ALPOA Workshop Minutes July 17, 2015 Board Members present: Ginger Tucker President Bob Hydorn Vice President Liz Collins Secretary John Laing Tom Kinsey Gary Cox Freddie Harrison GM The meeting was called to order at 10:00am 1. Minutes from the December 5 th and 20 th 2014 meetings were moved to be approved and posted by Bob and second by Liz. Discussion motion passed. Bob moved to hold the minutes from the June 24 th and 26 th 2015 meetings until the August meeting for any possible corrections. Second by Liz discussion motion passed. Open Discussion: A motion was made by Tom Kinsey that the board moves into closed session when any person in attendance at the workshop and / or general meeting wished to discuss in detail any personnel, legal or contract matter from the agenda. Bob Hydorn gave a second motion passed. At this time Chris Zimpo, Golf Committee Chair requested to address the board regarding personnel. Bob Hydorn moved for the board to go into a closed executive session in order to hear Mr. Zimpo. Tom Kinsey gave a second motion passed. Ginger declared closed session at this time and cleared the room of visitors. Open Discussion Resumed: 2. Treasurer s Report Read by Ginger on file 3. President s Announcements Frank Ross Treasurer has resigned from the board
Bob Hydorn moved to announce the board seat open and ask for resumes from PO s. Resumes will be due back to the board by 5:00pm on August 7 th for board to review and made a decision by August 15 th meeting. John Laing gave second. Discussion held on motion add remainder of vacant term Discussion from PO s - what qualifications will the board be looking for in individuals who apply? No further discussion vote held motion passed with amendment The board will announce the open position on the board and ask property owners to submit their resume s by 5pm on August 7 th so a decision can be made by August 15 th for the remainder of the vacant tern. The best way to get the information out as quickly as possible Bob will put announcement out tomorrow on front page of ALPOA website. Ginger moved to nominate Gary Cox as Treasurer second given by Bob. Discussion was held. Gary agrees to hold position pending a better qualified person if selected to fill the vacant seat on the board. Motion passed. Discussion was held to hold twice monthly board workshop meetings. It was proposed the 1 st Wednesday of the month at 6:30pm and the 3 rd Friday at 10:00am. The first Wednesday is not good as there is a group of property owners that visit the nursing homes on this date. After much discussion was held it was moved to hold the additional meeting on the 2 nd Tuesday of each month. Second was given by Gary Cox discussion motion passed. 4. General Manager s Report Updates on lighting - The lamps in front of the hotel are done and look great. We are not able to replace the light bulbs in the tall light fixtures in front of the hotel the company has gone out of business. Our electrician, Bob, will be rewiring the lights so that we can purchase bulbs for them and get the lights in working order. Most of the parking lights are working Freddie and Bob are working on these. Signs Digital Signs - Freddie passed around a photo print out of the new sign that he is working on for the entrance to Alpine and to replace the sign on Rt. 7. The Rt. 7 sign will be double sided with the digital sign below it. Discussion was held and it was noted to remove the wording private to residential community. The digital sign for the main entrance has been priced out at $1.500.00 and the one for the Rt. 7 sign is pricing out at $8,000.00. There was discussion about ALPUC and ALPOA s donating some monies to the digital signs. No report on winter activities
A street sweeper was purchased fro $8,000.00 it needed some minor repairs and the total cost with S/H was $9,410.00 It also has a large bucket so the cinders collected can be reused in winter. Freddie submitted a proposal to the board from Steve Edwards for the removal of the stone alcove of $1,000.00. This structure needs removed before the work on the side walk can start. Bob moved to spend up to $1,000.00 for Steve Edwards to remove the stone alcove attached to the building at front entrance second by Gary discussion included that Steve save as much of the stone as possible for future use motion carried. 5. Committee Reports: Marketing Wendy M. has resigned as full time marketing committee member. Rich Nelson has volunteered to complete her term. The committee has asked the board to accept the names of Rich Nelson and Alice Hydorn as nominations for new members of the Marketing committee. Liz moved to accepted the nominations, John gave a second discussion held Tom asked the Marketing chair to give the board some insight on Rich Nelson it was noted that he has marketing experience. No further discussions Bob abstained from voted vote held motion carried. Golf No report as it was noted in closed session that the Golf Chair and all committee members have resigned. Tennis and Neighborhood Watch Committees Both of these have open Chair positions. There was discussion held that maybe some of our committees could be joined together Ronnie reported that she was aware that at one time the Neighborhood Watch Committee did in fact have a Charter. 6. OLD BUSINESS Welcome Center - A ditch has been dug down by the main entrance and welcome center. This is for Frontier to put in the lines for the communications / computer lines. The sides will be sloped to help with water run off. We are looking at installing 4 lights down by the welcome center / entrance. Pool - Fred Isennock gave a status report on the pool. We are getting near the end. Most of the painting is done. The epoxy will start this weekend on the walls. Pool and Air equipment will be installed. \the windows and doors are being installed. The start up date for the pool is approximately scheduled for August 17 th.
Discussion was held regarding the color for the outside of the windows. Came in green. Suburban will be out to the area to advise us on where to set the tank and if we can possibly bury it. We may be looking at a 1000 g. tank. Discussion was held regarding the use of metal siding (steel) versus stone. The lodge has stone and using stone around the pool area would be nice, but not worth the expense for the amount that would be needed. We are currently under budget for the pool, but not enough to spend it on stone. It was moved by Bob that we continue to use the metal for the outside walls around the pool, second by John discussion motion passed. There was discussion and suggestion to paint the T-11 at the far end. The dungeon where old pool equipment was stored we need to put up signs and barricade it. The chemical tank that is still there has value to it and is actually going to be re-used. Frank Ross and Ginger were the liaisons with Fred on the pool. Since Fred has resigned the board needed to appoint a new liaison Tom K. was asked and accepted. Boat House It was asked about the stability of the roof at the boat house due to the sway in it.. Fred reported that the roof has been like this for over 10 years. It was addressed years ago and fixed it was reinforced and the walls were straightened then with ½ steel ties and supports across. Dam WV State DEP approved the plans to fix the dam. Flags were placed to mark the edge of the spillway and center. A full report was given by Ginger. A bid has been submitted by Chip McDonald on the repairs. Mr. McDonald gave a brief overview of his concerns for lack of information in the engineers report for the work that needs to be done. He states that several items have been left off. All work done has to be approved by the DEP. It was asked if Danny B. had sent or submitted a plan to DEP? Freddie is to follow up with Danny. Chip did not send all of his concerns and questions due to information not available. Freddie is to arrange a meeting next week if possible we need to get Danny back to the area and get DEP involved to clarify the questions and information that was not included in the plans. Boat house Deck and sidewalk repairs Freddie presented bid for the sidewalk replacements and work to be done at the boathouse. It was noted that not all of the bids submitted covered the same detail work. The bids could not honestly be compared equally. Bob moved to spend up to $54,000.00 to Maverick Contracting to replace the sidewalk r utilizing the aggregate and stamped concrete second by Gary. Discussion was held. A move was made by Tom to amend the motion that states we need to provide more detail to the other bidders to supply us with
more information so the bids could be compared equally, and we give them two weeks to update their bids. Freddie reviewed how many vendors he contacted and who couldn t do it this year due to their case load etc. A vote was held on amendment 2 for and 3 against amendment failed. A vote was then held on original motion 4 for and 1 abstain motion carried. Discussion was held regarding the approval of Sunday work. It was mentioned that the bylaws did not pertain to the common grounds/areas only to property owners. This was not clear, so a motion was made by John to allow Sunday work on the sidewalk and boat house due to weather and the need to get the work completed. Second by Bob discussion held- motion carried. Discussion held on the Boat House repair Bob moved to approve up to $18,000.00 to Maverick Contracting to repair the deck at the boathouse. Work must be completed by August 29 th or suspended until after the Music Festival second by John. Discussion held this contract is for the bulkhead concrete repair only not for railing no further discussion motion carried. Lake Management reported that a check was issued to WV Foundation the contract has been signed. The study for the erosion control and future health of our lake will start. The Foundation only charged us $1,000.00 above the original sum noted. IT- Mike S. is working with Dave T. on IT waiting on Windows updates release of Windows 8 or 10. Cameras at Primrose and Cranesville take good pictures during the day time but night isn t so good. Need a light source. Bob loaned a LED light. Mike is looking at a light source. Will continue with test. Cameras look like birdhouses built to protect from weather. Boats Board approved $$ for boats prior months (4 kayaks and 2 fishing) Beach bath houses are in very poor shape. $8,500.00 to restore the bath houses and build a building Freddie is trying to get a second bid. Only 1 life guard so we were not able to start up the boat rentals. The life guards will lock down boats at night. Security to check on rounds. Store in shed building during the winter months. Discussion was held about a safety boat to use to rescue stranded people. This led to discussion about are we a community or private or public. We still need to be able to have something to offer the hotel and home renters. Tom moved due to time of season that we charge the Lake Committee to come up with a comprehensive plan for boat rentals and current monies in budget be rolled over to next year. Second by John discussion included that the rental of boats needed to be kicked off by Memorial Day weekend and dependent upon proper storage motion carried. Further discussion was also noted regarding the placing of boats in the water. This needs to be addressed in by-laws as it states now the only place we are permitted to launch boats is from the boat area, not the beach.
Fish Feeders not to be done until the rails have been replaced they are ready to go as soon as the rails go in. Blinds in Rhododendron Room still sitting on bookcase -? size vs. adjustments, if they can t be resized we should try to work with the Beautification Committee. Freddie will work on this. Chair Lift = Has been ordered and will hopefully be here and installed in August. Boat House Rental Deposit Current rental fee is $150.00. The deposit, if refundable should be large enough to cover worst case Who is going to check it and need a updated and accurate listing of what our expectations are for being left clean. Bob made a motion to set the amount for deposit for the rental of the boat house at $200.00 which can or can not be refundable and repayment done timely by general manager. No second at this time discussion continued. Motion withdrew. Tom made motion to institute a $200.00 refundable deposit and refund due to amount of hours per housekeeping staff to clean. No second at this time discussion continued. Motion withdrew. No further discussion or decisions made at this time. Paint on Lodge Roof Paint is by Sherwin Williams. Freddie noted that the job was done by Shawn Watson and his understanding was that it had a 10 year warranty on the paint. A letter will be sent to Sherwin Williams. Dates for the paint job seem to be around 2010. This needs to be addressed as soon as possible as our time line is closing in. Frank Ross and Fred Isennock both spoke up with details of what they recalled from the event. There is a 5 year warranty on the job/paint. Freddie is to address this with results noted by August meeting. NEW BUSINESS Water runoff Jim Walter(PO) and civil engineer has looked at the areas in question and has formulated what needs to be done to correct the situations, in his opinion. There will be a meeting scheduled with ALPUC, Jim Walters, board, EEC and Chester to review recommendations and move forward. August 1 st is the dead line to have a letter drafted and sent. Buddy turner legal counsel for ALPOA will be reviewing the By Laws / Declarations and Restrictions. It was asked thru discussion if Buddy was a good resource person to look at these. Yes he is up to date on POA law. ALPOA was done prior to a lot of the newer restrictions being implemented by state some have been grandfathered. It was asked what we might lose if we update our by laws / declarations and restrictions? Strategic Planning Committee there was discussion that we formulate a committee to design a strategic plan for ALPOA. Bob moved that the board acts as the Strategic Planning Committee no second motion withdrew. Discussion continued. Bob moved that he and Liz will draft something by next meeting to present to the board and property owners to lead us in a strategic manner. Second by Gary and motion carried.
No further open business noted at this time and Bob moved that the board move into executive session with a second by Gary motion carried. Open workshop closed at this time.