WPA MONTHLY MEETING MINUTES
October 20, 2020
Call to Order – Bob McMahan
Attendance – Bob McMahan, Peggy Phillips, Larry McMillin, Tom Macedo, Jonathan Rutstein, Gary Dreher, Adam Anderson, Butch Williams
Absent– Quorum – Yes
Approval – Motion to approve September 2020 Minutes made by Larry McMillin, Motion seconded by Jonathan Rutstein, All in favor. Motion Carried.
Officer Reports
Presidents Report – Robert McMahan reports, It’ good to see everyone out. It’s also good to have Adam back. The Annual meeting is coming up November 21st. I want our returning directors and nominees to think about what committees you want to be a part of.
Vice Presidents Report – No Report
Secretary’s Report– Larry McMillin reports, The Annual packets were mailed out on October 7th. The number of mailings were verified by Nina McMahan at 490. We have received approximately 90 proxies as of today. We must have a total of 189 voters respond either by mail or in person for the election to be valid. The deadline for receiving the ballots is November 11th at 2pm. There have been no packets returned as undeliverable. A number of properties have changed ownership recently. We have done our best to update the correct owners list eligible to vote.
Since I will be leaving Wedgefield in the near future, and will no longer be a member of the Association, I must delegate my duties as the Secretary to handle the annual meeting and voting process. Adam Anderson has graciously agreed to act as the chairperson at the meeting on November 21st. Larry McMillin makes a motion to add Peggy Phillips to the election committee. Motion seconded by Gary Dreher. All in favor. Motion carried.
Treasurer’s Report– Peggy Phillips reports, As of September 30, 2020 our Operating Account with South State had a balance of $135,444.95. Our Debit Account with South Atlantic had a balance of $1,415.58. The debit card was used for the annual election as follows: $700 for stamps and $378.42 to UPS for printing. The ARC Escrow Account with South Atlantic had a balance of $15,014.34.
Each board member has been given an Updated Reserves Report. The Reserve Account balances were: South Atlantic $136,915.60, Edward Jones $272,409.01, TD Bank $58,314.19 for a total in Reserves of $467,638.80.
Committee Reports
ARC– Tom Macedo reports, There have been multiple requests for tree removal and a couple of fences. They are clearing the three remaining lots on Francis Parker that were a part of the six lots approved at the February ARC meeting. The other three houses are experiencing delays on shipment of supplies.
Legal– Bob McMahan reports, We had a rule to show cause on a lien filed years ago against A & B properties. We would not have received any money out of this due to being lesser to the lien the lender had on the property.
We also had a quiet title action concerning Rowan Tree.
Finance– Peggy Phillips reports, Any residents in arrears on their assessments will not be eligible to vote at the Annual Meeting unless they are paid within ten days of the meeting.
We have received our audit from James Young, CPA as of December 31, 2019, which states: In our opinion, the financial statements present fairly, in all material respects, the assets, liabilities, and fund balances— modified cash basis of Wedgefield Plantation Association as of December 31, 2019 and the revenue, expenses and changes in fund balances—modified cash basis for the year then ended in conformity with the modified cash basis of accounting.
Communications– No report.
Community Liaison– Adam Anderson Reports, We had the following emails this month.
Three separate questions about the tree removal process. All of these were handled by Michelle.
A complaint about Halloween decorations on Swamp Fox. A letter about the files up in the attic of the office being in disarray. A request to use the electronic sign to promote a meet and greet for a political candidate. This was denied.
Welcome Committee– No report
Drainage–Gary Dreher reports, We have contacted three other vendors from the county to review the projects we have. One said no bid and the second said he had to much work going on to be able to do it. There is flooding between William Screven and Governor Boone. There is a clogged ditch. We are trying to find out if the county or Santee Cooper owns the right of way there.
Water Amenities– Ken Gaspari reports, We have received a price to remove the bulkhead at the North side of the canals for $4900.
Condo Liaison– No Report
Roads– Gary Dreher reports, We had a call about potholes near the condos. They have been taken care of. We have most of the materials in place for the speed humps. We still have to get the poles for the signs. He wants it to go on Wragg’s Ferry and be installed by the end of the month.
Grounds-Larry McMillin reports, With the holiday season approaching, I would suggest we place an order soon for the luminary candles. Five cases of 288 candles each would cost approximately $300. Larry makes a motion to place an order not to exceed $350. Motion seconded by Jonathan Rutstein. All in favor. Motion Carried.
As a reminder, the maintenance contract for the new year should be negotiated in January, 2021, and approved at the February monthly Board meeting. The new agreement would go into effect on March 1st, prior to the start of the growing season.
Goodbye to all of you. It has been a memorable experience meeting with so may nice members over the years, and many will be missed, but not all.
Compliance– 2nd reading on Policy change to 4.02.2 1 in the Policy Manual. Motion to approve 4.02.21 change made by Tom Macedo. Motion seconded by Jonathan Rutstein. All in favor. Motion carried.
2nd reading on Policy Manual change to Section 4.9 Motion to approve 4.9 change made by Larry McMillin. Motion seconded by Jonathan Rutstein. All in favor. Motion carried.
2nd reading on Policy Manual change to Job Description WPA Office Clerk. Larry McMillin makes motion to approve Job Description change. Motion seconded by Jonathan Rutstein.
All in favor. Motions carry. Website Committee– No Report Old Business– No Report
New Business– Ken Gaspari makes a motion to give Gene Baker a $50 gift certificate to the Manor House for helping haul out trees and clean up after the storm. Motion seconded by Butch Williams. All in favor. Motion carried.
Bob McMahan informed the Board know that there was another offer on the lot that Wedgefield has for sale. Butch makes a motion to counter offer at $16,000. Motion seconded by Jonathan Rutstein. All in favor. Motion carried.
Public Comments– James Hughes commented that he didn’t want the Board to think his criticism is of them. He is concerned about the condition of the job site on Francis Parker Rd that has been going on since April. Now they are clearing three more lots. The Board should keep an eye on the ongoing problems.
James Hughes also said he had heard rumors about the golf course, that Mitch had bought it and the LLC wasn’t anymore. Jonathan Rutstein said they have counteroffered.
George Gross commented that he thought money from reserves was for maintenance and couldn’t be used for capital improvements.
Bob Garrison said this should have been taken from other categories.
Karl Gettman said he is the one wrote who about the files in the attic. He said he never said he didn’t want any help. He came looking for older files. He went up the stairs and looked in the attic and there was no organization. When he came down and looked on the computer, he said the files were not on the website anymore. Karl said he wanted the files because we have over a half a million dollars in the bank. We should be using it. Drainage in this place is awful.
Stan Earnhart complemented Bob, Tom and Ken for taking down trees. He asked if they were covered to do the work by insurance. Larry McMillin assured him that they our covered by our policy.
Bob Garrison asked why would we allow anyone up in the attic to look for something. There is policy that they must request something specific. Then they are to meet with the chairperson who is over that committee. Policy was not followed.
Golf Course Update– There will be a wine tasting Saturday at the Manor House. They also have a new chef.
Next Monthly Board Meeting– November 21, 2020
Adjourn – Robert McMahan