WPA MONTHLY MEETING MINUTES
March 17, 2020
Call to Order – Bob McMahan
Attendance – Bob McMahan, Adam Anderson, Peggy Phillips, Larry McMillin, Jonathan Rutstein, Butch Williams
Absent– Tom Macedo, John Walton
Quorum – Yes
Approval – Motion to approve February 18, 2020 Minutes made by Butch Williams. Motion seconded by Adam Anderson. All in favor. Motion Approved as amended.
Officer Reports
Presidents Report – Robert McMahan reports, Thanks to everyone for coming out.
Vice Presidents Report – No Report
Secretary’s Report– Larry McMillin reports, The post office has changed their rules for mailing. We will have to pay $240 for them to maintain our bulk mailing account. Larry McMillin makes a motion to approve $240 to be paid the Post Office for our mailings. Motion seconded by Adam Anderson. All in favor. Motion Carried.
Treasurer’s Report– Peggy Phillips reports, On February 29, 2020, our Operating Account with South State had a balance of $197,076.25. Out Debit Account with South Atlantic had a balance of $1,324.84. The ARC Escrow Account with South Atlantic had a balance of $13,083.50.
The Reserve Account balances were: South Atlantic $131,628.65, Edward Jones $421,404.52, TD Bank $58,246.04 for a total of $611,279.21.
Per Board approval, $100,000 was moved from Operating to Reserves with $25,000 applied to Emergency and $75,000 to categories per the approved new percentages. These are reflected in the Updated Reserves Report.
We continue to receive assessments and have collected 490 to date. Invoices including a $20 late fee were mailed on March 1st to property owners who have not paid. We will make every attempt to collect all assessments due.
Committee Reports
ARC– Bob McMahan said a couple of lots on Francis Parker are being cleared.
Legal– Adam Anderson reports, The attorney has sent a letter to the resident on Duck Pond road about the complaints concerning the cats and the junk cars. He was given 30 days to respond.
The threatening legal letter about the bulkhead repair on Gov. Johnson has been taken care of as that work is now under contract.
Adam Anderson makes a motion to add Carolyn McBride to the Legal Committee. Motion seconded by Jonathan Rutstein. All in favor. Motion Carried.
Finance– Peggy Phillips reports, Coastal Asphalt has been paid $183,215.91 for the first portion of the paving project. This was taken from the Roads Reserve. Invoices for the remainder of the project, in the amounts of $101,232 and $12,858.24, have been approved by the Board but have not been received for payment. Live Oak Excavation has submitted an invoice for $8,600 to complete the bulkhead project on Live Oak and an invoice for $1,625 for an additional 6.5’ of bulkhead. These will be paid from the Canal Reserve when work is completed.
Communications– Butch Williams reports, The Community Yard Sale will be on May 5th. Butch Williams makes a motion to cancel the annual Easter Egg Hunt due to the Coronavirus. Motion seconded by Gary Dreher. All in favor. Motion Carried.
Community Liaison– Adam Anderson reports, We have had the following letters:
A complaint about an aggressive dog in the condo area, the resident was advised to call the sheriff’s department and animal control. A resident on Live Oak had their mailbox and a section of their driveway damaged during the road repairs. The damage was repaired by Coastal Asphalt. Two potholes were reported on Francis Parker. They were both repaired. A complaint about asphalt damage and a drainage issue on Swamp Fox. The asphalt was repaired and that entire street has now been repaired. A mailbox on William Screven was damaged by the paving crew. They went back and fixed it. A request to delete a phone number from a resident’s file as the number was no longer active. Several complaints about an area on Jericho Court that was from a previous drainage repair. The area has been repaired.
Welcome Committee– No report
Drainage–Gary Dreher reported, They should be coming in the next couple of weeks for the project on Gov. Johnston and Wedgefield Rd. He has been delayed due to the government shutdown.
Water Amenities– Butch Williams reports, at the March 2nd meeting we had we approved the contract for Live Oak to do repairs to the bulkhead for $35,750 and we did not discuss the $14,000 deposit on this contract needing to be paid before work begins. Butch Williams makes a motion to approve the $14,000 to be paid to Live Oak for the deposit on this contract. Motion seconded by Jonathan Rutstein. All in favor. Motion Carried.
Condo Liaison– No Report
Roads– Adam Anderson reports, We had a special Board meeting on March 2nd to add two areas, the remaining stretch on Swamp Fox and the dip on Jericho Court, to the work already in progress. We received several complaints about these areas in the past few weeks. The cost of these additional areas was $19,796.48. This was voted on and approved at the March 2nd meeting bringing the total cost of this second phase of work to 121,028.48. The work is now complete. The original bid was for $357,600.79. We came in at $304,244.39. The original bid was for 11 different areas and we ended up doing well over 30 areas and still came in $53,356.40 under budget. The savings comes from being able to reuse the existing base instead of completely removing the road and starting over. The savings allowed us to greatly expand the project and repair all major problems. Adam Anderson makes a motion we pay Coastal Asphalt the $121,028.48 we owe them for the completed work. Motion seconded by Jonathan Rutstein. All in favor. Motion Carried.
Grounds-Larry McMillin reports, A suggestion has been made to have the sign at 701 revamped with brick similar to the electronic sign. Also, the wall in the area behind the gatehouse has been damaged in two areas recently, and needs to be repaired. Possibly we could view the camera recordings to see who caused this damage to the structure. He has had the brickwork repaired in the past, and have contact information for three local brick masons.
Larry called Affordable Concrete and Masonry several times with no answer. He also contacted Franklin Trappier without any reply. Larry is waiting on an estimate from Washington Masonry and Construction.
With the warmer weather approaching, Larry would like to arrange to have the door on the landing gatehouse replaced. There have been numerous instances of snakes in the building, some of them poisonous. This is being caused by a missing sill under the door. Winyah Supply will sell us a basic steel door assembly for $170. Installation and molding should cost about an additional $50-$60. Larry McMillin makes a motion to approve up to $250 to replace the gatehouse door to alleviate the snake problem. Motion seconded by Jonathan Rutstein. All in favor. Motion carried.
Traditionally, we begin preparations to plant flowers around the entrance to the Plantation in early April Larry met with a landscaper to hire his company to plant and maintain the beds for the season, but has not gotten a bid. Larry proposed that we approve enough funds to purchase the flowers and materials, and continue to seek someone to perform this work. Larry asked for suggestions in locating a landscaper. William Gray was mentioned to him. We could possibly place an ad in the local newspaper for this. Larry McMillin makes a motion to approve up to $1,500 from the ground’s maintenance budget for the purchase of flowers, shrubs and materials for the upcoming season. Motion seconded by Jonathan Rutstein. All in Favor. Motion carried.
The maintenance crew has been addressing some issues brought at the February Board Meeting. They are visiting and maintaining two cul-de-sacs per week until all have been cleaned and pruned. Pine straw will follow once the oak leaves have finished falling.
Compliance– No Report
Website Committee– No Report
Old Business– 2nd 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. Butch Williams made a motion to approve the policy manual change for Section VIII 5.02.02. Motion seconded by Jonathan Rutstein. All in favor. Motion Carried.
New Business– No Report
Public Comments– Jacky Walton asked if there were minutes from the March 2nd meeting?
Mike Downes asked if we could put up about the drainage project on the sign. Gary Dreher said he doesn’t see why not.
Ken Odgers asked what were the options for the house with all the cars? Adam Anderson said we will have to contact our lawyer and file legal action against them.
Connie Downs asked if we could go through DHEC about this issue with the resident with the cats and old cars. Adam said he was not sure and would have to check on this.
Golf Course Update– Butch Williams reports, The golf course is still open for play. The Manor House is open for take-out only due to the Corona Virus. They will also make deliveries within Wedgefield.
Next Monthly Board Meeting– April 21, 2020
Adjourn – Robert McMahan