MINUTES OF THE LAKE BARCROFT ASSOCIATION
BOARD OF DIRECTORS
May 4, 2011
The meeting of the Lake Barcroft Association (LBA) was called to order at 7:34 PM by President Warren Russell at 6425 Lakeview Drive, Falls Church, Virginia. Those present were LBA Directors Warren Russell, Cindy Waters, Diane Smalley, Sally Determan, Betsy Washington, Pat Payne, Regina Derzon, Eva Kosztarab, Mark Cavich, Alice Rowan, Kim Smith and Jim Kilbourne. Steve Klein was not present. Improvements Chair George Waters, Thurgood Marshall Fund Treasurer Ralph Smalley and Thurgood Marshall Fund Chair Vince Lawson were also present.
A motion was made and seconded to approve the minutes of April 13, 2011. All voted in favor and the motion passed.
Warren welcomed Alice Rowan to the Board. Betsy Washington was named Lady Fairfax by Penny Gross, a Fairfax County honor bestowed on an outstanding volunteer each year. Betsy discussed the success of Earth Day, an informative celebration enjoyed by many residents and visitors. Many residents and visitors enjoyed the Lake Barcroft Art Tour, which raised thousands of dollars for charity.
THURGOOD MARSHALL FUND: Warren introduced Ralph Smalley. Ralph related that he began the Fund in 1994 as a charitable organization to honor Justice Marshall, a former Lake Barcroft resident, by providing educational scholarships to local youth. The initial endowment was placed with Fairfax County Public School and JEB Stuart High School. Ralph asked the Board to provide continued support to this effort to provide scholarships to outstanding young people each year.
CALENDAR REVIEW: The calendar was reviewed. Betsy noted that a backyard campout may be scheduled for the Saturday of July 4 weekend.
ACTION ITEM REVIEW: Action items were reviewed.
WEBSITE PROGRESS REPORT: Mark reported the forms on the website are working. Online payments and a single source database are in progress. Six advertisers have been brought in for the website for total revenue of $4,200, which will pay the initial cost of the website. Twelve paid ads will be accepted at a time. First time advertisers will be charged $1,200. The ads can be tracked by “clicks” to show their status. The contractors list was discussed. Diane Weeks is willing to assist in updating the list. Warren will contact Bob Gonzalez and invite him to the next meeting.
IMPROVEMENTS/MAINTENANCE: George Waters, maintenance and improvements chair, distributed a report to the Board, which is attached hereto.
Parcel A: George reported on the Parcel A Retaining Wall, and distributed a proposed contract for the Board’s review. The retained engineering firm is waiting for dryer weather to evaluate the wall and prepare a proposal for any recommended structural repairs. Dave Goslin recommended that the Board approve Landscape Construction Services’ proposal to repair the wall, which provided a cost estimate of between $1,250 and $2,500. Kim raised issues of concern, such as contractor identification and license, proof of insurance, and an estimated start date and end date. Kim recommended obtaining competitive bids. Regina pointed out that $55,000 is collected and held in reserve for the retaining wall. Cindy suggested having George get the required information and authorize the expenditure to move forward.
A motion was made by Regina and seconded by Diane to authorize up to $2,500 for repair of the retaining wall, so long as the required information and insurance was obtained prior to work beginning. All voted in favor and the motion passed.
Lakeview Steps: George stated that the steps will be completed by next month.
Beach 3: George reported that he and other volunteers worked to repair the boat rack. The new handicap ramp at Beach 3 to access the picnic area has been installed.
Beach 5: George is working with VDOT to initiate and complete extensive repairs to the sidewalk and drainage area near Beach 5. VDOT has placed warning signs and barrels around the area.
Locks, security at beaches: Discussion ensued concerning possible installation of security cameras at Beach 5. The members agreed to a changed lock combination to all beach gates and portajohns. These will be changed. Secretary’s note: The specific combinations agreed upon are attached hereto in a separate document, which is exempt from public disclosure.
MEMBERSHIP PROGRESS REPORT: Warren reported that currently 25 lots have delinquent dues, down from 83 last month. He thanked Cindy for making many telephone calls to achieve these positive results. Cindy noted that the calls were mostly well-received. Warren thanked Jim for his successful intervention in a particular case. The Board will continue to pursue delinquent dues totaling about $25,000.
Diane Smalley informed the Board that due to her travel schedule, she would not be available to take minutes each month. Alice Rowan agreed to be the secretary through her term’s end in February 2012 and Diane will chair the membership committee.
A motion was made and seconded to appoint Alice as the Board secretary. All voted in favor and the motion passed.
Legal: Eva had no update from the insurance adjuster regarding a recent fallen tree incident. Eva reported that a through by-law review is taking place. William Buzetta, a resident, lawyer and insurance expert reviewed the current LBA insurance policies. The policies include coverage for commercial, general liability, workers’ compensation and directors/officers. Mr. Buzetta felt that LBA has adequate basic insurance coverage. Volunteers are covered under the policies so long as the complained-of act is taken within the scope of the volunteer’s duties. Attorney’s defense costs are covered outside the limits of LBA’s policy and therefore do not decrease coverage limits. However, Mr. Buzetta noted a specific exclusion for watercraft. Watercraft coverage is important to ensure insurance coverage of boats used on the lake, such as those by the lifeguards and GeesePeace. Therefore, LBA Treasurer Steve Klein will be asked to have the insurance carrier include an endorsement for watercraft in both basic and umbrella/excess coverage. Currently, athletic events are not covered by the insurance policies, which suggests a concern about Labor Day games. Eva reported that Aras Butas has contacted her regarding holding an LB triathlon. Jim discussed an athletic contest that took place in 1987, which was sponsored by LABARCA and approved by BARLAMA. The event involved swimming, running and biking. Unfortunately, a participant/visitor sustained injuries during the event and was paralyzed, and sued many people and entities associated with the event. Ultimately, the Virginia Supreme Court ruled that a waiver signed by the injured party was void on the basis of public policy. The parties eventually settled the case. This history suggests concerns about LBA sponsorship of an athletic contest. Aras will be invited to attend next month’s board meeting to present his proposal. It is noted that WID, as a separate legal entity, has its own separate insurance coverage. Alice will look at the workers’ compensation coverage.
Water Safety: Sally reported beach clean up is this weekend. A beach captain is needed for Beach 5. Boat removal and sale will take place in June. A rope has been installed at Beach 4 to mark and warn of a steep drop-off. A brief discussion ensued concerning parking limits at Beach 2. Sally has received little negative feedback on party fees. Sally addressed a question whether a resident may give a house guest a beach tag, or whether the resident must accompany the guest to the beach. Under current rules, a resident may advise a lifeguard that a person is a houseguest or send a note, and need not accompany that guest so long as the guest carries a beach tag. Warren will include appropriate advice in the Lakelink and Newsletter. Kevin Hardy will present the Water Safety Plan at the next meeting. Kevin, about 15-20 lifeguards, and Chris as Lake Manager are employees.
Special Events: Pat reported that Sand Day is scheduled for May 8th. She is working with organizers for the Ice Cream Social on June 11th.
Fireworks: Warren reported that Kevin Howe has met with the Fire Marshal for July 4 and everything should move forward as normal. The permit for the fireworks show has been submitted to the County.
Environmental: Betsy reported that Earth Day was a great success. Over 150 seedlings were donated, as well as 130 perennials. All speakers were great and $680 was raised for environmental programs. A special tree replacement donation of $100 was received (Steve Klein is asked to tag this as a budget item). The Invasive Management Plan has been approved by Fairfax County. The Weed Warriors are doing battle, with Betsy offering training sessions for individuals. Unfortunately, plants at the new Beach 3 garden have been vandalized and a fence may be needed. Betsy is working with WID on the Bill Page redevelopment, which will impact on Holmes Run and Lake Barcroft. Mr. Page will be invited to tour the Lake on a barge to see how runoff affects the environment. He will be encouraged to create more pervious surface area and a larger buffer zone, increase car wash runoff treatment, and address dumping.
Community Watch: Kim reported that the off duty police patrols start this week. The new Community Patrol Officer-In-Charge, Officer Brendan Murphy, will start e-mailing the patrol sheets. Kim will present a proposal for beach cameras at a future date.
Publications: Mark presented a written report, which is attached hereto. Mark asked for updates for the website. He has space for community advertisements and events, as well. George noted that about half of all Lake Barcroft families are not on Lakelink. Mark mentioned it is possible to send a “blast” email to reach all families who have provided email addresses in the event of specific news issues.
Architectural Review: Jim presented his report. Jim welcomed Sally to the Architectural Review Committee. Three new applications have been reviewed, and are straightforward. Relevant information is contained in the new homeowner packages supplied upon purchase of a Lake Barcroft home.
Membership: Diane read the report.
The meeting was adjourned at 9:52 PM.
VOTE TO APPROVE: Yes_____X________ No________________
I certify the foregoing is a true and accurate recording of the minutes of the Lake Barcroft Association Board Meeting of May 4, 2011, and the Vote as to Approval of such minutes on June 8, 2011, as amended by circulated vote on June 20, 2011.
Mary Alice Rowan, Secretary
Monday, June 20, 2011