WPA MONTHLY MEETING MINUTES
December 18th, 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 October 16th, 2018 Minutes made by Larry McMillin, seconded by Butch Williams. All in favor. Motion carried. Motion to approve December 4th, 2018 Reorganization Meeting Minutes made by Bob Garison, seconded by Bob McMahan. All in favor. Motion Carried
Officer Reports
Presidents Report – Jacky Walton reports, Congratulations to Adam Anderson, Bob McMahan and John Walton on their election to another 3-year term. The 2019 Board of Directors is as follows: Jacky Walton, Bob Garrison, Larry McMillin, Peggy Phillips, Bob McMahan, Adam Anderson, John Walton, and Butch Williams. At the reorganization meeting Larry McMillin was appointed to Communications Chairman but that is being changed to Steve Vasey. The Drainage Chairperson will be Al DeMarchi. I would like to thank all the volunteers for volunteering to the committees. I would also like to thank those for volunteering at the Annual Election. Anyone who was on your committee in the previous year will still need Board approval for the upcoming year.
Vice Presidents Report – Bob Garrison reports, We were fortunate to have four good candidates this year for the three available Board positions. Hopefully the other candidate will consider running next year. Thank you to all the election volunteers and to those who helped with decorations this year. We also had a good year helping toys for tots. Thanks to all those who helped. Best wishes to all for the upcoming holiday.
Secretary’s Report– Larry McMillin reports, I would like to begin with a brief report on the Annual Meeting and Election. There were 236 valid votes cast, including 211 Proxies, and 25 who voted at the meeting. There were only 3 ballots disallowed, one returned to us, one late, and one unsigned. The process went very smoothly thanks to the Election Committee and all others involved. I applaud all of them for a job well done.
Treasurer’s Report– Peggy Phillips reports, As of November 30th, 2018. Our Operating Account with South State had a balance of $119,504.62 and our Debit Account with South Atlantic had a balance of $1,767.69. $439.90 was used to purchase luminary candles from 100 Candles to replace the defective candles previously purchased for Webstaurant Store.com
The Reserve Account balances were: South Atlantic $169,999.00, Edward Jones $362,442.51, and TD Bank $48,025.81 for a total of $580,467.32. Interest on these accounts were: South Atlantic $83.81, Edward Jones $403.96 and TD Bank $7.89 for a total interest of $495.66.
Not reflected in the above totals were checks to Sign Shark on 12/7/18 for $6,000.00 for final payment on signs and $15,913.33 for Carter Dredging on 12/7/18 for dredging project. This results in a balance with TD Bank of $26,112.48 and reduces our Total Reserves to $558,553.99.
Our Operating Account with South State now has an ending balance of $112,102.40 which reflects uncleared transactions not included in the ending bank statement. Checks written in December total $4,519.25 leaving an approximate balance of $107,583. Peggy makes a motion to move $50,000 form the Operating Account to the Reserve Accounts to be deposited at TD Bank. Motion seconded by John Walton. All in Favor. Motion Carried. This should leave an operating balance of approximately $57,500 with receipt of anticipated payments of 2019 dues to begin in January.
Committee Reports
ARC– Bob McMahan reports, There are 12 on-going ARC projects. There is 1 new permit approved since the last meeting for tree removal. There are 6 permits in the approval stage. Two are awaiting required paperwork, One awaiting resolution of setback issues. The other 3 are only awaiting signatures for approval. 1 for tree removal, 1 for a screen porch, and one for patio cover/roof.
Bab McMahan made a motion to the appoint the following members to the ARC Committee: Jacky Walton, Bob Garrison, Steve Vasey, and Al DeMarchi. Motion seconded by Bob Garrison. All in favor. Motion Carried.
Legal- Bob Garrison reports, The lawsuit that has been dragging has not been settled yet. Their attorney has resigned from the case. If he decides to find new legal counsel our attorney may request a summary judgement.
Our attorney has written a letter threatening foreclosure on a delinquent account. Also a letter has been sent about the burned out property being taken care of before we contact the county and get them involved concerning the unsafe conditions of this property.
Bob Garrison makes a motion to approve Jacky Walton, Adam Anderson, and Butch Williams to the Legal Committee. Seconded by Bob McMahan. All in favor. Motion Carried.
Finance– Peggy Phillips reports, We have received our Audit for 2017 from the CPA, Mr. James Young. Mr. Young 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, 2017, 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.”
Mr Young has agreed to again audit the statement of assets, liabilities, and fund balances- modified cash basis of the Association as of December 31, 2018, and the related statement of revenues, expenses, and changes in fund balance for the year ended, and the related notes to the financial statements. He will prepare the Association’s federal and state income tax returns for the year ended December 31, 2018.
The fees for these services will be $150 per month for the monthly financial package, $1,900 for the audit and $200 for the tax return.
Peggy Phillips makes a motion that we renew our contract with Mr. James Young to be our CPA for 2019 based on the proposed terms. Seconded by Bob Garrison. All in Favor. Motion Carried.
Peggy Phillips makes a motion to approve Gary Dreher, Bob Garrison, Sue Hastings, Bob McMahan, and Larry McMillin to the Finance Committee for 2019. Motion Seconded by John Walton. All in Favor. Motion Carried.
Communications– Steve Vasey reports, Christmas Eve is rapidly approaching a very little has happened to prepare the luminaries. Several residents have volunteered to help, but we need many more to set the jugs out and light them at dusk. Everything is available at no cost, but it takes a united effort to do all that is needed. We will be assembling and placing the luminaries all day Monday.
Community Liaison– Adam Anderson reports, A complaint about a dog barking on Duck Pond and a concern for the animals well being was received. The resident was advised to call animal control. A complaint about a tree from a vacant lot that fell onto a neighbor’s lot. A letter was sent to the owners and the issue was resolved. Two complaints about the burned-out house on Wedgefield Road and that it is a safety hazard and an eyesore. A letter was sent to the owner explaining the various covenant violations and asking to get it torn down asap to avoid legal action. A letter pointing out someone ran over the yield sign on Francis Parker. The sign has been replaced. The letter also asked the grounds crew to cut as few limbs from trees on Wedgefield Road on the way to the boat landing. A request to send a condolence card for the family of a former resident that recently passed away.
If you have any questions, comments or concerns, please put them in writing and send them to the office.
Welcome Committee– Butch Williams reported, I would like to thank Mrs. Jean Hayman for her hard work on the committee this year. 14 new families have been welcomed to the community this year.
Butch Williams makes a motion to approve Nitta Williams Kathy Peacock Jean Hayman. Bob Garrison seconded this motion. All in favor. Motion carried.
Drainage– Jacky reports, The drainage problems have been identified and divided into 5 distinct projects. Several contractors have been contacted, but few wish to perform the work involved.
Currently one bid has been received and two other contractors did not express an interest. All work is based upon the contractors best estimate of the extend of the damage and repair required. Material cost may require additional funding. We couldn’t get a good estimate on certain spots without excavation. Work is expected to commence after the first of the year.
If the budget permits, additional projects may be taken care of as needed. If the current projects are within the reserve budget, they will all be contracted for with the best, lowest bid.
Al DeMarchi made a motion to approve Bob Garrison and Jacky Walton to the drainage committee. Bob McMahan seconded this motion. All in favor. Motion carried.
Water Amenities– John Walton reports, John Walton made a motion to sign contract with Earthworks. After reviewing the contract, the motion was redrawn due to some revisions needing to be made.
John Walton made a motion to approve Adam Anderson, Chris Carroll, Jamie Cristello, Steve Vasey and Ed Wozniak to the Water Amenities Committee. Motion seconded by Bob Garrison. All in favor. Motion Carried.
Condo Liaison– Steve Vasey reports, No Report at this time.
Roads– Adam Anderson reports, The only issue that came up this month was the sign on Francis Parker that someone ran over. It has been replaced.
If you are aware of a road issue please report it to the office as we are compiling a list of needed repairs for next year.
Adam Anderson made a motion to accept Anne Hearthneck to the Roads Committee. Motion seconded by John Walton. All in favor. Motion carried.
Grounds– Larry McMillin reports, The holiday decorating went well, but the number of participants was disappointing. Only 9 people showed up to complete the work for everyone else to enjoy. I had hoped some new people would participate and offer suggestions to make the decorating even better. Thanks to Bob and Nina McMahan, Bob Buice, Butch Williams, Bob Nichols, Steve and Maureen Vasey, Kathleen Hayes, Don Hastings and Peggy Phillips.
Larry McMillin makes a motion to approve Jean and Dale Hayman, Bob and Nina McMahan, Steve Vasey, Ken and Justine Gaspari, and Peggy Phillips to the Grounds Committee. Bob Garrison seconded the motion. All in Favor. Motion carried.
Next Monday is the time to prepare and distribute the luminaries for Christmas Eve. We have ordered a shipment of candles from a different supplier but they provided to be defective. A rush order was placed, and ten cases of better candles have been delivered. These candles cost $439.90. Until you have been involved in the luminary tradition, no one knows how much work is required. We have lost two long time residents who did Wedgefield road and Wraggs Ferry Road for us, So we are desperate for help to once again make this a wondrous event. We have the jugs, candles, and sand available at the office. All these materials are free but we desperately need volunteers to help.
Compliance-
Website Committee- Jacky reports
Old Business-
New Business– Bob Garrison made a motion to approve an extra $100 to be paid to Kathy Browy and Michelle Blythe for their hard work this year. Motion seconded by Bob McMahan. All in favor. Motion carried.
Public Comments-
Golf Course Update– Butch reports, The golf course is slow right now due to the weather. The Manor House is doing well.
Next Monthly Board Meeting– January 15th, 2019
Adjourn – Jacky Walton