Annual Meeting February 20, 2016 Welcome 1. Agenda Convene Meeting Minutes of 2015 Annual Meeting Report of Board of Directors and Officers Report of.

Annual Meeting February 20, 2016 Welcome 1 Agenda Convene Meeting Minutes of 2015 Annual Meeting Report of Board of Directors and Officers Report of Committees Election of Directors and ACC for 2016 Unfinished Business New Business Adjournment 2 Convene Meeting Roll Call and Certifying Proxies (Quorum is not required as no issues requiring a quorum vote are being presented). Notice of Meeting has been provided in accordance with the By-laws (30 days prior to meeting). Review and approval of 2015 minutes. Read the minutes of the 2015 meeting Motion to correct/approve minutes as submitted 3 Board of Directors Clark Ackerman (16) Dick Asbell (Jim Hanson) (16) Dale Breer (Harry Meese) (16) John Lundberg (17) Michele Robinson (17) Mark Bostjanick (18) Tracy Usry (18) Officers John Lundberg President Clark Ackerman VP Dick Asbell - Treasurer Toni Ackerman/ Secretary ACC Members Michele Robinson (chair) Matt Dulin Bruce Frady 2015 Board and Officers 4 Objectives of the Board 1. Protect Property Values for Meadows at Dahlgren (Meadows) property owners by maintaining roads and common areas and ensuring compliance with covenants. 2. Represent Meadows with local, county, state, and federal agencies on community issues and inform property owners of issues and actions which may impact them. 3. Perform Duties As Prescribed in the By-laws including but not limited to election of the Board of Directors, election of Officers, conduct required during meetings, and appoint operating committees to carry out Association tasks including but not limited to Architectural Control, Roads, Common Area, and Nominations. 4. Foster a Sense Of Community 5. Manage And Protect The Assets of the Association, including but not limited to cash, equipment, documents and property. 5 Committees Covenants Review/LegalHarry Meese RoadsJim Hanson Architectural ControlMichele Robinson, Matt Dulin, Bruce Frady Common Areas Monte Vista Entry LandscapingVerna Asbell/Jim Ross Monte Vista Entrance MowingJohn Piazza, John Lundberg, Dick Asbell, Shelly Renz Piney Green EntranceElizabeth Buckley Recreation EasementPatty Shippee, Dave Fedorchak, Elizabeth Buckley, Patrick Bryant Crooked Creek EasementM. Robinson, G. Poole, S. Poole, M. Dulin, K. Higley, E. Buckley NominationsTracy Usry WebmasterDave Fedorchak 6 2015 Annual Report Administrative Actions Financial Report Committee Reports General Information 7 Administrative Actions Updated membership contact information Collected dues, disbursed funds for bills and pursued lien process Worked with schools for school bus stops Investigated reported covenant violations When necessary, notified lot owners of covenant violations and worked toward solutions. Coordinated work parties to ensure common property was maintained. Posted community information to website. Supported the 4 th Annual Meadows HOA Picnic hosted by Chris and Vic Balasi that was held on October 25. Implement required CICB Complaint Process Metrocast survey 8 Dick Asbell Treasurer 9 Average Expenditure Current and Prior Years 10 Resurfacing 2001 $90K 2004 $115K 2008 $203K 2013 $221K Major Repairs 2003 $18K 2006 $22K 2011 $23K 2012 $16K Actual Cash Flow is Budget Estimate 11 2015 Committee Reports Roads Common Area Architectural Control Covenants General Information 12 13 Roads: Recurring Road Issues Driving over the edges of roads (breaks up chip and tar and leads to alligator crumbling effect on road surface) Road deterioration caused by: Trash trucks Traffic cutting corners School buses Construction vehicles 14 Roads: Recurring Road Issues (Cont) Self-help is necessary on potholes (Patching material available through Jim Hanson) Identify potholes to the BOD and notify Jim if you are unable to mend it yourself. Drainage block (Owners need to ensure ditches/streams crossing are free of debris) Notify the BOD if problem exceeds your ability to correct. Overhanging branches and brambles growth Rain Snow removal Wire grass encroachment 15 Roads: Snow Removal Contracted with Grasshopper (13.5 miles of roads equates to 27 miles to plow as each mile requires two to four passes) Has one to three trucks with 8 straight blades Business is physically located near entrance to Meadows Timely removal (Roads are generally better plowed and at a faster pace than VDOT) Rate is $95 per equipment hour Uses VDOT snow removal policy as trigger to clear roads 2-3 accumulation (Roads have varying exposure to wind/moisture/shade so accumulation on any road may vary) Use projected weather forecasts to determine applicability of plowing Problems Roads are crowned causing high point in center of road Roads vary in width from 10 to 18 Loose gravel is collected and pushed to end of run 16 Roads: Proposed Spray Program Wire grass incursions Duplicates VDOT program recognizing the need to eliminate wire grass from penetrating the road surface. Conducted test program to determine best control method inch grass killer spray on edge of road will control for limited period of time Will need at least two applications to control entire growing season Anticipate initial neighborhood spray in early spring to stop incursion and prevent road damage but not on windy days 17 Roads: Proposed Spray Program A road survey was conducted in July 2014 to identify the problem areas, amounting to approximately one (1) total mile of read edge. Only those problem areas will be treated. 18 Roads: Construction Entrance 19 Entrance is private property (Lot 1) Agreement to allow use of the road to those who contribute to its upkeep Those who contribute will have access to the road Effort coordinated by Jim Hanson (Lot 12) Letter posted on website Roads: Stop Signs 20 BOD has purchased replacement stop signs ($459) Damaged wooden posts will be replaced with metal posts as needed 21 Common Areas Meadows Roads Meadows Entrances: Flower beds at the entrances continue to be maintained by Meadows volunteers. Always looking for volunteers to help Recreation Easement (Dock Area): As decided at September Special meeting, gate is now unlocked. Survey of easement completed (September) at cost of $1200. Stood up Recreation Easement Committee 22 Common Areas: Dock Repair 23 Bids solicited; only one acceptable bid of $600 Work completed July 21 Common Areas: Recreation Easement Committee 24 Committee has been restructured to consist of 5 voting members Patty Shippee, Elizabeth Buckley, Patrick Bryant,Dave Fedorchak, +one HOA members are encouraged to participate Initial tasking: Organize regular maintenance Propose esthetic marking of boundary Propose rules for easement Common Areas The Trail Easement Easement committee has been stood up Survey of centerline completed Cost of $2500 RFP for delineation survey has been distributed 5 Proposals have been received: Quotes ranging from $3,000 to $15,000 Bids have not been reviewed nor evaluated Permits: Corps of Engineers: no cost King George County: $75 25 Common Areas Wetland delineation bids 26 CompanyBidComments Angler Environmental$3,000 Fixed Fee Needs to address permit prep cost once surveys completed Welford Engineering$3,400 Fixed Fee Covers all surveys & coordination with COE; no RPA field survey Freeland Engineering P.C.$5,900 Resource International$7,450 + direct expenses Rinker Design Assoc $13,000 Fixed Fee + $2,000 est Total $15,000 Est amount is for coordination with applicable agencies Southern Environmental Solutions Does not do required survey Michele Robinson ACC Chair 27 Architectural Control Why the ACC? for the purpose of protecting the value and desirability of The Meadows at Dahlgren subdivision as it now exists and is hereafter expanded... -- DECLARATION OF PROTECTIVE COVENANTS OF The Meadows at Dahlgren 2 May 1997 Architectural Control ACC Restrictive Covenants Before beginning any clearing, grading, tree removal, or construction activity... the Lot Owner shall acquire written consent from the Architectural Control Committee. Architectural Control ACC Restrictive Covenants No building, fence, wall, outbuilding, driveway or any other structure may be commenced, erected, placed, maintained or altered on any Lot until: Complete Construction Plans are approved, in writing, by the ACC; Plans shall include the name of the building, complete construction plans, the site plan, building-area calculations and material specifications, to indicate exterior color and finish. County/State permits are issued to ensure compliance with all building codes, zoning requirements, health department requirements and all other applicable laws and ordinances.... Architectural Control ACC Restrictive Covenants No structure shall be erected, placed, altered, or permitted to remain on any lot other than one detached, single-family Dwelling, not to exceed two and one-half stories in height. Single story no less than 1800 square feet; Two-story no less than 2000 square feet. Exclusive of open porches, basements, decks, garages, carports, and other appurtenances Additional accessory building(s), may be approved on a lot-by-lot basis by the ACC. Architectural Control ACC Restrictive Covenants Temp Structures. No temporary structures shall be placed upon any lot at any time; however, this prohibition does not apply to shelters used by a contractor during the construction of the main dwelling house Prohibited Structures. No mobile home, trailer, bus, all metal home, or any derivative of the foregoing shall be kept, maintained, or located on any Lot. Structures built entirely or substantially of exposed concrete block are prohibited. Architectural Control ACC Restrictive Covenants Garages. All Dwellings may have an attached or detached garage or an attached carport, which shall be of the same style and exterior finish as the Dwelling. Setbacks. All structures shall be 50 feet or more from the street right of way line. The minimum side yard for structures shall be 25 feet. The structure shall be set back 30 feet from the back line. Architectural Control ACC Restrictive Covenants Fences. Except for enclosing the perimeters of swimming pools, tennis courts and/or pet enclosures, no chain link fences will be permitted for use on any Lot; All perimeter fencing shall be white post and board, three rail fence or any other type of fence approved by the ACC. Architectural Control ACC 30 Day Reply The ACC shall have 30 days after physical receipt of the Plans to accept or reject the same in whole or in part. If no response by the ACC has been made in writing within 30 days, the Plans shall be deemed to be approved as submitted. Burden of Proof, however, is on the Lot Owner. Architectural Control 2015 Approvals Lot # 105 New Home in Piney Green Section: Dean and Rebecca Love built by Oak Ridge Homes Lot # 017 Fence ACC approved request to apply waterproof sealant to fence instead of paint Architectural Control Community Breakdown 128 Properties 106 Homes Built 22 No Home Built 8 Probably not building due to owning adjacent lot with home 37 38 Covenants & Rules Covenant changes No requested changes or additions (2/3 of Property Owners to vote YES on any change) Rules The Board will be monitoring the community and taking proactive steps to deal with violations of Covenant Restrictions as reported to the Board. As neighbors we need to work together to maintain the neighborhoods overall appearance and compliance with the covenants. Covenant Enforcement Seek voluntary compliance Violation notices Legal action as last resort 39 Covenants Frequently Discussed by BOD Art II Section 1 Residential Use Only The Lots shall be used for residential purposes only, and no commercial use shall be permitted. This restriction shall not be construed to prevent rental of any Dwelling for private residential purposes, except that the lot with the existing structure may be used for the purpose of commercial horse stables and riding activities. 40 Covenants Frequently Discussed by BOD (Cont) Article II, Section 7, Animals One horse per two acres of open pasture land is permitted, providing that proper fencing is supplied. No other animals or poultry of any kind may be kept or maintained on any of said Lots, except ordinary household pets, regularly housed within the dwelling. All pets shall be kept on a leash, in an approved kennel, or under positive Owner control. All outdoor pet enclosures shall be erected on the back of the lot out of view from the street. No pets shall be allowed to run loose within the confines of the Meadows at Dahlgren without positive Owner control. 41 Covenants Frequently Discussed by BOD (Cont) Article II, Section 8, Lot Appearance Each Lot and all improvements thereon shall be maintained in a neat and attractive manner. No unregistered motor vehicles, junk or debris shall be stored on any Lot. Trash, garbage, or other waste shall not be kept, except in sanitary containers screened from view from all roads. (Remove your Trash Receptacles from the roadside.) 42 Covenants Frequently Discussed by BOD (Cont) Article II, Section 9, Recreational Vehicle, Boat, Etc, Storage Recreational vehicles, boats, and utility trailers, when not in use, are to be stored out of view from all roads and houses. 43 Covenants Frequently Discussed by BOD (Cont) ATV Restrictions-Virginia State Law- No all-terrain vehicle shall be operated: 1. On any public highway, or other public property, except (i) as authorized by proper authorities (ii) to the extent necessary to cross a public highway by the most direct route, or (iii) by law-enforcement officers, firefighters, or rescue squad personnel responding to emergencies; 2. By any person under the age of sixteen, except that children between the ages of twelve and sixteen may operate all-terrain vehicles powered by engines of no less than seventy nor more than ninety cubic centimeters displacement; 3. By any person unless he is wearing a protective helmet of a type approved by the Superintendent of State Police for use by motorcycle operators; 4. On another person's property without the written consent of the owner of the property or as explicitly authorized by law; or 5. With a passenger at any time. B. Any retailer selling any all-terrain vehicle shall affix thereto, or verify that there is affixed thereto, a decal or sticker, approved by the Superintendent of State Police, which clearly and completely states the prohibition contained in subsection A of this section. C. A violation of this section shall not constitute negligence, be considered in mitigation of damages of whatever nature, be admissible in evidence or be the subject of comment by counsel in any action for the recovery of damages arising out of the operation, ownership, or maintenance of an all- terrain vehicle, nor shall anything in this section change any existing law, rule, or procedure pertaining to any such civil action, nor shall this section bar any claim which otherwise exists. D. Violation of any provision of this section shall be punishable by a civil penalty of not more than $500. E. The provisions of this section shall not apply: 1. To any all-terrain vehicle being used in conjunction with farming activities; or 2. To members of the household or employees of the owner or lessee of private property on which the all-terrain vehicle is operated. F. For the purposes of this section, "all-terrain vehicle" shall mean a three-wheeled or four-wheeled motor vehicle, generally characterized by large, low-pressure tires, a seat designed to be straddled by the operator, and handlebars for steering, which is intended for off- road use by an individual rider on various types of non-paved terrain. The term does not include four- wheeled vehicles which have low centers of gravity and are typically used in racing and on relatively level surfaces, commonly known as "go-carts." 44 Covenants Frequently Discussed by BOD (Cont) ATV Concerns Liability for ATV rider injury and ATV accidents. Common areas, such as Meadows roads and easements, are considered public property. HOA maintains public property and may be exposed to costly lawsuits. Judgment awards could exceed millions of dollars. Settlement costs shared by HOA members (attorney and our insurance agent view). Banning ATVs on public property reduces HOA exposure and provides protection against lawsuits. ATVs not designed to operate on hard surface roads and present greater than normal safety hazard. Action does not prevent owners from operating ATVs on own property, provided operation not viewed as nuisance to others (neighbors). 45 Covenants Frequently Discussed by BOD (Cont) ATV Rule: The use and/or operation of any all- terrain vehicle (also called ATVs, either three or four wheeled) not currently licensed by Virginia or any other State is not permitted on the common areas, to include the graded streets and roadways or easements, within the boundaries of The Meadows at Dahlgren. 46 Covenants Frequently Discussed by BOD (Cont) Proposed modification (2/28/15) to ATV rule: The use and/or operation of any all-terrain vehicle (also called ATVs, either three or four wheeled) not currently licensed by Virginia or any other State and golf carts is not permitted on the common areas, to include the graded streets and roadways or easements, within the boundaries of The Meadows at Dahlgren. 47 Covenants & Rules: Patrolling of Private Roads Virginia Code Title 46.2 Motor Vehicles Section 102 With the consent of the landowner, any such officer or other uniformed employee of the local law- enforcement agency may patrol the landowner's property to enforce state, county, city, or town motor vehicle registration and licensing requirements. 48 Covenants & Rules: Patrolling of Private Roads Title 46.2 Motor Vehicles (continued) Any law-enforcement officer may patrol the streets and roads within subdivisions of real property or within land submitted to a horizontal property regime pursuant to Chapter 4.1 ( et seq.) or 4.2 ( et seq.) of Title 55, which streets and roads are maintained by the owners of the lots or parcels of land within the subdivision or the owners of condominium units within any horizontal property regime or any association of owners, on the request or with the consent of the owners or association of owners, to enforce the provisions of this title punishable as felonies, misdemeanors, or traffic infractions. 49 Covenants & Rules: Patrolling of Private Roads Request process What the Sheriff can do is, accept a letter from an elected board/official representative of The Meadows, requesting sheriff to patrol and enforce Virginia Traffic Code as well as the other provisions of The request letter needs to be addressed to Sheriff Dempsey, as well the letter needs to be included with a CC to the King George Board of Supervisors, Commonwealths Attorney, The Clerk of the Court, and the County Attorney. The letter also should be sealed with a Notary Public signature. 50 Covenants & Rules: Patrolling of Private Roads Without request letter Without the mentioned request letter, law enforcement will still fulfill their duties when it comes to being summoned to a particular place for investigations, exigent circumstances, warrant services, civil process, and other lawful duties. Law enforcement will not be able to routine patrol nor enforce Virginia Traffic Code without the mentioned letter. 51 Covenants & Rules: Patrolling of Private Roads Without or without request letter Private roads remain private Crash reports are completed for only state routes (state highways) in almost all cases. Arrest for DUI/DUID and reckless driving on private property can be made, but without request letter, sheriff would have to be summoned. 52 CICB Complaint Process Pursuant to Section (E) of the Code of Virginia, 1950, as amended, the Board of Directors of the Meadows at Dahlgren Homeowners Association has established a complaint form for use by persons who wish to register written complaints with the Association regarding the action, inaction or decision by the Association or its Board inconsistent with applicable laws and regulations. Complaint form and information available on HOA website under Documentation Four complaints have been filed resulting in three hearings 53 Special Meeting A special meeting was called for September 26: To allow the membership to discuss and vote on any changes to the terms of the easements and to affect any attempt to enter into agreement with individual lot owners regarding these easements. Motion to unlock the gate at the Recreation Easement approved Motion to send proposed rules to the Recreation Easement Committee and the Crooked Creek Easement Committee for review approved 54 Special Meeting (continued) REC and CCEC met and drafted a resolution Complaints were filed concerning the process used to produce the resolution and the contents of the resolution The BOD held a hearing on the complaints Findings: process violated state law for time and content notification thus the resolution was considered invalid Committees were instructed to begin again and provided guidance on meeting notification The BOD held a special meeting on Nov. 10 to provide feedback to the committees as to content: based on HOA documents there should be a separation of rules to be considered by HOA from organization of maintenance to be considered by BOD Committees have not met again REC has been restructured and asked to consider various issues including revisiting drafting of rules 55 56 Hunting The Meadows at Dahlgren Home Owners Association has no covenants addressing hunting (common sense applies). Hunters require permission to hunt on anothers property. Private property owners do not need a license to hunt on their own property. All other state and county hunting requirements apply to all hunters regardless of private property owner or not. 57 Membership Involvement Sign up and get involved Position of Secretary is vacant Need members on all committees Please consider volunteering Lot of recurring work projects Other activities needing help Neighborhood Watch Self policing relative to covenant knowledge and enforcement Trash clean-up Entry mowers/landscape managers Dock and Road side maintenance 58 HOA Website VisitNews Meeting information Documents Comments available to registered HOA members Provide website improvement recommendations to meadows.org. BOD 59 60 Election Procedures Directors 3 needed for 2016 (3 Year Term) Architectural Control Committee 2 needed for 2016 (2 Year Term) Nominations: Motion to open nominations/second Vote on the motion Accept those nominated/volunteers to constitute a slate of candidates for the coming term Motion to close nominations/second Vote on the motion Vote 61 Nominations for Board of Directors / ACC Board of Directors (3 year: )-vote for 3 1. Clark Ackerman 2. Dale Breer 3. Patrick Bryant 4. Dave Fedorchak 5. Sharon Poole ACC (2 year: )-vote for BOD/ACC Voting Results New BOD members for : New ACC members for : 64 Old Business Possibility of Metrocast internet capability in our neighborhood 86 Owners contacted Metrocast about providing service Metrocast contacted a handful of owners and decided it wasnt worth the effort 65 66 New Business Selection of a new name for the easement between Crooked Creek and Panorama BOD had adopted an interim name of Crooked Creek Easement Request has been made for Plantation Trail Other 67 Othe New Business Other new business 68 Drawing Stick around for the annual drawing of the Meadows Home Owners Attendance Prize. Still time to participate $5.00 per lot to enter Present to win Award up to dollars or amount collected, whichever is the lesser amount 69 Adjournment Additional Questions / Discussion Motion for Adjournment! Thank you for Attending! 70 Backups 71 Common Areas: Dock Area Upgrade (Cont) 72 View Down the Slope to the Dock Common Areas: Dock Area Upgrade (Cont) 73 Steeply Sloped Access Path (BEFORE) Finished Project !! (AFTER) 74 Meadows Property Status 106 Homes constructed 6 dual lot owners (Adjoining lots capable of construction) 15 vacant lots Legend Built Not Built Dual 75 Dahlgren Railroad Heritage Trail (DRHT) Old CSX railroad right of way commonly known as Rails to Trails (varies in width from 100-150) Private property with users as registered guests of the owner Contained solely in King George County 36 Meadows at Dahlgren properties abut No direct BOD interface with the owners of this property relative to resolving disputes Virginia Senate Amendment for 2015: The Commonwealth has been working toward acquiring the 15.7 mile Dahlgren Heritage Railroad Trail in King George County to be operated as part of Caledon State Parkcms.com/cmsmedia/5390/Budget%20Amen dment,%20SB,%20Dahlgren%20Heritage%2 0Trail.pdf 76 77