BOD Approved Minutes for September 30, 2018

September 30, 2018

EcoVillage Board Meeting

In Attendance: Tanja Woldt (Chair), Sandy Lockhart (Vice-Chair), Barbara Weber (Treasurer), Ernest Solar (Secretary), Ken Kukovich (OR), Tom Regan (GC Rep – Social Chair), Mike Weber (GM), and Eirik Harteis (GC Rep – LSFM Chair).

Peggy Maslanka (OR), Tena O’Rear (SSLLC), and Annette Hartung (External) were absent.

Moment of Silence

Opening Round

ADMINISTRATIVE MATTERS

Approval of Minutes: The minutes of the May 2018 Board Meeting were approved on September 30, 2018 via unanimous vote.

Regular Board Meetings: November 18th

Shadow Dates: No shadow dates

Treasurer’s Report: Please see attached Treasurer’s Report in the Appendix.

Owner’s Representatives Report: Ken has fielded several requests for Lot 2 and Lot 5 for documents and perspective buyers. Lot 4 is planning on building to the EcoVillage Green Standards. Lot 25 is now under contract.

General Manager’s Report: To date in 2018 the General Circle has met four times; the committees are all functioning.

One major task was to complete a planning process, designating tasks to be accomplished in 3 year, 5 year, and longer windows. This was a significant achievement and tasks for the shorter windows were referred to the committees for implementation. This process was the basis for the new Reserve Study, which will be discussed at this meeting (September, 2018).

In November we need to have elections for Board Members (Owner Reps at owners meeting – November 18th) and several new members of the GC and various Committees (November GC meeting – November 3rd).

Committees are working on a variety of things: some are:

  • Covenant Compliance Committee needs to be completing the welcome packets and training for new residents and owners.
  • A, D, & C Committee is working to finish ancillary materials to supplement the new Building and Landscaping guidelines. The committee name was changed to include the “C” for Construction.
  • Social Committee has continued to provide a variety of events with some new ideas on the agenda.
  • Finance Committee has prepared the Budget (also to be considered today) and is working to complete the audits.
  • LFSM Committee is working on footbridges and maintenance issues. And as always, mowing and trimming.
  • Economic Development Committee is working on turning the Red Barn and Agricultural area into assets.

 

 Developer’s Report: No news related to EVCA lands.

Board Chair Report:

  • Reserve study has been conducted and the draft will be discussed.
  • Sales: No more tiny home interests over the last few weeks. More home/lots have sold in the last few months than in years before. We benefit from Lot sales increasing all over Loudoun County.
  • A lien has been placed on one of the lots for failure to pay the HOA fees.
  • The ecovillageloudoun.com website was down due to a failed automatic upgrade which created an incompatibility of a plugin with the main content management system (WordPress). The installation is updated to the latest version, and all non-essential plugins were removed or deactivated. There might be some minor feature changes since the last time it was viewed. If something is missing please let Roland know at roland@woldt.de. In addition to this all pages of lots/homes for sale were unpublished (some of them have sold since the 100-day plan), but are available to be turned on again or updated if needed.
  • Tree incident: No new development. The police link the tree incident from a year ago to the damage to a resident’s car within the past year. The community has not been able to acquire the police report from the original tree incident. Ecovillage has been advised from the community’s lawyer that pursuing the matter would not be financially benefit for the community.
    • Barbara proposed that the community not pursue with the lawyer in order to replace the fallen tree.
      • No objection to the proposal

MATTERS OF CONTENT

Electric Car Charger, Reserve Study, and 2019 Proposed Budget: Electric Car Charge Proposal is attached to the minutes. The Reserve Study and 2019 Proposed Budget are included as separate documents.

Problem Statement: Make a decision on the electric car charger. The decision will effect the Reserve Study and 2019 Proposed Budget. A decision will then need to be made for the Reserve Study and 2019 Proposed Budget.

Clarifying comments/questions in regards to the Electric Car Charger: 

  • Located where the old mailboxes used to be in the East parking lot.
  • Two cars can be charged at one time.
  • Anyone in the neighborhood or visitors will be able to charge their cars.
  • The community will track the cost of charging cars for a year to determine if residents will need to pay in the future.
  • A second site in a different location may be possible in the future.
  • The charging station will not be publicly advertised for general use.
  • Great selling point for the community.

Proposal from a new Electric Car Charger: EVCA will install a new electric car charger.

Proposal as submitted was approved with no objections.

Clarifying comments/questions in regards to the Reserve Study:

  • No clarifying questions or comments

Proposal from the Reserve Study: Proposal to accept the draft of the Reserve Study as presented.

Proposal as submitted was approved with no objections.

Clarifying comments/questions in regards to the 2019 Budget:

  • The lower HOA fees is due to moving the maintenance of roads to the capital reserve budget within the reserve study.
  • A point was made to keep the HOA fees higher than $104/month to have a cushion for special fees or expenses.
    • Money is being set aside with the current budget and current reserve is healthy with over $100k.
    • In the past couple of years fees have been higher because of road maintenance.
    • HOA fees are being paid and the community is in better financial health.

Proposal from the 2019 Budget: Proposal to accept the 2019 Budget draft as presented.

Proposal as submitted was approved with no objections.

New Business – No new business

Progress Review of Board Goals for 2018:

  • Finalize and approve A&E Guidelines – Completed
  • Increase participation in community activities (for example; including at least two community meetings and two visitor days) – In Progress
    • The whole community was invited to the GC meeting to discuss the new A&E guidelines and Land guidelines. No one attended, except for those on the A&E committee.
    • Peggy had sent out volunteer activities related to environmental needs and no one responded.
    • There was a comment that the Social Activity calendar is difficult to read.       There was a suggestion that the social calendar needs to be distributed more efficiently.
      • Update: Tom will be sending out a list of new ideas and changes.
    • Welcoming Party on October 20th Pot Luck.
    • Leaf & Ink Festival will be on October 27 from 1 to 7 pm.
  • Develop a marketing and communication plan involving methods and content of a narrative about who, what, and aspirations of EcoVillage communicated to the public. – In Progress
    • GC will start progress toward this goal at the next meeting in September.
  • Contract to complete a reserve study in 2018. – Completed
    • The Board has approved the hiring of a company to begin and complete the study.

Closing Round;

Respectfully submitted,

Ernest Solar, Secretary

EVCA Board of Directors

Appendix

EVCA Treasurer’s Report: September 30, 2018

The Accrual Balances from August 30, 2018 were sent with the minutes. The current balances (9/24/2018) in our three accounts are as follows:

                  

CURRENT BALANCES September 24, 2018
Calvert Investments: $20,759.20
PNC Business Checking $5,074.46
PNC BPMM (savings) $79,560.79
Totals       $105,394.45

As of 9/24/2018, we have paid $20,933.34 in 2018 and all invoices are up to date. Also, we have received $33,125 from 25 of 26 lots. The following shows lot payments to date:

Full Year                          12

Three Quarters               6

Nine Months                  4

Eight Months                 3

No Payments                 1*

Total Number of Lots   26

* There is a lien on this lot, the owner of which has made no payments for 2017 or 2018 to date.

Respectfully submitted,

Barbara L. R. Weber

Barbara Weber, Treasurer

EcoVillage Community Association

 

EVCA2019ProposedBudgetGC

Proposal-fc-car charger

 

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