WPA MONTHLY MEETING MINUTES
August 21st, 2018
Call to Order – Jacky Walton
Attendance – Jacky Walton, Bob Garrison, Larry McMillin, Peggy Phillips, Adam Anderson, John Walton, Butch Williams, Steve Vasey, Bob McMahan
Absent– Quorum – Yes
Approval – Motion to approve July17th, 2018 Minutes made by Bob Garrison, seconded by McMahan. All in favor. Motion carried
Officer Reports
Presidents Report – Jacky Walton reports, He would like to thank the four candidates who have put in resumes to fill the board positions for the upcoming annual election. He would also like to thank Tom Macedo and his committee for their hard work and getting these together. The four candidates are Gary Dreher, John Walton, Adam Anderson, and Bob McMahan. No new bylaws have been submitted.
Vice Presidents Report – Bob Garrison reports, He would also like to thank Tom and his committee for their hard work.
Secretary’s Report– Larry McMillin reports, The list of volunteers for the election committee is nearly complete. In addition to those approved at the July 17th board meeting, Larry McMillin makes a motion the Board approve Sue Hastings and Marion Cuttino to be added to the Election Committee, seconded by Butch Williams, all in favor. Motion Carried. Larry McMillin also makes a motion to add Bob and Barbara Nichols to the election committee. Motion seconded by Bob Garrison. All in favor. Motion carried. Larry stated that they have volunteered to serve on the election committee for several years, and he is hoping they will want to be included.
Tentatively, the committee will have 12 members. The list will include Shirley Peterson, Jean Hulse-Hayman, Carolyn McBride, Tom Macedo, Vivian Segelken, Johanna Garrison, John & Mary Sasso, Sue Hastings, Marion Cuttino, and Bob & Barbara Nichols.
Larry McMillin also makes a motion that the Board approve up to $1800.00 for all expenses incurred to cover the annual meeting. Jacky Walton asked if that was what we normally spend and Larry responded that it is. Motion was seconded by Butch Williams. All in favor. Motion Carried.
Treasurer’s Report– Peggy Phillips reports, As of July 31, 2018, our Operating Account with South State had a balance of $146,681.23 and our Debit Account with South Atlantic had a balance of $2,500. The Reserve Account balances were: South Atlantic $169,701.19,
$359,674.30, $79,489.16 for a total of $608,864.65. Interest on these accounts were South Atlantic $72.05, Edward Jones $454.90, TD Bank $13.50 for a total interest of $540.45. Per policy, we filed liens against four properties that were delinquent for 2018.
Committee Reports
ARC– Bob McMahan reports, Minor ARC approved 7/19/18 for lot #73, Major ARC issued 7/31/18, Minor ARC issued 8/8/18 for lot#6, Minor ARC refund issued 8/16/18 for lot# 165.
Legal- Bob Garrison reports, There has been no requests for bylaw changes.
Finance– Peggy Phillips reports, On August 14th, 2018, The finance Committee met to review a proposed budget for 2019. The Board has been given a copy of this budget. Based on past history of expenses and the updated reserve study, we are recommending the assessments remain at $525 per property for 2019.
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 election package mailed to all property owners in October.
Communications– Larry McMillin reports, It is once again time to begin preparations for the annual Christmas Eve luminary event. All the votive candles were used last year, and more need to be ordered. Larry makes a motion we purchase 10 cases of candles at a cost of $439.90 with free shipping. That amounts to 15 cents per candle, with no increase in cost. This will give us nearly 3,000, enough for this year and next. Seconded by Bob McMahan. All in favor. Motion carried.
Larry McMillin makes a motion we appoint Steve Vasey to the Communications committee to be in charge of community events. Steve has a lot of enthusiasm for these functions and he would be excellent for this position. Motion second by Bob Garrison. All in favor. Motion carried.
Community Liaison– Adam Anderson reports, A question from a resident that doesn’t do Facebook about getting the information emailed to her. The question was forwarded to the committee. A complaint about overgrown lot on Governor Boone. A letter was sent to the owner. A question about a manhole cover near a driveway construction on Daniel Morral. They were referred to GCWS. A complaint about a tarp on a roof of a home on Haig Court. The owner was contacted and is under permit to replace the roof and the work is underway. A suggestion to add a no exit sign on Robert Conway.
Welcome Committee– Butch Williams reported, Jean Hulse- Hayman was doing a great job and that they have welcomed around 12 new families so far this year.
Drainage– Jacky reports, Steve Vasey has resigned as drainage chairman. Jacky at this time appoints Al DeMarchi as Drainage chairman. Al DeMarchi stated all requests for drainage are to be put in writing and come through the office.
Water Amenities– John Walton makes a motion to allow the Board of Directors of the WPA to secure the services of Carter Dredging II, Inc., for the purpose of dredging of canals as shown in the contract with attachments. The board makes this approval subject to the following three stipulations: 1. Total Contract amount is $238,700 as shown, payable in 5 installments of $47,740.00 each. One third of this amount shall be paid by the WPA (79,567.00) and two thirds ($159,133.00) shall be discounted by $6,908.00 which the WPA also agrees to pay. This is to compensate for one third of previous monies paid from the WWPO in the amount of $20,725.00. WWPO is now responsible for $152,225.00. 2. The WPA and the WWPO enter into an agreement covering the responsibilities of each. This agreement shall be approved by the Board in a separate motion. 3. Approval of this motion allows the Board to pay a total not to exceed $87,000.00 for the WPA share of the dredging contract. Motion seconded by Adam Anderson. All in favor. Motion carried.
John Walton motions to approve agreement between the WPA and the principals (the signers on the WWPO) that makes clear the terms and conditions of the particulars of this project.
Motion seconded by Larry McMillan. All in favor. Motion carried.
Boat Landing- On July 19th, I was informed the gate to the landing had been severely damaged. Georgetown Sheriff’s Department was notified. An officer was dispatched and a report filed.
Larry McMillin, grounds chairperson, removed the gate and took it to a local welding shop for repair. It was repaired at a cost of $873.15 and reinstalled by Larry and helpers, a difficult task as the gate is very heavy. This kind of malicious destruction is uncalled for and the only way the culprits can be identified is with proper security surveillance. Thus far, no one has come forward to admit to causing this deliberate damage.
Canal Committee- On August 7th, at 7:00p.m., a meeting was held at which the Canal Committee gave an updated report on the status of the canal maintenance dredging project. To date we have collected $189,900 in voluntary funds, primarily from canal lot owners. We anticipate receiving more funds toward our goal of $200,000.
Thursday, August 16, our contractor, Brad Davis, met with Earthworks survey crew on the spoil site. All Mr. Davis’s work exceeded required specifications. There was one spot, not marked on the contract drawing given to Mr. Davis, which needed attention. Brad immediately repaired that area while the survey team was still on site. The site has now passed inspection by Earthworks and they have given their seal of approval to the Army Corps of Engineers. We wish to thank Brad Davis for his dedicated concern for the project. At this time, we can release the remaining funds of $28,700 owed to Mr. Brad Davis
Earthworks requested the disturbed areas on top of the dyke to be seeded to prevent erosion. Larry McMillin will have the grounds crew complete this task. After discussion it was decided to let it regrow naturally.
John Walton makes a motion for the signing of a contract agreement with David Carter Dredging and WPA to complete the maintenance dredging project. Motion was seconded by Larry McMillin. Motion carried.
Condo Liaison– Steve Vasey reports, He attended the annual condo owners meeting and met with the Regime leaders. Steve Vasey makes a motion that we allow for Wedgefield Village Associations meeting to be posted on the sign. Regime meetings will not be allowed on the sign. Motion seconded by John Walton. All in favor. Motion carried.
Roads– Adam Anderson reports, The sign project is ongoing with the construction of the signs. The actual installation should begin soon, He is told by next week. They emailed us Monday with sign layouts for the map sign and the entrance signs. We are trying to stay on them and push them as much as possible to get this done.
I am aware of a few potholes that need attention. I will get them taken care of as soon as possible.
Grounds– Sometime during the day on July 20th, someone caused serious damage to the marina gate. It appears the gate was forced open from the inside, bending it until the magnetic latch failed. A police report was filed, but it was not possible to determine who was responsible. The gate was taken to a local welding shop for repairs in order to secure the landing as soon as possible. The cost of the repairs were $873.15 for the gate and approximately $10.00 for the hardware to repair the magnetic latch. Thanks to all who helped remove and reinstall the heavy gate to secure the marina area for residents only once again.
Compliance– Butch Williams asked about a policy change for an additional account to keep ARC Refunds in.
Website Committee- Jacky reports, Facebook is up and running. To join The Wedgefield Property Owners Forum, you must go through Facebook to The Wedgefield property Owners Forum page and click join. You will then need to answer the questions to be able to join. Only property owners in good standing are allowed to join. Jacky thanks the Website committee for their hard work. Jacky states if it gets abused you will be thrown off the page. If it gets out of hand we will shut the page down.
Old Business- New Business–
Public Comments– Carolyn McBride suggests a committee of gate checkers to do a random survey, thinking it may deter some. Jacky Walton let her know that is what the Water Amenities Committee does.
Tom Macedo wants to thank all of the people on the nominating committee and those that are running for election. Also commented he was happy to see some people out at the tennis court playing. Also, was happy to see the First Tee at the Golf Course in The Wragg. Butch stated they were going to need volunteers to help with The First Tee at the golf course.
Mike at 75 Wedgefield Village Road wants to know about getting the Sheriff’s office out here to regulate speeding. Jacky told him to get a tag number and call the law. The Board had issues a few years ago about letting the Sherriff come out here because we are private property and maintain our own roads.
Golf Course Update– Butch reports, The golf course opening is Monday at 8am on number 1 green with the news media there. Call the Pro Shop if you are coming. The first week is members only. The following week there will be a tournament. The following Saturday the course will be open to the public.
Next Monthly Board Meeting– September 18th, 2018
Adjourn – Jacky Walton