WPA MONTHLY MEETING MINUTES
February 19th, 2019
Call to Order – Jacky Walton
Attendance – Jacky Walton, Bob Garrison, Peggy Phillips, John Walton, Butch Williams, Steve Vasey, Bob McMahan, Larry McMillin, Adam Anderson
Absent– Quorum – Yes
Approval – Motion to approve January 15th Meeting Minutes with corrections made by John Walton, Motion Seconded by Bob Garrison. All in favor. Motion Carried.
Officer Reports
Presidents Report – Jacky Walton reports, No Report
Vice Presidents Report – Bob Garrison reports, Assessments are now past due. Anyone who hasn’t paid does not have any privileges in the Plantation, as they are not in good standing. A $20.00 monthly late fee will start this month.
Due to the recent safety concerns in the community I recommend security lights. If your yard is bright it will deter thieves. Do not leave your keys in your car.
Secretary’s Report– Larry McMillin reports, One of the responsibilities of the Board Secretary is to update and maintain the Resident’s list. This must be done to ensure that the mailings for the Annual Meeting and Assessments are sent to the proper owners in a timely manner. Many properties change ownership each year without notification of their closing by the agents involved. Many hours are spent researching returned correspondence to make corrections and re-mail them. It is asked that anyone selling their property notify the office staff once the sale is under contract. That way, it will be much easier to follow-up on these if we do not receive their paperwork from the closing agent.
Treasurer’s Report– Peggy Phillips reports, As of January 31, 2019, our Operating Account with South State had a balance of $217,613. With deposits made since that time, our current balance is $265,018. Peggy Phillips makes a motion we transfer $75,000 to our Reserve Account with South Atlantic Bank out of operating using the individual Reserve categories at the percentages used in 2018. Motion seconded by Bob Garrison. All in favor. Motion Carried. Our Debit Account with South Atlantic has a balance of $2,490.02.
The Reserve Account balances were: South Atlantic- $168,898.94, Edward Jones- $362,490.62, TD Bank- $76,132.63 For a Total Reserve of $607,522.19.
Not reflected in the above totals was a check to Carter Dredging for $15,913. This would result in a balance with TD Bank of $60,219.63 and in Total Reserves of $591,609.19.
Approximately 73% of the Assessments for 2019 have been paid and delinquency notices will be mailed to residents past due for this year on March 1st per policy. These accounts will be charged a $20 per month late fee until paid in full.
Committee Reports
ARC– Bob McMahan reports, 14 ongoing projects. One approved since last meeting for reroof & siding.
Legal- Bob Garrison reports, An update on the burned out house. It has been flattened and is in the process of being carted away. We had several communications with their attorney on it being cleaned up. It is now being completed. Our lawyer checked with the county attorney to see if we could do anything in this matter. He said he has fought this issue for nine years and cannot get the legislature to approve these rights for the county.
Bob Garrison made a motion to renew our listing on the properties we have for sale with Pawleys Seaside Realty. Motion seconded by John Walton. All in favor. Motion carried.
Finance– Covered in Treasurer’s Report.
Communications– Steve Vasey reports, We have scheduled our Annual yard sale for May 4th, between 8am and 2pm. Call the office if you would like to participate so when we make a yard sale list your address can be on the list that is handed out.
On April 20th the Easter Egg hunt and Community Picnic will be held. The Easter Egg hunt will be at 11:00 and the Community Picnic right after.
Steve Vasey makes a motion to approve up to $1000 for the Egg Hunt and Community Picnic. Motion seconded by John Walton. All in favor. Motion Carried.
Community Liaison– Adam Anderson reports, We had a question from a potential buyer asking about boat storage, Question about the greenhouse in the condos, Jacky let us know the WVA is looking into this matter, but the woman is in the hospital right now. We had a question about paying HOA dues online. She was informed we don’t have a way to do that. Had a question about the burned-out house.
Welcome Committee– No report. Jacky Walton asked Butch to contact Marion Cuttino about a welcome package she uses at the condos.
Drainage-Al DeMarchi made a motion to approve a $5,000 contract to Live Oak Excavation project 5.1 Starting at the property line between lot 491 and 492 regrade the swale to carry water to catch basin located at lot 495. All shoulders on Francis Parker Road requires the swale to be regraded from lot 416 to 454, 478 to 489, 482 to 487, & 489. Shoulder along North side of road requires the removal of grass and high point to allow water to drain off the road from 426 to 438, 445 to 449. Berm along lots 447, 448, and 487 must be built up to prevent water drainage into low lying lots. This also includes the area in from of the golf course dump area and the area in front of the lake at the intersection of Joanna Gillard and Francis Parker. Total project is approximately 4300 linear feet. Motion seconded by John Walton. One Opposed. Motion Carried.
Water Amenities– John Walton reports, The dredgers are here dredging. They are almost halfway done. We have made 2 payments. I think they are doing a good job. Earthworks is supposed to come do their first survey.
John Walton made a motion to approve up to $500 to Live Oak Excavation to level concrete from the burned-out property moved to the landing. Motion 2nd by Bob Garrison. All in favor.
Motion Carried.
The first of March we will ask for an extension on our permit for 30 days.
Condo Liaison-Steve Vasey reports, The only thing brought to my attention was a pot hole off of Wragg’s Ferry Rd.
Roads– Adam Anderson reports, I have been out checking the roads. I can’t find enough to call in a big paving crew. I do have 2 paving crews coming in to give a cost estimate on fixing the potholes in the plantation.
Grounds-Larry McMillin reports, The Maintenance Contract with Howard’s Quick Cut is due to expire on February 28th. I received a letter from Mark Howard offering to renew their contract with us for the upcoming year under all the same terms and cost. His company had given us good service and is excellent to work with. Larry McMillin made a motion to renew the Maintenance Contract with Howard’s Quick Cut beginning March 1, 2019. Motion seconded by Butch Williams. All in Favor. Motion Carried.
I am hoping to avoid confusion and controversy about the funds in the Grounds Budget which occurred last year. I make a motion to approve the budgeted amount of $8,000 to be used as needed for flowers and other purchases as needed throughout the year. The Debit Card will help simplify the operations and a full accounting of expenditures will be included in the monthly Ground Reports as they occur. Motion amended to $2,500. Seconded by John Walton. Motion Carried.
The Wedgefield Boat Club is making an effort to help promote the Manor House and Golf Course. There is a proposal to purchase a sign to help advertise their availability and that they are open to the public. There has been discussion about placing this sign next to the WPA sign at the corner of Wedgefield Road and North Frasier Street. If there are no objections to this proposal, I will seek donations from the Boat club members.
Compliance– No report.
Website Committee- No report.
Old Business- Butch Williams made a motion to appropriate $1700 for UPS to print 400 updated directories for residents. Motion seconded by John Walton. All in favor. Motion Carried.
Butch Williams says he is going to investigate a good camera system to put at the gate house and get a few bids for a couple of systems and installation.
First Reading on Policy Manual Changes Section III 2.01.1 Record retention for ARC Applications and related Associations Documents will be five years.
Section VIII 12.01.01 It shall be the policy of the WPA to maintain one primary checking account with all funds received deposited to this account and all checks written from this account except ARC refunds. Refer to 12.01.03
Section VIII 12.01.03 An additional secondary checking account shall be created to hold all refundable portions of ARC deposits. Upon receipt of an ARC check, funds will be deposited to the Operating Account and a check will be written from Operating to the ARC Refundable Account for the portion of ARC fees to be refunded. ARC refunds will be paid from this account only after final approval from ARC Committee.
Bob Garrison says in Section VI, 2 The Wedgefield Phone book should have been removed from the Policy manual after approval at the October of 2017 meeting.
New Business–
Public Comments– Al DeMarchi made a comment saying a street sign was not in line with the rest of the signs. Bob Garrison said it is not our sign and Al asked if there was something, we could do about it.
Tom Macedo wanted to applaud Butch and Adam on the research of the cameras. If it helps one person it is worth it. He said anything we can do to help the golf course, we should do to help it.
Ed Wozniak concurs with Tom on the cameras.
Gary Dreher heard a rumor about some new development down Wraggs Ferry and wanted to know if they helped with the up keep of the roads. Bob and Jacky let him know we don’t have any option to be able to collect anything from the new development since we do not own it.
Al DeMarchi asked to have the realtor to change the numbers on the listing on the property we have listed for him. They are not correct.
Golf Course Update– Butch mentioned the success of the sponsorship to fill the sand traps to help support the golf course. Mitch had a few bad months because of all the rain.
Next Monthly Board Meeting– March 19th, 2019
Adjourn – Jacky Walton