WPA MONTHLY MEETING MINUTES
July 16, 2019
Call to Order – Jacky Walton
Attendance – Jacky Walton, Bob Garrison, Peggy Phillips, John Walton, Bob McMahan, Larry McMillin, Adam Anderson, Steve Vasey
Absent– Butch Williams
Quorum – Yes
Approval – Motion to approve June 18th, 2019 Meeting Minutes made by John Walton, Motion Seconded by Bob McMahan. All in favor. Motion Carried.
Officer Reports
Presidents Report – Jacky Walton reports, Last month I appointed Tom Macedo as the Nominating Committee Chairperson. There will be a change in this. Jean Hulse-Hayman will now be the Nominating Committee Chairperson.
Bob Garrison makes a motion to approve Neena McMahan, Marion Cuttino, and Ken Gaspari, with Jean Hulse-Hayman as Chairperson to the Nominating Committee. Motion seconded by Bob McMahan. All in favor. Motion carried.
Any resumes for Open Board positions need to be into the office by August 15, 2019. Any By-law changes need to be submitted by August 1st, 2019.
Vice Presidents Report – Bob Garrison reports, I would like to remind all residents to contact the office about complaints. They must be written. Do not call Board members on their cell phones or at home. Please contact the office. Michelle will get your message to us and we will make arrangements to contact you concerning this. We do not get paid for this.
I would also like to remind everyone about the proper procedure for writing checks. Typically checks are written on Fridays. Work that is done has to be approved before a check is written. Section 2 11.03.02 in our Policy Manual says if a project is over $500 it has to be approved at the next Board Meeting. Some Board members follow the policy manual and some just do what they want. There is a reason we take the time to do the Policy Manuel.
Secretary’s Report– Larry McMillin reports, Since last month’s meeting, the oldest printer in the office has been retired. The Board had appropriated $500 for the purchase of a replacement.
Seeking advice from the sales people at Office Max, an HP laser jet printer was chosen at a cost of $209.99.
Also, a cartridge which will print 3500 pages was purchased, which should last quite a while. With tax, the total cost was $339.10, well under the $500 amount which was approved.
The election process is underway, with all the steps to be followed in a timely manner. My next task is to seek members to serve on the election committee. It is hoped that many will once again participate. The committee will be finalized in time for the October Board Meeting.
Treasurer’s Report– Peggy Phillips reports, As of June 30, 2019, our Operating Account with South State had a balance of $179,813.52. Our Debit Account with South Atlantic had a balance of $1,436.39. This reflected $449.00 for Marina Cards which we have received. A new printer in the amount of $339.10 was purchased after the statement closing. This would result in the account having a balance of $1,097.29. We will write a check from Operating for $1402.71 to bring the account back to $2,500.00 The ARC Escrow Account with South Atlantic has a balance of $8,800.
The Reserve Account balances were: South Atlantic, $223,020.31, Edward Jones $367,270.01, and TD Bank for $58,168.27, for a total reserve of $648,458.59.
Each Board Member has been given an Updated Reserves Report. To my knowledge all expenses have now been paid for the Canal Dredging by the Association and the Waterfront Property Owners. I will prepare a notebook for this project with all documentation included.
The Directory Committee has turned in $1,770 received for advertising. This was deposited into our Operating Account.
Committee Reports
ARC– Bob McMahan reports, There are 26 on going ARC projects. There have been 9 new permits approved since the last meeting, 1 for a new house, 4 for tree removal, 1 for a fence, 1 for a fence and a patio extension, and 2 for re-roofing. We have a meeting scheduled for tomorrow at 4:30.
Legal- Bob Garrison reports, First reading on policy manual change under new business.
Finance– Peggy Phillips reports, We currently have 11 delinquent accounts for 2019. We are preparing liens on these properties and they will be filed this month per policy.
I need all Board Member’s input in the preparation of next year’s budget. I have given each member information showing the amounts budgeted this year, and the amount used so far. Also suggestions for next year are included. I will call a meeting of the Finance Committee next week to help finalize the proposed budget for 2020.
Bob Garrison added if your committee is anticipating a capital improvement, Now is the time to request the money for these. That way we won’t be surprised with a project and have to take money from other projects.
Communications– No Report
Community Liaison– Adam Anderson reports, The past month we have received a complaint about an overgrown lot on Daniel Morall, a letter about chickens on a porch, a complaint about a camper and an overgrown lot on John Green Ln., and a letter from the drainage chairman concerning a comment made at the June meeting about water standing on a cul-de-sac after heavy rains. The Chairman wanted to clarify his feelings about what was said and that there was no drainage issue, perhaps a road issue.
Welcome Committee– Jean Hulse-Hayman for Butch Williams reports, We have done 36 welcome bags, at a cost of about $22.00 a bag. We had a budget of $600 this year and I believe we will ask for $800 next year.
Drainage- No report.
Water Amenities– John Walton reports,
Boat Landing: We survived the 4th of July weekend and all seems to be fine. Nothing new to report at this time.
Canal Committee: We received an email from Tommy Fennel, Chief Northeast Branch, Army Corp of engineers, regarding the completion of our dredging project and formally closing the file.
“Based on the site visit conducted on 06/27/2019 the canal dredge is complete and the spoil site is stabilized with no further discharge occurring other than rainfall runoff from the basin.” Pictures were enclosed as further proof. The on-site visits were conducted by Mark Donevan, Land Development Project Manager of The Earthworks Group, Murrells Inlet, SC.
The last two invoices ($1,260 & $900) were paid from the $3,820 retainer. This should leave us a plus balance of $1,660 with Earthworks. If, and when, we get a refund, the funds will be distributed back to the water amenities and WHOA accounts using the 2/3 and 1/3 formula.
Condo Liaison– No report.
Roads– Adam Anderson reports, I am still struggling to get bids. I reached out to Mark from Earthworks to come out and measure and solicit bids. Nobody wants to come out and bid. Bob Garrison says to go ahead and accept the bid. Nowhere does it say we have to have 3 bids.
Twelve areas, one being a complete street is going to cost $357,671. The roads committee and the Board will go over the bid and see what we want to do before we sign a contract. We will call a meeting in the near future and invite the community so we can begin this process.
Grounds-Larry McMillin reports, Shortly after last month’s meeting, an order was placed for more marina gate cards. The cards were ordered to sequence with the last shipment we purchased. The bill for 100 cards was less than expected. The Board had appropriated $500.00, but the invoice only totaled $449.00, and $9.00 shipping. With all the property changes occurring, the office will soon be handing out cards from the recent delivery.
The grounds maintenance crew is working diligently to keep up with the rapid grass growth after the recent rains. The vacant lots on the lot mowing list are due to be mowed for the second time in the near future. A map showing low-hanging limbs above the streets has been given to the maintenance crew to address as their schedule permits.
Approximately 2 weeks ago, a resident had a small mishap while entering the plantation. His truck collided with a brick wall on the left side just beyond the gate house. The person contacted the office the next day and took responsibility for the accident. I am working with him to arrange the repairs at his expense.
Compliance– No report.
Website Committee- No report.
Old Business- The 2019 directory is at the printer with a final cost at $2400. WPA will need to cover $600.
New Business– Bob Garrison presents Policy Manual Changes:
PROPOSED POLICY CHANGES SECTION II, 6.01
Existing: The President, Vice President, Secretary, Treasurer, ARC Chairperson, Legal Chairperson, Finance Chairperson, Communications Chairperson, Welcome Committee Chairperson, Drainage Chairperson, Water amenities Chairperson, Roads Chairperson, Condo Liaison Chairperson, Grounds Chairperson, And Compliance Chairperson have the right to make purchases up to $500.00 without prior approval from the board, provided adequate funds are available in the budget and approved by an Executive Board member prior to the purchase.
Proposed: PROPOSED POLICY CHANGES SECTION II, 6.01
The President, Vice President, Secretary, Treasurer, ARC Chairperson, Legal Chairperson, Finance Chairperson, Communications Chairperson, Welcome Committee Chairperson, Drainage Chairperson, Water amenities Chairperson, Roads Chairperson, Condo Liaison Chairperson, Grounds Chairperson, And Compliance Chairperson have the right to make purchases up to $500.00 as a single event not related or part of a larger project, without prior approval from the board, provided adequate funds are available in the budget and approved by an Executive Board member prior to the purchase.
SECTION II 11.01.03
Existing: The President, Vice President, Secretary, Treasurer, ARC Chairperson, Legal Chairperson, Finance Chairperson, Communications Chairperson, Welcome Committee Chairperson, Drainage Chairperson, Water amenities Chairperson,
Roads Chairperson, Condo Liaison Chairperson, Grounds Chairperson, And Compliance Chairperson have the right to make purchases up to $500.00 without prior approval from the board, provided adequate funds are available in the budget and approved by an Executive Board member prior to the purchase.
Proposed: The President, Vice President, Secretary, Treasurer, ARC Chairperson, Legal Chairperson, Finance Chairperson, Communications Chairperson, Welcome Committee Chairperson, Drainage Chairperson, Water amenities Chairperson, Roads Chairperson, Condo Liaison Chairperson, Grounds Chairperson, And Compliance Chairperson have the right to make purchases up to $500.00 as a single event not related or part of a larger project, without prior approval from the board, provided adequate funds are available in the budget and approved by an Executive Board member prior to the purchase.
SECTION II 6.02 to become 6.02.01
SECTION II 6.02.02: PROPOSED: All approved expenditures for services
$1000.00 or more shall require a written contract signed by the President and secretary of the WPA and the vendor supplying the service.
SECTION II 11.02.02: : PROPOSED: All approved expenditures for services
$1000.00 or more shall require a written contract signed by the President and secretary of the WPA and the vendor supplying the service.
Public Comments– Jean Hulse-Hayman asked who is in charge of putting something on the sign. Bob Garrison let her know if it was WPA business just to let Bob McMahan know and it would be placed on the sign. Other items, not concerning WPA business would have to be approved by the Board.
Dale Hayman extends his appreciation to John for all the work he has done getting the canal dredging done.
John Walton introduces a new resident Steve Garman who attended the meeting.
Steve Garman asks what is ARC. Jacky Walton let him know that it is the Architectural Review Committee. Bob Garrison let him know that any changes made to your exterior home must be approved by the ARC Committee.
James Price said in reference to the improvement of the streets, why don’t you question all the work that needs to be done now instead of picking small projects why don’t we go ahead and do it all.
Bob Garrison explains we have to look at the price and what roads need the most work and is the most traveled. We have to look to see and what money permits.
He also asks if he has to go through the ARC committee to put a drainage pipe in his ditch in his front yard. Jacky explains that yes, he would have to go through ARC first and have the drainage committee’s approval also.
James Price said he would like to convert his back porch by putting glass around the porch, would he have to an ARC permit for that also? Bob Garrison explained that it was changing the appearance so it would require a permit.
James Price let the Board know about speeding on Francis Parker and has almost been hit twice. He asked about getting speed bumps. The Board let him know that they do not work. James said that the electronic speed limit signs they had in his old neighborhood worked.
Bob Garrison let them know that we do not have any law enforcement, but if you see something and can identify someone involved call the police.
Golf Course Update-
Next Monthly Board Meeting– August 20th, 2019
Adjourn – Jacky Walton