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Minutes of the Lake Barcroft Association - Board of Directors

November 14, 2012

The meeting of the Lake Barcroft Association (LBA) was called to order at 7:30 p.m. by President Sally Determan at 6425 Lakeview Drive, Falls Church, Virginia.  Those present were LBA Directors Sally Determan, Warren Russell, Jim Kilbourne, Cindy Waters, Rick Aldrich, Diane Davidson, Eva Kosztarab, Shane Oleson, Frank Phillippi, and Betsy Washington.  Board members not present were Pat Payne and Diane Smalley.  Lake resident Elaine Lindstrom was also present.

The minutes of the October 12, 2012 meeting were approved as presented.

The agenda and the calendar were reviewed.

VOLUNTEER FORMS:  Cindy addressed the volunteer form to be included in the annual invoice mailing. Some suggestions were made and Cindy will revise the form.

Sally addressed the Emergency Neighborhood Network form that will also be included with the invoices. After some discussion about transportation and insurance, Shane suggested a disclaimer since the network is strictly on a volunteer basis. Sally will revise and distribute.  She also thanked Elaine Lindstrom for all of her work on this effort.

OLD BUSINESS

NOMINATING COMMITTEE UPDATE: Warren said that the candidate bios are coming in and that Tom Donlon will contact all candidates for new photos for the newsletter. 

Sally indicated that the Civic Affairs meeting will be scheduled earlier next year so as to allow for the possibility of rescheduling, if necessary, within the time frame required in our bylaws. The Award for Exceptional Service will now be presented at the Annual Membership Meeting in February.

2013 BUDGET PREPARATION: Jim distributed the draft budget for review. He indicated that he had provided conservative estimates for income categories. Sally suggested listing actual payments in the next draft for comparison purposes. Warren suggested that capital replacement funds should also be listed. A lengthy discussion followed; Jim will revise the current draft and send it to the Board within two weeks.

NEW BUSINESS

Due to a schedule conflict, Sally asked the Board to change the December Board meeting from December 12 to December 19.  Because of other calendar conflicts, the meeting is now scheduled to take place on Monday, December 10.

LITIGATION RESULTING FROM BOAT AUCTION: Eva explained the situation involving a warrant being issued to LBA on behalf of resident Angela Suarez. Ms. Suarez claims that her two kayaks were wrongfully pulled and sold at the recent boat auction. She admits buying her stickers late and further admits to not affixing them to her boats. Pat plans to attend the court date in December. The Board believes there is no merit to this suit.

COMMITTEE REPORTS

LEGAL: The Parcel A encroachment meeting was cancelled due to Hurricane Sandy. The meeting has been rescheduled for the Monday after Thanksgiving.

ENVIRONMENTAL QUALITY: Betsy reported that the beaver committee has had a meeting and is circulating a draft report on future policy. Plans are for a community meeting after the first of the year.

WATER SAFETY:  No report.  Kevin Hardy will be contacted about submitting his annual report.

SPECIAL EVENTS: No report.

SECURITY:  Frank reported that Warren had raised the issue of Lillian Peterson being seen recently at Beach 3. A short discussion followed.

TREASURER: Jim reported that the tax return was due tomorrow. Chris mentioned that the 2011 audit will begin on Friday.

COMMUNICATIONS & PUBLICATIONS: Shane said that the RFQ was sent to eight groups including the incumbent Trestle. Three formal responses have been received, although Trestle is not one of them. The three respondents are Wisecrack, Balance Interactive and Taoti Creative and their bids ranged from $24,000 to $37,875 – funding will be from capital expenses. He hopes to provide an analysis and proposal to the Board within 2-3 weeks. 

ARC: Rick discussed some ARC issues that arose after Hurricane Sandy. No ARC applications were submitted this month and some complaints have been addressed. His committee is continuing to review the ARC guidelines. 

MAINTENANCE: George Waters submitted his report electronically.

MEMBERSHIP: Cindy reported that three $50 transfers were received in October.  She also mentioned that two of the remaining delinquent payers will be resolved in upcoming settlements.

OTHER BUSINESS: Warren mentioned Street Smart, an online banking service. He sent the information to Shane and Jim who will look into the system.

The meeting adjourned at 9:30 p.m.

Respectfully submitted,

Cindy Waters, Secretary