WPA MONTHLY MEETING MINUTES
August 20, 2019
Call to Order – Jacky Walton
Attendance – Jacky Walton, Bob Garrison, Peggy Phillips, John Walton, Bob McMahan, Larry McMillin, Adam Anderson, Butch Williams, Steve Vasey
Absent– Quorum – Yes
Approval – Motion to approve July 16th, 2019 Meeting Minutes made by John Walton, Motion Seconded by Butch Williams. Bob Garrison points out a correction. John Walton makes motion to approve the July 16th Meeting Minutes with correction. Motion seconded by Butch Williams. All in favor. Motion Carried.
Officer Reports
Presidents Report – Jacky Walton reports, I would like to thank our nominating chairperson and her committee for getting all the resumes in that were submitted.
Jacky also asked for everyone to be mindful with the start of school tomorrow to watch for children in the plantation.
Vice Presidents Report – Bob Garrison report, under old business.
Secretary’s Report– Larry McMillin reports, A number of people have been contacted to serve on the Election Committee, with many of them having served in previous years. I have nine confirmed members and four who are away for the summer.
Larry McMillin makes a motion to appoint Shirley Peterson, Carolyn McBride, Nina McMahan, Johanna Garrison, Sue Hastings, Marion Cuttino, Inge Ebert, Kathleen Hayes, and Linda Meltzer. I would also like to appoint John and Mary Sasso and Bob and Barbara Nichols, contingent on their acceptance once they return. Motion seconded by Bob Garrison. All in favor. Motion carried.
An order has been placed for the large envelopes to be used for the annual packets. The Georgetown Times has not submitted a bill but their prices are competitive, and has done our printing in the past.
Larry McMillin makes a motion we approve up to $1800 to cover all expenses for the annual meeting. Motion seconded by John Walton. All in favor. Motion carried.
Treasurer’s Report– Peggy Phillips reports, As of July 31, 2019, our Operating Account with South State had a balance of $178,928.49. Our Debit Account with South Atlantic had a balance of $1,097.29. The ARC Escrow Account with South Atlantic had a balance of $11,300.
The Reserve Account balances were: South Atlantic, $222,683.96, Edward Jones, $367,313.43, TD Bank, $58,178.15 for a total Reserve of $648,175.54.
Each Board Member has been given an updated Reserves Report. After meeting with the Finance Committee, Peggy Phillips makes a motion that we transfer $25,000 from Operating into Reserves as follow: $15,000 to Emergency and $10,000 per the existing percentages to each category. Motion seconded by Bob Garrison. All in favor. Motion Carried.
Committee Reports
ARC– Bob McMahan reports, We have 32 ongoing projects at this time. There have been 10 new permits approved since the last meeting, 2 for new houses, 2 for tree removal, 2 for storage sheds, 3 for solar panels, and 1 for driveway.
Legal- Bob Garrison reports, Bob Garrison makes a motion to approve up to $1500 for our attorney to get into the middle of this 1 and ½ year ongoing issue, with a resident wanting to see things that do not exist. Motion seconded by Bob McMahan. All in favor. Motion carried.
We have received 5 bylaw proposal changes. The legal committee will meet next Thursday to review them, then we will go to the Attorney to check them to see if we can put them on the ballot.
Finance– Peggy Phillips reports, Per policy, liens have been filed on properties delinquent for 2019 and copies were mailed to the owners. The liens will be released as we receive payment. Currently there are six properties delinquent for 2019 and we will continue to pursue collection efforts.
On August 6, 2019, the Finance Committee, with the Board invited, met to review the proposed budget for 2020. The Board has been given a copy of this budget. Based on past history of operating expenses and the updated Reserve Study, we are recommending the assessments remain at $525 per property for 2020.
Please review this proposed budget and let me know any changes or suggestions you may have. Per policy, the document will need to be approved by the Board at the September meeting so copies may be included in the Annual Election Package mailed to all property owners.
Communications– No Report
Community Liaison– Adam Anderson reports, We have received the following letters.
A letter about several changes to the bylaws and covenants and ARC rules. The resident was advised to submit the ideas to the board for the election in November.
A question about if the Arbors are members of the WPA and if they can use the WPA boat landing. The resident was advised that they are not WPA members and are not allowed access to the boat landing.
A request to the board to look into a package deal offered by Spectrum Cable. The resident says they have a discount for homeowner associations.
A letter from a resident on Ricefield about a neighbor constantly blocking the cul-de-sac and also making sure the resident was properly permitted for the construction going on. A letter was written asking the resident to be more mindful of not blocking the street.
Welcome Committee– Butch Williams reports, I would like to say awesome job to the Welcome Committee. We ended up being $250 over budget. Butch Williams makes a motion to approve the $250 overage on this project. Bob McMahan seconds this motion. All in favor. Motion Carried. We appreciate all the hard work. We had to order 100 extra books to be prepared for new residents.
Drainage- Al DeMarchi reports Wragg’s Ferry project is complete. We have added seeding where the excavation project was done. I would like to thank Grady Thomas and Paul and Barbara Rickey.
We are waiting on Santee Electric before we can continue to the plan on Wragg’s Ferry Rd. Bob Garrison says that two items came up. The prior contractor 15-18 years ago buried lines deeper than they should have. Santee charged us $450 to dig up these lines. Bob Garrison makes a motion to ratify the additional $450 expense on the drainage project. Motion seconded by Adam Anderson. All in favor. Motion carried.
Water Amenities– John Walton reports,
Boat Landing: Nothing new to report at this time. Everything seems to be ok.
Canal Committee: A post canal dredging meeting was held on Tuesday, August 13. During the planning stages prior to dredging, requests were made to all canal lot owners to help with the cost. After all invoices were paid, there were excess funds contributed by canal lot owners.
Canal lot owners who contributed the requested $4000 towards the dredging received refund checks. Anyone who contributed the full amount and has not received their refund, should contact WHOA secretary, Michelle, for information on obtaining these funds. There will be approximately $500 left in the Waterfront Property owner’s account. These funds need to be kept in the account for unforeseen expenses.
We are currently seeking separate bids to repair the bulkheads in two different areas. One is adjacent to lot #82 at the head of the canal at William Screven Street. This piece measures approximately 130 feet. Also, the bulkhead at the end of the same canal next to lot #93 needs repair. This segment is about 28 feet that the HOA owns and 40 feet owned by lot #93. We need help determining the exact location of the property line. We need to move forward with this project and I hope to have bids by the next HOA meeting.
Jacky and Bob said the don’t think that property has been surveyed in the past. We may need to have a survey done. We should get some bids for that also.
Jacky Walton asked John Walton about the paint job down at the marina. John Walton said he would fix that himself.
Condo Liaison– No report.
Roads– Adam Anderson reports, On July 23 the roads committee had a meeting with the Board invited to discuss and ask questions with the contractor about the upcoming road projects.
Adam Anderson makes a motion to approve Coastal Asphalt as the contractor with a cost $357,600.79. Motion seconded by John Walton. Bob McMahan pointed out that we do have the money in reserves. Adam said that they would maybe start in September. Adam said the project would take about 2 months. All in favor. Motion Carried.
Grounds-Larry McMillin reports, After numerous calls, the damage caused to the brick wall near the entrance has been repaired. The resident responsible was able to hire a brick layer to come out and perform the work. This was done at his expense, as he had promised.
The irrigation pump at the pond is always at risk of being flooded and destroyed any time the pond level rises due to heavy rains. I have spoken to a reputable irrigation specialist who has submitted a proposal to relocate the pump and all hardware to higher ground next to a tree near the highway. He also recommended that we allow him to rewire the pump to operate on 240 volts to make it more efficient. Labor and materials on the estimate total $400. Larry McMillin makes a motion we approve up to $450 to cover the costs of this much needed repair, and hire Michael Morris Irrigation of Andrews. Motion seconded by Adam Anderson. All in favor. Motion carried.
Compliance– No report.
Website Committee- No report.
Old Business- Bob Garrison makes a motion to approve Policy Manual Changes:
POLICY CHANGES SECTION II, 6.01
Existing: The President, Vice President, Secretary, Treasurer, ARC Chairperson, Legal Chairperson, Finance Chairperson, Communications Chairperson, Welcome Committee Chairperson, Drainage Chairperson, Water amenities Chairperson, Roads Chairperson, Condo Liaison Chairperson, Grounds Chairperson, And Compliance Chairperson have the right to make purchases up to $500.00 without prior approval from the board, provided adequate funds are available in the budget and approved by an Executive Board member prior to the purchase.
Proposed: PROPOSED POLICY CHANGES SECTION II, 6.01
The President, Vice President, Secretary, Treasurer, ARC Chairperson, Legal Chairperson, Finance Chairperson, Communications Chairperson, Welcome Committee Chairperson, Drainage Chairperson, Water amenities Chairperson, Roads Chairperson, Condo Liaison Chairperson, Grounds Chairperson, And Compliance Chairperson have the right to make purchases up to $500.00 as a single event not related or part of a larger project, without prior approval from the board, provided adequate funds are available in the budget and approved by an Executive Board member prior to the purchase.
SECTION II 11.01.03
Existing: The President, Vice President, Secretary, Treasurer, ARC Chairperson, Legal Chairperson, Finance Chairperson, Communications Chairperson, Welcome Committee Chairperson, Drainage Chairperson, Water amenities Chairperson, Roads Chairperson, Condo Liaison Chairperson, Grounds Chairperson, And Compliance Chairperson have the right to make purchases up to $500.00 without prior approval from the board, provided adequate funds are available in the budget and approved by an Executive Board member prior to the purchase.
Proposed: The President, Vice President, Secretary, Treasurer, ARC Chairperson, Legal Chairperson, Finance Chairperson, Communications Chairperson, Welcome Committee Chairperson, Drainage Chairperson, Water amenities Chairperson, Roads Chairperson, Condo Liaison Chairperson, Grounds Chairperson, And Compliance Chairperson have the right to make purchases up to $500.00 as a single event not related or part of a larger project, without prior approval from the board, provided adequate funds are available in the budget and approved by an Executive Board member prior to the purchase.
SECTION II 6.02 to become 6.02.01
SECTION II 6.02.02: PROPOSED: All approved expenditures for services
$1000.00 or more shall require a written contract signed by the President and secretary of the WPA and the vendor supplying the service.
SECTION II 11.02.02: : PROPOSED: All approved expenditures for services $1000.00 or more shall require a written contract signed by the President and secretary of the WPA and the vendor supplying the service.
Motion seconded by Bob McMahan. All in favor. Motion Carried.
New Business– The Nomination Committee solicited candidates for the three open HOA Board openings via our electronic sign board, grassroots methods, calls and emails. We have seven community members in good standing with the community who have expressed their interest in running for a board position by submitting a resume on or before the August 15, 2019 deadline. The candidates are as follows: Vickie Lee Beard, Connie Downs, Gary Dreher, David Garson, Tom Macedo, Peggy Phillips, and Jonathan M Rutstein.
The Nomination Committee will sponsor a Meet the Candidates Night on Monday, October 7th at 6:45pm at the Wedgefield CC Manor House. Cookies and tea bill be available. We are asking for a budget of $250 to cover the cost of the refreshments.
Public Comments– Mike Downs asked if we could check with the realtor who is in charge of the sale of the general’s property about survey done in that area.
Jean Hulse Hayman mentioned that the Manor House was not charging us to use it for our Meet the Candidate night. She also said that we will be doing updates in the Wragg until we do another directory in 2021.
Steve Garman asked how does he find out about events at the Manor House. Butch Williams let him know about the Wedgefield County Club Facebook page and their email.
Jim Hughes said we haven’t done a road clean up and thinks we should do it at least twice a year. Larry McMillin let him know it has been too hot to do one, but will plan to schedule one in October.
Jim Hughes also said he had heard through the community that Mitch was planning to buy the golf course from Harry. Butch Williams commented that he has heard that but does not have a definite answer on this.
Gary Dreher said he moved the sign. He thought the purpose of the sign was to help the golf course. I think that was clear to the Board. The place where the sign was put was unreadable by anyone. I took care as to not obstruct the existing sign. Bob Garrison said if the club had come to the Board and asked it would have happened after discussion and an agreement was met.
How was it any different from you moving the sign without permission, than us removing the sign. Shirley Peterson said she had phone calls asking why the sign was in the bushes. Bob Garrison said that they will take a look at this issue and try to come to an agreement on this.
Golf Course Update–
Next Monthly Board Meeting– September 17th, 2019
Adjourn – Jacky Walton