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The meeting was called to order by President Beneke at 10:00 A.M. Treasurer/Secretary Romero presiding.
Directors in attendance in person: Romero, McKnight, McCaghren, Moeller Directors in attendance by telephone: Beneke, Smith, Foster Directors absent: Ames, Potts
Staff in attendance: Gwozdo, Wyatt
Staff absent: Brown
Upon motion made by Beneke and seconded by Moeller the minutes of December 16, 2016 were approved.
The reports sent to the Board are preliminary as there are year-end additions and additional updates to be made on completion of audit. The difference in the balance sheet is due to the settlement with the Ridges Home Owners Association being signed and recorded and the addition of the Security Jeep to the notes payable. Some adjustments on expenses and income were made due to motel expenses that were not budgeted, overages in Road Maintenance and interest payments for new equipment. Even so we came out even in the Road Maintenance and Security runs in normal fashion. Beneke asked the status of the Ski Slopes payment. Wyatt reported that they owe $12,726.
Romero reported year end expenses were in line with 2016 budget, and the estimates that were prepared to begin the 2017 budget process. Romero complemented staff for their management of the budget. He also reported he, McKnight and Wyatt had met in a preliminary meeting with the auditors. The audit will be held February 6 and 7th.
Beneke asked about status of 2017 road and security collections. Wyatt reported they were going well. $ 959,000 billed and $217,000 had been collected thus far.
(In Brown’s absence, Romero recapped the road report and indicated entire report would be included in the minutes.)
The mountain has received the much needed precipitation it needed to get out of the red zone as far as wildfires are concerned. Along with the precipitation, we have received some heavy rains, substantial winds, and 2 measurable snow events. Although no major damage has been reported we have had the usual 20 plus trees down, muddy roadways, and one 3-day snow event that required the mobilization of all of the snow removal equipment and some after-hours attention. Since last report we have received 4 inches of rain, 11 inches of snow, and 2 inches of ice
Snow removal: on 12/19/16 .10 inches ice used 2 hopper loads of salt mix, 12/29/16 2 inches snow and ice 6.25 hoper loads of salt mix, 1/5/17 2 inches snow and ice used 4 hoper loads of salt mix, 1/6/17 3 inches of snow used 5 hoper loads of salt mix, 1/7/17 4 inches of snow and ice used 10 hoper loads of salt mix. The usage of stockpiled pure rock salt is 9 ½ tons for this winter season.
Repaired muddy ruts on Upper Lookout caused by a 2wd service van winterizing houses in poor weather conditions used 4 loads of gravel to repair.
Repaired muddy ruts and damaged areas on Oakridge Lane caused by a delivery truck making a delivery to Utilities Inc. An invoice has been sent to HD Supply for the damages which include 3 loads of gravel and numerous hours of machine work and negotiations are ongoing with Utilities Inc.
“Due to these damages I have requested that Sandy put a stop to any non-emergency heavy vehicle deliveries on gravel roads until the roads heal.”
WLRM has cut numerous trees out of RROW’s from storm damage.
WLRM is in the process of day lighting Spring Brook Lane by cutting and removing trees and brush from RROW when weather permits.
WLRM has installed 1 load of boulders along the turn at the ski lodge to prevent the ski lodge patrons from parking in the roadway.
WLRM has burnt 8 brush piles that were stockpiled at the maintenance shed.
WLRM has removed a large tree from Ridgeway Rd. below the section of road owned by Blue Mt. per Sam Stebbins, and an invoice has been sent.
WLRM crew during unfavorable weather has cleaned up debris, scrap, and trash around maintenance shed.
WLRM has patched broken pavement issues on McKinney Gap and Wolf Laurel road where needed.
The Mahindra M-Power 85 tractor has been hauled to the dealer and had its annual complete service.
The radiator hose on the Ford L9000 dump truck has been changed.
Due to wiring harness issues on the skid steer and the backhoe causing light failures, extra lights have been added to both machines for safety reasons.
All other equipment that needed service has been serviced.
All equipment has been cleaned and thoroughly checked out.
The front end of the four-wheel drive system is starting to give some issues and may need to be replaced this winter. After trouble shooting, the problem may be in the internal case and cannot be addressed until it breaks.
Romero stated that Brown had mentioned that a temporary ban on large, heavy trucks was in effect due to the soft muddy conditions of the gravel roads. Romero asked Gwozdo if the ban was still in effect. She replied that the ban had been lifted, but as heavy rain was expected over the weekend, the roads would be reassessed on Monday. Romero explained that in the case of an emergency, such as need for heating fuel, the trucks would be allowed. Gwozdo gave an example of a property owner who had ordered a small table which was delivered by a tractor and trailer. The security staff contacted the property owner who came to the gate and off loaded the table into their vehicle. She complimented property owners for their understanding and willingness to cooperate while recognizing the inconvenience to them.
- Two noise complaints: A party and a motorcycle. We also have had numerous reports of gun shots or fireworks from property owners near the Ski Slopes on Saturday evenings around 9:30 PM. The source is the Ski Slopes which is outside the authority of RMS.
- A property owner in Chestnut Village using a hand gun for target practice was informed by Security Patrol that shooting within Wolf Laurel was not allowed. The gentleman apologized.
- The DOS was called at midnight to locate a property owner whose wife reported him late in returning from a walk. Two hours later the gentlemen contacted his wife and the search was called off.
- Numerous vehicles were stopped by Security Patrol and drivers warned of excessive speed and/or left of center line. The majority were property owners or their family and guests.
- Numerous warnings given to Ski Slope guests found outside Slopes property or lost.
- Property owner’s family asked to move vehicles from in front of Big Bald gate.
We are considering attaching a sign to the gate to better insure accessibility for emergency vehicles.
- The Security Patrol Staff is well pleased with the new security vehicle and wish to express appreciation for their time and support to all Board Members, especially Becky McKnight and the Security Committee.
Moeller asked the final purchase price of the Security Jeep.
McKnight responded that the price was $26,800 plus tag and title. It has full warranty and 1600 miles. We paid approximately $9,000 including tag, tax, and title and financed $20,000.
Romero stated that it is financed for 60 months, but the goal is to pay off in 48 months.
Romero explained due to the need to fill the ARB chair vacancy it was necessary to move the nomination and vote of the ARB chair (New Business) before proceeding with committee reports.
Beneke reported Tom Wrenn had agreed to fill the vacancy left by DiPetta’s resignation. Beneke moved to appoint Tom Wrenn as ARB Chair. The nomination was seconded by McKnight. The motion carried with all directors voting yes.
Communications & Community Relations
- Outdoor Burn Ban lifted – an email announcing that the temporary burn ban put in place in mid-December had been lifted was distributed on January 4 to all property owners.
- Fire Safety TOB article– the C&CR Committee is developing an article for the Top of The Bald on fire safety for the next issue which closes at the end of the month.
Insurance / Finance Committee
Wyatt, McKnight, and Romero meet with the accountants on January 11, 2017 to have a preliminary conversation in preparation for the onsite annual review that will take place on February 6-7. Romero stated that because he will not be available, McKnight in her capacity as Assistant Secretary/Treasurer would be onsite. McCaghren stated that in his recollection the board had not voted on McKnight’s appointment as Assistant Secretary/Treasurer. McKnight stated that she had been asked by Beneke to serve in this capacity. Following some discussion as to whether the bylaws provided for the assistant position, McCaghren moved to appoint McKnight as Assistant Secretary/Treasurer. The motion was seconded by Moeller. All directors voted in favor and the motion carried. McKnight asked if the appointment meant that she would also be a member of the Executive Committee. The board discussed whether it was necessary for the Assistant Secretary/Treasurer to be on the Executive Committee. Beneke recommended this question be tabled for further review and discussion. Foster supported Beneke’s position and stated she did not see urgency for immediate action on such an important matter. McCaghren pointed out the by-laws do not speak about the executive board. After further discussion Beneke moved to postpone the decision until further discussion could be had during the February board workshop. Foster seconded. McCaghren and Moeller spoke of their support to move forward with an appointment to allow McKnight to carry out her responsibilities. Romero spoke in support of delaying the decision until after the workshop. He opinioned it would not impact the Assistant Secretary/ Treasure’s ability to sign checks and represent him for the accounting review. McKnight reminded the board that she would also be responsible for signing legal documents. The motion ended in a tie with three directors voting in support and three against.
McCaghren moved to appoint the Assistant Secretary/Treasurer position to the Executive Committee. After further discussion about the merits of a vote at this point, Moeller withdrew his support. Smith (participating by phone) stated that he had been disconnected during the vote to postpone the decision, and stated that while he had mixed feelings, he was going to vote against the motion to delay the decision. Smith stated in his opinion, we were asking a lot from McKnight in her capacity as Assistant Secretary/ Treasurer and yet she would not have the authority she might need to sign checks; participate in the accounting review; and other decisions she may need to make. In light of Smith’s inability to participate when the first vote was taken, Romero called for a re-vote on Beneke’s motion to postpone the decision. The motion failed three in favor and four opposed.
McCaghren moved to appoint the Assistant Secretary/Treasurer position to the Executive Committee. The motion was seconded by Smith. Discussion followed with Beneke, Foster and Romero, reiterating the need for workshop discussion. The motion carried four in favor and three opposing.
Matters Under Review
- David Etheridge has amended the complaint with a property owner and is preparing the motion for summary judgment
- Collection Effort against Property Owner. The deposition in aid of execution was taken and Etheridge is pursuing the findings.
- Temporary burn ban drafted; lifting of ban drafted.
- The project to define Standing Committees duties; responsibilities; what is to be voted on and the voting procedure, is ongoing.
- By end of next month Etheridge will have obtained a judgment in one of our collection matters.
- Collection agencies and attorneys in Florida are being interviewed in order to obtain judgments on property owners with assets in Florida in a less costly and expedient manner.
Road Maintenance & Equipment
Property and Facilities:
Larry Smith & Dick Moeller
Smith and Moeller presented to the Board a comprehensive list of properties owned by WL RMS. The list is attached to the minutes
- For the past four months, the ARB has been actively working on the Architectural Guidelines (AG). Our efforts have been focused on clarification, consistency, reduction of redundancy, and fairness of treatment for the community. Later in the meeting the ARB will be seeking your approval of the revised Guidelines.
- The Board has addressed the shortage of our membership with the resignation of John DiPetta. I am reporting that Jeffrey Barker and Tim Donovan have agreed to serve on the ARB Board. Barker is a seasonal resident, retired lawyer and experienced member of his HOA. Donovan is a full time resident and an electrical contractor. Each brings valuable experience to the ARB.
- Bob Super, the ARB Administrator has reported two prospective new home constructions, one on Birch Springs and the second on El Miner. Currently there are 11 active, ongoing construction projects.
Romero stated the board’s appreciation for DiPetta’s service and appreciation to Tom Wrenn for accepting the position of ARB Chair.
Long Range Planning
Nothing to report other than the committee will be meeting on Wednesday of coming week.
Having been able to attend only the first part of the meeting, there is no report of meeting.Beneke did have a discussion with Earlene Shofi, President of the POA regarding the cost of any proposed septic system. We will continue to share the cost (50% RMS and 50% POA) of the waste water treatment plant. For any new construction of any new facility the cost sharing bases is what was formerly agreed upon, 20% RMS and 80% POA.Should RMS do any of the work on any new construction, then we would come up with a figure and work out a cost share.
Moeller said that the survey of the POA property above the pond would take place next week.
Beneke stated that the RMS would be paying 20% of that cost as well as the perk test.
Moeller stated that the cost share is contained in the agreement between the POS and RMS signed in March, 2015.
Romero explained the board needed to ratify their online discussion lifting the burning ban. A memo had been posted and communicated to the property owners; however, a ratification of the board’s decision was necessary for the record. The decision was ratified by all directors.
Approval of the ARB Architectural Guidelines
Wrenn: At Decembers meeting the RMS Board approved the new fee schedule recommended by the ARB Board. The ARB then moved forward in revising the remaining section of the Guidelines to make the language consistent with the approved section. No policy changes were made. The revised document was forwarded to each RMS Board member for review. We now ask that the RMS Board approve this document.
Romero called for a motion. Motion made by Moeller and seconded by McKnight.
Beneke said he was voting in favor but asked if a period of 2 years was appropriate for new construction. Is it too long? Wrenn agreed that it may seem a long time but pointed out the time restraints sometimes caused by the weather. Moeller explained to the Board that when he built his house he wanted to do as much as possible himself as other property owners wish to do. He found it difficult to complete the project in two years; therefore, he did not feel the time unreasonable. Romero called for a vote on the motion. The motion passed unanimously and the newly revised ARB Guidelines are in effect.
Property Owner McKnight asked if there are actions the board can take to prompt the operator of the ski resort to pay annual fees on time. McCaghren spoke about penalties that are part of the agreement. Wyatt affirmed the operator has been paying the penalties. Moeller spoke about potential consequences to property owners if we were to deny access because part of the road used by some property owners is owned by the ski slopes operator. Smith sympathized with operator’s financial hardship in light of weather conditions. Romero stated the board will continue to work with the slope operator to seek more timely payment of annual fees.
Next RMS HOA Board meeting is scheduled February 17, 2017, at 10:00 A.M.
The meeting was adjourned.
PROPERTIES OF WLRMS
1) WLRMS OFFICES VILLAGE LANE
2) MOTEL PROPERTY SPRING VALLEY
LOTS FOR SALE
BT= Bucktown ES= Estates HT= Heights GS= Gardenside
3) LOT BT195L WEAVER LANE
4) LOT ES90L FOXDEN
5) LOT ES1049L HANGING ROCK
6) LOT ES641L HEMLOCK
7) LOT HT133L PHAECELIA
8) LOT HT134L PHAECELIA
9) LOT HT279L TEARSHIRT
10) LOT HT280L TEARSHIRT
11) LOT HT281L TEARSHIRT
12) LOT HT286L TEARSHIRT
13) LOT ES212L HANGING ROCK
14) LOT ES727L MCKINNEY GAP
15) LOT ES728L MCKINNEY GAP
16) LOT BT200L WEAVER LANE (SETTLEMENT)
17) LOT BT75L BEE TREE (SETTLEMENT)
18) LOT BT92L FLAME AZELA (SETTLEMENT)
19) LOT GS12 GARDENSIDE (SETTLEMENT)
LOTS TRANSFERRED AS GREENSPACE
20) LOT BT66L MAYAPPLE
21) LOT BT98L FLAME AZELA
22) LOT BT209L SILER LANE
23) LOT BT210L SILER LANE
24) LOT ES166L SPRINGBROOK
25) LOT ES167L SPRINGBROOK
26) LOT ES168L SPRINGBROOK
27) LOT ES549L EL MINER
28) LOT ES627L GLENAIRE (adjacent to maintenance property)
29) LOT ES711L BETWEEN OAKRIDGE AND MCKINNEY
30) LOT ES712L BETWEEN OAKRIDGE AND MCKINNEY
31) LOT GS28L CUL DE SAC DOUBLEBACK
32) LOT GS29L CUL DE SAC DOUBLEBACK
33) LOT GS30L CUL DE SAC DOUBLEBACK
34) LOT HT265L GROUSE THICKET
35) LOT HTW-3L BETWEEN BALD MAOUNTAIN AND BUCKEYE
PROPERTIES DESIGNATED AS RESERVE GREENSPACE
Note: In some instances a portion of these properties have been sold to adjacent owners with deeded restrictions for green space.
36) ELONGATED PARCEL @INTERSECTION OF BIRCH SPRINGS AND BIG BALD
37) LARGE PARCEL @ INTERSECTION OF UNAKITE AND BIRCH SPRINGS
38) PARCEL BETWEEN TEARSHIRT AND GROUSE THICKET
39) PARCEL @ INTERSECTION OF BUCKEYE AND TEARSHIRT
40) PARCEL @ INTERSECTION OF BUCKEYE AND FLAME AZELA
41) PARCEL @ INTERSECTION OF BUCKEYE AND BIRCH SPRINGS
42) PARCEL @ INTERSECTION OF BUCKEYE AND MAYAPPLE
43) PARCEL ON BUCKEYE FROM UNAKITE TO BIRCH SPRINGS
44) PARCEL ON BIG BALD FROM TRILLIUM TO BUCKEYE
45) SMALL PARCEL ON FLAME AZELA
46) SMALL PARCEL BETWEEN FLAME AZELA AND PHAECELIA
47) PARCEL BETWEEN MAYAPPLE AND TRILLIUM
48) SMALL PARCEL ON WOODFERN
49) SMALL PARCEL BETWEEN WOODFERN AND TRILLIUM
50) PARCEL ON FLAME AZELA
51) SMALL PARCEL ON FLAME AZELA
52) SMALL PARCEL PHAECELIA
53) PARCEL BETWEEN BUCKHOUSE AND TOWN MOUNTAIN
54) PARCEL @INTERSECTION OF BUCKHOUSE AND BEE TREE
55) PARCEL ON PUNCHEON LANE
56) ELONGATED PARCEL @ TOWN MOUNTAIN AND WEAVER
57) PARCEL @ RIDGEWAY AND BEE TREE
58) PARCEL ON RIDGEWAY BETWEEN BEE TREE AND ZEBULON
59) PARCEL ON CHESTNUT
60) PARCEL ON NATURE TRAIL ABOVE SPRING BROOK
61) SMALL PARCEL BETWEE OAKRIDGE AND GOLF COURSE
62) PARCEL @ INTESECTION OF MCDARIS LOOP AND ENGLISH RIDGE
63) PARCEL @ INTERSECTION OF ENGLISH RIDGE AND WOLF LAUREL ROAD
64) PARCEL @ INTERSECTION OF EL MINER AND WOLF LAUREL ROAD
65) PARCEL ON EL MINER
66) SMALL PARCEL ON EL MINER
67) PARCEL @ INTERSECTION OF EL MINER AND OAKRIDGE
68) PARCEL @ INTERSECTION OF EL MINER AND GLENAIRE
69) PARCEL @ INTERSECTI0N OF LUCAS AND MCKINNEY GAP
70) PARCEL (A) @ INTERSECTION OF ENGLISH RIDGE AND FOXDEN
71) PARCEL (B) @ INTERSECTION OF ENGLISH RIDGE AND FOXDEN