by Kathy Leslie-Whelan

          The meeting was called to order at 9:32 AM.  All board members were present.  Bill Baehr and Chris Claude joined in via Zoom.  General Manager Darryl Gamble and Assistant General Manager Nicole Clemens were also present. After the pledge of allegiance, Buz Whelan, President started his message calling for a motion to approve October’s open board meeting minutes.  The motion was made by Bill Baehr and seconded by Dave Borsos.  It passed unanimously.  Whelan wished everyone Happy Holidays, whether you celebrate Christmas, Kwanza or Hanukkah.  He further whished a Happy Festivus for the Rest of Us to those that celebrate.  He wished them well in the feats of strength and airing of grievances.  Whelan spoke of the preparation for winter which started in the summer.  He gave kudos to General Manager Darryl Gamble for being well prepared.  Two new 5500 diesel trucks were purchased and electronically modified for the plows and spreaders.  Salt and cinders are currently stocked by the compactor and future needs are under contract. Whelan said that the maintenance staff is experienced and are assigned designated routes that our staff knows well.  Primary roads will be plowed first, followed by secondary roads and finally cul-de-sacs. If a member has a medical emergency or has required medical appointments such as dialysis or chemo, they should register with the office.  Staff will do everything that they can so that you can get out of the community.  The trucks need to cover 36 miles of road on both sides.  That equates to 72 miles of roads to be plowed.  The membership is cautioned not to park their vehicles on the road during an event.  If you do so, your vehicle will be towed away and you will be responsible for all costs.  Parked cars prevent our staff from fully plowing the road as well as being dangerous to our drivers. 

Dave Borsos added that our drivers do not plow in driveways on purpose.  They cannot lift the plow every time they get to a driveway.  Borsos recommended that all homeowners clear an area to the left of their driveways so that the snow doesn’t create a large berm at the end of their driveways.  Chris Claude also cautioned the membership to not blow snow into the street.  He stated that everyone is responsible for preparing their home and vehicle for snow.

          Dave Borsos gave the Treasurer’s report.  He stated that for the month of October dues income is $865K Year to Date (YTD) and is $16K under the budgeted amount.  This figure will correct itself at the end of November since the quarterly dues payment was due in that month.  Dues income also includes prior year’s dues, dues interest, dues late fees and collection fees.  Other income is at $331K which includes Public Safety citations, bank revenue, and rental revenue.  (Rental Income was $325K).  Code Enforcement Officer (CEO) revenue, access card, boat and fishing fees, Resale fees, compactor cards, snack shack and misc totals $190K bringing the income totals to $1,387,765 YTD. Expenses for different cost centers are as follows: Administration $273K; Public Safety $58K; Maintenance $462K; Community Center/Recreation $97K; General/Professional $21K; Utilities $40K; Insurances $67K.  The total YTD expenses are $1,018,173.

          A motion was made by Bob Leon to accept the Treasurer’s report.  It was seconded by Steve Kavanagh and passed unanimously. 

Whelan stated that Borsos report is in the newsletter that is available at the kiosks at the mail stations.  He encouraged all to read Borsos’s essay which was well written and informative.

Under Old Business:

• Update on Community Center (CC) – The staging of the center is taking shape right now.  The game room, dining area and front desk and entrance are completed.  Currently the Association is waiting on a fire inspection for the fire extinguishers, hood system and smoke/carbon monoxide heads.  The bar is almost completed.  An ice machine is on order.  The kitchen and the room next to the kitchen will be the next items to complete.  Our license to operate is on hold (safe keeping) and will be reactivated once the kitchen is completed.  The boiler for the indoor pool had an issue that is now corrected.  It is fully functional at this time.  Whelan gave a shout out to Chris Claude who has been working in an advisory capacity.
• Fencing at the Administration building and compactor looks great.  More work on fencing will continue in the spring. All access to maintenance and equipment will be fenced in and there will be no access to the area during non operational hours.  In addition, landscaping will start in spring in this area. Gamble thanked Kavanagh for recommending Contractors for this service.
• Two new 5500 diesel trucks were purchased.  They have more torque and will be able to push more snow.  These vehicles are also going to last longer.  It is anticipated they will last 10 plus years.  This is the first time that the Association will be able to follow the Kipcon’s report recommendation for vehicle rotation.  Gamble will always have a vehicle in the budget so we will never have an old truck.  Trade in on the old vehicles will become the down payments.
• Winter prep is completed.  A schedule with routes and drivers assigned to these routes is currently being evaluated.  Locust Ridge is a back up company for snow removal if needed.  Gamble stated that if there is a medical emergency in the community everyone on staff help to get that member out of the community.  The main roads will be pretreated for ice and snow removal will commence once 3 inches of snow has fallen.
• All pending projects will be completed before new projects are started, unless it can be done in-house.
•  Clover Bridge work will pickup in spring.  The scope of work is developed and permits are in place.  The bridge and guardrails will be replaced.  There is no danger to the community.  Gamble doesn’t want to close the road over the winter
• Covid Update – Masks are optional outside however masks are required at indoor facilities.  Temperatures will be taken before you enter a building.  Swimming or activities are at your own risk.  Employees will be tested on a weekly basis and staff will be masked while indoors. Gamble will follow the board’s lead.

Under New Business

• The Administration building will be closed for a three day weekend for Christmas and New Years.  Saturday, Sunday and Monday.  In addition there will be a 1:00 PM early dismissal on the Friday before these week-ends.  The compactor will be closed on Saturday for Christmas and New Years.  In addition, there will be a three day weekend for Martin Luther King Day in January.
• The board is hopeful that the January open board meeting will be held in the CC and will be open to the membership.

Committee Reports    

Rules and Regulations did not meet. 

Appeals were put off due to Covid.  They will meet in February.

          Finance and Planning looked over financials and our numbers look good and stable.  Future project discussions included finishing the floors in the hall ways at the CC and fencing at the basketball courts by the Administration building.   Two recommendations were:

1. Short term rental dollars figures should be separate from the overall trash budgeted amounts in the 2022/2023 budget.
2. Management should develop a rental policy for the CC rooms.  The board should have final approval on the policy and rates.  Whelan added that rates should be comparable to rates being charged in the area.

          Real Estate Committee met to discuss goals.  They are scheduling a meeting for next month.

Director’s Comments

          Ange Noonan stated she is happy there is a coordinated effort for snow removal.  She wished everyone a happy holiday.

          Dave Borsos wished everyone a happy and healthy holiday season.

Bill Baehr recommended that the membership start their individual preparedness for the snow.  Ice treatment products and shovels should be purchased now, while the stores still have supplies.  He also stated that the Association is doing everything it can to keep the membership safe from Covid.  Stay home and stay safe.  He ended by wishing everyone happy holidays.

          Chris Claude wished everyone happy and safe holidays.  He also suggested getting out and enjoying the nice weather while it lasts.

Public Comments

          Cookie Litwienski stated that cars are speeding on the corner of White Tail and Bull Run and are ruining her lawn.

          Fifteen (15) new members were welcomed to the Community.

A motion was made by Ange Noonan to adjourn.  It was seconded by Steve Kavanagh.  Meeting adjourned at 11:07 AM.

Reporters Note: I write these reports based on notes taken during the meeting.  I get no special consideration or cooperation from the board.  I try my best to report accurately, but occasionally mistakes will be made.  I invite correction and have no desire to intentionally mischaracterize any comments or actions.