GENERAL MEMBERSHIP ANNUAL MEETING

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1 Community Association Membership GENERAL MEMBERSHIP ANNUAL MEETING Minutes Powhatan Secondary Clubhouse Charter House Lane 6:30 p.m. Tuesday, Registration for the Annual Meeting was begun at 6:00 p.m. The meeting was called to order at 6:30 p.m. following the completion of registration. Board members present: Larry Mounts, Glenn Rother, Bernie Fitzgerald and Mary Lorenzen. Board member absent: Cory Cathcart Also in attendance: Outgoing Chesapeake Bay Management Property Manager, Jessica Liceaga. Outgoing Chesapeake Bay Management Office Assistant, Megan Getkin. Incoming Berkeley Property Management Property Manager, Ed Robbins. A quorum was established. Annual Meeting Current Board Members were introduced. New Property Manager from Berkeley Property Management, Ed Robbins, was introduced. A motion was made to approve the minutes of the 2010 Annual Meeting. The motion was seconded and approved. Proof of notification for the 2011 Annual Meeting was provided by Property Manager, Jessica Liceaga. Report of the Nominating Committee Louise Pearson, Donna Mellis and Charlene Rother The Nominating Committee held an open meeting at the Powhatan Secondary Clubhouse for interested residents. No other residents had an interest in running for the Board. The slate of nominees was reviewed: Larry Mounts, Mary Lorenzen and Cory Cathcart. Background information on each candidate had been mailed to all homeowners. Request for nominations from the floor. None were made. Election results announced Unanimous election of all 3 candidates. Powhatan Place 2012 Board of Directors Larry Mounts Mary Lorenzen Cory Cathcart Glenn Rother Bernie Fitzgerald Association Resolution for Revenue Ruling Resolves that any excess membership income over membership expenses for the year ending 2011, shall be applied against the subsequent tax year member assessments. A motion was made to approve this Resolution. The motion was seconded and approved HOA Board Accomplishments Larry Mounts See Attachment I

2 2012 HOA Board Goals Larry Mounts See Attachment II 2012 Budget Details presented by Glenn Rother Budget spread sheet was distributed. Monthly assessments remain the same amount. Reviewed Maintenance Schedule document. Reviewed process for transferring payments to new Property Management Company. Open Floor Comments - Check irrigation system rain sensors. - Use Communication Chain to distribute approved Board Meeting Minutes. - Property Management Company change. - Enhance Neighborhood Watch by using Block Captains. - Enhance Welcome Committee. Adjourned 7:10 p.m. Recorded by Mary Lorenzen

3 Attachment I Powhatan Place Homeowners Association 2011 Accomplishments Administrative Governing Document revision was completed, presented to the Community and approved in a Special Meeting of the Membership on March 29 th. The revision addressed: o Clarification of HOA vs homeowner maintenance responsibilities. o Added homeowner required insurance clause. o Strengthened the renter relationship and responsibilities to the HOA. Reviewed and adopted a Resolution to implement the revised Association Complaint Procedure. Reviewed multiple proposals for each of the following ongoing service contracts: o Snow Management o HOA Accountants o Semi-annual gutter and downspout cleaning. o Property Management o Landscape and Lawn Care Maintenance o Irrigation System Reviewed and authorized a power usage agreement between Lawrence Beamer, McDonald s Garden Center and Powhatan Place. Reviewed multiple proposals for each of the following special service contracts: o Roof inspections o Roof repairs o Deck and privacy fence inspections o Deck and privacy fence repairs o Joint cleaning and resealing o Power washing for mold/mildew removal Established a regular weekly schedule (now bi-weekly) for site inspections with Property Manager. Budget Monitored monthly activity. Analyzed income and expenses to develop a 2012 Budget. Architectural Review Board Revised guidelines for submission of the Architectural Review Application for exterior alterations. Reviewed and recommended approval of four applications in the last 12 months. Construction Roof inspections were completed for entire community and repairs were made where necessary

4 Inspections were completed of all wooden front and rear decks, wooden railings and wooden privacy fences. Repairs made where necessary. Joint cleaning and resealing in areas between curb and driveway was completed. Power washing was done on selected homes exteriors to control mold/mildew problem. Contracted company to add more siding nails to the aluminum wrap that covers fascia and rake boards. Completed repair of 4 driveways and 1sidewalk. Beautification Committee 2011 Annual Report Reflection Garden: The garden at the end of Wind River Run continues to be planted and maintained by volunteer residents. Alerted HOA of Drainage Issues: Drainage behind Wind River Run has been identified and is in process of being accessed. Plantings: a. A bed of ornamental grasses and Barberry Bushes was planted by the timber walkway. b. Three Crepe Myrtle trees were planted to right of gate on Lake Powhatan Drive c. Three Azaleas bushes were planted at the end of Wind River Run to replace dead Wax Myrtles. d. A bed of Winterberry bushes was placed between News Road and the asphalt walking trail as gift from Valley Crest e. Lilies, Black-eyed Susans, Blueberry bushes and Piers were planted along the lake as part of a Pride Grant from James City County s Environmental Department. f. Two trees were planted by the front entrance, one as a memorial tree and the other to replace a lost tree. g. The front bed plantings consist of phasing out most of the annuals and replacing them with perennials as a cost saving measure. h. The dead Junipers were replaced with sod behind the back wall at News Road and Lake Powhatan. Poison Applications: The killing of the poison vines in two primary areas along the lake. This area needs continued monitoring. The committee also applied aquatic approved weed killer to the aggressive swamp rose along the lake. Trimming of dead limbs and dead bushes: Throughout the development volunteers have been trimming dead limbs to improve the health of our trees and shrubs. Also, the HOA had the landscapers trim all the plants away from the siding and roof of each home. Staking of Trees: After the storms a number of trees had to be staked. A member of the board did all the staking, this proved to be a true savings for the community. Tree Removal: River Birch growing into foundation of a home on Wind River Run was removed.

5 Insect Chemical Treatment: Ten Leyland Cyprus trees infested with bagworms were commercially sprayed. This was done in late spring as a follow up from last summer. These trees will need to be replaced in the next few years. Plans include the planting of native holly trees is in process. Irrigation Investigation: Complete maps of the Powhatan Place irrigation zones and timing have been plotted by Charlene Rother. The location of each irrigation head has been labeled. There are maps on file with the HOA. There are two control boxes and the committee recommends that the HOA assign a person on the board to keep regular contact with the irrigation person to ensure that the system does not become compromised due to electrical interruption which causes timing problems. -Irrigation heads are placed so close to the curbing that numbers are damaged by vehicles each month. The landscapers have been researching the purchase of irrigation head protectors, commonly called doughnuts. Waiting results. Unfinished projects: a. The landscapers have promised to eradicate the erosion/scalping of grass at 4400 Acoma, 4418 Acoma, 4416 Acoma and 4401 Chickasaw. With the promise, if the fall plantings fail, a better solution will be met. b. Severe erosion at 4415 Wind River Run c. Hard pruning in the late fall d. Winter plantings of main entrance Walking Trail: Frank s Concrete has yet to fulfill their promise of re-sealing the walking trail. Numerous e- mails and nudging have produced no results. Recommendations for 2012: a. Removal of River Birch tree behind 4404 Chickasaw Court b. Replacement of two diseased trees behind 4432 Wind River Run c. Purchase of irrigation head protectors With the new board and new property managers, the Area Beautification Committee feels it is important to keep a keen eye on the unfinished and promised work.

6 Attachment II Powhatan Place Homeowners Association 2012 Goals Administrative o Reactivate the Rules and Regulations Committee Maintenance Phase I of staining/painting of decks and privacy fences (50%) Staining of the timber walkway (bridge) and the wood retaining walls in parking areas. Resealing of roadway cracks. Construction Issues Review bids and/or re-bid solution to the drainage problem behind west side of Wind River Run. Landscaping Projects Irrigation: a. Assign a Board member to keep in regular contact with the irrigation person to ensure that the system does not become compromised due to electrical interruption which causes timing problems. b. Follow-up on purchase and installation of irrigation head protectors (doughnuts). Unfinished projects: a. The landscapers have promised to eliminate the erosion/scalping of grass at 4400 Acoma, 4418 Acoma, 4416 Acoma and 4401 Chickasaw. If the fall reseeding does not solve this problem, a better solution will be needed. b. Solution to severe erosion at 4415 Wind River Run. Walking Trail along News Road: a. Continue to follow-up with Frank s Concrete on re-sealing the walking trail. General: a. Removal of River Birch tree behind 4404 Chickasaw Court. b. Replacement of two diseased trees behind 4432 Wind River Run. c. Hard pruning in the late fall. d. Winter plantings at main entrance.

Board of Directors. Robin Cashman President Susan Raia Vice President Jeff Mann Treasurer John Jordan Special Projects George Mickle Secretary

Board of Directors. Robin Cashman President Susan Raia Vice President Jeff Mann Treasurer John Jordan Special Projects George Mickle Secretary 2018 Annual Meeting Agenda Call to order Introductions Establish Quorum Approve 2017 minutes Election of Directors Association Forum Community Update - Ft. Bend County Sheriff Office Committee Reports