Below are unofficial, community-member sourced meeting notes. These are notes only and are not a formal recording of Board decisions or Owner comments/discussions.
Rivercamps Board Meeting
November 14, 2024
1. Quorum Check and Proof of Notice
● Board members in attendance were Marek Bakun (HOA board president), William Brock, Hunter Harman, Randy Plank and Herman Zacherl. Burg Management employees present were Tammy Mallory and Brian Murphy. Brandon Burg, HOA attorney, was also present.
2. Approval of September 26 and October 10 2024 minutes
● Meeting minutes were approved for September 26 with no changes.
● Meeting minutes were approved for October 10 with changes including clarifications, correction of a name, and striking a sentence.
Discussion on the October 10 2024 minutes led to Brandon Burg stating that the annual meeting notice will include two questions to be voted on by owners at the annual meeting. One question is whether or not to roll any surplus funds from 2024 to the 2025 budget. This will avoid the HOA paying any federal taxes on the surplus. Second question will be whether or not to modify the charter to limit short term rentals to a minimum of six months or longer. Marek stated that the founder would not veto any owner vote on the short term rentals, and any change would be applicable to all Rivercamp phases (i.e. include the 149 unplatted lots).
3. Financial Report
● Brian Murphy presented the financial report.
● Approximately $35k in delinquencies as of Sep 30; Brian reported this had decreased to approximately $27k as of Oct 31. Five properties will be sent an “intent to lien” notification, one property is lien eligible, and one property has been removed from the lien list since they paid all past dues.
● Brian reported that $775,654 YTD had been paid on the rebuild construction contracts.
4. Manager Report
● Mixed feedback on the road gravel test on 100’ of Button Buck Trail. Bob will be staining the Guard house next week (assuming weather cooperates). New landscaper, Coastal Excavation, will start November 30. During the recent clearing along Preservation Drive, several downed trees were noticed. Coastal Excavation will provide an estimate for removing these trees. Campground power went out again. A new transformer is required, but there is a 55 day lead time on delivery. Power has been restored, but may be intermittent until new transformer arrives. The HOA board approved Adam Stone as the new member of DRC committee. Brandon Burg commented that all committee member names should be included in the meeting minutes so that they are covered under the HOA D&O insurance coverage.
5. Committee Reports
● Social: Great Halloween event including hayride to Neel’s. Next year they would like to have the hayride go on the trails. The annual Christmas Party will be Dec 7 at the airport Hilton with a DJ, Santa, and food. Please RSVP.
● Enhancement: No report
● Firewise: The firewise mitigation along the Preservation Drive safety corridor is finished. Work continues along the other roads pushing back the vegetation 25’ to ensure a safe exit in case of a wild fire. Please stay away from the machinery when walking/biking/golf carting etc for safety. There were comments made on how great the mitigation work looks and how it improves visibility on the roadways. The next phase of firewise mitigation will be creating a buffer zone behind homes. The vegetation cutting along County Road 388 was done by others. In the future, prescribed burns could be used to help remove more vegetation in the area along CR 388.
● Design Review Committee (DRC): The DRC held a meeting November 7. Three projects were reviewed. Two were approved (pool; garage/guesthouse); one project was not approved due to insufficient information. The garage/guesthouse required a HOA board approved variance due to the size exceeding the maximum size allowed in the pattern book. The HOA board approved the variance. Brandon Burg will draft a letter to send to the owner, and the letter will be filed in HOA archives for historical purposes.
● The Covenants Committee: There are still items needing attention to meet the covenants. Please read the rules/restrictions so that you are educated on what is allowed or not. Most common violations are visible propane tanks (from street or neighboring lot) and trailers/boats in driveways/yards. Please communicate with Brian Murphy if there is a special circumstance (e.g. trailer being worked on so boat will be in water etc.)
● The Rebuild Committee: A committee update is in the newsletter. Work continues on the pool/pavilion with block walls being completed and lumber arriving this week. The project is still on target for Spring 2025 completion.
A Change Order on the Pool/Pavilion project was submitted for board consideration in the amount of $117,926. The Change Order includes items such as walkway repair; new flood proof doors for pool equipment; new pilings for the Pavilion port cochere entrance; Future use conduit installation; Replacement of rotten boards on riverhouse boat slip entrance walkway; changes to back pool entrance to make it the main entrance during the Riverhouse construction and ADA friendly. The board approved the Change Order. Updated cost for Holiday Beach Rentals Development contract is $2,224,279. One more Change Order is still expected on this phase of the project. The Riverhouse/Fitness Center plans are almost ready for a permit set, and Cardella has advertised the project for bids. The Guaranteed Maximum Price (GMP) should be complete by early January.
There was discussion on using other funds (e.g. enhancement or reserve funds) instead of insurance funds for some of the items. The Rebuild Committee will identify costs that are included in the construction project that are not directly attributable to the arson (e.g. replacement of existing composite decking to match new decking and replacing rotten wood on boat slips) so at a later date a decision can be made regarding the correct fund account. At this time, all work will be paid for by insurance funds.
6. Discussion/Presentation on Management Company Findings
● The committee members researching management companies were Charmaine Harmuth, Neil Jones, and Randy and Dinah Coomes. Proposals were requested from four companies with three submitting proposals. RCAM is the preferred option as they are a local firm (not a corporate company), and it was the committee’s opinion that this firm was a better fit for the community. Their software appears more user-friendly. RCAM has worked with Burg Management in the past on community transitions between the two firms. The decision to transfer Bob Carter, current Rivercamps maintenance person, was tabled until the future. If he is transferred to RCAM, there will be a one time $43,000 transfer fee paid to Burg Management. RCAM’s contract is similar cost to Burg Management’s current contract. RCAM’s contract (3 year term) was reviewed by Brandon Burg, and he said it was a fair agreement. Marek stated numerous times that this change was owner led decision. The board approved the change to RCAM.
7. 2025 Draft Budget
● A draft budget was sent to HOA board members only. There had not been a budget workshop with owners’ input as previously requested by Marek. Based on the draft budget, the dues would increase to $811/quarter (19% increase). However, there was discussion on some items that should be included in the budget, and other items that should be removed from the budget. The draft budget is to be posted to TownSq for all owners to review. There will be a budget workshop scheduled ASAP as the proposed 2025 budget is to be included in the annual meeting notification that must be mailed by Nov 29. Marek stated the new 2025 budget would be voted on by the board at the Dec 14 annual meeting.
● An owner asked why the legal fees were increasing to $120,000 and if the HOA was assuming there would not be a settlement between any of the parties, and if there is consideration to replacing the current HOA attorney. This assumption was confirmed on no settlement. Marek stated that as long as he is on board, the current HOA attorney would not be replaced.
● An owner asked if the committees had been asked for their 2025 budget needs. No committee requests were considered in the draft 2025 budget, but they will be taken into account at the budget workshop.
8. Owners Comments
● An owner asked the status of the mediation. Brandon Burg stated there was an impasse with the Legal Group. Hunter spoke briefly about the letter sent to JOE that was discussed at the October 29 Town Hall meeting. He said the feedback was that the Legal Group needed to reopen dialogue with JOE. The Legal Group is trying to reopen dialogue with JOE by sending a new proposed settlement to JOE lawyers.
● An owner asked why the HOA wasn’t pursuing legal action against the other parties (Burg Management, insurance agent, the arsonist’s family) given that the arson was over 18 months ago. Brandon Burg stated to check the court docket soon. He could not provide any other details.
● An owner asked about the confirmation on who owned the common areas. Marek confirmed that the founder still owns the common areas with the exception of the Riverhouse area (which is owned by the HOA).
● An owner asked about the mailboxes for the west end. Marek stated this is a founder responsibility, and the founder is in the process of ordering new mailboxes (including some larger package boxes).
● An owner asked whose responsibility is it to ensure the HOA receives the enhancement fee after a home or lot sale. The management firm is responsible for providing the information to the Title Agency. If there are specific questions on the enhancement fee income, the owner is to work with Brian to resolve.
● An owner asked about the 2023 financial audit. The accounting firm has asked for additional information from Burg Management for the audit, and the audit is not ready at this time.
● An owner why the proposed 2025 HOA dues were increasing and the founder is not paying any dues on the area owned by the founder (common areas and lots). Marek stated that common areas are not assessed dues and the founder lots are unplatted, so therefore no dues are owed.
The meeting was adjourned.
1. Quorum Check and Proof of Notice
● Board members in attendance were Marek Bakun (HOA board president), William Brock, Hunter Harman, Randy Plank and Herman Zacherl. Burg Management employees present were Tammy Mallory and Brian Murphy. Brandon Burg, HOA attorney, was also present.
2. Approval of September 26 and October 10 2024 minutes
● Meeting minutes were approved for September 26 with no changes.
● Meeting minutes were approved for October 10 with changes including clarifications, correction of a name, and striking a sentence.
Discussion on the October 10 2024 minutes led to Brandon Burg stating that the annual meeting notice will include two questions to be voted on by owners at the annual meeting. One question is whether or not to roll any surplus funds from 2024 to the 2025 budget. This will avoid the HOA paying any federal taxes on the surplus. Second question will be whether or not to modify the charter to limit short term rentals to a minimum of six months or longer. Marek stated that the founder would not veto any owner vote on the short term rentals, and any change would be applicable to all Rivercamp phases (i.e. include the 149 unplatted lots).
3. Financial Report
● Brian Murphy presented the financial report.
● Approximately $35k in delinquencies as of Sep 30; Brian reported this had decreased to approximately $27k as of Oct 31. Five properties will be sent an “intent to lien” notification, one property is lien eligible, and one property has been removed from the lien list since they paid all past dues.
● Brian reported that $775,654 YTD had been paid on the rebuild construction contracts.
4. Manager Report
● Mixed feedback on the road gravel test on 100’ of Button Buck Trail. Bob will be staining the Guard house next week (assuming weather cooperates). New landscaper, Coastal Excavation, will start November 30. During the recent clearing along Preservation Drive, several downed trees were noticed. Coastal Excavation will provide an estimate for removing these trees. Campground power went out again. A new transformer is required, but there is a 55 day lead time on delivery. Power has been restored, but may be intermittent until new transformer arrives. The HOA board approved Adam Stone as the new member of DRC committee. Brandon Burg commented that all committee member names should be included in the meeting minutes so that they are covered under the HOA D&O insurance coverage.
5. Committee Reports
● Social: Great Halloween event including hayride to Neel’s. Next year they would like to have the hayride go on the trails. The annual Christmas Party will be Dec 7 at the airport Hilton with a DJ, Santa, and food. Please RSVP.
● Enhancement: No report
● Firewise: The firewise mitigation along the Preservation Drive safety corridor is finished. Work continues along the other roads pushing back the vegetation 25’ to ensure a safe exit in case of a wild fire. Please stay away from the machinery when walking/biking/golf carting etc for safety. There were comments made on how great the mitigation work looks and how it improves visibility on the roadways. The next phase of firewise mitigation will be creating a buffer zone behind homes. The vegetation cutting along County Road 388 was done by others. In the future, prescribed burns could be used to help remove more vegetation in the area along CR 388.
● Design Review Committee (DRC): The DRC held a meeting November 7. Three projects were reviewed. Two were approved (pool; garage/guesthouse); one project was not approved due to insufficient information. The garage/guesthouse required a HOA board approved variance due to the size exceeding the maximum size allowed in the pattern book. The HOA board approved the variance. Brandon Burg will draft a letter to send to the owner, and the letter will be filed in HOA archives for historical purposes.
● The Covenants Committee: There are still items needing attention to meet the covenants. Please read the rules/restrictions so that you are educated on what is allowed or not. Most common violations are visible propane tanks (from street or neighboring lot) and trailers/boats in driveways/yards. Please communicate with Brian Murphy if there is a special circumstance (e.g. trailer being worked on so boat will be in water etc.)
● The Rebuild Committee: A committee update is in the newsletter. Work continues on the pool/pavilion with block walls being completed and lumber arriving this week. The project is still on target for Spring 2025 completion.
A Change Order on the Pool/Pavilion project was submitted for board consideration in the amount of $117,926. The Change Order includes items such as walkway repair; new flood proof doors for pool equipment; new pilings for the Pavilion port cochere entrance; Future use conduit installation; Replacement of rotten boards on riverhouse boat slip entrance walkway; changes to back pool entrance to make it the main entrance during the Riverhouse construction and ADA friendly. The board approved the Change Order. Updated cost for Holiday Beach Rentals Development contract is $2,224,279. One more Change Order is still expected on this phase of the project. The Riverhouse/Fitness Center plans are almost ready for a permit set, and Cardella has advertised the project for bids. The Guaranteed Maximum Price (GMP) should be complete by early January.
There was discussion on using other funds (e.g. enhancement or reserve funds) instead of insurance funds for some of the items. The Rebuild Committee will identify costs that are included in the construction project that are not directly attributable to the arson (e.g. replacement of existing composite decking to match new decking and replacing rotten wood on boat slips) so at a later date a decision can be made regarding the correct fund account. At this time, all work will be paid for by insurance funds.
6. Discussion/Presentation on Management Company Findings
● The committee members researching management companies were Charmaine Harmuth, Neil Jones, and Randy and Dinah Coomes. Proposals were requested from four companies with three submitting proposals. RCAM is the preferred option as they are a local firm (not a corporate company), and it was the committee’s opinion that this firm was a better fit for the community. Their software appears more user-friendly. RCAM has worked with Burg Management in the past on community transitions between the two firms. The decision to transfer Bob Carter, current Rivercamps maintenance person, was tabled until the future. If he is transferred to RCAM, there will be a one time $43,000 transfer fee paid to Burg Management. RCAM’s contract is similar cost to Burg Management’s current contract. RCAM’s contract (3 year term) was reviewed by Brandon Burg, and he said it was a fair agreement. Marek stated numerous times that this change was owner led decision. The board approved the change to RCAM.
7. 2025 Draft Budget
● A draft budget was sent to HOA board members only. There had not been a budget workshop with owners’ input as previously requested by Marek. Based on the draft budget, the dues would increase to $811/quarter (19% increase). However, there was discussion on some items that should be included in the budget, and other items that should be removed from the budget. The draft budget is to be posted to TownSq for all owners to review. There will be a budget workshop scheduled ASAP as the proposed 2025 budget is to be included in the annual meeting notification that must be mailed by Nov 29. Marek stated the new 2025 budget would be voted on by the board at the Dec 14 annual meeting.
● An owner asked why the legal fees were increasing to $120,000 and if the HOA was assuming there would not be a settlement between any of the parties, and if there is consideration to replacing the current HOA attorney. This assumption was confirmed on no settlement. Marek stated that as long as he is on board, the current HOA attorney would not be replaced.
● An owner asked if the committees had been asked for their 2025 budget needs. No committee requests were considered in the draft 2025 budget, but they will be taken into account at the budget workshop.
8. Owners Comments
● An owner asked the status of the mediation. Brandon Burg stated there was an impasse with the Legal Group. Hunter spoke briefly about the letter sent to JOE that was discussed at the October 29 Town Hall meeting. He said the feedback was that the Legal Group needed to reopen dialogue with JOE. The Legal Group is trying to reopen dialogue with JOE by sending a new proposed settlement to JOE lawyers.
● An owner asked why the HOA wasn’t pursuing legal action against the other parties (Burg Management, insurance agent, the arsonist’s family) given that the arson was over 18 months ago. Brandon Burg stated to check the court docket soon. He could not provide any other details.
● An owner asked about the confirmation on who owned the common areas. Marek confirmed that the founder still owns the common areas with the exception of the Riverhouse area (which is owned by the HOA).
● An owner asked about the mailboxes for the west end. Marek stated this is a founder responsibility, and the founder is in the process of ordering new mailboxes (including some larger package boxes).
● An owner asked whose responsibility is it to ensure the HOA receives the enhancement fee after a home or lot sale. The management firm is responsible for providing the information to the Title Agency. If there are specific questions on the enhancement fee income, the owner is to work with Brian to resolve.
● An owner asked about the 2023 financial audit. The accounting firm has asked for additional information from Burg Management for the audit, and the audit is not ready at this time.
● An owner why the proposed 2025 HOA dues were increasing and the founder is not paying any dues on the area owned by the founder (common areas and lots). Marek stated that common areas are not assessed dues and the founder lots are unplatted, so therefore no dues are owed.
The meeting was adjourned.