Mailed Package Postmarked 2/9/18D-Annual...FINAL.pdf · Mailed Package Postmarked 2/9/18 Cover Letter-meeting date, time, place Listing of Board of Directors Listing of ACC members

Mailed Package Postmarked 2/9/18

Cover Letter-meeting date, time, place

Listing of Board of Directors

Listing of ACC members

Draft Minutes of 2017 Annual Meeting

Budget

Registered Voting Certificate

Proxy Certificate Form

Candidate Bios

1

Annual Meeting

February 24, 2018

Welcome

2

Agenda

Convene Meeting Minutes of 2017 Annual Meeting Board of Directors and Officers Report Committee Reports

Insurance Cancellation Election of Directors and ACC for 2017 Unfinished Business New Business Adjournment

3

Convene Meeting

Roll Call and Certifying Proxies

Notice of Meeting has been provided in accordance with the By-laws (mailed 15 days prior to meeting).

Review and approval of 2017 minutes.

Read the minutes of the 2017 meeting

Motion to correct/approve minutes as submitted

4

Board of Directors

Dave Cullin (20)

Michele Robinson (20)

Dale Breer (19)

Dave Fedorchak (19)

Sharon Poole (19)

Paul Showalter (18)

Joe Silber (18)

Officers

Dale Breer – President (resigned 1/27/18)

Michele Robinson – VP

Dick Asbell - Treasurer

Dave Fedorchak – Secretary

ACC Members

Rick Orr (Chair) (19)

Bob Hatfield (18)

Gary Poole (18)

Michele Robinson (Sec –non-voting (no exp)

2017 Board and Officers

5

Objectives of the Board

1. Protect Property Values for Meadows at Dahlgren (Meadows) property owners by restoring, repairing, and maintaining roads and common areas and ensuring compliance with covenants.

2. Represent Meadows with local, county, state, and federal agencies on community issues and inform property owners of issues and actions which may impact them.

3. Perform Duties As Prescribed in the By-laws including but not limited to election of the Board of

Directors, election of Officers, conduct required during meetings, and appoint operating committees to carry out Association tasks including but not limited to Architectural Control, Roads, Common Area, and Nominations.

4. Foster a Sense Of Community

5. Manage And Protect The Assets of the Association, including but not limited to cash, equipment, documents and property.

6

Committees - 2017

Architectural Control:

Rick Orr - Chair, Bob Hatfield, Gary Poole (Michele Robinson-Sec)

Roads:

Dale Breer (Tracy Usry, Jim Hanson, other volunteers)

Common Area Maintenance (CAM):

Anne Lyon, Chair

Jim Buckley (Elizabeth)

Dean Love (Rebecca)

Brian Riley

Chrissy Riley

Michele Robinson

Nominations: Dave Fedorchak

Webmaster: Dave Fedorchak

Volunteers are welcome and needed!

7

2017 Annual Report

Administrative Actions

Financial Report

Committee Reports

General Information

8

Administrative Actions

Updated membership contact information

Collected dues, disbursed funds for bills and pursued lien process

Worked with schools for school bus stops

Investigated reported covenant violations When necessary, notified lot

owners of covenant violations and worked toward solutions.

Coordinated work parties to ensure common property was maintained.

Posted community information to website.

Supported the Community Fall Cleanup and following Picnic (hosted by Chris and Vic Balasi) at the Dock on Nov. 12

Had input into Virginia Telecommunications Initiative (VATI) Grant Proposal with King George County – attended KG Supervisors’ Meeting

9

Dick Asbell

Treasurer

10

Average Expenditure

Current and Prior Years

11

Resurfacing

2001 $90K

2004 $115K

2008 $203K

2013 $221K

Major Repairs

2003 $18K

2006 $22K

2011 $23K

2012 $16K

2017 $18K

$3,889.84

$49,662.85

$1,011.36

$2,132.21

$7,382.40

Average Cost 2013-2017 (Excluding Easement NRE)

Organizational Roads Legal Landscaping Mow and Snow

Cash Flow 2017 (Budgeted vs Actual) and 2018-2023 Estimates12

YEAR 2017 2017 2018 2019 2020 2021 2022 2023

BEGINNING CASH BALANCE 207,183.02 207,183.02 255,954.76 39,290.17 100,560.57 159,304.92 213,502.15 250,613.83

REVENUES

Dues $75,714.48 $75,114.48 75,550.00 76,200.00 76,200.00 76,200.00 76,200.00 76,200.00

Interest and Other Income 72.00 4,691.72 222.00 222.00 222.00 222.00 222.00 222.00

TOTAL REVENUES 75,786.48 79,806.20 75,772.00 76,422.00 76,422.00 76,422.00 76,422.00 76,422.00

EXPENSES

Corporate Operating Expenses $650.00 $597.90 676.00 703.04 731.16 760.41 790.82 822.46

Insurance $900.00 $900.00 900.00 936.00 973.44 1,012.38 1,052.87 1,094.99

Easement Non-Recurring Expense

Common Area Maintenance $750.00 $2,365.55 2,132.21 2,217.50 2,306.20 2,398.45 2,494.38 2594.16

Office Supplies, Printing & Postage $255.57 $265.20 265.79 276.42 287.48 298.98 310.94 323.38

Legal Fees $1,219.03 $1,034.54 1,011.36 1,051.81 1,093.89 1,137.64 1,183.15 1,230.47

Road Resurfacing 278,790.83 339,191.67

Road Repairs $16,000.00 $17,774.27 1,000.00 2,000.00 4,000.00 8000.00 16,000.00 1000.00

Road Set Back Clearance $7,000.00 8,516.57

Snow Removal $7,235.60 $997.00 7,382.40 7,677.70 7,984.80 8,304.20 8,636.36 8,981.82

Taxes $75.00 78.00 81.12 84.36 87.74 91.25 94.90

Bad Debt

Annual Meeting & Misc Expenses $230.00 $100.00 200.00 208.00 216.32 224.97 233.97 243.33

TOTAL EXPENSES 27,315.20 31,034.46 292,436.59 15,151.59 17,677.66 22,224.76 39,310.32 355,577.18

REVENUES - EXPENSES 48,471.28 48,771.74 -216,664.59 61,270.41 58,744.34 54,197.24 37,111.68 (279,155.18)

ENDING CASH BALANCE 255,654.30 255,954.76 39,290.17 100,560.57 159,304.92 213,502.15 250,613.83 (28,541.35)

$75,114.48

$265.20

$2,365.55

$17,774.27

$7,000.00

$(28,541.35)

$31,034.46

2017 Committee Reports

Roads

Common Area

Architectural Control

Covenants

General Information

13

Dale Breer

14

Roads: Recurring Road Issues

Driving over the edges of roads (breaks up chip and tar and leads to alligator crumbling effect on road surface)

Road deterioration caused by:

Trash trucks

Traffic cutting corners

School buses

Construction vehicles

Unmaintained shoulders

15

Roads:Recurring Road Issues (Cont)

Self-help is necessary on potholes (Patching material available through Dave Cullin) Identify potholes to the BOD and notify board@the-

meadows.com if you are unable to mend it yourself. Drainage block (Owners need to ensure

culverts/ditches/streams crossing are free of debris) Notify the BOD if problem exceeds your ability to

correct. Overhanging branches and brambles growth Rain Snow removal Wire grass encroachment

16

Roads:Snow Removal

Contracted with Grasshopper (13.5 miles of roads equates to 27 miles to plow as each mile requires two to four passes)

Has one to three trucks with 8’ straight blades

Business is physically located near entrance to Meadows

Timely removal (Roads are generally better plowed and at a faster pace than VDOT)

Rate is $95 per equipment hour

Uses VDOT snow removal policy as trigger to clear roads

2”-3” accumulation (Roads have varying exposure to wind/moisture/shade so accumulation on any road may vary)

Use projected weather forecasts to determine applicability of plowing

Problems

Roads are crowned causing high point in center of road

Roads vary in width from 10’ to 18’

Loose gravel is collected and pushed to end of run

17

Roads: Construction Entrance

18

• Entrance is private property (Lot 1)

• Agreement to allow use of the road to those who contribute to its upkeep

• Those who contribute will have access to the road

• Effort coordinated by Jim Hanson (Lot 12)

• Letter posted on website

Roads: Stop Signs

19

• 9 signs vandalized on October 24th, 2016• Signs replaced on November 11th, 2016

• Replaced with 30” signs as required• Replaced wood posts with metal posts

• All STOP signs have been replaced with 30” signs as required with metal posts.

Road Repairs

The Resurfacing of our roads is budgeted to occur this year

Estimates from 3 companies will be obtained and reviewed by the Board

Main areas of concern:1. Monte Vista in the

“S” curves between Bogart Landing and Granview

2. Crooked Creek Ln. requires crowning and drainage ditch maintenance

3. Harry Berry cul de sac - very broken up

An email notice with contact info will be sent out for discounted paving completed at the time the roads are resurfaced

20

Anne Lyon

21

Common Area Maintenance (CAM)

The CAM, A board chartered committee on behalf of the Association, is responsible for the: care, inspection, maintenance, operation, repair, restoration, improvement, renovation,

alteration, replacement, and reconstruction of the Common Property easements which includes the roadways, the two entrances, the Dock area, and the Panorama Trail, except to the extent performed by others.

22


ACTIVE Volunteers:

Anne Lyon, Acting Chairman

Jim Buckley

Dean Love

Brian Riley

Chrissy Riley

Michele Robinson

2/25/17

23


Meet every 3rd Saturday of the month at Anne Lyon’s home 4415 Deep Cove Landing for the purposes of:

Planning projects

Obtain estimates for materials to be submitted to HOA board

Schedule maintenance days

Perform maintenance

2/25/17

24

COMMON AREAS

Front Entrance

Piney Green Entrance

Dock Area

Panorama Trail

Roadside Maintenance

ANNUAL FALL CLEAN UP Nov 11th and 12th 2017

More than 30 volunteers participated the day of the event; however, a number of volunteers helped prior to and after the event:

Thank you everyone for your support!

$23,000 saved

ANNUAL FALL CLEAN UP Nov 11th and 12th 2017

Vaughan Mahaffey (bush hogging)

Don Iannicelli (gravel hauling distribution)

Phil Harrison (trimming higher bushes)

Waldon Jue (push tree debris back off roads)

Dick Asbell (trimming Wine Berry Ln)

Michele Robinson (tree trimming estimates)

Brian Riley (tree trimming estimates)

Anne Lyon (tree trimming estimates)

Jim Buckley (trimming Piney Green Rd)

Dean Love (Crooked Creek drainage)

Christine Balasi (cookout organization)

Mike Shippee (tree trimming )

Patti Shippee (cookout organization)

Dale Breer (stop sign replacement)

Kevin Clark (bush hog and tree trimming Boland Drive)

Phil Spory

Gene Downum

John Lundberg

Jim Ross

Paul Guy

Lew Davidson

Paul Showalter

Gary Poole

Dave Cullin

Laura Frady

Elizabeth Huger

Fred and Pat Richards

Tracy Usry

Andy Bunch

Bob Rogers

Dirk Robinson

Apologies if we missed your name!

Rick Orr

28

Architectural ControlWhy the ACC?

“… for the purpose of protecting the value and desirability of The Meadows at Dahlgren subdivision as it now exists and is hereafter expanded...”

-- Declaration Of Protective Covenants OfThe Meadows at Dahlgren 2 May 1997

“Before beginning any clearing, grading, tree removal, or construction activity ... the Lot Owner shall acquire written consent from the Architectural Control Committee.”

Architectural Control ACC 30 Day Reply

“The ACC shall have 30 days after physical receipt of the Plans to accept or reject the same in whole or in part.”

“If no response by the ACC has been made in writing within 30 days, the Plans shall be deemed to be approved as submitted.”

Burden of Proof, however, is on the Lot Owner.

Architectural Control Submit Your Plans

The ACC will need electronic copies of:

Plat with house foot print (can be hand-drawn on plat) to include the addition showing the distance from the property boundaries. If you don’t have a plat you can get one from the county or go to: http://www.onlinegis.net/KingGeorgeCountyVA/Map.html

Architectural plans for the addition/ improvement

A materials list that includes the type of siding and roofing

You must obtain and comply with all county building permits

Process: Once you send the electronic package to [email protected], a meeting notice will be sent to association (via email and posted on website) at least 7 days in advance of the meeting. You, of course, can attend the meeting to answer any questions the members may have and they will either approve it or ask for clarifications. Once everything is in order an approval letter will be issued to you.

31

Architectural ControlCommunity Breakdown

127 Properties

108 Homes Built

19 No Home Built8 Probably not building due to

owning adjacent lot with home

32

Architectural ControlCommunity Breakdown

1. Lot 107 Balasi Run-in Barns

2. Lot 013 Breer Shed

3. Lot 108A Murgatroyd Covered carport-roof ext

4. Lot 045 Orr Detached Garage

5. Lot 084 Brian Riley backyard fence

6. Lot 118 Bunch Pool and batting cage

7. Lot 104a Costa Logging (denied)

8. Lot 105a Love Garage

9. Lot 038 Guy-Bard Addition

10. Lot 087 Henry, Tyson & Nicole Add Fencing

33

Dale Breer

34

Covenants & Rules

Covenant changes No requested changes or additions (2/3 of Property

Owners to vote YES on any change) Rules

The Board will be monitoring the community and taking proactive steps to deal with violations of Covenant Restrictions as reported to the Board. As neighbors we need to work together to maintain the neighborhood’s overall appearance and compliance with the covenants. Covenant Enforcement

Seek voluntary compliance Violation notices Legal action as last resort

35

Covenants Frequently Discussed by BOD

Art II Section 1 – “Residential Use Only”

The Lots shall be used for residential purposes only, and no commercial use shall be permitted. This restriction shall not be construed to prevent rental of any Dwelling for private residential purposes, except that the lot with the existing structure may be used for the purpose of commercial horse stables and riding activities.

36

Covenants Frequently Discussed by BOD (Cont)

Article II, Section 7, “Animals”

One horse per two acres of open pasture land is permitted, providing that proper fencing is supplied. No other animals or poultry of any kind may be kept or maintained on any of said Lots, except ordinary household pets, regularly housed within the dwelling. All pets shall be kept on a leash, in an approved kennel, or under positive Owner control. All outdoor pet enclosures shall be erected on the back of the lot out of view from the street. No pets shall be allowed to run loose within the confines of the Meadows at Dahlgren without positive Owner control.

37


Article II, Section 8, “Lot Appearance”

Each Lot and all improvements thereon shall be maintained in a neat and attractive manner. No unregistered motor vehicles, junk or debris shall be stored on any Lot. Trash, garbage, or other waste shall not be kept, except in sanitary containers screened from view from all roads. (Remove your Trash Receptacles from the roadside.)

38


Article II, Section 9, “Recreational Vehicle, Boat, Etc, Storage”

Recreational vehicles, boats, and utility trailers, when not in use, are to be stored out of view from all roads and houses.

39

CICB Complaint Process

Pursuant to Section 55-530(E) of the Code of Virginia, 1950, as amended, the Board of Directors of the Meadows at Dahlgren Homeowners Association has established a complaint form for use by persons who wish to register written complaints with the Association regarding the action, inaction or decision by the Association or its Board inconsistent with applicable laws and regulations.

Complaint form and information available on HOA website under Documentation

40

Dave Fedorchak

41

HOA Website

Visit http://the-meadows.org News Meeting information Documents Comments available to registered HOA

members Provide website improvement

recommendations to [email protected].

BOD email: [email protected]

42

Insurance

Insurance Cancellation

On February 15, 2018 Nationwide Insurance provided the Association with a Notice of Cancellation. Effective date of cancellation will be April 5, 2018.

Reason for cancellation: “increase in risk of loss that was not anticipated”

43

Definition?

What happened?

Association and Board members asked the insurer questions about liability and maintenance requirements on common areas as well as the Association’s responsibilities for maintaining those areas.

What defines “reasonable care”, “safe”?

How do we limit our liability?

What, if any, changes do we need to make to bring our common areas into alignment?

Does hunting and firearm discharge affect the liability?

Etc.

The insurance agency (Mayo) asked these questions to the underwriter (Nationwide). The underwriter cancelled based on perceived risk increase.

44

Next Steps (or… what is the Board doing about this?)

1. Appeal the cancellation decision (in progress):

The Board will send a letter to the insurance agency specifically detailing the conditions of the common properties along with pictures. Nationwide will review but may or may not reverse their decision.

Request the Commissioner of Insurance review Nationwide’s decision.

2. Concurrent with #1, investigate insurance alternatives (in progress)

Revisit our old insurance provider

Provide the same disclosure generated as part of #1 to other providers and ask for quotes (i.e. no ‘surprises’ wrt perceived risk).

3. The Board, in conjunction with and assistance from the CAM, must create a common area maintenance plan that meets our responsibilities under our governing documents. (to be addressed at first meeting of next Board)

4. Discuss mitigations, options, and possible consequences with the Association (now…. Next slide).

45

Association Questions / Discussion

Options:

Do we need to restrict hunting / firearm discharge on common areas? (or on ALL property)

What is the extent of maintenance we need to perform on all common areas? Do we continue to do this ourselves or budget to have this provided by a third party?

Can we obtain a policy with certain exceptions / limitations that accommodate the Association “as-is”.

If we cannot find insurance at a reasonable cost, do we go without? (this is permissible under paragraph 4 of the Supplement)

Not options:

Performing no maintenance on the Panorama Trail (or any other common property)

Avoiding full disclosure of common property condition, maintenance, and permitted activities

Floor open for discussion….

46

Dave Fedorchak

47

Election Procedures

Directors – 2 needed for 2018 (3 Year Term)

Architectural Control Committee— 2 needed for 2018 (2 Year Term)

Nominations:

Motion to open nominations/second Vote on the motion

Accept those nominated/volunteers to constitute a slate of candidates for the coming term

Motion to close nominations/second Vote on the motion

Vote

48

Nominations forBoard of Directors / ACC

Board of Directors (3 year: 2018-2021)-vote for 2 Brian Riley Dean Love Tracy Usry Clark Ackerman ?

ACC (2 year: 2018-2020)-vote for 2 Bob Hatfield Michele Robinson ?

49

BOD/ACC Voting Results

New BOD members for 2018-2021:

?

?

New ACC members for 2018-2020:

?

?

50

Dave Fedorchak

51

Dave Fedorchak

52

Adjournment

Additional Questions / Discussion

Motion for Adjournment!

Thank you for Attending!

53

Backups

54

Covenants & Rules:Patrolling of Private Roads

Virginia Code Title 46.2 Motor Vehicles

Section 102 With the consent of the landowner, any such officer or other uniformed employee of the local law-enforcement agency may patrol the landowner's property to enforce state, county, city, or town motor vehicle registration and licensing requirements.

55


Title 46.2 Motor Vehicles (continued) Any law-enforcement officer may patrol the streets

and roads within subdivisions of real property or within land submitted to a horizontal property regime pursuant to Chapter 4.1 (§ 55-79.1 et seq.) or 4.2 (§ 55-79.39 et seq.) of Title 55, which streets and roads are maintained by the owners of the lots or parcels of land within the subdivision or the owners of condominium units within any horizontal property regime or any association of owners, on the request or with the consent of the owners or association of owners, to enforce the provisions of this title punishable as felonies, misdemeanors, or traffic infractions.

56


Request process

What the Sheriff can do is, accept a letter from an elected board/official representative of The Meadows, requesting sheriff to patrol and enforce Virginia Traffic Code as well as the other provisions of 46.2-102. The request letter needs to be addressed to Sheriff Dempsey, as well the letter needs to be included with a “CC” to the King George Board of Supervisors, Commonwealth’s Attorney, The Clerk of the Court, and the County Attorney. The letter also should be sealed with a Notary Public signature.

57


Without request letter

Without the mentioned request letter, law enforcement will still fulfill their duties when it comes to being summoned to a particular place for investigations, exigent circumstances, warrant services, civil process, and other lawful duties. Law enforcement will not be able to “routine” patrol nor enforce Virginia Traffic Code without the mentioned letter.

58


Without or without request letter

Private roads remain private

Crash reports are completed for only state routes (state highways) in almost all cases.

Arrest for DUI/DUID and reckless driving on private property can be made, but without request letter, sheriff would have to be summoned.

59

Roads: Proposed Spray Program

Wire grass incursions Duplicates VDOT program recognizing the need

to eliminate wire grass from penetrating the road surface. Conducted test program to determine best control

method 12-18 inch grass killer spray on edge of road will

control for limited period of time Will need at least two applications to control entire

growing season Anticipate initial neighborhood spray in early spring

to stop incursion and prevent road damage but not on windy days

60

Roads: Proposed Spray Program

A road survey was conducted in July 2014 to identify the problem areas, amounting to approximately one (1) total mile of read edge. Only those problem areas will be treated.

61

Common Areas:Dock Area Upgrade (Cont)

62

View Down the Slope to the Dock

Common Areas:Dock Area Upgrade (Cont)

63

Steeply Sloped Access Path

(BEFORE)

Finished Project !!(AFTER)

64

Meadows Property Status

106 Homes constructed

6 dual lot owners (Adjoining lots capable of construction)

15 vacant lots

Legend

Built

Not Built

Dual

65

Dahlgren Railroad Heritage Trail (DRHT)

Old CSX railroad right of way commonly known as Rails to Trails (varies in width from 100’-150’)

Private property with users as registered guests of the owner

Contained solely in King George County

36 Meadows at Dahlgren properties abut

No direct BOD interface with the owners of this property relative to resolving disputes

Virginia Senate Amendment for 2015:

The Commonwealth has been working toward acquiring the 15.7 mile Dahlgren Heritage Railroad Trail in King George County to be operated as part of Caledon State Park

http://www.imm-cms.com/cmsmedia/5390/Budget%20Amendment,%20SB,%20Dahlgren%20Heritage%20Trail.pdf

66

67


ATV Restrictions-Virginia State Law- § 46.2-915.1.

No all-terrain vehicle shall be operated:

1. On any public highway, or other public property, except (i) as authorized by proper authorities (ii) to the extent necessary to cross a public highway by the most direct route, or (iii) by law-enforcement officers, firefighters, or rescue squad personnel responding to emergencies;

2. By any person under the age of sixteen, except that children between the ages of twelve and sixteen may operate all-terrain vehicles powered by engines of no less than seventy nor more than ninety cubic centimeters displacement;

3. By any person unless he is wearing a protective helmet of a type approved by the Superintendent of State Police for use by motorcycle operators;

4. On another person's property without the written consent of the owner of the property or as explicitly authorized by law; or

5. With a passenger at any time.

B. Any retailer selling any all-terrain vehicle shall affix thereto, or verify that there is affixed thereto, a decal or sticker, approved by the Superintendent of State Police, which clearly and completely states the prohibition contained in subsection A of this section.

C. A violation of this section shall not constitute

negligence, be considered in mitigation of damages of whatever nature, be admissible in evidence or be the subject of comment by counsel in any action for the recovery of damages arising out of the operation, ownership, or maintenance of an all-terrain vehicle, nor shall anything in this section change any existing law, rule, or procedure pertaining to any such civil action, nor shall this section bar any claim which otherwise exists.

D. Violation of any provision of this section shall be punishable by a civil penalty of not more than $500.

E. The provisions of this section shall not apply:

1. To any all-terrain vehicle being used in conjunction with farming activities; or

2. To members of the household or employees of the owner or lessee of private property on which the all-terrain vehicle is operated.

F. For the purposes of this section, "all-terrain vehicle" shall mean a three-wheeled or four-wheeled motor vehicle, generally characterized by large, low-pressure tires, a seat designed to be straddled by the operator, and handlebars for steering, which is intended for off-road use by an individual rider on various types of non-paved terrain. The term does not include four-wheeled vehicles which have low centers of gravity and are typically used in racing and on relatively level surfaces, commonly known as "go-carts."

68


ATV Concerns Liability for ATV rider

injury and ATV accidents. Common areas, such as

Meadows roads and easements, are considered “public property”.

HOA maintains “public property” and may be exposed to costly lawsuits. Judgment awards could

exceed millions of dollars. Settlement costs shared by

HOA members (attorney and our insurance agent view).

Banning ATVs on “public property” reduces HOA exposure and provides protection against lawsuits.

ATVs not designed to operate on hard surface roads and present greater than normal safety hazard.

Action does not prevent owners from operating ATVs on own property, provided operation not viewed as nuisance to others (neighbors).

69


ATV Rule:

The use and/or operation of any all-terrain vehicle (also called ATV’s, either three or four wheeled) not currently licensed by Virginia or any other State is not permitted on the common areas, to include the graded streets and roadways or easements, within the boundaries of The Meadows at Dahlgren.

70


Proposed modification (2/28/15) to ATV rule:

The use and/or operation of any all-terrain vehicle (also called ATV’s, either three or four wheeled) not currently licensed by Virginia or any other State and golf carts is not permitted on the common areas, to include the graded streets and roadways or easements, within the boundaries of The Meadows at Dahlgren.

71

Special Meeting

A special meeting was called for September 26:To allow the membership to discuss and vote on any changes to the terms of the easements and to affect any attempt to enter into agreement with individual lot owners regarding these easements.

Motion to unlock the gate at the Recreation Easement approved

Motion to send proposed rules to the Recreation Easement Committee and the Crooked Creek Easement Committee for review approved

72

Special Meeting (continued)

REC and CCEC met and drafted a resolution

Complaints were filed concerning the process used to produce the resolution and the contents of the resolution

The BOD held a hearing on the complaints

Findings:

process violated state law for time and content notification thus the resolution was considered invalid

Committees were instructed to begin again and provided guidance on meeting notification

The BOD held a special meeting on Nov. 10 to provide feedback to the committees as to content: based on HOA documents there should be a separation of rules to be considered by HOA from organization of maintenance to be considered by BOD

Committees have not met again

REC has been restructured and asked to consider various issues including revisiting drafting of rules

73

CAM Objectives

Projects Front Entrances

Upkeep of the entrances, flowers, limited tree/shrub trimming, mulching, and grass cutting.

Prepared front entrances for winter and is currently preparing for Spring plantings.

Roadside mowing Encourage homeowners to assist, and if not able, committee

members can assist with mowing along roadsides.

A number of homeowners have stepped up and begun mowing sides of the roads and pushing back large brush that has encroached on our roadways. Tony Hermes, Lot 35, recently helped. Vaughn Mahaffey has bush hogged areas. Waldon Jueused heavy duty equipment to push trees and bushes off Deep Cove Landing and Edwards Drive.

2/25/17

74

CAM Objectives (cont)

10 volunteers cleared weeds and roadside vegetation. Large trees that had fallen in this years storms were pushed back off the road. Snow plow now has easy access.

2/25/17

75

Project - Timber Trail - Oct 29th

CAM Objectives (cont)

Projects

Panorama Trail

Panorama Trail is in need of volunteers to bush hog and clear brush 15 Ft. on either side of center markers. A fallen tree was removed from the trail Trimmed vegetation

Mowed the trail

Spring FY17 Project Continue with trimming vegetation and mowing throughout the trail

Dock/Recreation Area

A group of volunteers helped maintain grass cutting and trash pick up of the area

Summer FY17 Projects Weed killing on the steps to the pier and around the picnic areas and

trail

2/25/17

76

Equipment/Volunteers

Required Equipment to support projects

Chain saws/clippers/gloves/rakes/tree saws/shovels/etc.

Volunteers

Spring project: meeting at entrance to the Panorama trail off of Granview at 09:00 on 11th of March

We meet 3rd Saturday every month at Anne Lyon’s home: 4415 Deep Cove Landing

2/25/17

77

Hunting

The Meadows at Dahlgren Home Owners Association has no covenants addressing hunting (common sense applies).

Hunters require permission to hunt on another’s property.

Private property owners do not need a license to hunt on their own property. All other state and county hunting

requirements apply to all hunters regardless of private property owner or not.

78

Architectural Control ACC Restrictive Covenants

No building, fence, wall, outbuilding, driveway or any other structure may be commenced, erected, placed, maintained or altered on any Lot until:

Complete Construction Plans are approved, in writing, by the ACC Submissions shall include the name of the structure,

complete construction plans, the site plat with structure location marked, structure-area calculations, and material specifications to include exterior color and finish.

County/State permits are issued to ensure compliance with all building codes, zoning requirements, health department requirements and all other applicable laws and ordinances...


“No structure shall be erected, placed, altered, or permitted to remain on any lot other than one detached, single-family Dwelling, not to exceed two and one-half stories in height.

Single story no less than 1800 square feet;

Two-story no less than 2000 square feet.

Exclusive of open porches, basements, decks, garages, carports, and other appurtenances”

“Additional accessory building(s), may be approved on a lot-by-lot basis by the ACC.”


Temp Structures. No temporary structures shall be placed upon any lot at any time; however, this prohibition does not apply to shelters used by a contractor during the construction of the main dwelling house

Prohibited Structures. No mobile home, trailer, bus, all metal home, or any derivative of the foregoing shall be kept, maintained, or located on any Lot. Structures built entirely or substantially of exposed concrete block are prohibited.


Garages. All Dwellings may have an attached or detached garage or an attached carport, which shall be of the same style and exterior finish as the Dwelling.

Setbacks. All structures shall be 50 feet or more from the street right of way line. The minimum side yard for structures shall be 25 feet. The structure shall be set back 30 feet from the back line.


Fences. Except for enclosing the perimeters of swimming pools, tennis courts and/or pet enclosures, no chain link fences will be permitted for use on any Lot; All perimeter fencing shall be white post and board, three rail fence, or any other type of fence approved by the ACC.

Insurance details

Timeline

June 4, 2016 BoD discussed insurance alternatives

May 2016 we received three (3) quotes:

State Farm, $425 annual premium

QBE, $2713

Bitner Henry, $2771

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