1. Call to Order and Welcome. Jim West, President of the PCSA Board of Directors (BOD), called the BOD meeting to order at 6:30 pm.

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1 Powhatan Community Services Assn (PCSA) P.O. Box 5004 Williamsburg, VA PCSA Board of Directors Meeting Minutes November 17, 2013 at PCSA Clubhouse 1. Call to Order and Welcome. Jim West, President of the PCSA Board of Directors (BOD), called the BOD meeting to order at 6:30 pm. BOD Members Present: Jim West Carson Saunders Jeff Long Diane Joyner John Wells Kris Mackenzie John Chapman CJ Jones (Berkeley Realty Property Management) J. West called the meeting to order at 6:30. Motion to approve the minutes of the September BOD meeting was made, seconded, and approved. 1. COMMITTEE REPORTS: ALPB (D. Mackenzie). D. Mackenzie reviewed the committee report (attached) and noted the following: a. 5 ALPB applications were reviewed and approved in the prior month. Social Committee (J. Thamman): J. Thamman reviewed the social committee report (attached), and noted the following: a. Reviewed plans for the annual Holiday Party. b. Jodi announced her resignation as Chairperson of the Social Committee, effective after the January BOD meeting. Jodi suggested Louise Pearson as a potential replacement as chairperson. This item is to be determined. c. D. Joyner will become the BOD Liaison to the Social Committee in place of J. Wells. Clubhouse: L. Pearson reviewed the Clubhouse committee report (attached), including the following items: a. Introduced Teri Collins as Chairperson of the committee for b. Reviewed the financial information provided in the committee report and highlighted significant savings realized by comparison shopping and purchasing some items second hand. Louise noted that Teri Collins was instrumental in realizing the cost savings. c. Reviewed time and date for putting up PCSA holiday decorations. d. Oversight of clubhouse has been put in place for e. Committee to investigate need for kitchen improvements for Committee will develop recommendations and estimated costs for BOD consideration. Communications (Phil Plante): Phil reviewed the Communications Committee Report

2 (attached), including the following: a. Deadline for items to be included in the next newsletter is 12/6/13. b. Committee investigated costs to provide WiFi at the clubhouse. Cox indicated that a business account would be required and initial installation costs would be $5,800. The BOD agreed this expense was not warranted. The committee will investigate a second option (Verizon) and report findings to the BOD. Grounds Committee (Alan Burkhardt): Alan distributed and reviewed CACG Report (attached), including the following: a. Boy Scout bridge project for Chris Monahan has been redefined (project 1206) to include the construction of 3 bridges. This change has been made in order to get approval from the Boy Scouts Administration as an Eagle Scout project. This will increase the estimated cost from the $1400 approved at the September BOD meeting to $1800. Motion to approve an increase to $1800 to complete project 1206 was made, seconded, and approved. b. Discussed using wood chips in boggy areas (projects 1308 and 1309) to make the trail more passable. This has been discussed with and approved by the county. In addition the trail may need to be relocated somewhat to avoid constructing additional bridges. This concept has also been given approval by the County but the committee will need to locate property lines to determine possible realigned trail locations. Committee estimates the trail would need to move 8 to 10 feet uphill from it s current location which would save approximately $4,000 in bridge construction costs. c. Resident volunteers, at a cost of approximately $450, installed Plantings around the Old News Road entrance sign on 10/26. Estimated cost was $600. d. One dead tree was removed at the clubhouse. e. Waste can for dog waste bags was placed at trail near Rennicks Pond. BOD to consider placing waste cans at other locations on trails throughout the neighborhood. f. Proposed improvements for 2014 budget currently total approximately $7,000. g. Reviewed options for installation of trail cameras as requested at the September BOD meeting. Based on costs to purchase and maintain the cameras, potential vandalism of the cameras themselves and considering the quality of the data they would give us, the Committee recommended that the BOD abandon the trail camera idea. The BOD agreed with the committee recommendation. Pool Committee (M. Dickinson). Reviewed the committee report and noted the following items: a. Pool is closed for the year b. Committee is in the process of closing out financial statements and will be complete by the end of the year. AD-HOC Pool Committee (J. Long). J. Long reviewed the committee report, including the following items: a. Reviewed pool financial information in general, noting the impetus for the development of the pool ad-hoc committee. b. Pool is currently able to pay its operations costs but is struggling to generate money for its capital reserve fund. c. The pool is currently being charged annually for a percentage of the community s master liability insurance. The percentage is based on what the value of the pool was estimated to be as a

3 percentage of the entire community s capital value at some point in the past. It was noted that the pool is not a separate entity from the Association and that as such the Committee doesn t think its reasonable to single the pool out to pay a portion of the Association s liability insurance. d. The pool is currently paying for an estimated portion of the utilities for the clubhouse complex for the months May through September. e. The committee requested that the Association pick up all the utility payments and that the Association stop charging the pool for a portion of the Association s liability insurance policy. f. J. West noted that the pool, when initially constructed was intended to be financially self supporting and as separate membership fees are required for the pool, general Association funds should not be used for support of the pool. He also expressed disappointment that the Committee has not prepared a new long-term capital reserve study, and has not yet developed recommendations for ways to increase revenues for the facility. g. J. Wells noted that although the intent is for the pool to be self supporting, should a capital improvement expense arise that the pool can not pay for, the Association will become the lender of last resort and will in effect be forced to absorb risk of potential costs that it has not budgeted for. The recent Cluster Way re-pavement project was cited as a precedent. Additionally, the Committee believes the pool is an asset to the entire community, not just those that are members and as such the entire community benefits by having a well maintained attractive and safe pool facility. h. After significant discussion, two separate motions were made: 1. The Association was requested to begin paying all liability insurance for the community. Motion was seconded and passed with 1 dissenting vote. 2. The Association was requested to begin paying the utilities for the entire clubhouse complex, including the pool, for the entire year. Motion was seconded and passed with 1 dissenting vote. 3. MANAGER S REPORT C.J. reviewed the following: a. 1 Bid has been received for $32,000 for the Powhatan Parkway Sidewalk repair project. This project remains an open item. CJ will determine what would be required, including design and construction, to the sidewalks, shoulders, drainage system, etc. for VDOT to accept maintenance responsibility for the entire road. The BOD agreed that the current plans make repairs to the current construction but will not resolve the underlying design issues that are causing the problems. Before committing additional Association funds it must be determined if more significant changes made now would be better in the long run. b. DI near hospitality house was determined to be on Association property. CJ met with contractor and presented a quote to the BOD for $800 to make required repairs. c. Motion made, seconded and approved for $800 to make repairs at DI near Hospitality House entrance. d. Cold Spring Road drainage repairs drain is open. e. CJ to meet with contractor on 11/20/13 regarding trimming of brush around 2 BMP s (on Powhatan Secondary and Cold Spring Road). Cost for work will be under maintenance allowance. f. Contract with White Horse Carriage Company for the Holiday Party carriage rides has been signed. Under the agreement, should we cancel the contract they would keep the booking fee of $250. Should they have to cancel for some reason, the booking fee would be refunded. g. Plans submitted for County approval for the BS bridges. Approval process is not expected to impact project schedules. h. Discussed proposed amendments to the Powhatan Place governing documents, including their

4 desire for a rental cap. J. West has spoken verbally with the attorney for the Association and noted that the Association attorney and the attorney for Powhatan Place have been in contact to ensure proposed changes to the sub-association documents are coordinated with the new master Association governing documents. i. CJ spoke with L. Beamer regarding several items that came out of the review of the PCSA Governing Document Draft Re-Write: 1. Clause concerning archeological finds can be removed. 2. Discussion of Landscape protection zones can be removed. CJ will discuss these items directly with the Association attorney. j. Several complaints regarding committee-meeting cancellations have recently been made. CJ discussed the need to develop a set schedule for meetings, to keep meeting minutes, and to develop an effective procedure to announce cancellations. CJ suggested developing an annual schedule for each committee s meetings and publicize it. Also publicize when and where cancellations will be announced so people don t show up to meetings and find out they ve been cancelled. k. PCSA should be limited to important community wide announcements only so that they don t become so routine that people start ignoring them. l. The pool committee should follow up with County and determine what we need to do to ensure we are not paying sewer fees for water used for the pool itself. 4. TREASURER S REPORT (K. Mackenzie) K. Mackenzie distributed and reviewed the Financial Dashboard and Treasurer s Report. The following items were discussed: a. Motion to write off $ in bad debt was made, seconded, and approved. b. Motion to accept Treasurer s Report was made, seconded, and approved. c. The 2014 budget will be adjusted to reflect decisions made at tonight s meeting regarding Pool expenses. d. Annual assessment will remain $180 for e. Motion to accept the amended budget was made, seconded, and approved. 5. PRESIDENT S REPORT (J. West) J. West provided an update on the status of the following items: a. Governing Documents Re-Write: Meeting with the Association Attorney to review the draft documents was productive. Numerous questions were asked and answered and several proposed changes were made to the documents. b. 75% of residents must approve governing documents. c. Should existing governing documents be allowed to expire, the Association would cease to have legal authority to operate and the community would face numerous negative consequences, including the inability to collect dues, purchase insurance, etc. d. Several information sessions will be scheduled for the entire community to review the documents, ask questions, and gain an understanding of the importance of approving them. e. The current Governing Documents are set to expire in f. Kris Mackenzie has been approved to join the BOD as Treasurer and will take over for Carl Thompson who moved to Arizona. OLD BUSINESS J. Wells summarized the answers to the Ryan Homes construction questions that were raised by

5 several homeowners at the September BOD meeting. It is the opinion of the Association attorney that under the provisions of the current Governing documents the developer retains the right to allow Ryan Homes to utilize the new home on Powhatan Secondary as a model home. Although this opinion appears to contradict one clause in the Phase VII Declarations for which the particular lot is subject, the Attorney believes that any effort to prevent Ryan Homes from utilizing the home as a model would ultimately be unsuccessful. The developer retains the authority to approve the exterior appearance of any new home constructed in the development. As such the Association has no legal standing to dictate exterior materials of homes to be constructed by Ryan Homes. Elections Committee a. Volunteers include Louise Pearson and Teri Collins b. Calls have been made to two others to determine interest in serving (including a chair person) c. K. Mackenzie will schedule a meeting of the Committee in early December. 3 BOD positions need to be filled. ADJOURN. The next regular BOD meeting is scheduled for January 21, 2014 at the Clubhouse at 6:30 pm. The annual meeting is scheduled for February 18, Sign in will begin at 6:30 pm. A motion to adjourn the meeting was approved at 9:08 pm. Respectfully submitted, John Wells Secretary