2011 GCA Activity Reports

1. Financial Status

We are pleased to report that the Association continues to remain financially sound, ending 2011 with a cash balance of $737,756, which is $20,618 higher than the end of 2010. The higher cash balance is due to a $618 Operating Cash Surplus before Depreciation Expense and the $20,000 payment from the Glenmore Country Club on the Note Payable to the GCA.

Reserves for future road work, storm emergencies, gatehouse equipment, and contingencies now total $449,870 leaving unrestricted cash reserves of $287,886.

In 2011, the GCA membership voted to reduce the Glenmore Country Club’s contribution for gatehouse personnel from 50% to 25%. This will result in approximately $55,000 less in funding revenue in 2012 than in 2011. As such, dues have been increased by 7.5% in 2012 to cover this shortfall. This will insure that the GCA will continue to be financially strong.

2. Common Area Review Board (CARB)
Weather-wise, 2011 was a very good year for our common areas. We had a reasonably mild winter and good rainfall throughout the summer. The result of this was that our common areas looked good and enhanced the appearance of our community. This past fall, we worked to improve the condition of our turf, with aeration, fertilization and over-seeding. We gave extra attention to Highland Park and Darby Loop. Also in the fall, we applied mulch to our beds and around our trees. A number of dead or diseased trees had to be removed last year and in several areas the resulting spaces created were filled in with replacement trees.

We continued our attention to Glenmore ponds, using a pond consultant to help us maintain appearance and water quality. In the spring, we added 18,000 minnows and 400 catfish to reduce mosquito breeding and improve water cleanliness. In 2011, we instituted a new type of roadside post to keep traffic off our grass and over 50 of these posts were installed, mostly at residents’ requests. A number of storm drains required attention, and we now feel that most, if not all, of our storm drains are in good shape. Residents can help us by keeping the drains clear of leaves.

In 2011, Albemarle County took ownership of the Greenway Trail, the walking and riding trail along the Rivanna River. The County will maintain the trail and begin to post signs regarding use of the trail.
We continued our programs of fall leaf pickup, spring and fall branch and limb pickup, Christmas tree pickup, and twice a year dumpsters for disposal of unwanted items. CARB also maintains, with the help of volunteers, two dog waste stations. And finally, with a great deal of regret, we accepted the resignation of Ward Campbell, who has been our Chief Maintenance Officer for the last 14 years. He will be replaced by Frank Keplinger, a landscape professional and 17 year Glenmore resident.

3. Glenmore Roads Committee
The Glenmore 15 mile network of paved roads is our most expensive asset, with an annual maintenance cost of about $250,000. Based on a 2009 consulting report, we have adopted an annual program to seal the most severe cracks, replace failed pavement, overlay about 11% of the total, and refurbish pavement marking. (This means that your street will receive a new asphalt surface about every 9 years). The consultant rated our residential roads as "good", but we cannot afford to let them deteriorate. We will inspect the roads after the spring thaw and finalize the 2012 plan and schedule.

All of the established paved roads are now owned by GCA, except the south end of Farringdon in Q2, and the section of Carroll Creek Road from the #3 tee to its end near the sewer plant. Both of these sections will be modified by future developers. A major project in the future will be a new crossing over Carroll creek, west of the sewer plant, which will be similar to the Carroll creek crossing on Newbridge Road, and involve a partial re-alignment of Carroll Creek Road. This is scheduled to happen after the initial development of the 107-lot Leake property, and is to be constructed by the Leake developer. The partially completed Carroll Creek Rd through Glen Oaks and the Farringdon extension lack final paving, a continuous paved walking path, and County approval. Then this nice road will become part of the GCA road system.

Nearly 1.7 miles of existing streets were paved in 2011 and a failed section of Kilchattan Lane was replaced. Prepare for detours once VDOT closes the Rte. 250 bridge over the railroad at Shadwell for structural repairs. These will start in May 2012, and last for several months. Also be aware of the new traffic signals at the Rte. 250/Rte. 22 intersection in February.

4. Compliance to C&Rs
The GCA encourages all property owners to contact their neighbors before contacting the GCA about conditions they find unacceptable. Most situations can best be resolved by direct communication between neighbors. All complaints brought to the GCA involve a balancing of the concerns of the complaining homeowner and those of the homeowner whose property is involved. The GCA Compliance process recognizes that balancing those interests is a delicate matter and that in many situations one of the two parties will be unhappy with the outcome. We attempt to make it clear to all involved that the GCA is working for the best interests of the entire community. Most of the situations which have been brought to the GCA’s attention include un-mown lawns and downed trees. The vast majority of issues were resolved after a friendly reminder of the requirements of the C&Rs to the homeowner. Thanks to the herculean efforts of Dottie Martin, the GCA’s compliance officer, in working with a bank which was foreclosing on one property, the bank assumed responsibility for cutting the grass at the property, which had been a long-standing source of complaints.

5. Architectural Review Committee
The ARC is responsible for reviewing and approving alterations to existing buildings, structures and landscaping within Glenmore. This was previously handled by the developer through the Architectural Review Board (ARB), but the Glenmore Community Association took over the review process for existing buildings in late 2010. In 2011, residents made a number of attractive improvements to their homes and property, and we thank all of those who went through the ARC process. We have tried to be as agreeable and timely as possible. Residents are reminded that any proposed changes to the exterior of a home or property landscaping should be submitted to the ARC for approval.

6. Security Liaison Committee
We again have to report that we have experienced two episodes of auto vandalized during the year which are still unsolved. We previously reported that we had offered a reward for information through Crime Stoppers, but have recently withdrawn the $2,500 as it failed to yield any information. The committee members have been actively working behind the scenes with the Albemarle County Police, even though they are not able to communicate details to residents. We continue to have problems with the activities of some juveniles within Glenmore, most of which have been solved, but it appears these are not connected to the automobile thefts.

The new ACPD Chief accepted an invitation to visit Glenmore. Col. Sellers and his staff are committed to continue to work to solve our problems. The GCA continues to employ off-duty police. During the year some arrests were made, and the GCA Board made a decision not to allow certain individuals to enter Glenmore property. The committee urges residents to file a police report if they experience any problem. This is the only mechanism that ensures that we find out about all incidents.

7. Controlled Access Committee
The computer system at the gatehouse, which manages both visitor and resident information, was replaced by a purpose-built Access database application developed by a resident. This has allowed full integration between resident’s records and vehicle access via the new LPR residents’ gate entry system. It also prints visitor passes with driving directions when required.

Plans were completed for the installation of the License Plate Recognition (LPR) to provide automated entry for residents and club members by reading their license plate, for implementation early in 2012. This was supported by the Capital Improvements Committee, and will replace clickers and Flash2Pass mechanisms, eliminating the problem we have experienced of clickers being passed to unauthorized users.

A new Restricted Access policy was implemented which allows the GCA Board to restrict or prohibit entry to Glenmore by non-residents. Three individuals were prohibited from entry following their arrests for unlawful activity within the community.

8. Capital Improvements Committee
The Capital Improvements Committee, composed of 13 residents, divided itself into three sub-groups: the gatehouse group, the walking path and bicycle lane group, and the common area beautification group. The common area beautification group had the greatest number of members. The sub-committees worked through the year with final reports made in the fall to the GCA Board. The common area beautification group employed a landscape architect to help them with their work, and delivered a planting plan for several areas from the entrance at Rte. 250 to the end of the four lane roadway on Piper Way. The part of that plan around the gatehouse will be initiated in the spring of 2012. The gatehouse subcommittee recommended to the Board a new License Plate Recognition gate system, and an additional parking area at the gatehouse. The parking area is complete, and the new gate system in under construction. The walking path group reported that no new walking paths were required at this time. The entire allocation of $50,000 for the capital improvements program will not be spent. Special thanks go to the residents who participated in the program.

9. Communications
Monthly GCA email newsletters have been established as the primary communication vehicle with residents, with a distribution list of over 700 active recipients. The printed GCA News was issued quarterly, but only to members who have not registered email addresses with us.
Electronic invoices and on-line voting were both introduced for the first time, and have proved very successful. Record levels of voting were achieved, and administrative costs reduced.

10. Supporting Roles & Committees
The GCA is again grateful to the many residents who have played vital roles in achieving all of the above achievements and activities. In particular our paid part-time volunteers who handle most of the day-to-day activities: Ward Campbell (maintenance), Barbara Grzymala (book-keeping), Shelley Payne (administration), Dottie Martin (compliance), and Trevor Joscelyne (communications & membership). And our thanks also to the many unpaid volunteers who participate in the various sub-committees – Roads Committee, Financial Oversight Committee, Common Area Review Board, Controlled Access Committee, Architectural Review Committee, Security Liaison Committee, and the Capital Improvements Committee.