Time-stamped guide for the meeting recording

00:00:00–00:02:30 | Pre-start & Seating

• Casual chatter; chair shortage and extra chairs offered.
• Organizer cues a “good turnout” and prepares to begin.

00:02:53–00:06:00 | Call to Order & Quorum

• Presiding: President Katy Breuer introduces board: Denny Waldrop, Lynn Finkel, Don Pax, Carolyn Schott, Joyce Livingstone; notes Joey Caisse absent (business trip). CBM reps: Ashleigh Palmer (mgr), Liz Tomin (check-in).
• Quorum: 41 proxies/absentee ballots recorded → quorum met.
• Notice: Mailed Sep 15, 2025 (33 days prior); email Sep 26; mailed package Sep 29.

00:06:00–00:06:56 | Minutes

• Motion to waive reading and approve 2024 annual minutes → Approved (voice vote).

00:06:20–00:13:14 | President’s Report (Highlights)

• HRSD “certificate of take” (forced main under entrance): retained counsel Steve Clark (Waldo & Lyle); HRSD relinquished certificate. Outcome: Association receives $1,900 + HRSD pays legal fees; attorney also contributed $1,500 toward HOA prior costs → $3,400 total, no land given.
• Ongoing items: realtor/owner inquiries (water/septic, docs, ACC, docks, clubhouse, storage); storage lot billing cleanup; missing trailer resolved (wrong trailer taken); vendor comms, delinquency follow-up; 2025 reserve study by Giles & Flythe (as heard “Guilds in Flight”); security system midnight–6am access list maintained; bank signatories; holiday entrance decor coordination; short-term rental forms available up front.

00:13:14–00:18:56 | Financials & 2026 Budget

• Reserves (Sep): $583,000; Operating cash: $2,100.
• YTD revenue/expense: $140k / $132k → ~$8k surplus (timing effects); $4.4k better than plan.
• 2026 Assessment: $800/yr (+10%).
• Water rate: $132/quarter for first 12k gal (+10%), driven by inflation and PFAS testing required in 2026.
• Contract assumptions: landscaping +3%; Sidner water maintenance +5%; switch from Wind River to Virginia Septic (estimate TBD, budgeted +5%); interest income conservatively reduced.
• Reserve contribution in budget: $4,400 (consultant recommended $25k; board capped to avoid higher dues).
• Anticipated reserve projects: second pump replacement (first replaced May 2024), clubhouse HVAC near end-of-life, tennis court repairs (not full replacement).

00:18:56–00:19:59 | Committee Reports – ACC (brief)

• 1 house paint request; 3 tree/shrub removal; 1 landscaping plan.
• Use CBM site form; submit to Mary Galloway (chair).

00:19:59–00:26:30 | Building & Grounds (Bob Livingstone)

• Soft-wash clubhouse roof/siding/decks; stain applied (should last >1 year).
• Deck repairs; cedar siding sections pre-stained and installed.
• Ramp road asphalt section (≈16’×18’) excavated/re-bedded/re-paved (root damage).
• Entrance fence soft-washed; mulch done community-wide (new contractor after GLF change).
• Multiple competitive bids pursued; HVAC annual maintenance; new cleaning contractor praised.
• Tree canopy thinning near pool and view corridors to creek; ongoing every 4–5 years.
• Weatherproof display boards built for notices/art.

00:26:30–00:38:36 | Water & Sewer (Katy; chair)

• Annual withdrawal limit: 3.6M gal; 2024 usage: ~2.9M gal (incl. homes, condos, docks, weekly line flush).
• Leaks: 6 total (5 homeowner + Villas building 5), all Nov 2024–Mar 2025; detection via pump runtime and meter checks.
• Late Aug incident: Air compressor stuck on → air in lines, “no water” reports; extensive system flushing performed; community urged to report issues (even duplicates).
• Capital/ops: Installed pressure-switch alternator (pump duty alternation); complete Well #3 rehab (returned to service after clearing green tint); Well 2 NX flow too low (1.5–2 gpm) → not pursued; weekly chlorine checks; ongoing Clarity/clarifier use (clarifies sediment).
• Regulatory: Annual water report (May/Jun); DEQ tank inspection done (every 3 yrs); begin permit renewal process for 2028 (3.6M gal).
• Septic: Home tanks pumped/inspected every 5 yrs; condos inspected annually; sand bed liner/pump/electrical repaired; switch to Virginia Septic; storm-damaged sand bed fence repaired (Q1 2025).
• Power outages: Limit water use; prolonged outage may trigger boil advisory community-wide.

00:38:36–00:39:42 | Aquifer Question

• Member asks about aquifer status; response: regulators monitor overall use; no specific status update available.

00:39:42–00:41:25 | 40th Anniversary Note

• Community 40-year anniversary; cake/social planned post-business.

00:40:53–00:46:39 | Nominating & Candidate Intros

• Carolyn Schott & Lynn Finkel (committee) introduce candidates:
  • Katy Breuer (incumbent President).
  • Mark Deutsch (statement read—30+ yrs exec leadership; transparency, fiscal discipline, recordings, surveys, scorecards).
  • Jason Foster (remarks: DockLine transparency site launched; ~1/3 of members registered; documents centralized; forums for comments).
  • Joyce Livingstone (incumbent Treasurer): overview of CBM role and Fidelity vs bank CDs; plan to ladder CDs; money market yields likely to decline if Fed cuts; low-risk focus; invites homeowner input.

00:52:32–00:55:26 | Voting Instructions

• Elect 2 directors (3-year terms). Ballots also issued for each proxy held. Vote for ≤2 or ballot is void.
• IRS “excess income to reserves” resolution on ballot (board recommends YES to avoid taxation on HOA excess).

00:55:26–00:59:59 | Ballot Collection & Small Announcements

• Volunteers recruited to count with Ashley inside.
• Pump-out station at Mariners Point docks closing early November (boats only).

00:58:34–01:01:12 | Short-Term Rental (STR) Bylaw Update

• Yes/No form now used (earlier lacked “No” option).
• Counting signatures through end of October; needs 2/3 of owners community-wide.
• Condos already have rules (Villas: ≥12-month lease; Mariners Point: ≤15% leased, ≥6 months min), but condo owners still vote as HOA members.

01:01:12–01:14:18 | Homeowners Forum (2-min limit)

• Pump-out schedule notifications: Water & Sewer will notify owners when due (close to month).
• Public Water conversion: Significant cost/unknowns (creek crossing). Recommended to table; any next step would start with engineering study (who pays undetermined). Broad owner input intended; 2/3 thresholds referenced in discussion.
• Gardening/landscaping costs: Question about adding paid vendor vs volunteers amid reserve constraints; committee clarifies scope still under study; not a proposal for immediate spend.
• Several owners thank the board; notes on fiscal prudence and meeting participation.

01:14:12–end | Social & Wrap

• Cake service begins while votes are counted; light conversation; no final election results announced on-mic within this clip.

Admin edit: Final results not heard in audio, Katy Breuer and Joyce Livingstone Re-Elected