Wedgefield Plantation Monthly Board Meeting Minutes
August 18, 2015 7:00 pm
Call to Order: Jacky Walton, President
Attendees: Jacky Walton, Bob Garrison, John Walton, Al DeMarchi, Janine Cline, Larry McMillin & Adam Anderson. Absent: Keith Johnson & Inge Ebert
Quorum: Janine Cline stated yes there is.
Approval of Minutes: Janine Cline made a motion to approve the corrected minutes for July 2015, 2nd by John Walton. 7 ayes, motion passed.
President’s Report: Jacky thanked all for thoughts and cards on the death of his brother.
Jacky reported that the nominating committee met on August 18th with the Chair Nancy Johnston presiding. In attendance were Stephanie Ellison, Marie Pietkewicz, & Donna Boshears. After contacting numerous residents the committee has received 3 resumes from Adam Anderson, Al DeMarchi & John Walton. These will be turned over to the secretary. Jacky again thanked the nominating committee for their time and effort.
Vice President’s Report: Bob stated that nominations are complete and there will be an uncontested election but there are several other things that will be on the ballot. Bob stated that there must be a quorum to have an election. Please make sure we have enough votes so the election is valid.
Secretary’s Report: Janine submitted a list for purchase of supplies for the annual meeting. She made a motion not to exceed $1,700 to accept this list 2nd by Al. Motion passed with 7 ayes.
Janine made a motion to accept the election committee consisting of: 2nd by Al DeMarchi
Peggy Philips- Inspector
Diana Aguilera
John Sasso
Mary Sasso
Mady Cavanaugh
Carolyn McBride
Vivian Segelken
Sue Hastings
Janine stated she would like to get 2 more residents and if anyone would like to volunteer please contact the office. Jacky made a comment that the Inspector of Elections must be voted on at the Annual Meeting. It was stated that no. Motion passed with 7 ayes.
Treasurer’s Report: Al stated that the 2016 proposed budget is included for the board to go over before being voted on in September meeting. He stated that assessments are projected to increase in an effort to accumulate funds for future roads projects. The remaining balance of road work to be performed, according to the reserve study is approximately $600,000 by 2021. With the approval last month of $150,000, the remaining $450,000 will be collected over the next 5 years.
The proposed changed to the reserve allocation is being presented to the board, along with the transfer of funds from various reserve accounts into the road reserves to repair additional roads over the $150,000 that was approved last month.
One additional lien was filed on a property in which the delinquent resident failed to meet a payment schedule with the WPA.
Al went over the budget items with the assessments being $525 for the 2016 year. He also stated that the Reserve funds were moved to add additional funds to Roads to finish the current project to completion. Al DeMarchi made a motion, 2nd by Bob Garrison to transfer Reserve funds in the amount of $101,000 as designated below into the Roads Reserve for the current Roads Project. Discussion was if there will be enough money with the changes to satisfy all committees. It was stated that yes there will. Motion passed with 7 ayes.
Account Current Bal. Adjustment New Bal.
Roads: $164,046.06 +$101,000 $265,046.06
Drainage: $81,405.55 -$41,000 $40,405.55
Marina: $21,560.68 -$10,000 $11,560.68
Emergency: $56,271.89 -$25,000 $31,271.89
Canals: $97,695.32 0 $97,695.32
Landscape: $45,556.63 -$25,000 $20,556.63
Total $466,536.08 $466,536.08
Proposed allocations to reserve funding
Roads reserve- from 64.2% to 72%
Drainage reserve- from 11.4% to 5%
Marina reserve- stays at 3%
Emergency reserve – from 4.8% to 3%
Canal reserve – from 14.7% to 15%
Landscape reserve – from 1.9% to 2%
Al DeMarchi made a motion, 2nd by Bob Garrison to make the changes in percentage for the allocations. Motion passed with 7 ayes.
Bob Garrison discussed the budget concerning the assessments staying at $500 for next year. He stated he would like to see a slower increase in the assessments instead of raising them next year to $525. Jacky stated that with the transfer of Reserve Funds to roads then the project can be done. Bob stated that most items cannot be cut from the budget so that additional $15,000 or so would have to be cut from reserves to keep the assessment at 500. Al stated that the Road cost has gone up significantly and will be expected to continue to rise. By the time 2021 comes there will be a shortfall for roads if we do not raise the assessments according to the Reserve Study. Jacky Walton stated he would also like to see the assessments stay at $500. Al DeMarchi suggested he can work another budget with $500 and it can be voted on at September meeting. The board agreed.
Committee Reports
ARC: Keith reported the following have been reviewed and approved:
- Lot 197- Roof Repair
- Lot 036- Repair Existing Dock
- Lot 101- Repair Bulkhead
- Lot 434- Landscape Repairs
- Lot 069- Install Boat Lift
Legal: Bob reported that 2 Bylaw changes and 1 Covenant change submitted for the ballot at this year’s Annual Meeting. He stated that these have been forwarded to the Board Attorney for review and consideration not in terms of him advising if they are good ideas or not but whether they conflict with or variance with any existing things where they would not be able to be enforced. Bob then read these proposals:
- Article VIII, OFFICERS, Section 5, be changed from
“The Treasurer shall have custody of all property of the Association including funds, securities and evidence of indebtedness. He/she shall keep the books of the Association in accordance with good accounting practices and shall perform other duties incident to the office of Treasurer as may be required by the Board.”
to
“The Treasurer shall have custody of all property of the Association including funds, securities and evidence of indebtedness. He/she shall along with the Board contract the services of a Certified Public Accountant to keep the books of the Association in accordance with good accounting practices and shall perform other duties incident to the Office of Treasurer as may be required by the Board.”
- Addition- No WPA controlled funds may be used to pay for any type of maintenance or construction to the state owned canals located at Wedgefield without a majority vote by the entire WPA membership.
- Covenant #26 Change-
IT IS UNDERSTOOD AND AGREED that the conditions, restrictions and limitations are made solely for the benefit of the grantor and grantee herein, and may be changed at any time by mutual consent in writing of the parties hereto, their heirs, successors and assigns.
Change to the following:
IT IS UNDERSTOOD AND AGREED that the conditions, restrictions and limitations are made solely for the benefit of the grantor and grantee herein, and may be changed by a 60% vote of eligible voters (total of all members in good standing) at an annual meeting at which a quorum is present. Voting may be done in person, by proxy, or by mail-in ballot.
Finance: Al reported he will wait for New Business
Communications: No Report
Community Liaison: Adam reported on the following correspondence:
- A letter requesting to explore the possibility of adding a gazebo to the landing area.
- A letter from a resident on King George that was having trouble with a neighbor failing to maintain their yard.
- A letter from a resident asking several questions about the sale of two lots that the WPA is acquiring and how that process will work.
- A letter from a resident concerned about excessive clutter in a yard on John Greene.
- A letter pointing out a tree branch near the intersection of Francis Parker and King George that needs trimming.
Anyone interested in reading these or any correspondence from the board may do so by visiting the office and requesting to see the correspondence file.
Bob Garrison stated that the lot on King George has been taken care of. Bob stated that the tree was cut but the branches were just left there. Larry questioned who did it. Bob responded that it was Southern Landscaping. Larry stated he would check that.
Welcome: No Report
Drainage: Al reported that one bid has been received for the drainage work outlined at the previous board meetings. He stated that the contractor informed him that this contractor would not be bidding on the entire project. Al stated that out of 6 contractors contacted only 1 submitted a partial bid. Al will continue to contact additional contractors. Al stated he has a sealed bid from Godbolt that he will open now. Al stated that this bid has to do with the drainage projects on Francis Parker & Joanna Guillard. The bid is for $600 and Al made a motion to accept this bid for this work, 2nd by Bob Garrison. Motion passed with 7 ayes.
Water Amenities: John Walton reported that everything looks good and the maintenance crew did the spoil site and he will go over to look at it. John reported that a gazebo was talked about but he stated that until there is some security down there it will be tabled.
Roads: Adam reported that last month the board voted to accept the contract, not to exceed $150,000, with Coastal Asphalt to repair 13 of the worst areas that were on the original 23 areas. The contracts are signed and work will begin in early September. Adam asked the residents of the affected areas have patience throughout the process as there will be minor delays and inconveniences. Adam stated he will go back through the original 23 areas and now the money has been appropriated he will follow up on it.
Condo Liaison: No report
Grounds: Larry reported at last month’s meeting discussion was about the pond near the entrance. He stated that he received some very helpful information from a resident about Clemson University concerning the grass carp. He stated it might not be the cure-all and further study is warranted. He stated he treated the algae ad it has helped. He also reported that the fountain has been cleaned and is working properly.
Larry reported that the pond drainage project be sodded to stop future erosion. He has estimated that 5-6 pallets at $90.00 each should cover the area. He suggested topsoil be spread first. He reported that the irrigation would need to be extended to support the new sod until it is well established.
Larry reported that a letter has been sent to a property owner on John Green Lane about neglect of their property. This has been unsightly for about 2 years now. This has now been addressed.
Larry reported that the Lease Agreement has finally been received concerning the proposed compost site near the water tower. This contract is for 5 years renewable at a cost of $1.00 per year. Larry stated he will wait until the paperwork is finalized before he completes work on the gate. He thanked the WVA for their share of the expense for this project.
Larry reported that there is more interest in getting the gatehouse repaired. The proposal is to complete the exterior to stop further decay and repair the interior at a later date as a second phase. This proposal will include the following:
- Modify the roof line.
- Install new gutters and downspouts.
- Install gutter guards.
- Replace both entrance doors.
- Install new windows.
- All trim to be composite and man-made materials for durability and low maintenance.
- Power wash exterior.
- Channel water away from front of building.
There was a bid received and it was opened. The bid was from Gary Wright who is also a resident. $1,473.34 Materials, $2,840.00 Labor which bring total cost to $4,313.34. Larry then made a motion to accept this bid for the exterior repairs to the Gatehouse not to exceed $4,400.00, 2nd by Al DeMarchi. Motion passed with 7 ayes.
Discussion: Al DeMarchi asked if this will include base portion of the interior. Larry stated not at this time. Bob Garrison asked if he provided any kind of drawing of the changes he planned to make. Larry stated that he spoke with Mr. Wright on several occasions and discussed the best way would be nailing a header to what exists to the gutter outward then the gutter guard would force the water away from the building. No change will be made to the roof line itself. It was asked if he will be using the windows that were purchased previously. Larry stated yes. Another question was concerning the doors. Larry stated that they opted for the fiberglass which is more maintenance free. Larry also reported that there are several holes in the bricks due to the way the building was originally built. Mr. Wright suggested a product called drylock clear coat which will seal the holes and is included in the bid.
Larry made a motion to pay for material upfront in the amount of $1,400. 2nd by Janine Cline. Discussion:
Jacky stated that no money should be paid up front.
Larry withdrew his motion.
Compliance: Covered under old business
Old Business:
1st reading: Bob Garrison made a motion to accept the following as a first reading to the policy manual, 2nd by John Walton. Vote will be taken at September meeting.
Welcome Committee: Section 14; 1.05- The Committee may mail sympathy or condolence cards to the families of WPA members who pass away upon receipt of notice of the members passing.
Al reported that 2 bids have been received on the outside accounting services. One bid from a bookkeeper was $600 per month and the other bid was from James Young, CPA was for $150 per month. Al made a motion 2nd by Bob Garrison to accept James Young, CPA to provide monthly accounting services per the specifications. Motion passed with 7 ayes.
New Business:
- Security Camera at Entrance
Adam Anderson presented the research he received on the security camera for the front entrance. He reported on many different types and the cost for each. Bob thanked Adam for looking into this as he asked. Bob also stated that he does not see a whole lot of value to this and some potential liability that he does not like. Janine stated that it would catch someone if they were stealing and needed a description of the vehicle or tag number. It was decided to keep this information if needed in the future. The Board thanked Adam for his effort in this.
- Notification of the next Monthly Meeting- September 15, 2015
Resident Comments:
Dave Hastings- Jericho Court. Dave asked if anything has been done about the speeders at the entrance and Wraggs Ferry Road. Jacky stated that he does not know of anything as of this date. Al stated that the Sherriff Department and the Highway Department recommendations were speed bumps and they were not passed at the meeting.
Adjourn: Meeting adjourned by Jacky Walton
Janine Cline- Secretary