WPA MONTHLY MEETING MINUTES
January 18, 2021
Call to Order –Gary Dreher
Attendance – Gary Dreher, Jonathan Rutstein, Bob Ramsey, Peggy Phillips, Joe Meyers, Tom Cobb, Ken Gaspari
Absent– Stan Earnhart, David DeCreny
Quorum – Yes
Approval – Motion to approve October 19, 2021 minutes made by Gary Dreher. Seconded by Joe Myers. All in favor. Motion Carried
Motion to approve December 21, 2021 minutes made by Gary Dreher. Seconded by Joe Myers. All in favor. Motion carried.
Motion to approve November 20, 2021 reorganization meeting minutes put on hold until correction is made.
Officer Reports
Presidents Report – Gary Dreher reports, He welcomes everyone to the meeting. Glad to see a lot of people wearing masks. It is voluntary but he thinks it’s a good idea with everything going on. One board member is out because of exposure to COVID. Just a reminder that all the Board members here are volunteers.
Vice Presidents Report – No report
Secretary’s Report– Gary Dreher read Stan Earnhart’s report: The annual member assessments were all mailed the first week of January. This requires a lot of work and double checking to ensure that every lot/condo owner receives the correct invoice. This project was again complicated by the avalanche of owner changes last year and closings that had not completed the paperwork in a timely fashion. In some cases, two invoices were sent. One to the original owner and the other to the closing attorney.
A huge thank you to Peggy and Michelle for completing this task on time.
There have been questions regarding publication of the WPA Board Minutes. The WPA does not distribute minutes that have not been approved by the Board. The approval is given at the next WPA Board meeting, with a vote of the trustees. Association Members are welcome to listen to the recording of the meeting in the WPA office. Further discussion of this issue at this time should be directed to the Legal Committee.
Stan would like the Board to think about using Zoom or a pod cast for our meeting but have no motion at this time.
Treasurer’s Report– Peggy Phillips reports, On December 31, 2021, our Operating Account with South State had a balance of $122,845.41. Our Debit Account with South Atlantic had a balance of $1,563.52. This reflected the purchase of candles for luminaries in the amount of $922.82. The ARC Escrow account with South Atlantic had a balance of $76,764.34.
Each Board member has been given an Updated Reserves Report. The Reserve Account balances were: South Atlantic- $157,905.17, Edward Jones- $272,838.74, TD Bank-$223,665.76 for a total in Reserves of $654,409.67.
Our assessment invoices were mailed per policy and we have received 157 payments as of January 17th. These are deposited into our Operating Account with South State.
Our account balance with South State since making assessment deposits is $203,438 with approximately $19,000 not yet deposited. Our anticipated total operating expenses for 2022 are
$175,400. We are required to keep the account under $250,000 in order to be FDIC insured. Peggy makes a motion we move $50,000 to the Reserve Account with South Atlantic Bank. This would bring the balance in South Atlantic to $207,905.17. Motion seconded by Jonathan Rutstien. All in favor. Motion carried.
Committee Reports
ARC– Gary Dreher commented, We have had a change and decided to add Bob Ramsey as a co-chairman of ARC. He will be in charge of new homes; Ken will be in charge of minor ARC projects.
Bob Ramsey adds Trina Wilson Davis, Gary Dreher, Ken Gaspari, Tom Macedo, Bob McMahan and Joe Myers to the ARC Committee.
He expects our ARC will operate as a team divvying up applications among them that each of us can work on projects that we have training for or are interested in.
Our summary of current applications, includes deposited dates from May 2018 through December 2021 plus two new home applications dated 01/05/2022 and 1/11/2022 that are undergoing processing by our permit application reviewers. 40 new home permit accounts are open. There are 42 non-new home accounts open.
Bob has completed a letter to new home building permit applicants as of January 1, 2022.
Bob has sent a letter to a resident on behalf of our Compliance committee regarding a compliant issue that ARC has jurisdiction of.
Legal– Gary reads Stan Earnhart’s report, The Legal Committee meeting originally scheduled for last week was postponed due to covid.
A question regarding releasing Board minutes prior to Board approval may have become a legal issue. We have received association member emails questioning the current procedure and word from our attorney, Joe Crosby, that he has been contacted by another lawyer on the resident’s behalf. Our attorney has advised us not to distribute unapproved minutes and continue to make the recordings available to association members who cannot wait until they have been approved by the Board.
Finance– Peggy Phillips reports, Each Board Member has been given an Updated Reserves Report for 2021. This shows all transactions for the year.
On January 11, 2022, the Finance Committee met. The following were in attendance: Michael Downes; Inge Ebert, Bob Garrison, Bob McMahan, Jacky Walton, Gary Dreher and Jonathan Rutstein. Absent was Stan Earnhart.
After much discussion and reviewing past expenditures and projected future projects, the committee is recommending the following percentages for the reserve categories for 2022:
Roads currently 67% changed to 65%- Balance $414,804, Drainage currently 10% to remain at 10%- Balance $35,474, Marina currently 5% changed to 3%- Balance $30,954, Emergency currently 3% changed to 2%- Balance $96,487, Canals currently 15% changed to 20%- Balance
$61,464, Landscape currently 0% to remain 0%- Balance- $15,226.
Peggy makes a motion to approve the percentage changes to the reserve categories for 2022. Motion seconded by Jonathan Rutstein. All in favor. Motion carried.
Communications– Gary Dreher reads David DeCreny’s report, David will post the WPA HOA website address on the message board at the plantation entrance. We would like the input of the owners on what information they would like to see on the owners only portion of the website. Ex; Wedgefield Plantation Directory, approved minutes, Wedgefield Wragg. The address is http;//www.wedgefieldhoa.com
Community Liaison– Jonathan Rutstein reports, We have received the following, An email about violations and what happens to them and will be forwarded to compliance. A resident emailed about arc refund. Michelle handled. Real estate agent asked about small trailers and fences. Michelle handled. A letter concerning many violations in the community. Compliance is looking into this. A letter concerning cul-de-sac issues. ARC is looking into this. An issue concerning addresses not being on the invoices sent out. An email concerning the minutes put out earlier. Legal took care of this. A few emails concerning issues after the rain. This was handled.
Welcome Committee– Gary Dreher has asked Jean Hayman to be the Welcome Committee chairperson and should have a report at the next meeting.
Drainage- Joe Myers reports, Joe Myers made a motion to approve the following to the drainage committee: Stan Earnhart, George Gross, Marge Miller and Wyndell Peacock. Motion seconded by Jonathan Rutstein. All in favor. Motion carried. We continue to review any reported drainage problems and to review the Builders application of drainage abatement provisions.
We refurbished the wattle at Wedgefield drive and Possum Trot to keep silt et al from washing into a HOA canal thru the under-road culvert. Mother Nature is providing firmament to the sides of the improved ditch. 6 different ditches feed into this main ditch then into the culvert thereby draining Old Hole 16, the driving range, part of Manor parking and roads, and the homes on Possum Trot.
We established a wattle at 2551 Wedgefield Dr. to prevent dirt from Beverly Homes construction from washing into a grate over a culvert which drains into a HOA canal. ARC was advised but pending 2 inches of rain forecast, we chose to not wait on the builder but remedy the situation.
We are prepared to address any reported drainage problems from rain January 16, 2022. The HOA is not responsible for under driveway pipes nor ditches adjoining owned lots. These are the home owners’ responsibility to maintain. We are responsible for advising owners if remedial action is needed to prevent water flow or lack of flow problems to others.
Water Amenities– Joe Meyers reports, Joe Myers makes a motion to add Adam Anderson, Chris Carroll, Jamie Cristello, Mike Downes, Brad Davis, Steve & Beth Garman, Ken Gaspari, John & Carolyn McBride, Steve & Mauren Vasey & Ed Wozniak to the Water Amenities Committee. Motion seconded by Ken Gaspari. All in favor. Motion carried.
As vital as the golf course is to Real Estate values so are the canals. Wedgefield Plantation is a Waterfront/Golf Community. The golf course if privately owned with individuals’ support. The canals are to be maintained as per the Covenants covering Common Areas.
Our committee continues to meet monthly, next meeting scheduled for 1/27/22, to investigate the mechanism in order to withing the next 3-4 years do a maintenance of the depth of the HOA canals for access to the Black River and to drain the North side of the neighborhood and golf course into the Black River. Over 100 homes and a large section of the golf course are dependent on the HOA canals to drain storm water into the Black River and minimize flooding.
We are requesting monies, immediately of $500, to begin the process of applying for Federal and State Grants to provide much needed funds to maintain the HOA canals as the fit within the Black River drainage system. We are requesting Board approval of these initial funds at this time so we can proceed in our quest of infrastructure funds passed by congress.
We have interviewed three firms to provide the Engineering and oversight of the project to maintain the HOA canals as per the Covenants. Selected firm will perform the necessary tasks to obtain the required government permits and to oversee the operation in providing the future maintenance of the canal depths in 2025-26.
We are preparing to launch the study required by Army Core of Engineers, FEMA, SCDNR, NOAH and Coast Guard of our HOA owned island often called the Spoil Site. We are requesting an initial sum of $5,000 for the Engineering Study of the island integrity ref the Black River.
Obtaining the required permits is usually a 2-to-3-year process.
Joe continues to interface with the Georgetown County Council to establish a government funded study of the Black River Drainage System including our canals to minimize future flooding from major storms within the system.
Joe Myers makes a motion to approve $500 to apply for the federal and state permits required. Motion seconded by Ken Gaspari.
After discussion Motion tabled upon further review.
Condo Liaison– Gary reads David DeCreny’s report, He has been in contact with the president of the WVA (Mark Ricketts) to discuss any concerns he may have that are under WPA authority. Mark says that the roads on Pool Place and Wedgefield Village Rd. have some potholes that need some attention and would like the board to consider possible repaving or spot repair of the condo roads. The condo owners have reported some street lights that were out and they have now been fixed.
Roads– Tom Cobb reports, Tom makes a motion to add Tom Macedo, Keitha Kessler, Gary Dreher and Joe Myers to the roads committee. Motion seconded by Jonathan Rutstein. All in favor. Motion carried.
Tom toured the plantation with Coastal Asphalt and found a number of repairs that need to be made. He should have bids by next meeting for that and 3 more speed humps. He has replaced the missing stop sign at Retreat lane.
Grounds– Gary Dreher reports, We have had discussion about changing the way the luminaries are done. We will be speaking with the grounds and welcome committee. The spoil site clearing was just completed. We also have our contractor to try to keep grass and straw off the roads.
We need homeowners to keep the area clean around their yards. Our contractor is preparing a quote to clean out the pond. We had a contractor install perennial plants and would like to see where more can be planted to improve the beauty of our community. The sprinklers out front need to be repaired and will be checking on this.
Howard’s Quick Cut has submitted a quote to continue the upkeep of our grounds to be the same as it was in the past year. Gary makes a motion to keep Howard’s Quick Cut and accept the contract for our Grounds Maintenance. Motion Seconded by Jonathan Rutstein. 8 in favor. 1 opposed. Motion carried.
Compliance– Gary Dreher reads Stan Earnhart’s report, The compliance committee’s meeting was postponed last week due to covid.
There is existing policy that needs to be followed, including a fine procedure and board hearings for residents who choose not to maintain their property. If these do not work, policy provides for additional legal action if required. Legal has not been effectively used in the past due to the fees inherent in such action. However, it may be time to move forward with stronger steps.
We have already received several complaints from residents. We will start with the most egregious problems, but will address them all.
If there is anyone who would like to join the committee and be a part of the solution, please contact the office.
Website Committee- No report
Old Business- The turtle pallets have moved from behind one person’s home and have drifted. The homeowner would address this when he gets back home.
New Business– Gary would like the community to look into another way to do luminaries. He would like maybe to use paper bags instead of milk cartons. It would remove a lot of issues with storage and people intentionally running them over.
Public Comments-
Jim Hughes said he lived in an area that had used the paper bags for luminaries and the bags would light on fire and people got burned. He also said the road clean up back in April only had 6 people who came out. We should contact the Pastor at the church on Wedgefield Rd. When we contacted them before we had 15-20 people come out. He also asked if Joe Myers would prefer a letter concerning complaints for drainage. It was explained that all complaints must be in writing and go through the office so we can keep track of them. He also asks who is responsible for the pipes under the driveway. Joe explains it is the responsibility of the builder until the lot is sold then it is the responsibility of the owner.
Inge Ebert asked why there is not an alert sign for the speed bumps down on Wraggs Ferry rd. Gary said he felt like we had enough signs. She also says they had someone clean the pond at the condos. It cost them about $800. She also asked why no one outside of the canal lot owners is on the water amenities committee. He said they would take anyone who is interested in being on the committee.
Keitha Kessler said they had sent five letters concerning violation of the covenants of Wedgefield with no response. Her and her husband live next to these people and she wants to know what the consequences for these violations are and what is being done. She feels the Board is not enforcing the covenants. She wants to know what the Board is going to do about it. Stan lets her know that he has addressed some of the complaints and intends to look at these things and explore what legal action we can take. He will try to be more responsive.
Bob Garrison said Mr. Myers made two motions that were not voted on. They were tabled. He explains more then $5.3 million dollars may have been earmarked for the improvement of infrastructure, it is hard as a non-profit to get $5,000 of that money. At some point you will have to have the spoil site approved but need to know who is paying for what and where the money is coming from. Last time we did the dredging we knew where the money was coming from and who was paying for what.
Karl Gettman said on September 25 he wrote a letter about drainage and brought it up at the next meeting. All the drainage needs to be intertwined with the golf course. They need to lay out a new drainage system for the plantation. The owner of the golf course is getting ready to do work with drainage. We should spend reserves on making Wedgefield better. He said he has received no response to his letter other than Adam had received it. Joe let him know he would contact him.
Mike Wheeler said the condo pond was done via spray. He also commented that the light at the entrance of the plantation was blinding as you go through.
Michelle Bennett said on Friday January 7 the contractors had shut down an entire lane between 855 and 1045 Francis Parker Rd with sod. There has to be a way to make sure they don’t shut down an entire road. Gary said Bob is going to try and work on this.
Jim Bennett said they were dumping dirt and had 20 trucks back into the yard going all the way down the circle. Something needs to be done so the pipes don’t get blocked up. Gary said we will put something in the Wragg about this.
Golf Course Update– They are continuing work on the course and are going to be experimenting with the pub. They have a bar and will have food and bands.
Next Monthly Board Meeting– February 15, 2022
Adjourn – Gary Dreher