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The meeting was called to order by President Smith at 10:00 A.M.
Directors in attendance in person: Kessler, Krueger, McCaghren, Moeller, Parker, Pendleton, Romero, Simmons, Smith
Staff in attendance: Connor, Porche’, Wyatt
Audience: 31 in attendance

Welcome

Smith reported that the Village and the RMS Office Building are off the WWTP and on the new septic system which is owned by both the POA and RMS. The WWTP has been sold to the ski lodge. Details will follow under Old Business.

 

Approval of the Consent Agenda

  1. Minutes of May 17, 2019
  2. Accept the Road Report as Presented – See attached
  3. Accept the Security Report as Presented – See attached
  4. Accept the ARB Report as Presented – See attached

Kessler moved to have Item 5 added to the consent agenda and Simmons seconded. Motion carried 9 – 0.

5.  Approval of the engineer’s contract in the special called meeting on April 10, 2019 which will be added to the April minutes by Romero.

Smith moved to approve the consent agenda as amended and Pendleton seconded. Motion carried 9 – 0.

 

Finance: Louise Wyatt

Collections: 96% of homes have been collected and 76% of lots have been collected.

Budget: Road maintenance is at 39% of their budget and security is at 38% of their budget.

Comparing May 2018 to May 2019, road maintenance is 26% more than this time last year and security is 8% more, but both are still within their budget.

McCaghren reported he met with Wyatt and has reconciled the bank balances with the financial statements and they do balance.

Motion made by Pendleton and seconded by Parker to accept the financial report.

Motion carried 9 – 0.

Report on Contributions Received to Date: Wyatt reported contributions received as of June 20, 2019 were $193,752.00. WLRMS had 323 (57%) homes and 11 lots to contribute. Blue Mountain had 48 (45%) homes contribute. Ridges had 8 homes and the Preserve had 2 homes to contribute. Five businesses have contributed.

Annual Financial Review from Tim Thomas CPA

Smith shared the three recommendations the CPA had for Wolf Laurel RMS.

  1. Collapse the two LLCs into the corporation.
  2. Distribute deposits into more than one institution.
  3. Change the financial statement period to end July 31st of each year.

Romero made a motion to receive the financial review as submitted. Parker seconded. Motion carried 9 – 0.

 

WLPOA Liaison – Larry Veatch

  • The POA is still working to get the roof on the barn repaired.
  • The POA is gearing up for elections.
  • Also gearing up for the 4th of July Celebration.
  • Veatch is preparing for the next Top of the Bald issue and would be happy to look at anything anyone would like to contribute.

 

Presentation of the Nominating Committee for Board Approval

  • Smith recommendations are as follows: Cynthia Kessler as Chair of the Nominating Committee and Larry Carlson, Gene Woolf and Gayle Barr as members of the committee.
  • Parker moved to accept the Nominating Committee as outlined. Moeller seconded.
  • McCaghren commented he had requested the names of the committee be supplied to the board before today’s meeting. He said he was disappointed that did not happen.
  • Romero, Krueger and Simmons expressed their option that the committee should be more diverse to represent the whole mountain.
  • Romero and Krueger both wanted to be on record saying they have high confidence in this group of people and their vote would not be representative of what they thought of them or their ability. Their vote would be representative of their overall feeling that the committee should be more diverse.
  • Kessler said she would be voting on the committee members, but abstains from voting for herself as the chairman.
  • Motion carried for the committee members 7 – 2 and for the committee chair 6 – 2.

 

Standing Committees Reports:

 

Communication and Community Relations: Chairperson Larry Smith

  • Update on Communications Efforts to Solicit Contributions: Smith reported contributions are about $195,000.00 (95% of the goal).
  • Establish Bidding Procedure for Propane Certificates:

Those who bid on the certificates must be a Suburban Propane customer or own their own tank. RMS may not use the certificates.

Kessler made a motion that the minimum bid for each certificate be at fair market value ($450.00) and the bidding be open for 10 days. Parker seconded. Motion carried 9–0.

 

Finance/Insurance: Co-Chairpersons Willie Romero and David Pendleton

  • Finance – No Report
  • Insurance – No Report

 

Legal: Co-Chairpersons Brent McCaghren and Cynthia Kessler

  • Kessler reported there has been no response from Frank Schlitt on the Gardenside addition road improvements.

 

Roads: Co-Chairpersons Dick Moeller and Willie Romero

Romero provided a recap of the process the Road Committee followed to obtain an estimate for the repair and repaving of Wolf Laurel Road. He then explained the process undertaken to obtain the services of an engineering firm to evaluate the road and make recommendations. Romero then went on to recap the Tysinger, Hampton & Partners, Inc. report, and highlighted the following from the report:

  • “During our evaluation we obtained fifteen (15) asphalt cores. Ten (10) cores were taken at 1,000 feet intervals and five (5) cores were taken at specific locations called out by TH&P that showed worse signs of deterioration. Cores were visually evaluated, the basestone thickness determined, and subgrade soil type logged and probed to estimate consistency.”
  • “The existing pavement ids generally in poor to good conditions. The majority of the damages pavement areas include delamination of surface overlay, longitudinal and lateral cracking, alligator and multiple potholes.”
  • “The subgrade consistency varied from loose to medium dense. Wet soil conditions were encountered at some test locations.”
  • “Basestone was not encountered at the test locations, although the subgrade soil was granular in nature. Groundwater was also not encountered at the test locations. During our evaluation, water was observed seeping out of the pavement near the exit gate.”
  • “Based on the scope of the project and the evaluation of existing asphalt pavement conditions, the existing pavement could be left in place and improved using a milling and overlay method. If the pavement requires removal and replacement, a new basestone and pavement section is recommended below. In areas where subgrade water exist, installation of an underdrain is recommended. In areas with signs of severe pavement fatigue and damage, subgrade improvements and new pavement sections are recommended.”

Romero then compared the contractor’s estimate and TH&P’s estimate. Romero noted the primary difference is incidental milling vs. milling if the entire 2.1 miles as recommended by the engineers. He also pointed out neither estimate included the shoulder or paining of the stripe.

Romero then stated the Road Committee’s recommendation:

“We want to have the road paved. All of it at one time. In order to do the job correctly, it needs to be completely milled. Not within in our jurisdiction but we have based on our bylaws a way to acquire assets to make it happen. We need to pursue these avenues”

Romero stated Shook, Coppenbarger, Nathan and himself support the engineer’s recommendation. Moeller abstained and indicated he wants to think about it.

 

Security: Co-Chairpersons Carol Krueger and Lloyd Parker 

Parker reported the Security Committee met on June 20th to go over the recommendations and comments they had received on the Gate Staff Manual. Krueger added the manual should ready next week to submit back to the board for final review and would like to see it discussed at the next work session.

There was a discussion on allowing motorcycles into the community. Decisions to make exceptions to allow non-resident motorcycles in the community depend on the type of motorcycle, number of motorcycles and the roads travelled by the motorcycle. The Committee feels gravel roads are unsafe for motorcycles to travel. The Committee will look at each case on its own merits.

 

Property/Facilities: Chairperson Jim Simmons

  • Still in the process of getting proposals for power washing and staining the RMS office building including rotten wood repair.
  • The guard gate house needs some fine tuning inside (counters, chairs, flooring).
  • The panels in both the RMS office building and the gate house have been brought up to code by an electrician.
  • The gate house is going to need a new roof. Simmons is looking at different options.
  • Simmons is working with the contractor to get the 10,000 gallon water tank buried at the country club for fire prevention.

 

Long Range Planning: Chairperson Cynthia Kessler

See Attachment (LRP)

                                

Old Business

Report on the Sale of the Waste Water Treatment Plant: 

See Attachment (WWTP)

 

New Business

WLCC Proposal for Admission of Guests:

      WOLF LAUREL VISITOR AMBASSADOR PROGRAM

As we all know, visitors occasionally arrive at our gates that have read or heard about our mountain community and are inquisitive about what is available here. Some are just out for a drive and show up here, others know a little about it but don’t realize it is a gated community and turn around, others have a sincere interest in learning more about us and what we have to offer. This is the group that we want to capture and give more information to so that they can find out for themselves if Wolf Laurel and our other local communities here on our mountain have what they are looking for. In an effort to respect the security that our residents expect and enjoy, WLCC seeks to provide a way to balance Security with Hospitality in a way that makes sense, with minimal risk, to accommodate visitors to our community. This proposed program will be called the Wolf Laurel Visitor Ambassador Program.

PROPOSED VISITOR PROCESSING PROCEDURE:

  • Upon the arrival of any visitor, our gate guard will make a judgment call to determine genuine requests for more information about the mountain. If this is the case, the guard will ask the visitor if they would like to speak to a Wolf Laurel representative, if they do not wish to speak to anyone, they will be turned away.  If a visitor is just curious and desires to just ride around by themselves, we know that this request cannot be granted and they will be turned away.
  • If our gate guard determines in their opinion there is genuine visitor interest, the gate guard will then phone WLCC and notify club personnel that a visitor is in route to the club entrance and describe the vehicle. A club greeter will then proceed to the front steps to be able to greet the party upon their arrival at the entrance to the club. The greeter will accompany the visitors into the club and ask the visitors the nature of their interest and record their names and contact information.  If the club greeter determines the interest is minimal, or it they just want a packet of information, the visitor will be instructed to proceed directly back to the main security gate to exit the community. The greeter will call the gate guard and report that the party has left the club and is heading back to exit the community. If the party does not arrive back to the gate in a timely manner, their vehicle information will be given to roving security to locate the party and escort them to the exit.
  • As soon as the club greeter records the visitor’s information and assesses the visitor’s interest, it is the greeter’s responsibility to determine if a realtor is needed to show properties or an Ambassador is needed to show them around or answer any questions they may have.
  • The club greeter will have at their disposal a supply of Visitors Packets and two lists: a rotating list of mountain realtors and a schedule of our volunteer on-call Ambassadors that are available by month or period to accompany the visitors to areas they would like to see and eventually escort them back to the front gate. The Ambassador will then record details of the visit and leave this information with Denise.

To summarize, the first POC will be the gate guard, the second POC will be the club staff greeter and if interest is indicated, the third and final POC will be the on-call Ambassador who accompanies the visitor for the duration of their visit. For the program to work effectively, all contact personnel need to work in concert together with a courteous and helpful attitude, especially with the first POC being a “Gate Guard”.  We have only one chance to make a first impression, so for parties seeming to have genuine intentions to visit the mountain, we should initially presume honorable intent. We were all visitors to the mountain at one time in the past. Do you recall your first visit here? Was it a positive experience, or not so positive?  This is the foundation of success with this program.  Without it, we send a negative message which is hard to overcome.

We hopefully plan to start the program the weekend following the 4th of July, Saturday July 6th.  The club’s marketing committee will prepare, maintain and print or email a revolving schedule of on-call volunteer Ambassadors.  It will be located in the front foyer area of the club and will be readily available to any available club greeter when the call comes from either guard gate. We will start the Ambassador schedule with about 5 club members who have already volunteered. We plan to recruit more volunteers to balance the schedule with a mix of club members and non-club POA members.  Coverage will initially be just during May-Oct.  We hope to make other arrangements for a meeting place during some of the early Spring and late Fall/Winter months if Ambassadors are available and able to meet somewhere suitable. This is yet to be determined.

If we work together on this effort, we will become an even friendlier mountain, more new people will learn about the mountain, more guests will visit and spend dollars here and more visitors and guests will turn into property owners and club members as a result.  And that is good for all of us.

Sam Stebbins, WLCC Marketing Committee Chairman

McCaghren moved for the adoption of the Ambassador Program as presented. Kessler seconded.
Krueger said the Security Committee liked this idea, but requests to meet with the Marketing Committee to get answers to some of the questions they had. McCaghren modified his motion to adopt the Ambassador Program as presented with such modifications as our Security Committee deems appropriate. Krueger seconded. Motion carried 9 – 0.

 

Receipt of Tysinger, Hampton & Partners Engineering Plan:

The Board confirmed the report from Tysinger, Hampton & Partners Engineering has been received.

 

Board Establishes Scope of Project for Wolf Laurel Road:

Smith summarized the background of why the board decided to repave Wolf Laurel Road and how they came to the decision to ask for contributions first as opposed to a special assessment. He also laid out all the factors the board will have to consider before paving Wolf Laurel Road. A few of the factors are cost, how to pay for resurfacing without losing sight of other projects that will need attention in the future, long term budgeting, completing the project in a timely manner, the limited number of contractors that can do the job and their schedules, deciding on either Option A (milling the damaged areas of the road only) or Option B (milling the entire road) and looking at the potential costs for each option.

Questions and spirited discussion between board members followed.

Parker made a motion to put both plans out to bid and adding the items that had been discussed but had not been included (striping the road, shoulder work, etc.) as soon as possible. Pendleton seconded. Motion carried 9 – 0.

 

Election Timeline:

Nominees will be announced at the board meeting on July 19th. The ballots will go in the mail on July 22nd and will be counted on August 14th. The new board will be seated on August 16th at the regular board meeting.

Audience Comments:

Lewis Daniels – Encouraged the board to develop reliable/doable financing options for each choice while they go through the bid process.
Lynn Matthews – Commented that the Long Range Planning is going to give RMS a blueprint, particularly for the next 3 to 5 years. He encouraged the board to come up with some way to fund the 3 to 5 year plan and suggested they look at loans. He also said the more open this process is with the road, the more trust will be built with the community. He said the board made a commitment to give the community a road that is going to last long term and that commitment must be fulfilled and in turn will build trust the community has in the board.
Gene Woolf – Expressed that he looks for who is willing to serve on the board and talent/expertise to help the future board. He also asks himself if the person can be civil and are they willing to disagree with other board members.
Lynn Cagney – Asked if the RMS Office Building was stained two years ago and if so, why it is being done again. The board responded the building had not been stained recently, but water damaged was repaired.
She wants to make sure that WLRMS residents are being taken into consideration when decisions are made to allow non-resident motorcycles into the community. Smith gave account of recent incidences where motorcycles were involved and assured her residents were being taken into consideration.
She reminded each board member that they are representing everyone on the mountain.
She shared that WLPOA did not agree with the Ambassador Program and wants to make sure that visitors who are part of this program are escorted out of the gate by their ambassador at the end of the visit.
Jack Youngblood – Suggested that presidents of all HOAs on the mountain be part of RMS’s committee which would stop rumors on the mountain. He asked if the road project will have a warranty or a guarantee. Suggested that money for the roads should be collected from large trucks when building new homes. The board said this was already in place through the ARB.
Suggested going to the government for road funds since WL is by the Appalachian Trail.
He said he paid the $500 to the road fund because he felt it would be an investment for homeowners to sell their houses. If it goes to a special assessment, he asked if he could sell his contribution at a discount. The board’s answer was no.
Bill Baldwin – Applauded the Board’s efforts and was glad that they decided to get estimates before any decision was made. He also said the board should not try to fit this job in a box because money. There are other sources of money and homeowners that can be assessed. Expediting this project would be a good idea. He applauded the Board for approving the Ambassador Program. He said it is going to serve the community in many ways especially property values. People need to be able to get into Wolf Laurel so they can see it and so properties will sell which means more assessments being paid. Lastly, he said no non-resident motorcycles should be allowed in the community.
Jameson Cox – Suggested to have a separate colored tag for Ambassador Program visitors. (Security already has this in place.) He said if a partial milling is done, problem areas will be missed. If a full milling is done, the unseen problem areas will be exposed and fixed and the mat would not be needed.  He also said the shoulders of WL Road must be fixed. He suggested getting specifications from the engineer for properly building the shoulder.
He commended the board for the work they have done.
Bob Matthews – Summarized what the Board had decided concerning the road. He asked if the community could attend any special meeting if called.
Steve Wilcox – Stated he was not receiving any information from RMS. (The board told him to give his email to the RMS office.)

Next board work session July 10, 2019 at 10:00am|
Next board meeting July 19, 2019 at 10:00am
The meeting was adjourned by President Smith.

Respectfully submitted by

Willie Romero
Secretary

 

Wolf Laurel Road Maintenance
Monthly Report
June 12, 2019

 

Since last report

Road:

  • Wolf Laurel has received 6.5 inches of rain that caused one washout that required some bolder rocks and one load of ABC-M.
  • Road Maintenance crew has spread 38 loads of ABC-M.
  • Road Maintenance crew cut out and patched the pot holes on Wolf Laurel, Valley View Circle, and Big Bald Road. Cost for labor and materials was $2088.82.
  • Due to mowing road right of ways and other projects the road crew has only cleaned about half of the ditch lines for better drainage.
  • Met with the North Carolina Forest Service and the contractor that will be doing the daylighting project in Wolf Laurel. They predicted a start date of June 13, 2019 and lasting around two months.

Equipment

  • Bought two new commercial weed eaters from West Side Rental to replace the bad ones. Cost was $705.00
  • Had to take the riding mower to have the transmission/rear end looked at and get a priced on the repair.
  • Throttle cable on the Mahindra had to be repaired. The labor was done by the Road Maintenance crew took about 4 hours to repair.
  • Road crew has temporally installed the water tank on our flatbed truck to wet the gravel roads to help with the scrapping during the dry conditions.
  • All other equipment is serviced and is in good working order.

Fuel Usage

  • On road diesel: 81.6 gallons, cost $190.94
  • Off road diesel: 348.6 gallons, cost $864.53
  • Gas (trucks, chainsaws, weed eaters, etc): 85 gallons, cost $193.80

 

 

Security Report
June 12, 2019

 

Staffing

  • Had an employee on long vacation to England – no overtime – Cody has covered it.
  • Had a staff meeting – Covered the security stickers and what they are for. Also, training on how to de-escalate situations when they arrive.
  • Roving overtime hours – Chuck 4 hrs., Cody 12 hrs. (Due to vacation time coverage.)

Upcoming Events

  • The Lucey wedding is June 15th. There will be extra staff on duty. There will be 127 guests and 11 vendors. They will be at the pavilion and The Bald.

Gate Trends

  • Signed in:

Guests and workers – 2252

Preserve – 88

Package Cabin – 216

  • One person ran through the gate and broke it off. Normal happenings.
  • Granted access through the barcode lane – 7049 vehicles

Rover Trends

  • Drove 3360 miles @ $749.58.
  • Had 16 incident reports,
  • Heart attack on The Bald. Flew out by “Mama”.
  • Homeowner hurt on the Nature Trail.
  • Hikers pitched tent in homeowner’s yard.

Equipment Trends

  • Jeep serviced – $62.05
  • Jeep had two universal joints go bad – replace under warranty. Also had brakes replaced – parts $228.00 and no charge for labor.
  • Truck serviced and brakes – $427.81

 

 

ARB Report
June 12, 2019

 

The ARB had is last meeting on June 6, 2019.

Present for the meeting was; Mike Stapleton, Steve parker, Pat Parker, John Calhoun and Jered Silver

The business discussed was;

Barking and or uncontrolled dogs

Property currently under construction having potential erosion issues

Property with new construction on El Miner that continues to block roads. Action will be taken to correct this issue.

Clearing of debris should begin soon on a property whose home unfortunately burned to the ground

Reminder to everyone; If you are going to be doing home improvements inside or out including landscaping and or tree cutting which could include making changes to your property, please contact the ARB administrator , Jered Silver to be sure you have the proper permits.

As of this date, the ARB has 3 additional members bringing our total to 7.

We will now be rescheduling our former monthly dates to accommodate these new members.

We would request information be in the following format when furnish to the ARB when other Committees or Boards request action from us.

Date/Time:

Person reporting the issue:

What is the issue:

What did the responding person observe/do:

Did the issue get resolved?

If issue is not resolved, to whom if anyone was it forwarded?

 

Long Range Planning Committee Report to Board
6-21-2019

Kessler presented a preview of the Reserve Study, noting that the goal of the Reserve Study was to provide a tool so that the Board can anticipate, based on its current plans, how much money it may need, and a guess as to when, over a horizon of multiple years. The goal was not to answer these questions but to organize all the information we have on hand into a single tool for the Board in planning and to aid decision-making.

According to the May 31 financial statement RMS has a total of $135,629.62 on deposit in restricted reserves dedicated to equipment, divided between security equipment and road equipment.  The budget reflects another $31,000 earmarked for reserves in 2019.  This is an excellent start on building reserves to match our capital needs.  RMS also has unrestricted reserves, much of which will be used by the Wolf Laurel Road project.  The committee believes that instead of having unrestricted reserves, it would be reasonable, responsible, and in the best interest of the Association and the community for additional restricted reserve categories to be created to address a broader range of capital needs: Equipment (existing category), Buildings & Structures (new), Paved Roads (new), Emergency Recovery (new), and Fire Preparedness Infrastructure (new).  Examples of each were provided.

Kessler noted what the committee did not do:  The committee did not independently assess the assets, it relied upon past road studies, depreciation schedules, insurance declaration & replacement cost calculations, inventories and interviews with Board and Staff members. The Reserve Study does not commit the Board to a particular project or expenditure, the committee worked only with the existing plans of the board and the projected lifespan of our assets.  The Reserve Study does not required the retirement of a perfectly functional asset, it simply identifies when the asset may be “on borrowed time.”

A brief example of how the illustrative spreadsheet and timeline may assist the Board was provided, overlaying anticipated investments in paving over the next 4-6 years with the estimated cost of possible replacement of equipment considered in “poor” or “fair” condition anticipated in the next 4 years, and the possible addition of new equipment needed to properly care for the roads.

The Board will receive a written introduction to the reserve study materials, a spreadsheet tool and a timeline as an illustration of the timing of major expenses the Board can reasonably anticipate based on its current plans.  The committee requests a work session on the Reserve Study where the committee members can facilitate a discussion of the Board highlighting the need for any policies or other decisions to be made by the Board related to reserves.

 

Waste Water Treatment Plant
Date: June 21, 201

On Friday June 14, the WLPOA and WLRMS closed on the sale of the waste water treatment plant.  At this point we are waiting for the more administrative aspects of the sale to be attended to, recording of the deed and disbursement of the net proceeds out of escrow, but since this has been a multi-year project with shifting terms and conditions, we wanted to provide the Board a summary of the final agreement.  The original documents will be filed in WLRMS records and when detailed questions arise, should be consulted. With the buyer of the plant:

  1. The plant was sold for the full purchase price of $10,000 with the net proceeds to be equally divided between the two co-sellers WLPOA and WLRMS.
  2. The buyer accepted the plant in AS IS condition.
  3. We agree to grant additional easements needed for the buyer’s pipes to cross our respective properties to connect to the plant.
  4. The buyer agreed to assume responsibility for the two home owners dependent on the plant, we will send out a joint letter of notice to the 2 owners.
  5. The electricity was turned into the buyer’s name the day of closing.
  6. We agreed that the buyer could be the responsible party on the electric bill, using our meter, panel box and wiring at the buyer’s sole expense, and that any repairs or upgrades would be at the buyer’s sole expense.
  7. We may terminate the use of the electrical service to the motel on 90 days’ notice if we plan to use the building.
  8. If we ever need to use the plant to service motel property on a limited basis (single bathroom not multifamily use) we can at $450 per year.
  9. The plant is to be used only for the ski lodge and before any other user may be attached, WLRMS must consent, and we reserved the right to condition our consent on the user making satisfactory arrangements with WLRMS for security and roads and being current in all obligations.
  10. Our contract with J&J requires a 30 day notice of termination, so we will incur one more month’s expense during the transition to the new owner.

With the WLPOA

  1. We co-own the equipment and split the cost of installation, upkeep, repair and replacement 50/50.
  2. WLRMS will receive an easement for the septic system to be on the WLPOA’s property.
  3. WLRMS will grant an easement for the POA’s pool drain. The pool is not discharged into the septic system.
  4. There is an electric pump, the service is in WLPOA’s name and it is offset by the electricity to the mail cabin that is metered to WLRMS.  Sometimes the ski slope uses the electricity to the septic system pump, but that is an agreement between the WLPOA and the ski slope.
  5. Both co-owners agree not to abuse the system or use it inappropriately.

The historic average cost of operating the waste water treatment plant (split between co-owners) was approximately $15,620 per year for operator, electric charges, and annual permit, plus the cost of repairs and mishaps as needed, sometimes sizable.

 

Cost of the installation of the new system split 50/50 between co-owners:

Expense Amount
RMS staff site preparation (brush and dirt removal) $300.00
Clifton Hamlin installation $18,710.00
Cost of pumping existing tank $1,247.25
Madison Co Permit for septic system $125.00
Land Resources engineering services (may be other bills not captured) $1,812.50
Legal fees $475
Total $22,669.75

 

While the sales price of the plant did not completely offset the new system, if we factor in the value of being relieved of the cost of operation, the balance of our cost in the new system not covered by sales proceeds will be covered in less than one year.