Minutes of the Board of Directors Meeting

Minutes of the Board of Directors Meeting

River Ridge Association

Meeting Date: July 23, 2016

Call to Order: A regularly scheduled meeting of the River Ridge Board of Directors was held in the River Ridge Community Park on July 23, 2016. 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 McLaren, Tom Miller, Larry Scriggins, Devon Hill, Howard Caulfield, Paul Pohlenz, and Dick Anderson.

Others in attendance as recorded on the sign-in sheet: Bill and Roxanna Frenske, Marsh Miller, Berry Buckingham, Bill Newman, Tommy Kidwell, Patti Shanklin, Ron Skean, Dick, and Janet Baldwin Anderson

The meeting began by Nancy Johns explaining that Tom McLaren has asked to step down from being President this year, but has agreed to continue to serve on the Board as Vice President handling the Architectural Committee and handling daily on-site issues as a permanent resident board representative. Nancy also announced that JT Godown will be relocating to Germany for two years and will need to step down from her Board duties. Nancy stated that Dick Anderson has agreed to return to the Board and has offered to handle the Nominations Committee. Devon Hill agreed to serve as Secretary. Adding Dick Anderson to the Board and the shifts of portfolios for Board members was placed in a motion, duly seconded, and adopted.

Larry Scriggins made a motion to add Nancy Johns as an authorized signatory for the bank accounts and all other necessary forms. This motion was seconded and passed.

The Agenda for the meeting was adopted by voice vote.

Treasurers Report: The Treasurer’s report was emailed to the Board and copies were available for distribution at the meeting. Ken Hohl being absent, Nancy Johns presented the Treasurers Report and stated that the Association accounts are in order.

Secretaries Report: A motion was presented to adopt the minutes from the April 23, 2016 meeting. The motion was seconded and adopted by voice vote. Nancy Johns agreed to present minutes from the annual meeting and Devon Hill agreed to record the minutes for the present meeting.

Communications: Howard Caulfield discussed several issues. A discussion was held about what to do with extra Directories. It was decided that Directories would be provided to new residents and any resident that requested one. A note will be placed in the next newsletter asking for anyone who would object to this information be placed on the website to contact Howard. A decision to make the Directory available on the ‘members only’ portion of the website will be made after determining whether any resident has objections. The identity of the three contributions should be placed in the next newsletter: Great Cacapon Volunteer Fire Department, the Paw Paw Fire Department, and Friends of the Cacapon River.

Howard announced that people concerned about firearms being discharged outside of River Ridge near the park should contact the WV Department of Natural Resources. A discussion was held about the Morgan Woods Reserve and information the Nature Conservancy has asked that we provide to residents about not trespassing on this property. Howard will summarize these rules and arrange for clarification of some of the points. Larry Scriggins suggested that Tom Panibianco’s letter be distributed to the Board along with Howard’s summary and then we would decide on how to handle.

Information about recent problems with bears and trash will be discussed in the newsletter. Additionally, Howard provided information on three new residents, including one new resident who may help work with Verizon to establish a hub in our community to increase internet speeds. Finally, a discussion was held about old records and minutes and where these will be stored. The first step will be to determine which residents have these records and collect them.

Operations and Maintenance: Tom Miller reported that is has largely been business as usual. The old backhoe was sold for $3,000. Work has been started on the first priorities in the Alpha Road Maintenance Report. A culvert on Pioneer Trail was replaced as it was found to be in worse condition than expected. Timing for culvert replacement and repaving may have to be moved up from what is on the existing schedule as the condition of various culverts is determined. Tom reported that the Maintenance crew is in need a place to dispose of leaves cleaned from culverts because the existing areas are filling up. A discussion was held about mulching, purchasing a lot and other solutions. Tom announced that they are looking for a part time, hourly employee to assist Tommy Kidwell as needed.

Larry Scriggins made a motion for the Community to look into testing a system for dust suppression on the roads. This was passed and Paul Pohlenz will look into the details of an environmentally friendly option to test on the incoming road by the lower gate and a less travelled road.

Architecture: Tom McLaren had no urgent news. Patti Shanklin discussed printing of maps. A motion was passed to pay for 50 large format maps to be printed out of general funds and provided to residents upon request.

Environmental: Paul Pohlenz discussed the help provided for school children for the Cacapon Institute River Day and the good work of Tom Miller. Planning for the Deer Hunt was discussed. Although less people voted this year in the decision (for and against), it was determined there were still enough lots to hold a normal hunt without contacting individual residents to determine whether hunting is permitted on their land. Paul will look into whether a program is feasible to help resident plant more trees.

Long Range Planning and Nominations: Larry Scriggins and Dick Anderson will work together to improve community participation on Board Committees and identify potential board members earlier in the year.

Unfinished Business: The dates of the next Board meetings for the coming terms were confirmed:

September 24, 2016

December 3rd, 2016

February 4, 2017

April 1, 2017 (closed meeting to discuss annual budget)

April 15, 2017

June 10, 2017 (Annual Meeting)

A discussion was held regarding options for addressing residents with delinquent community dues. Larry Scriggins will look into alternatives with our attorneys.

A discussion was held about dealing with the property owners outside of the lower gate regarding firearms and the abandoned camper. A discussion was also held and it was decided not organize a community contribution for the Great Cacapon Fire Department, but to encourage residents to make personal contributions in the next newsletter.

The meeting was adjourned at 11:45 am.

Devon Hill

Secretary, River Ridge Association