WPA MONTHLY MEETING MINUTES
February 18, 2020
Call to Order – Bob McMahan
Attendance – Bob McMahan, Adam Anderson, Peggy Phillips, Larry McMillin, Tom Macedo, John Walton, Jonathan Rutstein, Butch Williams
Absent– Quorum – Yes
Approval – Motion to approve January 21, 2020 Minutes made by John Walton. Motion seconded by Tom Macedo. All in favor. Motion Carried.
Officer Reports
Presidents Report – Robert McMahan reports, I am pleased with the turnout. Remember that resident comments will be reserved until after the meeting.
Vice Presidents Report – No Report
Secretary’s Report– No Report
Treasurer’s Report– Peggy Phillips reports, As of January 31, 2020, our Operating Account with South State had a balance of $230,433 and now has a balance of $278,322. Under the Finance Report, we will ask to transfer from this account to Reserves. Our Debit Account with South Atlantic had a balance of $1,324.84. The debit card was used to pay Carbonite $287.99 for computer backup and $53.12 to Thomas Supply for pipe to go under the road during the paving project. The ARC Escrow Account with South Atlantic had a balance of $11,300.
The Reserve Account balances were: South Atlantic, $214,757.90, Edward Jones, $421,184.48, and TD Bank, $58,236.81 for a Total Reserve of $694,179.19.
$5,000 was paid to Live Oak Excavation for bulkhead repairs. There is a balance due of $8,680 to be paid when the project is completed. This is being paid from the canal reserve.
We have received an invoice from Coastal Asphalt for $183,215.91 for partial payment of the paving project. Peggy Phillips makes a motion we approve this invoice to be paid from Roads Reserve. Motion seconded by Adam Anderson. All in favor. Motion Carried.
We have collected 436 assessments. We will follow our policy to make every attempt to collect all assessments due.
Committee Reports
ARC– Tom Macedo reports, Its been pretty busy in ARC. A number of houses are being built. We also have 6 lots in the process of being cleared and staked at one time.
Legal- Adam Anderson reports, We had a legal committee meeting on February 13th. We discussed the following: The letter regarding the bulkhead situation between lot 81 and 82, The latest letters that were sent to the attorney by the resident that sued the association in 2017, Possible solutions to the legal/drainage issues on lot 213, we had the Board attorney draft and send a letter to the owners of the lot on Duck Pond with the junk cars and cat problem, and what to do with the list of multi-year delinquents.
Finance– Peggy Phillips reports, On February 11, 2020, the Finance Committee, consisting of Gary Dreher, Bob Garrison, Bob McMahan, Larry McMillin, Sue Hasting, Mark Hess, Jacky Walton and myself met.
By unanimous recommendation of the Finance Committee, Peggy Phillips makes a motion to transfer $100,000 from Operating to Reserves. Motion seconded by Jonathan Rutstein. All in favor. Motion carried.
We feel the Emergency Reserve is underfunded and Peggy Phillips makes a motion that
$25,000 of the $100,000 be allocated to Emergency. Motion seconded by Butch Williams. All in favor. Motion carried.
We are making recommendations that the Reserve Account percentages for the remainder of 2020 be: Roads- 67%, Drainage 10%, Marina 5%, Emergency 8%, Canals, 10%, and Landscape 0%. Peggy Phillips make a motion these account percentages be approved as stated. Motion seconded by Jonathan Rutstein. All in favor. Motion carried.
Peggy Phillips makes a motion the additional $75,000 transferred from Operating to Reserves be distributed to the Reserve Accounts using the new percentages. Motion seconded by Jonathan Rutstein. All in favor. Motion carried.
Communications– Butch Williams reports, We will plan to have the Annual Easter egg hunt and community picnic on April 4th. Butch Williams makes a motion to approve up to $700 for the Easter Egg Hunt and community picnic. Motion seconded by Jonathan Rutstein. All in favor.
Motion carried.
Butch Williams makes a motion to approve the Community yard sale for the date of May 2nd, 2020. Motion seconded by Jonathan Rutstein. All in favor. Motion carried.
Community Liaison– Adam Anderson reports, We had the following letters this month, A letter about a boat trailer on a vacant lot on Wedgefield road. It has been removed. A complaint and legal threat about the bulkhead between lots 81 and 82. Several letters requesting a copy of their annual assessment.
Welcome Committee– No report
Drainage-Gary Dreher reported, We had a drainage meeting we had discussed the project on Wedgefield road and Johnston road being in limbo. JC’s landscape has been awarded the contract and are set to begin in the next 2-3 weeds. We should have a discussion with the owner of the six lots being cleared about working with them to get a pipe run through the lots and a catch basin.
Gary says he would also like to have something put in the ARC package and policy manual stating that all driveways should have a 12-inch pipe placed under them for drainage purposes.
Water Amenities– John Walton reports, The property survey of WPA owned canal property has been completed. We are waiting for surveyor, Wendell Powers to submit his invoice. We can move forward with repairs.
A request was made for Wendell Powers to return and place a survey marker at the corner of WPA property located between lot 92 and lot 93. It has been determined the WPA owns 48 feet of bulkhead going across the end of the canal at a 90-degree angle from the original 48 feet. Mrs. Holtz has Live Oak Excavation’s under contract to repair her bulkhead at the head of the canal adjoining our 6.5 feet. Live Oak has given us a bid at $250 a foot to replace and repair the 6.5 feet of bulkhead for a total of $1,625. John Walton makes a motion that we accept this bid. Motion seconded by Gary Dreher. All in favor. Motion carried.
We are still seeking bids for the other WPA canal property needing repairs. Roughly an additional 130 feet of bulkhead repairs are needed. John has contacted the Waterbridge Company requesting bids on four occasions and have not received a response. The committee will follow up with this for the next monthly meeting.
Condo Liaison– No Report
Roads– Adam Anderson reports, Coastal Asphalt has completed Phase 1 on the road repair project. The original bid was for $357,600.79. This included removing the old asphalt, which ultimately ended up not being needed. The price was adjusted accordingly and the price for what they have done so far is $183,215.91 for a savings of $174,384.88.
We have identified 19 additional locations that need repair. The bib to do this work is $101,232.00. This assumes that the base is usable as was the case in all of the other areas. This second phase should really bring our roads up to par and is still under the original bid.
Adam Anderson makes a motion to Accept Coastal Asphalt’s bid for $101,232.00 to repair these other areas of road. Motion seconded by John Walton. All in favor. Motion carried.
Grounds-Larry McMillin reports, It’s once again time to renew Mark’s maintenance contract. His terms have been the same since October 1, 2016. There have been no increases in the last 3 years. Article 3 and 4 of the requirements may change this year to allow an additional contractor to plant and maintain our flowerbeds. His contract will include periodic vegetation control along the marina road and adjacent canal. He will continue to include 2 spoil site visits per year.
Payments will be paid monthly. The monthly fee is $2,582.74. The WPA will pay for materials such as pine straw and chemicals. All 3 amendments will remain the same. Lot mowing fees will be $35 for each of the 4 visits per season. Letters to property owners will go out in early April.
Spoil site visits will remain at $1,500 each. The contract term will run from March 1, 2020, to February 28, 2021. A separate contract will be drawn up to cover major storm cleanups with terms and conditions prior to commencement of work.
Larry McMillin makes a motion to approve Mark Howard’s contract under these terms. Motion seconded by John Walton. John Walton, Larry McMillin, Peggy Phillips, Adam Anderson, Bob McMahan in favor. Tom Macedo, Gary Dreher, Jonathan Rutstein, Butch Williams Opposed. Motion carried.
Compliance– No Report
Website Committee- No Report
Old Business-
New Business– 1st reading on change of Section VIII 5.02.02 to Property owners who have not paid their assessments by February 1, are no longer in good standing, not eligible to attend meetings, vote, receive marina cards and stickers or obtain approvals from ARC for improvements to their properties.
Public Comments–
Jacky Walton says he appreciates what was done with the stop sign near the condos. At the WVA meeting some people complained about the post but he let them know it was temporary until the new post came in.
Herb Speight said 3 years ago Wimbledon made a law that pine straw and yard debris not be blown in the roads and ditches. Some people yard people are blowing the yard debris in the roads and ditches and this will cause a lot or problems. Bob McMahan said the Board would take this under advisement.
Al DeMarchi said our Policy Manual already has this in it. They are supposed to haul this away.
Jean Hulse Hayman said she is going to talk to the Environmental department about coming to our April meeting to let us know what is in the chemicals they spray. Adam said to find out how much time they need so we can schedule them before our meeting.
Golf Course Update– Butch Williams reports, Valentine’s day was full at the Manor House. There will be upcoming tournaments at the golf course. February 29th Rally for Randall with a $65 per person. March 21st Lowcountry Veterans $60 per person. March 25th 1st Baptist Church Missionary fundraiser $65 per player.
Next Monthly Board Meeting– March 17, 2020
Adjourn – Robert McMahan