Minutes of the Board of Directors Meeting

Minutes of the Board of Directors Meeting River Ridge Association Meeting Date: August 5, 2017

Call to Order: A regularly scheduled meeting of the River Ridge Board of Directors was held at the River Ridge park on August 5, 2017. The meeting was convened at 10:00 a.m. with Nancy Johns, President, presiding, and Devon Hill serving as secretary.

Board members in attendance: Nancy Johns, Tom Miller, Ken Hohl, Tom McLaren, Devon Hill, Howard Caulfield, Paul Pohlenz, and Larry Scriggins.

Others in attendance as recorded on the sign-in sheet: Berry Buckingham, Ron Skeans, and Bill Fenske.

The Agenda for the meeting was adopted by voice vote.

Treasurer’s Report: The Treasurer’s report was emailed to the Board and copies were available for distribution at the meeting. K. Hohl stated that assessments had recently been sent out and there are a few outstanding. A brief conversation was held about anything further that could be done concerning the few seriously delinquent accounts

Secretary’s Report: D. Hill reported that the minutes of the Annual Meeting would be forwarded to the Board for their review the week following this meeting.

Communications: H. Caulfield asked whether information for P. Shanklin’s efforts to find volunteers to open the gate for trash collection could be included in the Newsletter; there was no objection. H. Caulfield also reported on the efforts to obtain emergency numbers for lot owners. He reported that he had obtained contact information for 23 out of the 38 lots for which we did not have a contact number. This information was given to the Operations and Maintenance Chair, and will remain confidential. Articles are due for the next newsletter by August 14th.

Operations and Maintenance: T. Miller reported that a UPS driver broke the barrier arm on the Upper Gate. UPS has agreed to replace the arm and an initial estimate for the replacement would be in the range of $1,000. T. Miller reported that, as in past years, the Great Cacapon Baptist Church has asked to use the park for its picnic and baptisms on August 27th. There was no objection to the use of the park. T. Miller proposed assisting homeowners to replace corroded or damaged driveway pipes to ensure good drainage and minimize erosion issues. A motion was made, seconded, and approved that O&M could assist in these replacements, provided that homeowners pay for the materials. A discussion was conducted about a person who has volunteered to assist O&M for a reasonable fee. There was no objection to hiring this person on a per project basis, provided that he was included on the Worker’s Compensation schedule.

A long discussion was held regarding the problems for a space to dispose of leaves and other natural refuse from cleaning of the culverts. T. Miller gave a history of leaf disposal at River Ridge and the present problem. Consideration was given to purchasing a lot for leaf disposal and well as identifying homeowners that would allow disposal on vacant property for a fee. P. Pohlenz presented his research into purchasing a truck loader/mulcher that could throw the leaves back from the road. The Board requested T. Miller to look into the cost of purchasing a lot that had been identified for sale. The Board further requested that P. Pohlenz research the cost of renting the truck loader to try out the equipment before purchase as concerns were raised about damage to the loader from rocks. This issue will be further discussed once this information is obtained. In addition, T. McLaren reported his efforts with a realtor to contact another lot owner near the lower gate for potential acquisition.

A discussion was held about different types of treatments for the gravel roads to reduce our gravel consumption, maintain the road surface, and reduce dust. Concerns were raised about environmental issues and cost. It was determined there was insufficient information to work toward a proposal at this time.

Architecture: Tom McLaren reported that a few homeowners had sent in drawings and plans, which raised no concerns. T McLaren also discussed deterring non-homeowners from using the park and facilities. A motion was made and passed to put a No Trespassing sign in keeping with the style of the River Ridge sign at the lower gate.

Environmental: Paul Pohlenz discussed that he intended to put an article in the Newsletter to see if homeowners wished to investigate radon issues on their property. This would not be a River Ridge funded assessment. There was no objection. P. Pohlenz and T. Miller discussed that there had not been an occasion to fully utilize the water wagon that was recently purchased because of the available employee time. T. Miller intends to be able to operate the wagon for dust mitigation in the coming weeks. P. Pohlenz discussed the need to work with the fire department to ensure access to sufficient water sources in case of forest fire. The current river access and dry hydrants on nearby ponds was discussed. P. Pohlenz will investigate and look into grant money for this project.

The subcommittee for the Third Deer Hunt will meet next week. P. Pohlenz and Bill Newman are also determining whether there is sufficient interest to have a tree planting in the fall. P. Pohlenz is also discussing with Cacapon Institute the replacement of three newly planted trees that appear to have died. P. Pohlenz asked for volunteers to go to the Eastern Panhandle Home Owner Association (EPHOA) meeting on September 16, 2017 in Martinsburg, WV. The meeting will discuss options for obtaining delinquent homeowners fees. P. Pohlenz reported on the actives of the EPHOA group and will continue to attend other meetings, but cannot attend on September 16.

A brief discussion was held on the trash and abandoned property left on the lot outside the gate. T. McLaren to discuss options with Sheriff.

Long Range Planning: L. Scriggins discussed forming a Committee to work on identifying candidates to stand for the Board. D. Hill agreed to be Nominations Chair and asked for participation from full time residents.

Unfinished Business: A motion was made to keep all Board Assignments the same, except that D. Hill would serve as Nominations Chair and only one Vice President would be named. The motion carried nem. con. Nancy Johns was empowered to approach a particular resident to fill the vacant board seat.

A discussion was started to address concerns raised at the Annual Meeting about problems with renters. L. Scriggins provided information on his research about what is needed to amend the covenants. A group discussion about the pros and cons of restrictions on homeowners renting their property was undertaken, including concerns about existing homeowners and potential liability for lawsuits and depreciation of property values. Further discussion was tabled until next meeting when interested homeowners will be invited to attend, present their concerns, and discuss solutions.

At 11:40 the Board went into Executive Session to discuss employee issues.

The meeting was adjourned at 11:55 am.

Devon Hill Secretary, River Ridge Association