WPA Monthly Board Meeting
August 16, 2016 7:00 pm
Call to Order: Bob Garrison, Vice President
Attendees: Bob Garrison, Peggy Phillips, Janine Cline, Larry McMillin, Keith Johnson, Inge Ebert and Adam Anderson. Absent Jacky Walton
Quorum: Secretary Janine Cline stated yes there is.
Approval of Minutes: Janine Cline made a motion to approve the minutes for July 2016,
2nd by Keith Johnson, Passed with 8 ayes. Janine made a motion to approve the closed meeting on August 18, John Walton 2nd and Passed with 8 ayes.
President’s Report: Jacky Walton absent, Bob Garrison read Jacky’s report which thanked Adam Anderson for serving as nominating committee chairman, along with committee members Larry McMillin, Ed Wozniak, and Jamie Cristello. Their work to complete this necessary task is much appreciated. Due to a mistake on the board’s part, nominations are still open and this will necessitate an open meeting on Thursday, August 18th to complete this process. Vetting of the candidates is yet to be completed.
Vice President’s Report: Bob Garrison requested attendees to please hold all concerns for resident comments section and he will do his best to answer any questions that may arise.
The minutes from the July 28th closed meeting have been approved. Bob read the meeting.
CLOSED MEETING MINUTES
July 28th – 7:00 pm
Board Members Present – Jacky Walton, Janine Cline, Inge Ebert, Bob Garrison, Keith Johnson, John Walton, Larry McMillin
Absent – Adam Anderson, Al DeMarchi
Quorum – Yes
As a result of the interview process held on July 21st at the WPA office, this meeting was held to review the only submitted resume. A motion was made by Bob Garrison to select Peggy Phillips based on her prior financial and banking experience. Inge Ebert 2nd the motion. The vote was unanimous in favor. Ms. Phillips was also elected to serve as Treasurer, and appointed by Jacky Walton to serve as finance committee chair person.
Meeting adjourned by Jacky Walton
Updates on the golf course: We have been contacted by a Mr. Kevin Wolfe, who claims to represent an outfit called Paramount Capital, who purports to have been Mr. Watts’ lender, and has advised us that Paramount has foreclosed on the golf course. They are supposed to take actual legal possession at the beginning of September and are expecting, according to Mr. Wolfe, to clean things up and reopen the course in the near future. They appear to recognize that in order for them to eventually sell this property and they need to make it operational. Mr. Wolfe claims they have begun searching for a golf management company and seem very interested in keeping the WPA aware of their process. We asked them to address the grass/weed issue and were assured that this would be one of their top priorities. Hopefully this will come to pass sooner rather than later. The WPA will be keeping in contact with Mr. Wolfe to encourage Paramount to act quickly and improve this situation as soon as possible.
As announced at last month’s regular monthly meeting, the water amenities committee held a meeting on August 11th that all canal lot owners, as well as, all board members were invited to attend. The purpose of this meeting was to present a plan that this committee developed to achieve what they believe is needed canal maintenance. As their plan is contingent on co-operation from the canal lot owners, explaining and securing the support of the affected lot owners is the first in a long series of steps needed to execute this plan. It appeared to me that about 25 owners in addition to the seven committee members were present.
Property owners were advised that any effort at canal maintenance would be predicated on their voluntary contributions in an amount to cover no less than two-thirds of the total cost of the project. It was made clear that the WPA would not be involved in the collecting or holding of this money nor in any way participate in the enforcement of collection. Whether or not any individual lot owner chose to contribute was entirely up to the lot owners. It was also made clear that no WPA money would be forthcoming unless or until the contribution from the lot owners was in hand and available for use. It should come as no surprise that the WPA will contribute the other one-third of the cost, but at no time will the amount exceed the available funds that have been set aside for this purpose. There is no borrowing of funds involved and no assessment increase to cover these costs
Although no vote has been taken, as no funds have been allocated, you should know that this board is unanimously in favor of this proposal. We have planned for this via reserve set-asides for the last few years to avoid any surprises. The earliest that any actual maintenance can take place is in November of 2017. All preliminary costs will be borne solely by lot owners of canal properties and any non-owners who may wish to contribute. Total cost is as yet unknown. To determine this, $400 has been requested from each of the canal lot owners to cover the costs of needed surveys. If and when these are complete, an actual cost figure will be available, but preliminary estimates are in the $300,000 – $350,000 range. Regardless of the final cost, the WPA will not contribute more than one-third, and again, in no event spend more than the reserve account allows. If enough funds are not voluntarily raised to pay for this project, no WPA money will have been spent. This eliminates several of the major objections cited in the last round of canal maintenance. As this is also more than a year from WPA monetary involvement, it also addresses a third concern. Many residents expressed dissatisfaction that they were allotted no input into the decisions that were made regarding the last maintenance. There is an election in November with four board seats open. All of the present board members are in favor of this plan and four of them are up for election this year. There is still time for other candidates to get on this year’s ballot. The results of this election will be a strong indicator of your agreement with this proposal. We believe we have arrived at a peaceful solution to a long time problem and hope that you will see the value in this approach.
Secretary’s Report: Janine Cline made a motion to approve the people for the election committee:
Vivian Segelken
Mady Cavanaugh
Carol McBride
Peggy Phillips
Mary Sasso
John Sasso
Laura Vaughan
2nd by Inge Ebert
Bob Garrison said Peggy Phillip shouldn’t be on the election committee.
Janine Cline said that Peggy Phillips can be on but can’t do any counting or opening the ballots.
Bob Garrison said that he doesn’t think it’s a good idea for a person who is running to serve on the election committee.
Janine resubmitted her motion, omitting Peggy Phillips.
Janine Cline made a motion to approve the people for the election committee:
Vivian Segelken – Inspector of election
Mady Cavanaugh
Carol McBride
Mary Sasso
John Sasso
Laura Vaughan
2nd by Inge Ebert, Passed with 8 ayes
She reported that we should have the new telephone directories by next Monday.
Treasurer’s Report: Peggy Phillips thanked Al DeMarchi for the excellent job he did as Treasurer. As previously mentioned, we are proposing a modest increase of $25 per lot to the annual assessment for 2017. This means the assessment will be $525. These funds will be used to rebuild reserves for future expenditures. She has contacted the board members individually to make recommendations for their portion of the 2017 budget.
She asked the board members to review the entire proposal for any additional input. If there are no changes or objections to any portion, we will request that the proposed 2017 budget be adopted at the September, 2016, monthly meeting as required.
Bob reported that copies of the proposed budget will be available in the office.
Committee Reports
ARC: Keith Johnson reported the following ARC applications and refund requests have been reviewed and approved:
Lot 203 – Ditch repair approval
Lot 127 – Removal of dirt
Lot 191 – Refund of deposit
Lot 144 – Refund of Deposit
Legal: Bob Garrison reported there were no submissions for by-law changes. We have received payment from one past due account this year. A foreclosed property is for sale and hopefully we will receive payment once that property is sold.
Finance: Peggy Phillips reported there was one lien released in July and one delinquent account paid in full in August.
She asked the board members to look at the handout of the reserves. As the previous chairperson of the drainage committee explained, it is anticipated there may be some large expenditures necessary for drainage. At present, the drainage reserve is $10,657.21.
Peggy recommends we change the percentage for future reserve allocations as follows:
Road – 67%
Drainage – 12%
Marina – 2%
Emergency – 2%
Canals – 15%
Landscape – 2%
Peggy Phillips made a motion that WPA adopts the preceding changes, effective immediately. 2nd by Janine Cline and Passed with 8 ayes.
Communications: No report
Community Liaison: Adam Anderson: Correspondence received
- A letter reporting a pothole on King George
- A report of street light #12 is out
- A Letter asking that the WPA make the canal meeting open to the membership
- Another letter asking the WPA to make the canal meeting open to the membership and a complaint about the lot mowing.
- A letter asking the WPA to do something about the golf course
- A report of a pothole on Swamp Fox
Welcome Committee: Inge Ebert reported the new residents that have been contacted this month were:
Morgan and Suzette Fowler, 998 Francis Parker – Vivian
Kevin Thompkins, 50 Ballard Place – Vivian left information
Herbert and Gina Speight, Linda Della Ratta – Inge sent card
Michael and Sara Thacker, 455 Wraggs Ferry – Inge sent card
She is still trying to connect with:
Tibbie Mathis, Condo #8 (Renter) – Inge
New Renter in Condo #16 – Inge is waiting on information from owner
Drainage: No Report
Water Amenities: John Walton reported nothing new to report on the boat landing area at this time. The committee met with the Wedgefield Waterfront Property Owners for the first time on August 11th. The meeting was held to gauge interest in fund raising for canal dredging. It was a very positive meeting. We have started collecting money for Phase I of this project. Phase I will involve surveys needed for the canals and spoil site area. These are required by Army Corp. and dredging companies. The committee has started to receive funds for this phase of the project. I would like to thank my committee for covering all the printing, mailing, etc. cost. All funds where donated by the committee members.
Roads – Adam Anderson stated there were two potholes reported, one on King George and one on Swamp Fox. The one on King George has been repaired with 4 bags of cold patch. He will pick up more this weekend and repair the one on Swamp Fox. The shoulder needs some between Francis Parker and Captain Anthony. If there are issues on your street please email the office and I will take care of it asap.
Condo Liaison – Inge Ebert reported Wedgefield Village Association will hold their Annual Meeting on Saturday, August 20th, 2016 at 9:00 am here at the WPA office. This is an information meeting for all Condo owners and they have been properly informed about it by their individual Regimes. The main point of discussion is the approval of the Annual budget, which has been presented to the Regime Presidents. The Village Association pool will close right after Labor Day.
Grounds: Larry McMillin reported the sealant has arrived for the gatehouse and he will have it applied by volunteers. No expense to WPA.
Compliance: No Report
Old Business – None
New Business – None
Resident Comments:
RV Wheeler asked about a response of all the violations listed in his complaint about the shed. He said he was promised by the president at the last monthly meeting a respond. He has only received a reply from the board about one violation.
Keith Johnson replied they have spoken with the owner and about the setbacks. The resident is supposed to be getting something legal showing the setback of the property.
Bob Garrison said that Keith has advised the property owner about fencing in the propane tank and removing small items.
RV Wheeler asked that he receives a written letter of all the violations that have been corrected.
Brian (Butch) Williams thanked Larry McMillin for mowing and cleaning up areas in Wedgefield. He asked if the WPA own the canals. Bob Garrison replied that the WPA doesn’t own the canals. Brian (Butch) Williams said 75% of home owners live on the golf course and 25% live on canals. He said that the board members spent 20 minutes on the canals and only 5 minutes on the golf course. Mr. Williams wants to know how the residents and board members are going to support the golf course. He pointed out that the WPA said they don’t own the golf course but the WPA doesn’t own the canals but they’re helping out with the dredging of the canals. WPA needs to do something about the golf course.
Janine Cline replied they are looking into mowing areas of the golf course. We wouldn’t be able to mow or clean up all of the golf course. It would be too expensive. We could see about some areas like the entrance of Wedgefield. If nothing is done by the people of Paramount Capital, we will look into a hold harmless agreement once we know who the current owner is. Then we will see about a landscape company coming in and mow.
Bob Garrison asked Mr. Williams to come up with some ideas of what the board could do to support the golf course. Bob stated while the golf course was open they never took the time to include the WPA with what was going on. They could ask for new resident’s names to invite them to join the golf course. Bob said it goes both ways with the community and the golf course.
Butch Williams has asked for the community to support the golf course once it reopens. It will benefit the whole community.
Thomas, Lot 224 said that he has done everything that has been asked of him. He explained the propane tanks were there when they purchased the house. He sold the boat because he had too many trailers in his yard. He has moved the trash can in the garage. He painted the shed as asked from the board. He said that he paid the fines for the late permit.
Keith Johnson stated that if the permit was submitted before the shed was moved on the property, there would not have been any problems. He would have done the measurements for the setbacks and made sure the rules were followed before issuing a permit for the shed.
Thomas, Lot 224 said he received a letter about his garage door. That he needed to have it closed at all times.
Keith Johnson and Bob Garrison said the board hasn’t sent him a letter about his garage door needing to be closed. Bob asked him to bring the letter to the office.
Bob McMahan asked how much was in the canal reserves. Bob Garrison stated around $132,000.
Bob McMahan asked that whoever is responsible for the golf course needs to know about the dead tree hanging over the road.
Inge Ebert asked how can the condos residents have an area mowed between the condo and cart path. Bob Garrison stated the contact information is in the office and they can get it if they want it. He just asks that they give the people at Paramount Capital some time to get things together.
John Walton stated he would fully support anything that the residents wanted to do with the golf course. He feels the golf course is important as the canals are for the community.
Madeline Claveloux told John Walton that she appreciated that he said he would support the residents on the golf course, but wants to know why no meeting has been called to see what we can do about the golf course.
Inge Ebert replied that is why we have monthly board meeting. Any property owner can come and ask any questions they want to.
Bob Garrison asked the board and the residents that were at the meeting how many want to purchase the golf course. Around half of the room raised their hands. Bob Garrison said to purchase the golf course we need around $500,000 which we have to come up with as assessments or borrow the money. If we borrowed the money which would have to been a commercial loan, most likely at 5%. The operating cost would be around $25,000 per month. He asked what they would think the cost would be to maintain the golf course. The resident said around $30,000 a month. He stated $30,000 to maintain which would be $360,000 a year, plus we would have to rent golf cart and insurance, etc. We would have to cover the costs by assessment because we wouldn’t be able to depend on revenue. When the board raises the assessment $25 we receive a lot of complaints about that amount. If the residents think there should be an open meeting to go over what the WPA can do about the golf course, the board wouldn’t have a problem with that.
Brian (Butch) Williams asked the board to purchase the golf course and sell stock in it.
Bob Garrison stated no owner of the golf course has ever made any money. The main concern is the cost of maintaining the golf course.
Next monthly meeting will be on September 20, 2016.
Adjourn – Bob Garrison