Meeting Called to Order: Dan Murri, RMRA president, called the meeting to order at 7:00 at the RMRA Clubhouse. Board members present were Dan Murri (President), Hank Mohrmann (Pool Operations), Lisa Helmick (Swim Team), Phil Arcara (Secretary), Robert Dillman (Membership), and Paul Daspit (Treasurer). Board members absent were Tom Brown (Vice President), and Jeff Yetter (Clubhouse Coordinator). A total of 36 memberships were represented at the meeting, which included 29 members in attendance and 7 proxies. (See Attachment 1. - List of those present or represented at the March 4, 2004 RMRA general membership meeting.)

Welcome: Dan Murri welcomed all attendees to the annual membership meeting and introduced and thanked the current board members.

Agenda:

• Approval of February 25, 2003 minutes.
• Summary of operations, accomplishments, and budget for 2003.
• Plans and proposed budget for 2004.
• RMCA common area improvements.
• Proposed bylaw amendment.
• Other business.
• Election of Officers.
• Closing remarks.
• Adjourn.

Approval of February 25, 2003 Minutes: The minutes from the February 25, 2003 annual meeting were available in handouts and were posted on the RMRA website. A motion was made and seconded to accept the minutes of the 2003 annual meeting as written. There was no discussion and the motion passed unanimously.

Summary of Operations for 2003:

• Pool management was provided by Mr. Mac Walston with many compliments on pool cleanliness and water quality.
• The swim team moved up to the top (Red) division of the GPSA and had about 120 swimmers.
• Pool hours were changed with mixed results.
• The exterior trim was painted on the clubhouse and pumphouse.
• A new landscaping contract was put in place.
• Membership grew from ~184 to ~198 members.
• A very successful season!

Results of 2003 Membership Survey on Guest Policy:

• 53 respondents voted to keep the current guest policy in place. This generally does not allow non-member Running Man residents to be admitted as guests (with several exceptions as stated in the current guest policy).
• 26 respondents voted to amend the guest policy to allow some number of non-member Running Man guests per household per season.
• Based on these results, the board of directors took no action to amend the guest policy.

2003 Budget: (See Attachment 2. - Year 2003 Actual Budget and Year 2004 Proposed Budget.)

• Income was about $ 1500 more than we expected and we spent less than the conservative projections we had for 2003.
• The net result was that the association had a surplus of $4,982 in 2003.
• The end-of-year cash balance was $49,273.
• The end-of-year mortgage obligation was $207, 304.
• Question - any damage from Hurricane Isabelle? Answer - lots of leaves and branches but no damage.

Plans for 2004:

• Mac Walston to remain as pool manager.
• Pool hours changing back to 11am to 8pm (every day) with periodic night swims on Friday or Saturday nights to 9pm.
• Paint interior of clubhouse.
• New lifeguard chairs. Hank commented that new lifeguard chairs are more sturdy and comfortable and well worth the investment.
• Replace damaged and aging deck umbrellas.
• New clubhouse furniture - increase number of tables and chairs and replace damaged chairs.

2004 Proposed Budget: (See Attachment 2. - Year 2003 Actual Budget and Year 2004 Proposed Budget.)

• Dan highlighted totals, dues (will remain at $325 and be due on May 15th), and furniture purchase.
• He noted that the projections for 2004 indicate about a $5,000 deficit for the 2004 season. The board felt this is reasonable for two reasons. The first is that many expenses were deferred from last year, which resulted in about a $5,000 surplus at the end of 2003. Running a $5,000 deficit in 2004 would be spending the surplus from last year on deferred and neeeded purchases (furniture, painting, etc.). The second reason is that the board believes these are very conservative projections.
• Question - where does the increase is projected members come from if only selling two new memberships? Answer - builder memberships.
• Question - what is "no morning rental?" Answer - we intend to stop morning rental of the pool to the Typhoons because of wear and tear to the pool versus what was brought in for revenue. The board decided it wasn't worth it.
• Question - thought about refinancing the mortgage? Answer - Paul (treasurer) is looking into it. This is a business loan and is due for renewal in February 2005.
• Question - swim lessons? Answer - none were provided last year and there are no plans for having any this year. This was a question asked in the membership survey this past year and there was very little interest in swim lessons.
• Question - Who is the boss of the lifeguards? Answer - the pool manager. Complaints can go to the pool manager (Mac Walston) or board members.
• A motion was made and seconded to approve the 2004 RMRA Proposed budget as presented and displayed in attachment 2. The motion to approve the budget was passed unanimously by a show of hands.

Proposed RMCA Common Area Improvements

• A discussion was held concerning the RMCA intention to develop a playground and fitness trail on the common area under the power lines, and the RMCA request for community access across RMRA property.
• The RMCA originally wanted to put a gravel driveway from the RMRA gated entrance under the power lines, across the RMRA property, to a new gravel parking lot on the RMCA common area under the power lines. A right-of-way granted by the RMRA to the RMCA would be required to do this. This plan was recently found to be unworkable because the current gated entrance onto Running Man Trail is not wide enough for ongoing use (approved for construction traffic only), and that traffic in between the power poles is not approved by Virginia Power.
• An alternate plan, under consideration by the RMCA, would be to extend the current RMRA parking lot onto the RMCA property and add approximately 20 gravel parking spots. This plan would also require a right-of-way granted by the RMRA to the RMCA.
• Comments were made about needing overflow parking for swim meets but that people may not use gravel parking. Concerns were voiced about traffic through the parking lot, liability issues, and that the playground may be a hangout place.
• Dan asked for show of hands in support of pursuing an agreement with the RMCA on this issue: 21 for, 2 against

Proposed bylaw amendment:

• Amendments to the bylaws were proposed by the board of directors to clarify how dues are established, and to provide for the imposition of late fees and, ultimately, termination of membership if dues are not paid. It was stated that the board hopes that the ability to impose penalties will reduce the time and effort required in getting some members to pay their dues. The proposed amendments follow, with additions marked by underline, and deletions marked by strikethrough.
• Add section 31 to the bylaws as follows:

SECTION 31. ANNUAL DUES AND LATE FEES

For a given calendar year, the amount and due date of annual membership dues are determined at any annual meeting of the membership or at a special meeting called for this purpose. In accordance with section 30, changing the dues amount and/or due date, from that in effect for the previous calendar year, must be approved by a majority vote of at least 35 or more members (including proxies). Otherwise, the dues amount and/or due date from the previous calendar year will remain in effect for the current calendar year.

The board of directors is authorized to assess a penalty fee for late payment of annual dues as follows:

- 1 day to 15 days overdue: penalty fee = $50.
- 16 days to 45 days overdue: penalty fee = $100.

If a member's dues payment is more than 45 days overdue, then the board of directors is authorized to terminate the membership with no repayment of initiation fee. The RMRA facilities may not be used by a member if their dues are overdue.

• Modify section 2 of the bylaws as follows:

SECTION 2. MEMBERSHIP

There shall be one class of members, all of which are voting members. Initially the Board may admit three hundred (300) members. From time to time the Board may elect to increase or decrease the total number of authorized members.

The Board of Directors shall, based upon recommendations from the Membership Committee, establish certain standards and procedures for selecting and approving new members. Upon request of any person, the Board or its designee must publish and distribute to such person a copy of the standards and procedures then-in effect.

Until such requirements are amended by the membership (as provided in section 30), prospective members must meet the following requirements before they may be offered membership:

A. Must live in a Running Man subdivision;

B. The first 138 members must pay a one time initiation fee of $950; all others must pay a one time initiation fee of $1250;

C. Must pay an annual fee annual membership dues as determined by the membership (as provided in section 31);30) at the annual meeting;

D. Must agree to abide by all rules and regulations promulgated by the Board of Directors; and

E. Must agree to periodically execute a release from liability in favor of the Corporation.

Note: Membership includes all persons residing in the home of the applicant member.

Once membership has been extended, membership shall continue until the member fails or refuses to pay their annual membership fees dues (see section 31), 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.

• Comments from the floor: There needs to be exceptions for reasonable reasons. A member shouldn't be able to swim on swim team if dues have not been paid. Need to address reinstatement. 45 days too soon, should be a year. May need inactive status.
• Dan noted that the wording gives the board of directors the authority to impose late fees and terminate membership under the stated conditions, but does not require these penalties. This allows the board to apply discretion in special circumstances.
• Question - if you lease and move away, can renters use the membership? Answer - yes, that is currently allowed and we have several memberships being used by renters.
• Question - how will members be notified? Answer - members will be reminded of this policy on the dues invoice sent by the bookkeeper.
• A motion was made and seconded that the bylaw changes be accepted as proposed. The motion was approved, 35 for, 1 against.

Other Business:

• The floor was opened for any other business that should be addressed by the association. No other business was discussed.

Election of Officers:

• The slate of board members for 2004 (recommended by the 2003 board) was presented to the general membership. It included 3 new board members and 5 returning members.
• Dan asked for any nominations from the floor and none were made.
• The ballots for the 2004 Board of Directors were collected and the nominees shown below were elected. The positions they have accepted are also shown, as well as the year through which they serve (the bylaws state that directors serve staggered two-year terms).

2004 Board of Directors as Elected:

Closing Remarks:

• We have an outstanding facility and neighborhood spirit.
• We're still a relatively new organization and we're still learning.
• We're getting better every year.
• If you see something that we need to fix or can make better, help us make it happen.
• This is a volunteer organization - please help out where you can.
• A recommendation was made from the floor to add additional lighting to illuminate the pool area. A hand vote was taken to add additional lighting : 4 voted to add additional lights on the light pole in the parking lot (with an additional monthly fee to Virginia Power), 18 voted for additional for lights to be mounted on the clubhouse or pumphouse buildings.

Adjournment: With no further business to conduct, a motion was made and seconded to adjourn the meeting. It passed unanimously and the meeting was adjourned at 8:10 pm.

Attachment 1. - List of those present or represented at the March 4, 2004 RMRA general membership meeting.

Attachment 2. - Year 2003 Actual Budget and Year 2004 Proposed Budget.

Respectfully Submitted,
Phil Arcara
Secretary, RMRA

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