior construction and landscaping of his property in the allotted time. It was determined that Mr. Whitehurst should have had sufficient knowledge of the Covenants and time to complete the project. No compelling reason for not completing the project within the allotted time has been presented by Mr. Whitehurst.
Mr. Lear indicated to the Board that the meeting for July 13, 2002 would be to receive input and feedback from the survey results to see if the Covenants would need to be amended or clarified for “short-term rentals”. He requested a sign-in sheet be made available with the owner’s Lot # and an indication if the person desired to speak to the Association during the meeting. It was determined that the Lake Anna Rescue Squad would provide refreshments.
Mr. Lear briefly reviewed the rental survey results. He reported that approximately 58% property owners responded to the survey. The survey results were given to the board for feedback. The Association will receive copies of the survey at the Association meeting on 13 July..
Shirley Jones, Chairperson for the Annual Picnic updated the members regarding the upcoming Annual Picnic. The committee consist of: Shirley and Walter Jones; Jim and Bev Duke; Jim and Sandy Holland; Betty Jo Spivey; Nancy Lear and Sandy Robichaud. The annual picnic is scheduled for Saturday, September 21, 2002, at 3:00 p.m. The “Lady Bugs” craft group will furnish the door prizes. This years picnic will be potluck.
Donna Hoskins, Chairman of the Hospitality Committee was unable to attend the meeting. Bev Duke provided the following update for Mrs. Hoskins. The committee had their first meeting on May 6th and discussed housewarming gifts for new families moving into the community. The committee asked for an amount of $25.00 for each gift. William and Patricia Poggi, Lot 49 and Harmel and June Sabourins, Lot 66 were the first to received housewarming gifts from the Hospitality Committee. A motion for $25.00 per housewarming gift for new families moving into Tara Woods was made by Larry Katz and seconded by Art Goldbeck. Vote was unanimous 9-0.
Articles for the July Newsletter are due to Peggy Peck by July 15th.
Bonni Melton, Chairperson of the Election Committee updated the members on the voting process and procedures. Mrs. Melton indicated that at the May 18th Annual Meeting she requested any suggestions from the members on how to handled the “tie” issue. As of July 9th she has received no comments or suggestions regarding this issue. At this time Mrs. Melton recommended that if a tie should occur, we should use the procedures that Mrs. Peck implemented for the 2002 Election. Mr. Lear directed Mrs. Melton to send copies to the Board for their comments and suggestions.
NEW BUSINESS:
Short-Term Rental Violation Letters
Mr. Lear made a recommendation to put the Covenant Violation letters sent by the previous Board to property owners who rent, on hold. He indicated that these letters would only be on hold pending the results and recommendations from the upcoming July 13th Special Short-Term Rental Association Meeting and subsequent Covenant vote, as appropriate. Once short-term rentals have been clarify in TWPOA Covenants the letters may be reissued. After a lengthy discussion Larry Katz made a motion for the Board to vacate all previous findings/actions of the previous Board interpreting the Covenants in regard to allowing or prohibiting short-term renting of dwellings in Tara Woods and rescinds letters to certain property owners finding them in violation of the Covenants by virtue of renting their houses. Bill Riggs seconded the motion. The motion carried with 6 votes for and 3 abstentions.
The Board reviewed the formal complaint that was brought against Lot 9 regarding the property condition. Mrs. West updated the Board of previous violations with Lot 9. After some discussion Mr. Lear requested Mr. Katz visit the owner(s) of Lot 9 informing them of this recent complaint. This visit will be done in August.
This item was tabled and will be discussed by Nell West at the next regular Board Meeting. Nell West is in the process of adding new members to many of the committees. She will be contacting the newly nominated candidates to determine if they are willing to serve on the Committees. Nell will report her accomplishments at the next Board meeting.
Mr. Lear informed the members the guidelines in reserving the pavilion. Reservations can be made through Jack Dingee, Property Manager. After a date has been requested and approved, the information will be forward to Steve Leache to be place on the TWPOA Website. The TWPOA website has a reservation calendar for Association members to view that depicts Pavilion activities. Members will soon have the ability to reserve the Pavilion using the TWPOA website. (please include the URL: http://_______?
A formal complaint was issued to the Board regarding the pontoon boat located in slip #7. The complaint stated that it was a hazard and could become a liability issue. It was also implied that it was a “total eyesore to the community”. Mr. Lear stated that he or another board member would address this issue with the property owner.
Mr. Lear asked for input from the association if and how repair work could be done to the boat ramp. He stated that the concrete plates of the ramp have shifted creating a hump between sections 1 and 2 and an offset between section 2 and 3 resulting in it being very narrow for larger boats to use. Jack Dingee will have Joey Vaughin look at the ramp and see if anything can be done to fix the boat ramp. The problem is only a concern because the lake is so low.
This item was tabled and will be discussed at the next regular Board Meeting.
Motion to adjourn was made by Bill Riggs and seconded by Larry Katz. Vote was unanimous 9-0. Meeting was adjourned at 9:35 p.m.
Respectfully Submitted,
Bonni Melton
APPROVED:
____________________________________
Richard Lear, President DATE
TWPOA BOARD OF DIRECTORS MEETING
September 8, 2002
The TWPOA Board of Directors meeting was called to order on Sunday, September 8, 2002 at 1:00 p.m. at Lake Anna Rescue Squad Building. Present were: Dick Lear, Nell West, Bonni Melton, Art Goldbeck, Bill Riggs, Maryhelen Perrigo, Larry Katz, Jim Holland, and Jim Duke.
MINUTES:
Mrs. Melton read the approved July 9, 2002 minutes. Mr. Lear informed the association that the minutes were approved on July 22, 2002 and posted on the website.
Mrs. West asked if a visit was made to the owner of Lot 9 regarding the business vehicle parking. Mr. Katz indicated that he spoke to the owner about not complying with the wavier. The owner said that he would comply. The issue of the carport also located on this lot was brought up but was not addressed with the owner at the time of Mr. Katz’s visit.
Regarding the pontoon boat in slip #7, at this no contact has been made with the owner.
TREASURER’S REPORT:
Art Goldbeck presented the Treasurer’s Report (attached to minutes), which reflects figures as of September 8, 2002. He indicated that three (3) lots have been sold since July 9 2002 – Lot 39 (re-sold), Lot 64, and Lot 70. Seller’s Packages were sent to all of the sold lots. During this time Mr. Goldbeck gave a revised copy of the July 9, 2002 Treasurer’s Report. Motion to approve the minutes was made by Mr. Katz and seconded by Mrs. West. Minutes were approved unanimously.
OLD BUSINESS:
Telephone Directory Update:
Mr. Lear asked for input on how to keep our ‘Telephone Directory” updated. It was decided that an addendum would be included in the October Newsletter with any new addresses and phone numbers.
Bonni Melton, Chairperson of the Election Committee reviewed with the Board the revised voting process and procedures. This new revision included the “tie-breaking” procedure. Mr. Lear recommended adding the “tie-breaking” procedure to our By-Laws. Mr. Lear requested that Mrs. Melton send copies of the voting process and procedures to the Election Committee and to Steve Leache for the website after approval from the Board. Motion was made by Mr. Duke and seconded by Mrs. West to vote on the revised “Tie-Breaking” procedure at the next board meeting. Vote was unanimous 9-0.
Marina Slip Procedures:
Bill Riggs updated the Board on the Marina Slip Procedures. With the help of Jim Peck, Chairman of the Waterways Committee and Larry Katz a plan was written to maximize the marina’s utilization. This plan states that “property owners whose permanently assigned slip is unusable can dock in another slip with the property owner’s permission”. These marina slip number can be cross-referenced using the TWPOA Phone Directory. Mr. Riggs stated that Mr. Peck maintains a record of all permanent assignments. Mr. Lear suggested that this article be included in the October Newsletter. He also indicated that the Seller’s Package be reviewed to ensure potential buyers are aware that the boat slips, although permanently assigned to the property owners, are owned by the Association and are not part of the deed.
Covenants Committee:
Mr. Lear informed the Board that the Covenants Committee held their first meeting on September 2, 2002. The committee consists of Gerald Hoskins, Mike Mann, Linda Przepiora, and Hank Filippi. The committee hopes to come up with proposed covenants in 30-60 days.
Marina Dock Refurbishment:
The Board was given an update on the marina dock refurbishment by Mr. Lear. He indicated that the dock is only a 1/3 complete with the work being done by volunteers of the community. Mr. Lear reviewed with the Board a proposal that was submitted by Jim Duke to complete the refurbishment. The proposal would be to complete the refurbishment at the cost of $20.00/hour for labor plus the cost of materials. Mr. Duke also indicated that a pressure wash of the dock in the amount of $800.00 would need to be done upon completion. Motion to accept Jim Duke’s proposal to complete the marina dock refurbishment was made by Mr. Holland and seconded by Mr. Katz. The proposal will not exceed $4,000 and will not include the $800.00 pressure wash. Jim Duke abstained. Vote was unanimous 8-0.
Shirley Jones, Chairperson for the Annual Picnic was unable to attend the meeting. Mr. Duke gave a brief update for Mrs. Jones. The committee held a meeting on September 2, 2002 to prepare for the potluck picnic. The picnic is scheduled for Saturday, September 21, 2002, at 3:00 p.m. The “Lady Bugs” craft group will furnish the adult prizes and McDonald gift certifications will be furnished for the children. Mr. Holland who is on the committee indicated that a flyer will be sent out to all homeowners regarding the picnic.
The new newsletter will be sent out in October. All articles for this issue are due to Peggy Peck by October 15th.
NEW BUSINESS:
Pavilion:
Mr. Lear stated that he has noticed the pavilion is starting to look a little weathered. The structure is in good shape but recommends power wash and a stain sealer to preserve it. He recommends that the Board budget to stain and seal it every 3-4 years. He asked for input from the Board and suggested getting cost estimates in doing this project.
Property Manager’s Report:
Jack Dingee resigned as Property Manager effective October 10, 2002. Mr. Dingee thanked Mr. Lear and the Board for their support and assistance during his time as Property Manager. The position of Property Manager will be discussed at the next meeting.
With the lake as low as it is, Mr. Lear recommends we look into having the boat ramp repaired. Wayne Colvin gave an estimate for $2,400 to repair the ramp. He has requested that half of the payment be up front and the balance upon completion. Mr. Lear will request a proposal from Mr. Colvin for this work. He stated that Mr. Colvin could begin work on Friday, September 13, 2002 if the Board accepts his proposal.
Dredging:
Mr. Lear updated the Board regarding the dredging that has been happening in the Community. He asked for suggestions and recommends someone put together an article for the newsletter with how you go about getting the permission and what the rules and regulations are for dredging.
Carports:
Dick Dickens, Chairman of the Architectural Committee was not available to present this report.
Louisa Animal Control:
It has come to the attention that several homeowners in the community have been confronted by a pit bull while walking. The Louisa Animal Control was contacted immediately. The Association was informed to register Tara Woods with the County Attorney before animal control could be enforced. Mr. Lear asked Mr. Katz to investigate this and ensure that we are registered to allow the animal control to enforce this regulation in our community.
Nell West, Chairman of the TWPOA Committees gave an updated of the Committees. She informed the Board that her goal was to get everyone involved on a committee. Mrs. West will try to place a Board member on each committee. Mrs. West stated that she is presently working on the following committees:
ü
Architectural Committee
ü
Covenants Committee (finalized)
ü
Election Committee
ü 4th
of July Committee
ü
Hospitality Committee (finalized)
ü Picnic
Committee (finalized)
ü
Waterways Committee
Mrs. West stated that she is trying to get resident, non-resident, waterfront and non-water front individuals to serve on these committees so that everyone has a voice. She suggested updating the responsibilities/role of the individual committees. A copy of the TWPOA Committees will be given to the Board after they are finalized.
Property Managers Report:
Motion to adjourn was made by Bill Riggs and seconded by Larry Katz. Vote was unanimous 9-0. Meeting was adjourned at 3:25 p.m.
Respectfully Submitted,
Bonni Melton
APPROVED:
(Mr.
Lear’s Signature) 9/23/02
Richard Lear, President DATE
TWPOA BOARD OF DIRECTORS MEETING
November 12, 2002
The TWPOA Board of Directors meeting was called to order on Tuesday, November 12, 2002 at 7:00 p.m. at Elk Creek Baptist Church. Present were: Dick Lear, Nell West, Bonni Melton, Art Goldbeck, Bill Riggs, Maryhelen Perrigo, Larry Katz, Jim Holland, and Jim Duke.
MINUTES:
Mrs. Melton read the approved September 8, 2002 minutes. Mr. Lear informed the association that the minutes were approved on September 23, 2002.
TREASURER’S REPORT:
Art Goldbeck presented the Treasurer’s Report (attached to minutes), which reflects figures as of November 12, 2002. Mr. Lear requested Mr. Goldbeck to include another column in this report. One column would be BUDGET and the second would be YEAR-TO-DATE in the next Treasurer’s Report. Mr. Holland asked if a breakdown could be included – for example: Board Expenses (postage/copies/reimbursements/etc.). Mr. Goldbeck indicated that he would include these items in his next report. Motion to approve the Treasurer’s Report was made by Mrs. West and seconded by Mr. Katz. Vote was unanimous 9-0.
OLD BUSINESS:
Short-Term Rental (STR) Covenants Referendum:
Mr. Lear updated the Association with information obtained from Mcguire & Wood Attornies regarding STR. The question to the Association was: “Shall Article VII of the Tara Woods Property Owners Association (TWPOA) Declaration of Protective Restrictions and Covenants be amended by adding a subsection O to read as follows:
Option A O. No dwelling house shall be rented for any period less than thirty days.
Or
Option B O. Dwelling houses may be rented, subject to the following conditions and restrictions on rentals of less than thirty days:
1. Owners that rent dwelling houses for any period less than thirty days (hereafter described in this subsection as “Owners that rent”) are responsible for ensuring that their tenants comply with these Restrictions and Covenants and the By-Laws of the Association. Owners will provide a copy of the Covenants and By-Laws to all renters.
2. Owners that rent shall provide a 24-hour designated point of contact (primary and alternate) to the President of TWPOA or other person or persons designated by the Board of Directors.
3. Owners that rent shall not advertise that their dwellings contain more bedrooms than approved in their health permit on file with the county, and occupancy capacities shall be in accordance with county and state regulations.
4. Owners that rent may temporarily convey to tenants, during their period of tenancy, all access privileges to common areas and facilities except the pavilion. The rental contract shall contain a provision whereby the tenant waives all liability against the association for any incident or action that may occur in common areas and facilities owned or maintained by the Association.
5. Owners that rent shall not enter into a contract for rentals for a period of less than seven days. Occasional briefer rental periods for a family or professional group, where there is high confidence there will be no adverse impact on immediate neighbors or the general community, can be approved in writing by the President of TWPOA or other person or persons designated by the Board of Directors, on a case by case basis, with the ruling on such requests appealable to the Board. If there is a breach of any provision of this section, the Board has the right to disallow any further consideration for rentals for less than 7 days on the property.
Mr. Lear reviewed the packet of information with the Association that was sent to Jim Johnson with McGuire & Wood. Mr. Johnson recommended that a special meeting be held so that each lot could be present to vote. If the lot owner(s) could not be available at the time of voting the owner(s) could vote by “Proxy”. Homeowners would vote for “Option A” (no rentals less than 30 days) or “Option B” (rentals with restrictions). With 76 lot owners in good standing and two votes per lot, the proposed amendment would have to pass with 50 percent +1 or 77 votes of the Association in favor for either “Option A” or “Option B” to add a subsection O to Article VII.
After a lengthy discussion regarding the amendment options, a motion was made by Mr. Riggs and seconded by Mr. Goldbeck to revise “Option B”, to remove the 30 day caveat and have the restrictions apply to all property owners who rent. Vote was unanimous 9-0. Because restriction #5 of Option B could be considered arbitrary and capricious if it was not apply uniformly using specific criteria. another motion was made by Mr. Riggs and seconded by Mr. Holland to delete “restriction #5 under “Option B”. Vote was 8 for and 1 against.
Mr. Lear also informed the Association that if a “Proxy” was returned signed but did not appoint a person as proxy to represent them, the President of TWPOA would be appointed the “Proxy”. Additionally, a motion was made by Mr. Katz that if a valid proxy ballot was returned without instructions on how to vote the President’s “Proxy vote” would be “Option B” as amended. The motion was seconded by Mr. Riggs. Vote was unanimous 9-0.
It was determined by a vote of 7 For and 2 Against by the Board that if a new covenant was approved by the Association that it would go into affect immediately.
It was recommended that the “Special Meeting” for voting would be held on Saturday, January 11, 2003 at 1:00 p.m. at the Lake Anna Rescue Squad Building. It was also recommended that the Board would hold their regular business meeting after the voting. Mr. Lear asked Mrs. West to check on reserving this date and time with the church. Mr. Lear indicated the notice of the “Special Meeting” and “Proxy” should be sent to all Tara Woods Property Owners who are in good standing sometime during the first week in December. The Notice of Special Meeting, Proxy, and Proxy Ballot will be sent out between the dates of 3-13 December, in order to be in compliance with the Covenants and By-Laws.
Property Manager’s Report:
Mr. Lear announced that Mr. Jack Dingee has resumed his duties and responsibilities as TWPOA Property Manager. Mr. Dingee submitted unsolicited proposals to repair rails and post with 2 persons at the rate of $24.00/hour with TWPOA providing all materials. Mr. Dingee obtained 2 quotes for 200 rails: Luther E. Russell Fence Co., Petersburg, VA – 200 rails @ &7.63/each cost will be $1,526.00 + $75.00 delivery – Total: $1,601.00; Purcell Lumber, Louisa, VA – 200 rails @ $11.92/each with delivery – Total: $2,384.00. Mr. Dingee recommends purchasing the rails from Luther Russell Fence Co. If the Board approves the purchase of these rails, replacement will begin along Burruss Mill Road starting at the Tara Woods sign with Carr’s Bridge Road next and proceeding with Rhett Butler Drive, Tara Circle, Tara Woods Drive and then Scarlett O’Hara Court. A motion was made to purchase 200 rails from Luther E. Russell Fence Co. in the amount of $1,601.00 by Mr. Holland and seconded by Mrs. West. Vote was 8 for and 1 against.
Mr. Dingee updated the Board on the erosion problem at 126 Rhett Butler Drive, Lot 20. Mr. Dingee presented the Board with photos. He indicated that he spoke with Mr. George O’Connell of the situation. Mr. O’Connell advised Mr. Dingee to contact the owners informing them that they have one week to erect the balance of the silt fence and if there are any questions they are to contact Mr. O’Connell. Mr. Dingee sent a letter to the homeowners of Lot 20 on November 7, 2002 informing them of this violation along with his conversation with Mr. O’Connell.
Mr. Dingee indicated that Phase II of the marina docks and slips were completed along with the pressure washing. Phase III will be the sealing of the docks and slips in the near future. At this time Mr. Dingee thanked Mr. Duke for all his hard work and energy in completing this phase of the repairs to the marina. Photos of the completed job were distributed to the Board.
Waterways Committee:
Jim Peck, Chairman of the Waterways Committee updated the Board regarding the Marina. Mr. Peck indicated that the ramp is not finished at this time. Mr. Lear informed the Board that Mr. Colvin would be completing this project this weekend.
As requested by the Board, Mr. Peck obtained 3 proposals for dredging of the boat launch area. All quotes were for the same specifications, which were for a channel approximately 150 feet long, 25 feet wide and 3 feet deep. These proposals were from: Affordable Backhoe Services for $10,500; Bruce Boxley Construction Co. for $6,800.00; and Central Virginia Contractors for $7,128.60. Mr. Peck stated that this is the ideal time to have this work done and if the Board gave approval work could begin within the next couple of weeks. Mr. Peck recommended that before issuing any contract for the dredging that TWPOA should have on file proof of insurance, bonding and a release from any liability from the chosen contractor. After concerns and discussion, Mr. Lear request that Mr. Peck obtain quotes for dredging with specifications for a channel approximately 150 feet long, 15 feet wide and 2.5 feet deep and report back to the Board.
Architecture Committee:
Mr. Dick Dickens, Chairman of the Architecture Committee updated the Board on the garage expansion on Lot #66 and the carport for Lot #17. He indicated that he has not met with the owner on Lot #66 to finalize the plans for the garage expansion. Mr. Lear said the owner was given a waiver to park the 1-ton vehicle in the driveway for a year until the garage is finished.
Regarding Lot #17, Mr. Dickens indicated that the owners on Lot #17 submitted plans for a carport. According to the Covenants, the plans could not be approved on the basis that this was a detached carport not in conformance with the home or existing garage.
Pet Control:
Mr. Lear stated that he has received calls regarding Wayne Colvin Jr. pit bull out of the yard, not on a leash.. The dog is still getting loose and intimidating the neighbors. One homeowner has contacted the animal control and the property owner to complain. Mr. Lear has also spoken to the homeowner(s) about this situation. Mr. Lear has asked homeowners to report all incidents to animal control and to him.
Mr. Lear informed the Board that he has received many good comments about the October Newsletter. The next newsletter will be sent out in January. All articles for this issue are due to Peggy Peck by January 15th. Mr. Lear requested that Mrs. Melton include an article regarding the upcoming election along with any positive and upbeat articles from the community.
NEW BUSINESS:
Next Year’s Budget:
Mr. Goldbeck handed out a proposed copy of the 2003 Budget and requested comments, feedback from the Board at the January 11, 2003 meeting.
Next Year’s Election:
Mrs. Melton indicated that there would be 3 vacancies on the board that will need to be filled and nomination letters will be going out to the homeowners in February. Mr. Lear stated that the upcoming election would be on the agenda on the Board’s next meeting.
Dog Fence:
The Board discussed the dog fence that is located in the front yard on Lot #37. Mr. Lear stated that there is nothing in the covenants that prohibits this. However, he indicated that this is a very gray area. Mr. Lear suggested that if the owners would not take it away that may be it could be put in the back yard. Mr. Lear asked Mr. Katz to draft a letter to the homeowners regarding this situation.
Motion to adjourn was made by Mr. Riggs and seconded by Mrs. West. Vote was unanimous 9-0. Meeting was adjourned at 9:45 p.m.
Respectfully Submitted,
Bonni Melton
APPROVED:
(Mr. Lear’s Signature)
____________________________________ Richard Lear, President DATE
SPECIAL MEETING OF THE
TARA PROPERTY OWNERS ASSOCIATION
&
TWPOA BOARD OF DIRECTORS MEETING
January 11, 2003
A special meeting of the members of the Tara Woods Property Owners Association was called at the Lake Anna Rescue Squad, 300 Bumpass Road, Bumpass, VA 23024, on January 11, 2003 at 1:00 o’clock, to take action on the approval or disapproval of amendments to the Declaration of Protective Restrictions and Covenants, Tara Woods Subdivision. The amendments, if passed, will impose certain restrictions and/or conditions on rentals of dwellings in Tara Woods Subdivision.
Richard Lear, TWPOA President, gave a brief overview of the Special meeting. The TWPOA members were asked to vote on the Covenants change of whether or not Article VII of the Tara Woods Property Owners Association (TWPOA) Declaration of Protective Restrictions and Covenants be amended by adding a subsection O to read as follows:
Option A: O. No dwelling house shall be rented for any period less than thirty days.
And,
Option B: O. Dwelling houses may be rented, subject to the following conditions and restrictions:
1. Owners that rent dwelling houses for any period (hereafter described in this subsection as “Owners that rent”) are responsible for ensuring that their tenants comply with these Restrictions and Covenants and the By-Laws of the Association. Owners will provide a copy of the Covenants and By-Laws to all renters.
2. Owners that rent shall provide a 24-hour designated point of contact (primary and alternate) to the President of TWPOA or other person or persons designated by the Board of Directors.
3. Owners that rent shall not advertise that their dwellings contain more bedrooms than approved in their health permit on file with Louisa county, and occupancy capacities shall be in accordance with Louisa county and Virginia state regulations.
4. Owners that rent may temporarily convey to tenants, during their period of tenancy, all access privileges to common areas and facilities except the pavilion. The rental contract shall contain a provision whereby the tenant waives all liability against the association for any incident or action that may occur in common areas and facilities owned or maintained by the Association.
In accordance with our by-laws each lot is authorized two votes. Of the 78 lots comprising TWPOA, 76 lot owners were in good standing. A simple majority of the Association is required for a Covenant amendment to pass. Therefore, 77 votes “for” a proposed change would be required in order for the amendment to pass.
Voting was conducted on a lot-by lot basis, with votes cast in person or by written proxy. From a possible 152 votes, 22 votes were cast for Option A, and the amendment failed; 104 votes were cast for Option B, and the amendment passed. Option B was incorporated into Article VII of our Covenants – effective immediately.
Mr. Lear thanked those who participated in the process, for their support and “being part of the solution.”
A motion to adjourn the special meeting of the Association was made by Nell West and seconded by Jim Duke. Vote was unanimous and the meeting was adjourned at 1:45 p.m.
===============================================================
The TWPOA Board of Directors regular meeting was called to order on Saturday, January 11, 2003 at 2:00 p.m. at Lake Anna Rescue Squad Building. Present were: Dick Lear, Nell West, Bonni Melton, Art Goldbeck, Bill Riggs, Larry Katz, and Jim Duke
MINUTES:
Mr. Lear informed the association that the November 12, 2002 minutes were approved on December 1, 2002 and e-mailed to the association. Motion to accept the approved minutes was made by Mr. Riggs and seconded by Mrs. West. Vote was unanimous 7-0.
TREASURER’S REPORT:
Art Goldbeck presented the Treasurer’s Report (attached to minutes), which reflects figures as of December 31, 2002. Mr. Goldbeck gave a breakdown of expenses that was requested by Mr. Lear – for example: Board Expenses; Maintenance Pavilion Common Area; Contributions (attached to minutes). Mr. Goldbeck stated that a large portion of the “Maintenance Pavilion Common Area” was due to the repair work to the dock and ramp. He stated that the money in the Capital Fund ($25,000) was not used this year. Mr. Goldbeck indicated that there were 9 lots sold during 2002. Motion to approve the Treasurer’s Report as presented was made by Mr. Katz and seconded by Mr. Riggs. Vote was unanimous 7-0.
OLD BUSINESS:
Property Manager’s Report:
Mr. Dingee was not available to present the Property Manager’s Report.
Committee Reports:
Architecture Committee:
Mr. Dick Dickens, Chairman of the Architecture Committee was not available to present the Architecture Committee’s Report. Mr. Lear gave report. He indicated again that Lot #66 has a waiver to park the 1-ton vehicle in the driveway for a year from the date of waiver (August 1, 2003) or until the garage is finished. Mr. Duke informed the Board that the property owners for Lot #66 are renovating the upstairs first and then will continue to the garage as weather permits. The property owner(s) are aware of the deadline.
Mr. Lear informed the Board that the foundation for the 2-car garage and workshop for Lot #70 has been sighted. No variances have been required and construction will be similar to the existing house.
Waterways Committee:
Mr. Lear informed the Board that Jim Peck resigned as Chairman of the Waterways Committee. He indicated that Mr. Howard West would be handling the gate keys to the pavilion area. There was discussion by the Board whether the Property Manager could be responsible for some of jobs that Mr. Peck handled. Mrs. West told the Board that the waterways job was originally part of the Property Manager’s job description. She stated that the previous Board started the different committees in order to get everyone involved in the community. Mr. Lear suggested that between now and the next Board Meeting that he would talk to Mr. Dingee about taking over these responsibilities. Mr. Lear thanked Mr. Peck for all his hard work he has done on this committee and for the Tara Woods community.
TWPOA Web Page:
Mr. Lear stated that TWPOA needs a new Webmaster for their web page. He would like to get someone who has web-authoring ability. Mrs. Perrigo has the disk with the current data on it. He indicated that he would like to keep a private website URL that is not advertised and is used only for disseminating information within the Tara Woods Community.
Mr. Lear informed the Board this would be the last newsletter that Mrs. Peck would be doing due to family medical issues. All articles for the January’s issue are due to Peggy Peck by January 15th. He stated that the association would be looking for a new editor for the newsletter. Many thanks were given to Mrs. Peck for her hard work on the newsletters.
Dog Fence:
The house on Lot #37was sold and the dog fence that was located in the front yard is now gone.
Property Violations:
There was some discussion on how to handle property violations before the sale of a property. It was suggested that when a seller’s package is requested, Mr. Goldbeck would contact the Property Manager to conduct an audit of the property to make sure there are no violations. Mr. Riggs suggested that if there are any violations that the information should be forwarded to the seller, buyer and the real estate agent. After a lengthy discussion, it was determined that the Property Manager would do a courtesy call to the property owner to see if there are any violations that would need to be addressed before the sale of their property.
NEW BUSINESS:
2003 Proposed Budget:
Mr. Goldbeck handed out the proposed copy of the 2003 Budget (attached to minutes). Mr. Lear indicated to Mr. Goldbeck to work a budget that would allow TWPOA to save $5,000 per year for the next 5 years. He reported that the dues were $320 for 2002 and this amount is included in the 2003 Budget. He indicated that the number of seller’s packages for 2002 (9 packages @ $100 = $900) was great, but he was not anticipating that amount for 2003. The proposed amount for the Maintenance Pavilion/Common Area is less $1,500; the Attorney Fee is down $600. Mr. Goldbeck is anticipating a small increase (10%) for insurance, but has not confirmed that amount. All other items would remain the same as 2002. Mr. Lear suggested looking at applying a sealer on the Pavilion this year. Mr. Duke indicated this project could be done in 2 weekends with community volunteers and the supplies being purchased by TWPOA. A motion to approve the 2003 Budge with the $320/lot annual dues was made by Mr. Katz and seconded by Mrs. West. Vote was unanimous 7-0. Mr. Lear indicated that a letter would accompanied the dues to the property owner(s) explaining the proposed 2003 budget with an explanation of what the Board is planning for the next year.
Next Year’s Election:
Mrs. Melton distributed a sample of the nomination letter that would be sent to property owner(s) and asked for input from the Board. After discussion, the letter was approved with some changes. It was determined that the letter would be sent out on February 1, 2003 and returned to Mrs. Melton no later than March 1, 2003. She indicated that there would be 3 positions to be filled. The Board will determine at the March 11, 2003 TWPOA regular Board Meeting when the election ballots will be sent out and returned. Mr. Lear suggested that each nominee write a short (½ page) cameo about himself or herself to be included with the election ballot. Mr. Lear informed the Board that Mrs. Melton and Mr. Riggs have chosen not to seek re-election this year. He thanked them for their contributions to the Board and to the community.
Covenant Change:
Mr. Lear will send a letter to property owner(s) regarding the new Covenant change and the amendment is effective immediately. A letter will be sent to all property owners who rent to forward their primary and alternate points of contact to him. He thanked the Board for their support on this most important matter for our community.
Motion to adjourn was made by Mr. Riggs and seconded by Mrs. West. Vote was unanimous 7-0. Meeting was adjourned at 3:30 p.m.
Respectfully Submitted,
APPROVED:
Mr. Lear’s Signature 1/27/03
Richard Lear, President DATE
TWPOA BOARD OF DIRECTORS MEETING
March 11, 2003
The TWPOA Board of Directors regular meeting was called to order on Tuesday, March 11, 2003 at 7:00 p.m. at Elk Creek Baptist Church. Present were: Dick Lear, Nell West, Bonni Melton, Art Goldbeck, Bill Riggs, Jim Holland, Maryhelen Perrigo and Jim Duke.
MINUTES:
Minutes for the January 11, 2003 board meeting were approved on January 27, 2003 2002 and e-mailed to the association. Motion to accept the approved minutes were made by Mr. Riggs. Vote was unanimous 7-0.
TREASURER’S REPORT:
Art Goldbeck presented the Treasurer’s Report (attached to minutes), which reflects figures as of March 11, 2003. Mr. Goldbeck informed the Association that nine (9) property owners have not paid their annual dues of $320.00. The property owners that have not paid are: Lot #5; Lot #9; Lot #20; Lot #23; Lot #30; Lot #32; Lot #45; Lot #63; and Lot #69. He indicated that insurance had gone up some this year. The corporate taxes went down $100 from last year and all taxes have been paid for this year.
Motion to approve the Treasurer’s Report as presented was made by Mr. Duke and seconded by Mr. Holland. Vote was unanimous 7-0.
Mr. Goldbeck informed the Board that he had received a phone call from a realtor (Dockside) who was representing a mortgage company that has the mortgage on Lot #23. This mortgage company is in the process of foreclosing and wanted to know the amount the property owner owns Tara Woods for unpaid annual dues. The total amount is $4,934.23 (which includes the annual dues and interest since 1995).
Mr. Goldbeck stated that a Seller’s Package was requested for Lot #9. Mr. Lear asked Mr. Dingee (Property Manger) to go and see of there are any problems/violations on this property and report to Mr. Goldbeck before this Seller’s Package is sent.
OLD BUSINESS:
Property Manager’s Report:
Mr. Dingee indicated that because of bad weather the replacement of the posts and rails has been slow. Work on replacing the posts and rails will resume with the warm weather approaching. Mrs. West indicated that the posts/rails in front of Lot # 16 were down and needed to be repaired as soon as possible.
Mr. Dingee also informed the Board that the gate at the pavilion is not working properly. The gate opens but is closing immediately not allowing safe travel in and out. Mr. Dingee indicated that he would be contacting the person from Fredericksburg to come and repair it. Mr. Holland suggested that we leave the gate open until it’s repaired so any vehicles going in and/or out would not be damaged.
Mr. Dingee suggested that each off-water property owner(s) would pay for installation of a “removable canopy”. This canopy would be mounted to their boat slip for protection from the birds, weather, etc. during the boating season only. After a lengthy discussion among the board and the association, the board did not make a motion for the installation of a “removable canopy for off-water property owner(s).
Committee Reports:
Architecture Committee:
Mr. Dick Dickens, Chairman of the Architecture Committee was not available to present the Architecture Committee’s Report. Mrs. West gave the report. Mr. Dickens reminded the property owner(s) of Lot #66 they have until July 9, 2003 to finish their garage for the work vehicle. Mr. Duke informed the Board that the property owners indicated to him that the plan is to keep the work vehicle in Fredericksburg until the garage is completed.
Mrs. West informed the Board that Carrie Cameron would now be handling the Tara Woods’ newsletter. She also stated that all articles for the April issue are due to Carrie Cameron by April 15th Articles can be submitted to CareBear51@ATT.net Mrs. Cameron is excited about during our newsletter.
Hospitality Committee:
Donna Hoskins, Chairman of the Hospitality Committee informed the Board that a “Welcome Basket” was delivered to Charles and Christina Meadows, Lot #37.
NEW BUSINESS:
Next Year’s Election:
Mrs. Melton informed the Board of the names that would be on the 2003 election ballot. She stated the following names on the ballot were “in good standing”. These names were Carol Filippi, Lot 51; Jim Peck, Lot 17; Bart Cameron, Lot 62; Jim Holland, Lot 72; and Dave Melton, Lot 12. Mrs. Melton indicated that the names are listed in the order they had received at least three (3) nominations from the members.
Mrs. Melton distributed a sample of the election letter and materials that would be sent to property owner(s) and asked for input from the Board. After discussion regarding dates, the letter was approved with minor changes. It was determined that the letter would be sent out on March 19, 2003 and returned to Mrs. Melton no later than April 11, 2003. The ballots will be opened and counted by the election committee on April 12, 2003. The Annual Meeting would be held on May 17, 2003 at 10:00 a.m. at the Lake Anna Rescue Squad Building. Mrs. Melton said that she had received “cameos” from each of the candidates, which will also be included with the election materials.
Property Violations:
Mr. Lear stated that a formal complaint had been received regarding the pontoon boat in slip #7. He indicated that he sent a letter to the property owner(s) regarding the boat. Mr. Lear stated in his letter that the boat was a safety hazard and an eye sore to the community. It was also stated that if the owner needed help hauling the boat he would be willing to help and that Jim Duke and Gerald Hoskins knew of a person with the equipment to do the job, if additional help was required. At this time Mr. Lear has not heard from the property owner and will try to contact him personally.
Spring Cleaning:
Mr. Lear would like to have a “Community Spring Cleaning Day” for each of the three entrances to Tara Woods. He asked Mr. Dingee if he had contacted Eric Harlow regarding a new contract for mowing the common areas. Mrs. West stated that we have a 2-year contract with Harlow Grounds Maintenance and Landscaping and also the liability insurance policy from him. Mr. Lear asked for suggestions from the board what to do with the entrances and what to do with the damaged or dead trees/shrubs. Mr. Lear asked Mr. Dingee to get quotes from Eric Harlow about removing theses items and replacing them. After discussion, Mr. Lear suggested that we need someone to take charge of the Landscaping/Beautification Committee with help from the community to work on each entrance. Mrs. Perrigo will coordinate this project with help from Mr. Duke, Nancy Lear, and Mr. Dingee.
A concern was made on what could be done on the potholes that were made by the state department when plowing snow in Tara Woods. Mrs. West suggested calling Mr. Poindexter at the highway department on this complaint. Mr. Lear asked Mr. Dingee to call Mr. Poindexter and let him know of the situation.
Pavilion Pressure Wash:
Website Coordinator:
Dick Lear will be handling the Tara Woods’ Website. He is hoping to get it up and running as soon as possible.
Tara Woods Rental Point of Contact Information:
Mr. Lear distributed the Tara Woods Rental Point of Contact Information to the Board.
COMMUNITY COMMENTS:
Jim Peck spoke regarding advertising by property owners who rent. The sanitation code for Louisa County is the same as the State of Virginia’s sanitation code & the code of Virginia is the same code for Louisa County. Mr. Peck contends that the code clearly states 2 people per bedroom and is based on a septic tank usage of 75 gallons per person per day. He told the board there are four lots in Tara Woods that are in clear violation of our covenants. He feels that people who advertise their home for rent are in violation of the TWPOA covenants when their home is stated to have more bedrooms than are county approved and sleep more people than what is approved by their septic tank permits. The lots are:
Lot #21 - county approved 3 bedrooms -- advertises sleeps 8
Lot #72 - county approved 3 bedrooms -- advertises sleeps 10
Lot #75 - county approved 4 bedrooms -- advertises sleeps 12
Lot #78 - county approved 3 bedrooms -- advertises sleeps 10
Note from the President: After an in-depth review of the Sewage Handling and Disposal Regulation, Part V “Design and Construction Criteria”, section 12 VAC 5-610-670. “Sewage Flows” from which Mr. Peck has made his claim, I am thoroughly
convinced that the design specification cited by Mr. Peck was taken out of context and that the Regulation does not specify residential occupancy rates of 2 per bedroom as claimed. An article addressing Tara Woods occupancy rates will be written for the April TWPOA Newsletter. I appreciate Bonni Melton’s accurate minutes regarding this controversial issue. I’m sure there will more discussion regarding occupancy rates when the new Board convenes.
Mr. Holland disagreed with Mr. Peck regarding the advertisements were a violation of the covenants. He stated that our covenants address the advertising of a house’s number of bedrooms must be in accordance with its septic permit.
Mr. Peck feels our covenants were amended to satisfy those who choose to rent their homes and to satisfy those who opposed renting. This action by the entire association is for all members to abide by. The few who are not in compliance with this action are in clear violation of the covenants. He feels it is the board’s duty on behalf of the
membership to declare these owners as “MEMBERS NOT IN GOOD STANDING “ to show the membership that the Board of Directors will not tolerate clear and outright covenant violations.
Mr. Peck asserted if our covenants are for all members, the Board of Directors should make an open statement that its job is to function according to the By-Laws & Covenants as they are written.
After a lengthy discussion regarding this issue, Mr. Lear stated that he would send a letter to the property owners who rent their houses and suggest to them to advertise their rental with number of bedrooms as stated on their “Sewage Disposal System Operation Permit” only and not put how many it sleeps. Mr. Lear tabled this issue until the next meeting.
Motion to adjourn was made by Mr. Duke and seconded by Mr. Riggs. Vote was unanimous 8-0. Meeting was adjourned at 9:15 p.m.
Respectfully Submitted,
APPROVED:
Mr. Lear’s Signature 4/6/03
Richard Lear, President DATE