RWPOA 5-4-24 Annual Meeting Notes

                                          

     A Rolling Woods Property Owners Association Membership Meeting was held Saturday May 4, 2024 at 11:00 AM at the Thornton House 7309 Hidden Brook Rd

 

     Dave called the meeting to order at 11:15 am. Attendance is shown on Attachment 1. With the proxies received in the mail, a quorum was present.

 

     Board Membership

 

     We currently have a full complement of 9 board members. Millie Miller is not running for re-election. Dan Vaden (Lot 1) has volunteered to run for the vacant board seat. He was approved unanimously by the membership.

 

     Cathy Hillyard (Vice President), Doug Harrison (Secretary), and Joan Harrison (Treasurer) were unanimously re-elected to their current positions by the membership.

 

      Treasurer’s Report

     Joan’s Treasurer’s report is shown as Attachment 2. The Association will have about $50,000 in free cash at year end. $50k is held in interest bearing instruments.

  

      Expenses for RWPOA for the year will be $9716.69.

Delinquent dues actions taken by the Board have been very successful. At present, there is only one long term delinquency without a repayment plan. Dave will continue to try to close the loop.

 

Dock repairs average $700 to $1000/yr.

 

It is the responsibility of the Board to maintain our property for the benefit of the members. Under current circumstances, a significant assessment would be required if our primary assets, common area and mailbox, needed major repair or replacement. This could cause hardship for many.

 

It was decided that a Tiger Team of Association members would be formed to assess options for meeting potential future financial requirements. The team would obtain a dock inspection report and cost estimates for replacement options. They would be charged with development of a recommendation for future funding. Chris White volunteered to chair the Tiger Team. Shawn Haynes, Bob Fellows, and Andy Feinstein volunteered for the Team. A cross section of dock users and non-users would be preferred.

 

RWPOA dues are currently lower than other neighborhoods on Lake Anna. Kyle made a request that a 2-tiered dues system be considered in recognition that not all lot owners have slips.  

 

More info follows:

 

Common Area  

The useful life of the current docks was questioned. Dave received a cost estimate of $400k for dock replacement with modern materials a couple of years ago. There is much concern that a large assessment ($2000 to $3000 per lot) would be required to cover a major project like that. The alternative to a large assessment is a major increase in dues. This issue will be taken up by the Tiger team noted above.

 

The Docks are being repaired as necessary. We’re currently spending about $700 to $1000/yr on dock upkeep. The docks are now in good shape. Maintenance for the season will take place in the next couple of weeks.

 

The value of slips (owned by members) in the common area varies between $2400 and $5000 depending on width and location of the slip.

 

Slip Leasing – The Association’s two commonly owned slips have been leased for the season - $300 each - both paid

 

Gravel installation in the common area. Tabled for the time being.

 

We do not have to replace the picnic tables.  Cathy power washed and Dave replaced some boards. Staining will follow.   

 

Cleanup team Gary and Cathy.  The Association appreciates all the work that they have done.

 

It was agreed that night access to the docks would be continued to allow for night fishing.

 

Security and new lock combination plans: A lock has been purchased ($38). It will be installed at the end of this season. The combination will be distributed by email.

 

A light will be installed at the gate (Solar powered) – for lock use and surveillance. 

 

 

 **   New Business**

 

Junked construction equipment. Dave will issue enforcement letters and then call the county if necessary.

 

Front sign/garden – need volunteer 2 days/year. Pete and Cathy volunteered – Dave will repaint signs.

 

A kayak storge facility and playset were not approved due to security and liability concerns.

 

Pete’s volunteer helper list will be updated (Dave/Pete)

 

Website – Doug will provide backup of all data stored on the website.

 

Short term rentals – Jake Lane is a good contact. Spotsylvania County should consider Louisa County type regulations.

 

A question came up regarding the need for a 911 Call Location Identifier for our docks. We do in fact have a yellow placard on the end of the south dock (SU025).