Minutes of 2009 Annual Meeting

BlueMountain Property Owners’ Association

August 16, 2009

Call to Order

President, Jim McManaway, called the meeting to order at 1:30 P.M.

Present

Jim McManaway, Nynette Rourke, Jonathan Morrison, Pete Plourd, Tim Winfield, Chuck Campbell, Jack Davis, Jeff Rash. Excused: Greg Young. In addition, 48 members of the Association were in attendance.

DSL Internet Connectivity

Jim McManaway announced that Mr. Dusan Janjic, President of Rockbridge Global Village, a provider of DSL communications from Lexington, VA had been envited to give a presentation on the capabilities that RGV proposes for BlueMt. Mr. Janjic summarized capabilities as follows: At least 100 members would be required to sign a two year contract before the company would expent upwards of $60K-70K to get it going. The monthly rate would be $39.95 plus a $400 charge for the modem. If enough members signed up by the end of September 2009 work would begin and would take 4-5 months depending on the cooperation of landowners to provide a right of way for small equipment buildings and terminals. Mr. Janjic left copies of contracts for members.

Minutes

Jim McManaway announced that a printed copy of the minutes of the 2008 Annual Meeting had been made available to members on a nearby table and that, with no objection, they would not be read aloud. Pete Plourd made a motion that they be approved. Motion was seconded by Nynette Rourke. By a voice vote the minutes of the 2008 meeting were approved.

Public Input

President McManaway asked for public input. There being none, time for public input was closed.

Goals and Objectives

President McManaway spoke to major goals and objectives for the coming year.

  1. Covenants: The goal is to get them in line with county ordnances. He stated that not enough members had yet responded to a formal call to amend the Covenants and that he intended to ask an attorney for guidance on adding one word to the existing Covenants to read “...one-half those present “responding”” (to a call to amend the Covenants). Jon Morrison made a motion to approve the proposed word addition “responding” to the Covenants. The Motion was seconded by Nynette Rourke. A brief discussion followed and the motion was put to a show of hands of members present. The motion carried to take the proposal to a judge.
  1. Tomahawk Way: President McManaway spoke to the original agreement between the original developers as to the split in maintenance costs there and that we were negotiating an 87/13% split rather than a 50/50% split. He noted that progress was being made in relations with Shenandoah Farms and that the goal remains to get Tomahawk Way into the Va. Road System.

Treasurer’s Report

Pete Plourd, Treasurer, announced that the books for the association would be closed on 21 August in order to complete year end audits. He noted that it appeared we would be able to carry over $48,000 past the close of the fiscal year to be used for various expenses until the county dispenses collected Sanitary District fees in January. A question from the floor was will SD fees ever go down? Pete noted that we should expect increased fees for the gravel in the coming months and years as a result of higher fuel prices. Don Richards rose to note that he owned three lots and was paying $745 in SD fees and wanted to know how to reduce that. Pete and Jack Davis explained that adjacent lots can be merged which would reduce the SD fee but the lots could never again be resubdivided.

Roads Report

Jeff Rash noted that he had been the Chairman of the Roads Committee for 2-1/2 years and that the Committee was maintaining 15 miles of roads with about $60,000 a year. He noted that there will be continuing emphasis on potholes, ditches, and culverts to get the water off of the roads. He also noted that he would be changing the approach from using one bulldozer to include more use of smaller and less expensive equipment and tractors for light grading and pothole work and this should allow for better road maintenance for the same or less money. A brief discussion followed on paving and why that approach has been proven to be cost prohibitive and less safe in icy conditions.

Nominating Committee

Jack Davis reported that since elections fall on even years and that the current board members are one year into their two year terms we have no candidates to present to the membership. However, Greg Beahm resigned this past winter and the board of directors elected me to fill that vacancy. Jack went on to note that the Bylaws provide that any property owner is eligible to serve on the board regardless of where he or she lives and that the President is empowered to excuse absences from board meetings on a meeting-by-meeting basis. Jack again encouraged members to nominate candidates to fill board vacancies in the future.

Recreation Report

Jon Morrison reported that the primary focus for work done at the lodge has been stabilization. Projects this year have included fixing the deck and cleaning, fixing the railings and steps on the loading dock, removal of two non-functional bathrooms in the part of the basement used for kitchen workers in the 1960s, clearing away trees that

endanger the lodge, and fixing the roof. A goal for 2010 is to build a restroom that is ADA compliant as well as install ramps so the lodge can be rented commercially. Also Jon will work on improving road maintenance in front of the lodge to direct water away as well as a French drain for the frostproof hydrant. Missy McManaway rose to announce that the lodge had been booked for eight events so far this year and discussed the need for an increase in lodge use fees, specifically an increase in the deposit for cleaning expenses in case the lodge is not left in as good a condition as it was found. Missy also announded the first Oktoberfest in many years and turned the floor over to Helga Heiberg who will host the BMPOA sponsored event.

Architectural Review Report

Jack Davis noted that there had been no new construction starts over the past year. However, two requests for significant additions or modifications to existing structures were received and approved by the full Architectural Review Committee. These two happened to be the two nearest to the Lodge.

Covenants Enforcement Report

Jack Davis reported that, for the first time in decades, a Covenants Enforcement Committee had surveyed all 330 improved lots for problems in the fall of 2008. With the support of the Board the Committee focused on issues that were clearly violations of both our protective covenants and violations of county ordnances with a focus on safety and health issues (non-code smoke pipes, abandoned vehicles, collapsing cistern covers, excessive trash, etc. Violation Notices were mailed to the property owner accordingly and those that were not corrected and that were violations of county ordnances were turned over to the Zoning and Planning Department of Warren County for enforcement. The Committee is pleased to report that most of the more difficult and flagrant violations had been resolved by June 2009. Jack noted, however, that covenants enforcement will be a continuing challenge. The Committee will do another survey of all improved lots this fall.

Wildfire Mitigation

Jack Davis reported that BMPOA received a $5,000 grant from the Va. Dept. of Forestry for chipping of deadfall because we remain in the highest category of risk for a forest fire. Jack reiterated the process whereby property owners are to pile up their deadfall and inform him of how many hours they worked on it and whether motorized equipment was used. There was to be no work on the emergency evacuation plan this year. Members were once again strongly encouraged to put emphasis on clearing away a safe zone a minimum of 30 feet from around dwellings.

New Business

There was no new business.

Adjournment

President McManaway adjourned the meeting.

Minutes taken for Secretary Greg Young by Jack Davis