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Board of Directors Minutes 2003-2004 - Dave Melton, President

Board of Directors 2003-2004
Officers:	Directors:
Dave Melton, President	Jim Duke
Nell West, Vice-President	Carol Filippi
Art Goldbeck, Treasurer	Jim Holland
Maryhelen Perrigo, Secretary	Dick Lear
	Dave Melton

TWPOA BOARD OF DIRECTORS MEETING

March 14, 2004

The TWPOA Board Directors met at 1:00 p.m. at the Louisa County School Board Meeting Room. Board Members present: Dave Melton (President), Nell West (Vice-President), Art Goldbeck (Treasurer), Jim Duke, Carol Filippi, Dick Lear, Larry Katz and Jim Holland.

MINUTES

Nell West made a motion to approve the agenda. Larry Katz seconded and it was approved unanimously.

COMMENTS BY PROPERTY OWNERS:

Gerald Hoskins, Lot 48 – asked the Board to consider reducing the number f board members from nine to seven or five; compensation be given only to the Treasurer and Secretary and reimbursement be given to others when needed; addressed maintenance of boat slips.

Bob Kleinworth, Lot 21 – regarding recent newsletter that was sent to homeowners; asked board not to consider reducing the number of board members; compensation to board members who commute to the meetings.

COMMENTS BY THE BOARD:

Art Gold Beck – none

Dick Lear – none

Carol Filippi – none

Nell West – regarding compensation to board members

Jim Holland – regarding compensation to board members

Larry Katz – regarding the number of board members and compensation to board members

Jim duke – regarding board slips

Dave Melton – damages to dock have been taken care of

CONSENT AGENDA:

Carol Filippi made a motion to approve the minutes for the October 5, 2003 meeting with the following information added, “Dave Melton asked Jim Holland if he would change his ad. Jim Holland responded no”. Nell West seconded and it was approved 6 for, 1 against and 1 abstain. Discussion of minutes for January 7, 2004 meeting. Jim Holland made a motion to add a statement to his comments under “COMMENTS BY THE BOARD”. No second. Motion died. Jim Holland made a motion to have his comments stricken. No second. Motion died. Nell West made a motion to approve the minutes for the January 7, 2004 meeting. Carol Filippi seconded and it was approved 4 for, 1 against, and 3 abstain. Art Goldbeck discussed the financial report stating that 7 lots have not paid their dues. Lot 29 has been sold and closing March 27, 2004. All state and federal taxes have been paid. Larry Katz made a motion to approve the financial report. Dick Lear seconded and it was approved unanimously.

UNFINISHED BUSINESS:

Dave Melton reviewed the letter he sent to Jim Johnson of McGuire Woods and Mr. Johnson’s response regarding the 2001 Covenants. The board discussed the letter and Dr. Melton noted questions asked by the board regarding Mr. Johnson’s letter and will speak with him. Larry Katz made a motion for a committee of the board to review the covenants. Carol Filippi seconded and it was approved unanimously. The board committee to review these covenants will consist of Larry Katz, Jim Holland, Nell West, and Art Goldbeck. Dr. Melton recommended any questions/comments regarding these covenants should be addressed to Larry Katz or placed on the website. The committee will report back in April.

The board discussed the upcoming 2004 election dates for the ballots to be sent and received:

March 19, 2004 – send ballots to property owner(s)

April 12, 2004 – ballots due to secretary (by midnight)

April 17, 2004 – counting of ballots

Dick Lear made a motion to move the April 7^th board meeting to April 21^st. Jim Duke seconded and it was approved unanimously.

Donna Hoskins, Property Manger, informed and discussed with the board the 2 bids she received for the mowing contract to the common area. The bids were from Harlowe Grounds Maintenance & Landscaping and T-n-T. Mrs. Hoskins recommended Harlow for the contract in the amount of $9,000. Jim Holland made a motion to award the mowing contract to Harlowe Grounds Maintenance & Landscaping in the amount of $9,000. Dick Lear seconded and it was approved unanimously.

NEW BUSINESS:

Dave Melton informed the board that the meetings could no longer take place at the Louisa County School Board. The meetings will now take place, starting with the April 21, 2004 meeting at either the Lake Anne Rescue Building or Elk Creek Baptist Church. Nell West will contact these places and get back to the board.

REPORTS:

Property Manager: Donna Hoskins provided her report. She spoke to the builder of lots 10 & 11 about building materials left on rightaways and resolved the situation if any damage was done. Road signs were replaced at the intersection of Tara Woods Drive and Scarlett O’Hara. Purchased two “No Parking” signs for the common area and “No Overnight Trailer Parking” sign to be place on rails by the board ramp. Replacing fence rails and trash pick-up is done twice a week. Replacement of damaged and missing boat slip numbers will be done when weather warms up. Plants/flowers will be planted in front of the Tara Woods entry sign and at the pavilion. The porta potty and trash service will be contacted to reinstate service. Buoys will be checked when the weather warms up. Boat slip33 has now been assigned to lot 63. Mr. Ridley has paid and replaced the damaged dock boards but needs to pay to replace the two leaning and one missing posts. She asked how the board wishes to handle this situation. Art Goldbeck made a motion to have the posts replaced and bill Mr. Ridley the cost minus the $80. Nell West seconded and it was approve unanimously.

Hospitality: House-warming gifts will be presented to Lot 2, Lot 78, and Lot 40.

Architectural Committee: No report.

4^th of July Parade: No report.

Annual Picnic: No report.

Newsletter: Nell West gave report. Carrie Cameron resigned as editor of newsletter. Mrs. West asked if anyone is interested to please contact her.

Upcoming meeting dates:

April 21, 2004 – Board Meeting

May 15, 2004 – Annual Meeting

Jim Duke made a motion to adjourn the meeting. Dick Lear seconded and it was approved unanimously. Meeting Adjourned at 2:50 p.m.

Respectfully Submitted,

Bonni Melton

APPROVED:

____Signature obtained ________

David Melton, President

TWPOA BOARD OF DIRECTORS MEETING

January 7, 2004

The TWPOA Board Directors met at 7:00 p.m. at the Louisa County School Board Meeting Room. Board Members present: Dave Melton (President), Nell West (Vice-President), Art Goldbeck (Treasurer), Carol Filippi, and Jim Holland.

MINUTES

Nell West made a motion to approve the agenda. Carol Filippi seconded and it was approved unanimously.

COMMENTS BY PROPERTY OWNERS:

Steve Leache, Lot 19 - regarding 2001 Covenants.

Dick Dickens, Lot 36 – regarding letter received from board on damages to boat dock.

PRESENTATIONS:

None

CONSENT AGENDA:

Art discussed the financial report. Carol Filippi made a motion approve the financial report. Jim Holland seconded and it was approved unanimously. Jim Holland made a motion to approve the October 5, 2003 minutes. There was no second. Dave Melton indicated that the October 5, 2003 minutes would be discussed at the March 7, 2004.

UNFINISHED BUSINESS:

None.

NEW BUSINESS:

The upcoming election was discussed. Art Goldbeck made a motion to use same letter as last year but to use the dates that Dr. Melton discussed. Carol Filippi seconded and it was approved unanimously.

The following dates for the letters:

February 1, 2004 – send nomination letter to property owners

March 1, 2004 – nominations due to Secretary

March 19, 2004 – send ballots to property owners

April 12, 2004 – ballots due to Secretary (by midnight)

Annual Meeting: May 15, 2005

Donna Hoskins, Property Manger, discussed the Grass Contract for the common area. She will receive bids and submit to board.

Art Goldbeck presented the budget for 2004. Nell West made a motion to approve the 2004 Budget. Carol Filippi seconded and it was approved unanimously. The 2004 budget will be presented at the May 15, 2004 Annual Meeting.

Dr. Melton asked the board of they would like to discuss the letters the board received from Steve Leache at the March 7^th meeting when all board members could be present.

REPORTS:

Property Manager: Donna Hoskins provided her report. Christmas wreaths were put up at the main entrance to Tara Woods and would be removed soon. Each boat slip will be properly marked. The “No Overnight Parking” signs would be ordered.

Hospitality: Donna Hoskins said there were no new people.

Architectural Committee: Dick Dickens gave his report. Approvals for plans were made on the following lots:

Lot 10 - House

Lot 11 - House

Lot 49 – Shed over Existing Slip

Newsletter: No report

COMMENTS BY THE BOARD:

Art Goldbeck – None

Carol Filippi – None

Nell West – Thanked Dave for the use of the Louisa County School Board Meeting Room.

Dave Melton – None

Jim Holland - Express his concern in renting his house.

Meeting Adjourned at 8:35 p.m..

Respectfully Submitted,

Bonni Melton

APPROVED: David Melton, President Signature Obtained

TWPOA BOARD OF DIRECTORS MEETING

October 5, 2003

The TWPOA Board of Directors met at 1:00 PM at the Louisa County School Board Meeting Room. All Board members were present: Dave Melton (President), Nell West (Vice President), Art Goldbeck, (Treasurer), Maryhelen Perrigo (Secretary), Jim Duke, Carol Filippi, Jim Holland, Larry Katz, Dick Lear.

MINUTES

Dick Lear made a motion to approve the agenda. Art Goldbeck seconded and it was approved unanimously.

COMMENTS BY PROPERTY OWNERS:

None

COMMENTS BY BOARD MEMBERS:

Dave Melton thanked the people who stained the pavilion.

CONSENT AGENDA:

Art Goldbeck discussed the financial report. He noted that Mr. Ridley paid for the damage to the dock. He also talked about several properties that have new owners. Larry Katz made a motion to approve the August 4^th minutes and the finance report. Dick Lear seconded. Both were approved unanimously.

UNFINISHED BUSINESS:

We received a letter from the Louisa County Attorney. The letter noted that there are no regulations restricting occupancy and he opined that our covenant should restrict certain advertising. Larry Katz made a motion that the Board concurs in the interpretation of the County Attorney in his letter dated August 18 2003, that it would violate the Tara Woods covenants for rental properties to be routinely advertised as available for rental occupancy by more than two persons per approved bedroom. Art Goldbeck seconded the motion. The motion passed with an 8 to 1 vote with Jim Holland casting a no vote. Dave Melton asked Jim Holland if he would change his ad. Jim Holland responded no.

There was some discussion of what to do with violators including a discussion to declare those members not in good standing. We probably could not fine them and Dave Melton said he would send violators a letter to correct their ads.

NEW BUSINESS:

Several slips were damaged during the storm, Isabel. Art Goldbeck made a motion that the Treasurer should send letters to the property owners whose boats damaged the dock. Nell West seconded and it was approved unanimously.

The newsletter will be sent out October 15^th. Also, it was decided to print new directories. Two hundred will be ordered so we can give 2 per property owner and have some extras.

REPORTS:

Property Manager: Donna Hoskins provided her report. She discussed the damage to the boat dock and replacing fence rails. About 343 rails need to be replaced. It cost $8.05 per rail plus tax and delivery. Dick Lear made a motion that the property manager purchase new rails not to exceed $3,000. Larry Katz seconded and it was approved unanimously. Dick Lear made a motion that the property manager hire Mr. Harlowe to install the fence rails not to exceed $2,000. Larry Katz seconded and it was approved unanimously.

Architectural Committee: Dave Melton presented Dick Dickens report. Poehler’s boat house and on grade deck extension was approved.

Annual Picnic: Jim Duke reported that 28 people attended and it cost the association about $103. The weather was not good. Some ideas were discussed for next year.

Hospitality: Donna Hoskins said there are no new people.

Upcoming meeting dates: Maryhelen Perrigo suggested that we put all of the dates of upcoming meeting in the newsletter since we do not have a complete list of emails.

CLOSED SESSION FOR LEGAL MATTERS:

Dave Melton proposed a 5 minute break, then meet in a closed session.

RETURN TO OPEN SESSION:

Larry Katz made a motion to come out of closed session. Art Goldbeck seconded and it was approved unanimously.

Dave Melton asked Larry Katz to present a certifying motion for the closed session. Larry Katz made a motion to certify that the closed session was for the purpose to determine the validity of amendments to the covenants previously adopted. A legal question was raised whether all amendments had been properly adopted, valid, and in effect. The Board consulted with outside counsel and determined that all covenant amendments to date are valid, lawful, and in effect. Nell West seconded the motion and the motion carried with an 8 to 1 vote and Jim Holland cast the no vote.

Jim Holland made motion to see another lawyer since the board is not following the advice of our attorney. Maryhelen seconded the motion. The motion did not pass with a 1 to 8 vote. Jim Holland voted in favor of the motion.

Board members said they voted against the motion because they disagreed with Jim Holland’s view that we were not following the attorney’s advice. Consequently, the previous motion was clarified to seek a second opinion from another lawyer. Dick Lear seconded the motion. It was not approved with a 4 to 5 vote. Jim Holland, Dick Lear, Jim Duke, and Maryhelen Perrigo voted for the motion.

Jim Holland made a motion to make the association aware of what was discussed in the closed session. Maryhelen Perrigo seconded the motion. Discussion: Larry Katz saw no need for the motion as nothing has changed so there is nothing to make the association aware of. Jim Holland said that many of us came to the board to make the board more open. The motion was not approved with a 2 to 7 vote. Jim Holland and Maryhelen Perrigo voted for the motion.

Dick Lear made a motion to adjourn the meeting. Nell West seconded the motion and it was approved unanimously.

Respectfully Submitted,

Maryhelen Perrigo

APPROVED: David Melton, President Signature obtained

TWPOA BOARD OF DIRECTORS MEETING

August 4, 2003

The TWPOA Board of Directors met at 7:00 PM at the Louisa County School Board Meeting Room. Board members present: David Melton (Pres), Nell West (V.P.), Art Goldbeck (Treas), Maryhelen Perrigo (Sec), Jim Duke, Carol Filippi, Jim Holland, Larry Katz, and Dick Lear.

MINUTES

Art Goldbeck motioned to approve the agenda, Jim Duke seconded, and it was approved unanimously.

COMMENTS BY PROPERTY OWNERS:

Roger Wilding addressed the board about his camper. He said that prior to settlement he received outdated covenants which specifically allowed parking campers. He did not receive the changes until shortly after settlement and asked for a waiver to allow him to park his camper. Nell West questioned him and indicated that Roger was told about our camper restriction before he moved in.

Roger Wilding was asked to obtain his adjoining neighbor’s views on whether they would support such a waiver. Roger said he would obtain those views.

TREASURER’S REPORT:

Dave Melton noted that the board would be approving the last meetings minutes with the current treasurer’s report. In that same motion, the board will be approving the annual meeting minutes, the April 22 minutes, and the June 1 minutes--all in the same consent agenda.

Art Goldbeck provided his report. He said that we received about $4,929 from the recent sale of lot 23. He elaborated that $1,740 was for past dues, $1099 was interest, $1125 was for mowing, and $965 for attorney fees (liens). So, the Association’s income was much higher than anticipated.

There was a discussion on making donations. Nell West motioned that we donate $100 to the Bumpass Fire Department and $100 to the Lake Anna Fireworks. Larry Katz seconded the motion and it was approved unanimously.

Nell West motioned to approve the consent agenda, Carol Filippi seconded, and it was approved unanimously.

UNFINISHED BUSINESS:

Letter to County Attorney: The board had previously asked the county attorney if there are any regulations on occupancy rates of the dwellings in the County. We have not heard from Mr. Morgan, County Attorney. Dave Melton will follow-up.

Jim Peck submitted a formal complaint alleging that 4 rental properties are in violation of the covenant that owners who rent not advertise for more bedrooms than their septic permit and that occupancy shall be in accordance with Louisa County and Virginia State regulations.

Larry Katz motioned that the board send a letter to lot 78. This house is advertised to have 3+ bedrooms when the health permit is for 3 bedrooms and that they should correct their advertising. Art Goldbeck seconded the motion and it was approved unanimously.

Dick Lear motioned that we table the discussion on occupancy until we hear from the County Attorney on whether any regulations exist on occupancy rates. Larry Katz seconded the motion and it was approved unanimously.

Dave Ridley’s Boat: The boat was moved to the slip previously assigned to Yokum. It is tied up and no longer is damaging the dock or is it a threat to other boats. It was estimated that the damage to the dock is $80. Art Goldbeck motioned that he would send a letter to Dave Ridley to get the $80 in damages, Jim Holland seconded, and it was approved unanimously. The board agreed to take no other action on the boat at this time.

Wilding Camper: Roger Wilding had asked for a waiver to continue parking his camper on his property. Jim Holland requested an executive session. Dick Lear motioned that the board table the discussion and convene an executive session, Carol Filippi seconded, and it was approved unanimously.

NEW BUSINESS:

Pavilion staining: Nell West motioned that Dick Lear organize a work party with Jim Duke and purchase the stain. Jim Holland seconded the motion and it was approved unanimously.

Sign in the Common Area: Nell West motioned that we buy permanent no parking signs for the pavilion area, seconded by Larry Katz, and unanimously approved.

Rental Complaint: Nell West received a verbal complaint regarding one of the rented properties, but the person did not want to make a formal written complaint. Consequently, there is no outstanding complaint. No action is required.

REPORTS:

Property Manager: Donna Hoskins read and provided her report.

Annual Picnic: The picnic will be September 13, 2003.

Architectural Committee: No discussion.

Hospitality: Donna Hoskins gave the Camerons a house warming gift.

Newsletter: Carrie Cameron asked the board if we could send the newsletter via email which will lessen her burden and the cost of mailing newsletters. There will be a sign-up sheet to receive the newsletter by email at the annual picnic.

COMMENTS BY BOARD MEMBERS: Jim Holland asked if people can lawfully walk around the lake on the VEPCO easement in front of other properties. Dick Lear said the VEPCO easement provide “exclusive” use of the property to the land owner. It is considered private property.

EXECUTIVE SESSION:

Jim Holland motioned that the board move to a executive (closed) session, seconded by Larry Katz. The motion passed with one no vote by Dick Lear.

RETURN TO OPEN SESSION:

After the executive session, it was decided to table the Wilding camper waiver until the next meeting. Larry Katz motioned to table the issue, seconded by Jim Holland. The vote was 6 for and 3 against. (Against votes were Melton, West, and Filippi).

The meeting was adjourned. Jim Holland motioned to adjourn, seconded by Dick Lear, and unanimously approved.

APPROVED: David Melton, President (signature obtained)

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