Welcome to the Sleepy Hollow Lot Owners Association Website
This website is dedicated to servicing the Sleepy Hollow community located in the eastern panhandle of West Virginia. Here lot owners can access the SHLOA By-laws, Restrictive Covenants, a roster of the SHLOA Board of Directors, SHLOA newsletters, Lot Owner's Resource/Information Packet, and relevant news and events.
SHLOA President Accepts Petition For Removal From Office, VP Resigns - Board Meeting Minutes of May 11, 2024:
MINUTES
SHLOA BOARD OF DIRECTOR MEETING
May 11 2024 @ 10:00 at Ball Field
Call to Order: Rick Inclima, President. Meeting was called to order at 10:02am. Rick I welcomed everyone in attendance and wished all the Moms a Happy Mother’s Day.
In attendance for the Board were Rick Inclima, Rick Roscoe, Rose Carpenter, and Jody Brown. Absent Zoe Harris, CH Happel, and Amanda Cooper. Rick I announced that ZOE, CJ and Amanda have given him their written proxies. There were approximately 30 owners and spouse/guests in attendance. Rick I asked owners and guests to sign the attendance sheet for the meeting record.
Regular Order of Business:
- Review and approval of previous (April 13, 2024) minutes. Rick I asked if there were any suggested edits or revisions to the April 13, 2024 minutes. Hearing none, Rick Roscoe motioned to approve the minutes as presented, 2nd by Rose Carpenter. Motion to approve the previous minutes were adopted unanimously.
- Silt Pond work tabled until Fall/Winter 2024 due to fish spawn and summer season being upon us. Work will be scheduled for late fall/early winter.
- 2024 Elections UPDATE. Ballots have been printed and will be prepared today for mailing by the election committee. Election Committee volunteers are June Clark, Amanda Hardy, and Debbie Chukla. Rick I thanked the committee volunteers for agreeing to serve. After discussion among committee volunteers, Amanda Hardy agreed to serve as Chairman for the committee. Rick I made a motion to seat the committee with Amanda Hardy as Chair. Without objection, the Committee was appointed with Amanda Hardy as Chair.
- Annual Membership meeting set for June 8, 2024 at Ball Field @ 10:00am.
- Other issues, if any. Rick Roscoe asked for the floor to make a statement. Rick R. stated he first got on the Board in the 1970’s. He has held every position over the years. As treasurer, he had developed a database and spreadsheet program for tracking expenses, membership lists, address changes, property transactions, etc. Rick R then stated, due to circumstances as well as the “recent happenings” within the community, he was resigning effective immediately.
- Rick Inclima thanked Rick R for is 30+ years of service to the Board and this community. Rick I stated that Rick R was a workhorse for the Board over many years, and that Rick R taught him a lot about how the Board operates, the bylaws, covenants, and history. Rick I said, whenever he had a question Rick R was the go-to guy. Rick I asked for everyone to join in thanking Rick R for his many years of selfless service. Rick R received a sustained round of applause in appreciation of his service. Rick R. thanks everyone and said the Newsletters would be in the mail today. Rick R. then departed the meeting.
Annual Election and Membership Meeting. Rick I briefly explained that the owners elect Directors to the Board, and that all Directors have equal voice and vote. The elected Board members decide among themselves who should hold what position, based primarily on experience, interests, abilities, etc.
VP Report: CJH. CJ was unable to attend the meeting.
- Report/updates
- Other issues, if any. None
Treasurer’s Report: Zoe Harris. Zoe was unable to attend the meeting but provided the following written report:
Since our last meeting, I have been busy at work. I have paid ¾ of the large job with MRB and Son (ditch cleaning and road grading), the removal of the tree at the lake overflow lot, gravel for the main lot, sand for the beach and the removal of debris under/around the large dock. RR and I printed labels for the ballots, ballot envelops and newsletters. As of this date, 1 lien release and 1 property judgement release has been processed and I am currently working with the lawyer to process another lien release.
As of the current budget we have collected $120,709 and all expenses are covered under the budget with the only negative line being an excess of legal expenses by $100.00. This was a result of an influx of properties changing hands and communication with the lawyer being necessary to release judgments and locate new owners.
I hope this next meeting can be a bit more peaceful than the last few. I’ll be thinking of all of you that showed up while I am away.
Thank you,
Zoe Harris
Vice President of Roads Report: Jody Brown
- 2024 unpaved roads: Overview of progress, ect. Ditches have been cleaned out. Received some calls about driveway culverts been ditched out too deep.
- Potholes on unpaved roads will be packed with shale.
- Other issues, if any? Jody said that several culverts under Audubon road are in bad shape. Rick I asked which ones. Jody stated culvert #8, and two culverts marked as #18 are the worse. Jody stated she is getting estimates to replace them. Rick I thanked Jody and said when she receives the bids, the Board will review them and determine how best to proceed. Rick I also mentioned that there are 2 damaged culvert pipes under the unpaved roads. One of Featherbed (across from Hemlock) and one on Maverick (just above Rocky Trail). These are at the road surface level and the tops have been “opened up”. They may not be critical yet but they need to be watched. Replacement will likely be necessary in the not too distant future.
Vice President of Common Facilities: Rose Carpenter
- Lake passes. Lake passes are in and Rose will be meeting with the Lake Attendants regarding distribution of the passes, lake rules, etc
- Lake parking lot stone, beach sand, and dock area cleanout complete. There was new gravel put down and graded at the lake parking lot. New sand on the beach. Dock area has been cleaned of debris. The tree at the overflow lot has been cut up and will be removed by our tree contractor in the coming days.
- Bids for silt pond cleanout. Rose has solicited additional bids for the silt pond cleanup work.
- Next Engineering Inspection of dam due in Spring of 2025.
Rick I thanked Rose and Jody for their work on the roads and getting the lake prepared for summer season. Rick I stated the parking lot gravel work was $1800.00, beach sand $900.00, dock area cleanout was $1300.00, and the tree removal $450.00. These expenditures were all approved by separate votes of the Board.
Vice President of Communication: Rick Roscoe- RESIGNED effective 5/11/24 at 10:15 am.
Before departing the Board meeting, Rick R said he would get the 2nd Quarter 2024 Newsletters in the mail.
Rick Inclima said that we no longer have a Communication VP. He asked that folks still send email requests, complaints etc. to our official email address, sleepyhollowhoawv@yahoo.com. Remaining Board members will hopefully be able to monitor the site and respond to residents’ inquiries and concerns.
- 2nd Q Newsletter received and prepped for mailing
- Resumes published in Newsletter
- NOTE: All newsletters going back to 2012 are available on the website
- Email issues, if any. Rick Inclima explained that the VP Communication monitors the email traffic and forwards emails to the appropriate Director for handling.
Board Secretary – Amanda Cooper. Amanda was unable to attend
Updates/comments.
- Rick I advised that a Recording device was purchased to assist in preparing minutes. Those recording will not be held in perpetuity. They are for the purpose of assisting the Secretary in drafting the minutes. Recording of each Board meeting will be recorded over at subsequent meeting.
- Need Board members to notify of any SHLOA property in their possession for Annual Inventory Report. Secretary will do an inventory of SHLOA property in the storage unit ahead of the annual meeting. Rick I noted that the Board recently purchased a computer for the Treasurer and a recording device for the Secretary. There are also several thumb drives for file retention/backup. These items will be made part of the inventory report to the Annual Meeting
All: New Business/Outstanding Business?
Owner Roseanne Mordesovitch stated she had in her hand a copy of a Petition, signed by “enough people” to remove Rick Inclima from the Board of Directors. Rick Inclima stated we have 508 lots in Sleepy Hollow. That means that 102 lots must be represented by the signatures. Rick then stated that he does not care to read the petition or verify the signatures and number of lots represented. Rick said that he accepts his Removal from office and thanked the Board and those in attendance. Rick I asked Roseanne to submit the petition to Sleepyhollowhoawv@yahoo.com so it can be make part of the official record of these proceedings. Roseanne said she would submit the petition by email to the Board for its records.
Rick stated that the owners are going to have to determine how to proceed. We already have several Directors that have chosen not to run for reelection this cycle. There was one resignation this morning, and you have Removed me (RI) from office here today. These resignations and decisions not to run are the result of what is going on here, and what has been going on over the past 6-8 months. The stress, the harassment, the insults, have led to good people no longer willing to serve. Rick I told those in attendance to “get your pencils out, and enter your names as Write-in Candidates.” Rick I said that the current Treasurer and Secretary chose not to run, and we had one resignation and one removal from office today. That is four experienced people who will not be on the next Board. There opined that there may be more resignations before the June 8th meeting. Rick I said, “So it’s time for you all to step up, and if you can do a better job than the current Board has done, I would be very happy with that.”
- Follow up on “out of compliance” letters. Rick I stated that there are several “non-compliance” letters outstanding that will need follow up. Number 1 is a person allegedly living in a garage on Audubon. Number 2 is a person allegedly living in a shed on Maverick. Number 3 is there is allegedly a hair solon being run out of Roger Brown’s house on Audubon Road. All three owner received letters of non-compliance and it will be up to the incoming new Board to follow up and compel compliance.
- Next Meeting is the Annual Meeting, June 8, 2024 at Ball Field @ 10:00am.
- Other? Owners asked what the Board was doing about Air B&B’s. Rick I stated that the Board worked with our lawyer to adopt Rental Rules and Guidelines to prohibit the operation of 24/7, 365 hotel like transient operations within Sleepy Hollow. Again, this issue is ongoing and it will be up to the next Board to continue these efforts. Rick I reminded everyone that Board Members cannot force compliance on their own. Compliance comes only through court actions and legal proceedings. There will be legal fees for any court actions approved by the Board, so the next board will have to consider what their priorities will be.
Adjournment. Rick I motioned to adjourn. Motion was seconded and without objection the meeting was adjourned at approximately 11:00am.
SHLOA Rental Guidelines and House Rules: The Board finds that the manifest purpose and intent of the covenants governing the lots in the Sleepy Hollow community, when properly read as a whole, is to preserve the character and nature of this development as a stable residential community, free from transient use and occupancy, free from commercial like activities and free from uses that may become an annoyance or tend to interfere with the security of lot owners in their property. (Click HERE to read full text of Rental Guidelines and House Rules)
Sleepy Hollow Gypsy Moth Survey Results, and WV Department of Agriculture Suppression Program Brochure
Sleepy Hollow has received the results of the Gypsy Moth Egg Mass Survey conducted by the WV Department of Agriculture (DOA). Egg mass counts in Sleepy Hollow average 3,217 egg masses per acre. SHLOA published these results and recommendations from the DOA in the Dec 2023 Quarterly Newsletter. A copy of that article can be reviewed HERE. A copy of the WV DOA "Cooperative State-County-Landowner Spongy Moth (Gypsy Moth) Suppression Program brochure can be reviewed HERE. A link to a FACT SHEET regarding MIMIC (recommended treatment product mentioned in the Newsletter article above) can be viewed HERE. Read 1/24/24 update "Clearing the Air on SHLOA's Gypsy Moth Efforts" HERE. You may download the official SHLOA OPT-IN/OPT-OUT Form HERE.
Sleepy Hollow residents are encouraged to review these materials. The next Annual Membership Meeting is tentatively scheduled for June 8, 2024 at the Ball Field at 10:00am. All members, both those for and those against treatment, are encouraged to attend the Annual Meeting. Final meeting date will be confirmed and signs will be posted at the ball field in advance of the meeting.
According to the WVDOA, Sleepy Hollow could potentially lose 80% of its hardwood trees in just 2 years if we fail to control this destructive pest. Owners are encouraged to attend the Annual Membership Meeting to share your views and ideas on addressing this existential threat to our trees and our beautiful wooded community.
To Contact the SHLOA Board
All official business should be addressed to the Board in writing via U.S. Mail to SHLOA, 65 Audubon Road, Hedgesville, WV 25427.
General inquiries may be sent via email to: Sleepyhollowhoawv@yahoo.com
Current SHLOA Newsletter
2nd Quarter 2024 (MAY) Newsletter: (Note: Personal phone #s and email addresses have been removed from the on-line version to protect personal privacy. Owners/Residents can contact the Board by email at sleepyhollowhoawv@yahoo.com.
To contact members of the Board of Directors, please see contact information posted on the bulletin board at the ball field or send an email to Sleepyhollowhoawv@yahoo.com.
Resolution to Adopt Interpretative Rule Regarding Campground Development Sites
Incident to the Association's covenant enforcement responsibilities, the Board of Directors has been met with questions regarding the proper interpretation of the restrictive covenants as they relate to the use of lots for purposes other than for "one residence." Specifically, the Board has been asked whether a lot or combination of lots may be used as a location for multiple individual camping site or as a campground. After careful consideration, the Board adopted an interpretative resolution on this matter. Please click the following link to review the Interpretative Rule Regarding Campground Development Sites.
COVID-19 ALERT: Common Facilities, including the lake and ball field, are for the common use and enjoyment of Sleepy Hollow lot owners. Due to the Coronavirus Pandemic, the State of WV and the Centers for Disease Control (CDC) have issued mandates, guidance, and recommendations for public gathering places.
Please protect yourself and those around you by following all State and Federal guidance to prevent the spread of Covid-19 while recreating at Common Facilities. For more information visit www.wv.gov and www.cdc.gov.
In Case of Emergency
REMEMBER: SHLOA is not a law enforcement agency. Call the proper local/state authorities when you need law enforcement or emergency assistance:
911 - Fire or Emergency
304-258-1067 - Morgan County Sheriff (Non-emergency)
304-267-7000 - Berkeley County Sheriff (Non-emergency)
304-267-0000 - State Police/Martinsburg
304-258-0000 - State Police/Berkeley Springs
304-558-2784 - Division of Natural Resources; Enforcement
Mailboxes at the Ball Field: If you want your mail delivered to your Sleepy Hollow address, you can purchase a mailbox at the ball field for a one-time fee of $100.00. Upon sale of your home, the mailbox conveys to the new owner; however, the new owner will be responsible for having the box re-keyed through the post office for a small fee. For additional information or to purchase a mailbox, please contact Treasurer Zoe Harris by phone or via email at Sleepyhollowhoawv@yahoo.com.
Lot Owners Information and Resource Packet
Tips for Safe Disposal of Ash from Fireplaces and Wood Stoves
SHLOA Snow Removal Informational Flyer
Upcoming Events and Information:
Board Meetings: Meetings of the SHLOA Board are generally held the 2nd Saturday of the month at 10:00am. During warm weather months, Board meetings are held at the ball field and owners are welcome to attend. During the winter months, meetings are held at the home of a Board member or remotely via ZOOM. If owners have any questions about an upcoming monthly Board meeting, please contact the Board President by phone or via email at Sleepyhollowhoawv@yahoo.com.