President Phil Comstock called the meeting to order at 7:35 PM. Board members present were: Phil Comstock, Liz Rowe, Steve Barneyback, Sam Motley, Kathey Tapfer, Bryan McCormack, Hank Mohrmann, and Liz Bryant. A total of 46 memberships were represented at the meeting, which included 32 members in attendance and 14 proxies.

Welcome: Phil Comstock, President of the Running Man Recreation Association (RMRA) 2000 & 2001, welcomed all attendees to the annual membership meeting held to discuss affairs of the RMRA. After introducing the current board, Phil acknowledged the tremendous support provided by Alex Costen and Helen Janele who helped with facility repairs and landscaping. Additional mention was made of Steve Kortz, Dan Murri and Rob Learn who continued to help where needed. The volunteer aspect is what got us started and will continue to keep us going.

Phil Comstock then outlined highlights of the year:

• The Annual Easter Egg Hunt organized by Kathey Tapfer of RMRA and co-sponsored by the RMCA, was recognized as a success by the community.
• We should soon receive tax-exempt status, which has been approved by the Virginia House, and Senate. The governor is expected to sign the bill soon. This potentially saves the RMRA about $4000 a year in property taxes.
• We refinance the mortgage at the reduced rate of 7%, saving approximately $2,500 a year for the next three years.
• A liquid chlorination system was installed in the pool to improve water quality.
• Two "private property" signs were added to enable the Sheriff's department to control access to the area.
• We designed and placed a RMRA information packet in the new homeowners package.
• By arranging a rental with the Coast Guard Blue Dolphins swim team we earned pool rental income without limiting pool availability to the members.
• We have established an on-going liaison with the RMCA. Noel West from the RMCA attends our monthly board meetings and our Vice President Liz Rowe attends their RMCA meetings.

Future plans we have reviewed and endorsed for the coming year:

• Installing a ceramic tile flooring in the bathrooms to replace the vinyl floor tile. This is a safety issue and the project is funded in the proposed 2002 budget.
• We are looking into an additional bike rack, the possibility of expanding the storage area, and the possibility of repainting the inside of the clubhouse this year or next. We have not yet identified funding for these improvements.

Approval of 2001 Meeting Minutes: A motion was made that the minutes of the 2001 annual meeting be accepted as presented. (They are posted on the Website and copies were available at the meeting.) The motion was seconded. There was no discussion and a vote was taken on the motion, and approved with a show of hands. There were no opposed votes.

Membership Report:

• We now have 171 dues paying members. We anticipate gaining four new memberships from the community through the purchase of memberships from the RMRA. We also anticipate gaining 6 additional members from memberships previously purchased by the developer. Thus we will receive only dues from these new members. The total projected membership for the upcoming summer season is 181.
• We will issue membership certificates for those who did not get them last year as we have found a new source for the certificate forms.

Pool Operations: Last year we switched from a contracted pool management to an internal management organization headed by our director for pool operations, Hank Mohrmann, who made it possible to reduce management costs from the previous year of over $20,000 to just under $16,000 last year. The prudent management by Hank Mohrmann and the board allowed for the following improvements within budget constraints:

• Pool Improvements included upgrading the main pool chlorinating system from original equipment because the main pool and the baby pool had a high concentration of stabilizer (CYA) which made the chlorine less effective and resulted in cloudy water. The recommended solution led to the purchase and installation of an automated liquid chlorine and CO2 drip system that properly disinfects the main pool but does not add any CYA to it, thus improving water clarity. The system cost $4,599.00 plus tax installed. After installation, the water clarity and quality improved for the remainder of the pool season.
• Pump and storage house improvements included the purchase and installation of two attic fans, several foundation vents, and one box fan to better ventilate pumps, chemicals, etc. We also installed deadbolts, a security crossbar, and additional motion lights to enhance pump and storage house security.
• Miscellaneous improvements to the safety and efficiency included the purchase of additional water safety/life saving equipment. We also installed miscellaneous signs such as pool operating hours, water quality reports, and chemical hazard warning signs.
• Future improvements planned for this year include the installation of a manual liquid chlorine and muratic acid (vs. CO2) drip system to disinfect the baby pool without adding CYA, installation of a flow sensor on main pool's drip system, and installation of a 300-gallon holding tank for liquid chlorine.

Facilities and Grounds:

• Alex Costen did a great job all summer. We also benefited from volunteer help from Helen Janele.
• We contracted with the Kortz brothers for periodic grounds maintenance as needed, rather than contracting on a fixed schedule, thus saving money.
• Future improvements include the funded project to replace the bathroom flooring with ceramic tile, and the possibility of building additional storage space and purchasing another bike rack, both of which are under consideration but not in the proposed 2002 budget.

Social and Swim Team:

• Kathy Tapfer reported that the swim team season was very successful and achieved their number one priority, having fun, and although moved into a more competitive division, we gained second place. We would like to have additional swimmers.
• Swim team signup will be 12 April (subsequently moved to 19 April) with a 1 June cut-off. This year we will be purchasing new team swimsuits (generally purchased on a bi-annual basis).
• Social activities are encouraged and we need your help in planning and setting up the events. Suggestions are very welcome and we need volunteers to signup and support events. One of the possibilities could be a "kids night." A signup sheet was posted in the back of the room.

Clubhouse Operations:

• We have done well. In the future we should pay more attention to cleanup. Procedures in place in the By-laws and rental procedures include security deposits and cleaning fees. We may not have been strict enough on the follow-up inspections and have noted that some renters do not clean up as well as expected. This year we will stress compliance to maintain the appearance of the facility. Cleaning fees were discussed and we will have to ensure we follow-up.

Budget: The Vice-President, Liz Rowe, presented the budget and discussed selected line items. See attached budget: Year 2001 Actual Budget and Year 2002 Proposed Budget

• Discussion of dues: had 171 members this year, are planning on 10 new members for next year.
• The largest changes are increases for the upgrades to the bathrooms and the chlorination system for the small pool, and savings in mortgage interest rates for the next three years.
• The numbers are conservative and include small inflation additions as well as the continuation of the reserve balance as required by the mortgage loan officer at the initiation of the loan two years ago.
• The refinancing of this five-year segment of our mortgage will save approximately $2,500 per year for the next three years.
• A question was raised from the floor on how the Harrison and Lear (H&L) memberships are distributed. Liz explained that we do not realize the membership fee on those sales (that money was paid in advance by H&L when they advanced the RMRA $95,000 for 95 memberships to help initially finance the project in 2000). We will receive the annual dues on developer memberships however.

Budget: A motion to accept the 2002 budget as presented was made and seconded. A question was raised concerning why the income from attendance fees was consolidated with fees from food concessions. Last year it was consolidated for ease of collection by the lifeguards; however with a little additional effort and attention (using the sign in list) the revenues can be tracked separately this year. A vote was then called and the 2002 budget was approved with no dissenting votes. (Note: this included the increase in dues to $325.00 per year as recommended by the Board to offset the increased costs and the expectation of only 4 new memberships purchased from the RMRA.)

Amendments to the By-laws proposed by the Board of Directors were presented. The proposed "administrative/housekeeping" or "typographic" changes were presented first. These affect Sections 2, 3, and 8. The changes follow with additions underlined and deletions struck out.

SECTION 2. MEMBERSHIP: In the last sentence in first paragraph delete the words "Board of Directors by 2/3 vote of the directors the" and add in their place "membership (as provided in section 30)". Rationale: this accurately reflects the fact that the membership must approve amendments to the RMRA By-laws. In the same section, subparagraph C, delete "of $300 per year" and add "as determined by the membership (as provided in section 30) at the annual meeting." Rationale: this reflects the fact that over the lifetime of the pool it would be unreasonable to expect the annual dues not to increase, if for no other reason than inflation, thus the mechanism should be in place for the membership to approve a change to the annual dues without changing the By-laws.

SECTION 3. ANNUAL MEETING OF THE MEMBERS: In the first sentence delete "in the principal office of the Corporation". Rationale: there is no corporate office as such, so the annual meeting will be at a place designated by the board.

SECTION 8. NUMBER OF DIRECTORS, TENURE, VACANCIES: At the end of the first sentence delete "annually by the members". Rationale, these four words are redundant considering the final words "at the annual meeting". In the second sentence, add an "s" to the word "director" since the usage is plural.

A motion was made to approve the administrative changes as presented, it was seconded, and was passed by a show of hands with no dissenting votes..

The primary issue with the By-laws concerned Section 2 (Membership), Paragraph 4. The issue stemmed from a request by a resident, and a member in good standing of RMRA requesting to retain membership after moving to another development in the local area. The member's request was eventually turned down last summer; however some members of the community and the RMRA wanted clarification to the membership paragraph in the By-laws. There were three options presented regarding the existing paragraph, which follows

"Once membership has been extended, membership shall continue until the member fails or refuses to pay their annual membership fees or their membership is terminated for cause, including but not limited to violation of one or more rules or regulations governing the operation of the facilities."

Option 1. No change to paragraph 4.
Rationale: no change required since the bylaws clearly convey the intent that only residents of Running Man may be members of the RMRA.

Option 2. "Once membership has been extended, membership shall continue until the member fails or refuses to pay their annual membership fees or their membership is terminated for cause, including but not limited to violation of one or more rules or regulations governing the operation of the facilities. Property owners who are members in good standing and subsequently sell their property may retain membership if desired."
Rationale: allows members to retain membership after selling and moving from Running Man.

Option 3. "Once membership has been extended, membership shall continue until the member fails or refuses to pay their annual membership fees, no longer owns (or rents) property in Running Man, or their membership is terminated for cause, including but not limited to violation of one or more rules or regulations governing the operation of the facilities."
Rationale: prevents any interpretation that would allow members to retain RMRA membership subsequent to the sale of their Running Man property. It complies with the strictest intent of the bylaws. Allows no interpretation. Prevents individuals no longer owning property within the community from belonging to the RMRA. Still allows renters in Running Man to be members.

Discussion of the issue regarding membership retention focused on four basic issues:

• Wording and intent
• Tax exempt status
• RMCA board viewpoint
• Developer viewpoint

Discussion ensued from the floor with Dan Murri pointing out that the original intent of the RMRA founders and membership was that the facility would be for the use of Running Man residents only.

Impact of the tax-exempt status: We have said we are for residents only and represented ourselves in that manner when seeking tax exempt status with the county and state. It is speculative as to what would happen to our tax status if we let members moving from the neighborhood retain their memberships. There are different opinions, with no agreement on what might happen. Attorneys questioned had different opinions. The tax liability in question could be up to $4,000 per year. The county says they would want to be informed if we change anything, because being exclusive to the neighborhood was a key issue in determining the tax-exempt status. It has taken almost three years to gain this status.

Noel West presented the RMCA opinion that they are adamantly against allowing non-residents of Running Man to have or retain membership in the RMRA and listed three primary reasons (see below). He also stated that the "RMCA reserves the right to challenge the agreement".

• Intent of the Running Man Community Association was to have membership in the RMRA by community residents only.
• Tax exempt status would be placed in jeopardy.
• York County waived the requirement for a special use permit, based on the fact that the RMCA wanted the RMRA and the assumption that the RMRA would be restricted to residents only.

A question was raised as to how an RMRA member who moves from Running Man can sell their membership. That situation is covered in the last paragraph of section 2 of the existing By-laws and the board has provided assistance in a number of membership transactions. These transactions have fallen into three categories. (1) Member conveys membership with the sale of home, (2) Member sells membership outright to another Running Man resident, or (3) the Board has connected the seller with a potential buyer to help them sell their membership.

A question was raised concerning status of renters. It was explained by paraphrasing the By-laws stating that as long as there is a certificate of membership for a residence in Running Man, a renter could swim as long as the owner or renter pays the annual dues. There is no discrimination toward renters and we have had three or four renter members in the last two years.

A motion made and seconded to adopt option three which adds the following underlined words to the existing paragraph; "Once membership has been extended, membership shall continue until the member fails or refuses to pay their annual membership fees, no longer owns (or rents) property in Running Man, or their membership is terminated for cause, including but not limited to violation of one or more rules or regulations governing the operation of the facilities".

• A discussion ensued regarding the possibility of voting on all three options at once; however, the suggestion was tabled as the result would be the same and a seconded motion was before the membership.
• A vote was taken on the motion at hand, that of adding the wording as stated in Option 3. The motion passed with a show of hands and represented members present and included proxy votes given to various members including Dan Murri, Liz Rowe, Hank Mohrmann, Steve Barneyback, and Phil Comstock. The vote, including 14 proxy votes, was 37 in favor of Option 3, 9 votes against the option, and no abstentions.

Election of Officers:
The slate of board members was presented to the general membership. It included 4 new board members and four returning members. The ballots for the 2002 Board, recommended by the 2001 Board, were collected and the below nominees were voted in. The Board members for 2002 and the positions they have accepted are shown below. The year they leave the board is also shown (does not necessarily indicate the specific position is held until then).

Adjournment:
Before adjourning, a call was made for any additional business. With no indication from the membership, a motion was made and seconded to adjourn the meeting. It passed with no dissenting votes and the meeting adjourned at 8:40 PM.

1 Attachment: Year 2001 Actual Budget and Year 2002 Proposed Budget

Respectfully Submitted,
Stephen Barneyback
Secretary, RMRA

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