Wedgefield Plantation Monthly Board Meeting Minutes
January 20, 2015 7:00 pm
Call to Order: Jacky Walton, President
Attendees: Jacky Walton, Bob Garrison, Adam Anderson, Inge Ebert, Al DeMarchi, Janine Cline, John Walton, Larry McMillin & Keith Johnson.
Quorum: Janine Cline stated yes there is.
Approval of Minutes: Approve minutes.
- November 21st Open Meeting Minutes, Motion by Al DeMarchi, 2nd by Janine Cline
- December 22nd Open Meeting Minutes, Motion by Janine Cline, 2nd by Al DeMarchi
- December Monthly Board Minutes, Motion by Inge Ebert, 2nd by John Walton
All Motions passed with 9 ayes.
President’s Report: Jacky thanked all involved for a successful tree lighting with a special thank you to Larry McMillin and his grounds committee and Shirley Peterson and her WOW committee.
Jacky reminded residents due to the vehicle break-ins that everyone should keep their cars and houses locked and any suspicious behavior should be reported to the Sherriff’s office immediately.
Vice President’s Report: Bob reported that he has been pleased with the improvements and accomplishments that have occurred over the past year. He thanked Adam Anderson for the roads project and Larry McMillin for the grounds. He also thanked Al DeMarchi for the improvements on the drainage project. He stated that he has also seen improvements on the spirit of the residents. There has been a lot of co-operation and fraternity in the community. He further stated that he has observed residents working together and getting involved in the community.
Bob reminded all residents and the board that 2015 assessments are due and must be paid within 30 days. In addition, payments not received by February 1 will result in being considered delinquent. He encouraged all residents to get their assessments in on time.
Secretary’s Report: Janine reported that office supplies are good for the next 2 months. She also stated that 2013 files will be boxed up and put upstairs, but 2014 will remain downstairs for reference.
Treasurer’s Report: Al DeMarchi reported that 2015 is starting out well with the receipt of approximately 30% of assessment payments deposited to date. He stated that late fees will not be assessed in February; but late fees will accrue as of March 1, 2015.
He reported that past due assessments are approximately $62,500 and we will continue to pursue through the legal process.
Committee Reports
ARC: Keith reported the following have been reviewed and approved:
- Lot 183- Re-roof
- Lot 499- Small tree removal
- Lot 411- Small tree removal
- Lot 035- Bulkhead
Keith made a motion, 2nd by Janine Cline to accept Bob Garrison, Jacky Walton & Al DeMarchi to the ARC Committee. Motion passed with 9 ayes.
Legal: Bob reported is continuing to focus on collection of delinquent accounts. Bob stated that no less than 5 judgments have been granted in the last several months granting the WPA to sell properties to collect past due assessments, Bob added that it is the boards hope that these delinquent assessments will now be paid as it is realized that the WPA is serious about collecting past sue amounts and encouraging members to pay all assessments on time and avoid late charges and legal fees.
Bob reported that 3 of the 5 judgments filed are now paid in full.
Finance: Al reported that there has been some question on amounts changing for current accounts. He explained at times money has been charged to an incorrect account and has to be moved to the proper account. This will change the monthly amount on occasion. Al stated that the 2013 audit has been passed and all accounts are correct.
Al stated that he will be soliciting bids for the 2014 audit very soon and with the new 2015 QuickBooks in place the audit process should go very smoothly in the future.
Communications: Janine reported that the Wragg was sent to the printer on Wednesday. It should be mailed out this week.
Janine also wants to organize another street clean up in February to be from the Gate House to 701. She will be calling on volunteers soon.
Community Liaison: Adam Anderson reported the following correspondence this month:
- A letter complaining about Christmas decorations on a home on William Screven St. This was forwarded to the compliance committee for review.
- A complaint about a sign and a tractor being parked at a home on vacant lot on William Screven St. This was forwarded to the compliance committee for review.
- A request for a street light on King George was received, reviewed by the grounds committee and determined to be too costly.
- A request for a street light at the end of Gov. Johnson also came in, was reviewed by the grounds committee and determined to be unnecessary.
- A letter pointing out that he had heard rumors that he had complained to the board of the Christmas decorations on William Screven. The resident wanted to board to know that he had no objection to the decorations.
- A letter complaining about the school bus damaging several yards on Ballard Place near the circle. I wrote a letter to the transportation manager at the school district explaining the problem and asking if the bus could meet the kids at the end of the street as the circle is too small for the bus. I was assured that they would handle it.
- A letter pointing out discrepancies in the monthly financial reports vs the year-end financial reports. This letter was forwarded to the finance committee.
Welcome: Inge reported that she and Vivian Segelken met on January 12 to go over all the information and material they have to welcome new residents. Inge passed around the updated packet with additional information in it for the board to review.
In addition she stated that Vivian came up with a wonderful tri-fold brochure with only Wedgefield information in it. There was also a map and history of Wedgefield included. Inge made a motion 2nd by Janine Cline to accept the tri-fold and map in the welcome packet. Motion passed with 9 ayes.
Drainage: Al reported that the State Department will be starting work on Wedgefield Road at the entrance soon. He asked the residents to please be watchful and careful as you come into the plantation.
He also reported that damage has been done to the golf course at the 13 & 14 holes. He stated if you see anyone causing damage please contact the Sherriff’s department.
Water Amenities: John Walton made a motion, 2nd by Bob Garrison, to accept Chris Carroll, Jamie Cristello, Dave Hastings, Ed Wozniak, Larry McMillin, Adam Anderson & Keith Johnson to be added to his Water Amenities committee this year. Motion passed with 9 ayes.,
John stated that the first project of 2015 that he would like to move forward with is a new card reader for the landing. This will track more effectively on all people coming in and out of the landing. He also reminded everyone to please affix your sticker to your windshield or there will be towing.
Roads: Adam reported that a school bus has been having trouble turning around on Ballard Place. This has caused damage in the circle. Adam stated that this has been looked in the past with no resolution for this road. As previously stated hopefully the bus will be able to pick the kids up at the entrance to Ballard and Wedgefield Road.
Adam reported that the next phase of the road project is being worked on. He has met with the engineering firm and has continued to reach out to several more. He would like to have 3 bids for the board to consider but this is proving difficult. He will follow up and try to gain 2 more bidders.
Condo Liaison: Inge stated that she has asked Adam to please look at cold-patching the parking lot of regime III. The Regime would pay for the material. Inge stated this area is in major need of repair. She asked if the WVA could get a quote for paving when the time comes around and she will take it to the WVA board.
Grounds: Larry reported the maintenance contract is coming due and he is getting notice out for sealed bids. Larry reported that he is moving the Lot Mowing to an amendment so that contractors can bid or outsource. He has posted the bid announcement in the Georgetown Times for 2 days and had a sign made for the entrance.
Larry reported that another accident happened at the triangle. 2 corners have been damaged. 1 estimate has been received to fix this. The resident has agreed to pay for 1 corner and the other will be paid by WPA due to not knowing who did it.
A motion was made by Larry McMillin, 2nd by Bob Garrison to spend $95.00 for the 2nd corner to be done. Motion passed with 9 ayes. It was agreed that the resident will pay the contractor for corner #1 directly.
Larry reported that the Gate House repairs & cleanup will be done mostly by volunteers. A motion was made by Larry to spend up to $350.00, 2nd by Bob Garrison to buy the materials to fix the gutters. Motion passed with 9 ayes.
Compliance: Bob Garrison made a motion, 2nd by Janine Cline to accept Peggy Phillips, Barbara Nichols and Dick Mooshie to serve on his compliance committee. Motion passed with 9 ayes.
Old Business:
- 2nd reading: Policy addition Section VIII- 5.02.02- YEARLY ASSESSMENTS
To Add: 5.02.02- “A grace period with regard to late fees from February 2 to the last day of February shall be extended to all owners’ accounts without incurring late fees, provided there are no prior assessments due on that property.”
This motion was accepted by Al DeMarchi and 2nd by Inge Ebert. Motion passed with 9 ayes.
New Business:
Janine made a motion, 2nd by Inge Ebert to spend no more than $320.00 to upgrade QuickBooks Pro to 2015 with Enhanced Payroll added. This will insure the current and accurate payment of payroll expenses due the government and employee deductions. Motion passed with 9 ayes.
Notification of the next Monthly Meeting- February 17, 2015
Resident Comment:
Dave Hastings- Dave stated there is a lot of trash inside the plantation and asked if that would be done along with Janine cleanup of Wedgefield Road.
Bob Buice- Bob asked if he could receive information on the condo budget and questioned the fees. Inge stated to him that each regime has its own budget and meeting. His regime meeting is February 21 at 9:30 am. She told him to see his regime President.
Randy Vaughan- Randy questioned the insurance coverage for the board members and volunteers if anyone gets injured. Randy also questioned why a committee has to have 5 or 6 members. John Walton stated that different members have to watch the landing at different times during the day.
Adjourn: Meeting adjourned by Jacky Walton.
Janine Cline
Secretary