WPA MONTHLY MEETING MINUTES
July 19, 2022
Call to Order –Jonathan Rutstein
Attendance – Jonathan Rutstein, Stan Earnhart, Peggy Phillips, Joe Myers, Stan Earnhart, Tom Cobb
Absent– Ken Gaspari, Bob Ramsey, Gary Dreher
Quorum – Yes
Approval – Motion to approve June Minutes made by Stan Earnhart. Motion seconded by Joe Myers. All in favor. Motion carried.
Resident Speaker– None
Officer Reports
Presidents Report – Jonathan Rutstein reports for Gary Dreher, We will be sending out the proposal for Spectrum. We are going to see how much interest we can get from the community, If we do not get 70% enrollment we will not do it. We still have some questions about the number of homes and who is on the hook. Also, the five-year agreement and how we would be able to handle complaints. Our legal committee is looking into this.
We have had some recent issues with thefts in our neighborhood, mostly with equipment being stolen from the golf course. There was an attempted break-in to a car on Duck Pond and other minor thefts of building materials from houses being built. We are advising all residents take proper precautions such as locking up cars, bicycles, sheds, and trailers at night along with your house locks. The harder we make it for someone to steal something in our neighborhood the less likely it will be that they will return here. Installing security lighting and video cameras around your homes is also effective in deterring criminal behavior.
During review of HOA video camera footage, we noted that a license plate camera at the exit would be invaluable in speeding up the process of identifying possible perpetrators. It is critical that proper identification of potential criminal behavior happen as soon after a crime as possible, and our current system does not track outgoing traffic. Since we do not have outbound tracking at this time, a call was made to Strand Security to get an estimate for adding another camera to track vehicles as they leave the plantation. It was estimated that the coset would be between $2,800 and $3,300.
Jonathan Rutstein makes a motion per Gary Dreher that we approve up to $3,500 for Strand Security to install a License plate reading camera at the exit by the guard house, with monies to be paid from the landscaping reserve fund. Motion seconded by Tom Cobb. 6 approve, 1 opposed. After discussion, Stan Earnhart amended motion for monies to come out of building and structure repairs. Motion seconded by Jonathan Rutstein. All in favor. Motion carried.
Vice Presidents Report – No report
Secretary’s Report– Stan Earnhart reports, We believe the audio problems we had with Zoom, have been corrected. Members and Absent trustees have the ability to watch the meetings from anywhere with internet connection. The WPA office will post the meeting invitation on the WPPA website for each meeting. A meeting invitation can be obtained by sending an email request to the WPA office. We will not accept any late requests to join the meeting. All members should mute their connection during the meeting unless the Presiding Officer requests otherwise. The meetings will be recorded. The Board hopes this will enable more members to watch and gain a better understanding of how the Association operates.
We have not received the contract with Winyah Auditorium for the Annual meeting on November 19. It will process as soon as it is received. All Policy Change recommendations and agenda requests must be received by August 1. This date allows all changes to be in the Annual Meeting Packet mailin.
Treasurer’s Report– Peggy Phillips reports, On June 30, 2022, our Operating Account with South State had a balance of $218,595.79. The South Atlantic Debit Card had a balance of $1,949.35. The ARC Escrow Account had a balance of $88,085.64.
The Reserve Account balances were: Edward Jones- $272,902.78, South Atlantic- $175,669.51, TD Bank- $223,776.70, and Anderson Brothers Bank- $100,050.00 for a total in Reserves of $772,398.99.
The South Atlantic balance reflects payments of $2,500 to Land Services from the Canal Reserve and from the Marina Reserve- $1,137.68 for Spoil Site Dock and $18,007.46 to Coastal Asphalt for the Marina Road.
The Profit & Loss Budget vs. Actual report has been given to all board members. In comparing the actual expenditures for January – June with the projected amounts in the budget, we need $109,907 to finish the year. As stated, we currently have $218,595.79 in the Operating Account with South State.
On June 28, 2022, the Finance Committee met to discuss the finances year-to-date. Based on the 2022 budget and the expenses paid year-to date, we are recommending $50,000 be moved to reserves. The allocations would be using the current percentages as follows: Roads 65%, Drainage 10%, Marina 3%, Emergency 2%, Canals 20%, and Landscape 0%.
Peggy makes a motion we move $50,000 from Operating to Reserves at the existing percentages.
Motion seconded by Tom Cobb. All in favor. Motion carried.
Committee Reports
ARC– Bob Ramsey reports, Jonathan Rutstein reads Bob Ramseys report. We have had five new home permits in progress this month. We have issued one new permit and completed one final inspection.
We have had five fines imposed due and payable this month. Two fines were for unauthorized tree removal. Two fines were for failure to post a valid new home permit. One fine was for filing and grading without an approved Grading Plan.
We have twelve new home permit applications in the wings from Century Homes and Beverly Homes. We are collecting fees and are scheduling their applications for review.
We are informing new permit applicants that we are short-staffed for new home reviews during these summer months because of vacation schedules. We are asking them to prioritize which ones of their permits should go to review first. We are adding new reviews into our review queue to begin as soon as possible.
Tom Cobb added in his report, In bob’s absence, He has been working more closely with the ARC committee. Several issues that came up this month were contractors asking for approvals before plans were submitted, and a problem with identifying lots for Beverly, specifically lot 453 on Francis Parker near the green and 2nd cart path crossings. Beverly submitted an acceptable house plan situated on the lot, but surveyed and marked trees on an adjacent lot.
Also, a question concerning a proposed tree removal and driveway repair at 49 Duck Pond. We have asked the homeowner for clarification.
Legal– Stan Earnhart reports, The legal committee met with the Compliance committee to discuss the Spectrum proposal and the new ARC changes.
Finance– Peggy Phillips reports, The Profit & Loss Budget vs. Actual report has been given to all board members. Please review this form and be prepared to assist in the preparation of the 2023 Budget. The Finance Committee will meet with the Board in August to finalize the Budget and set the assessment amount for 2023. Any capital improvement items will need to be included in the Operating Budget.
For this year, we have 2 accounts delinquent and one that owes $125. Per policy, these accounts will have liens filed before July 31. Five accounts are delinquent for previous years plus one owner with 23 lots. We will use every avenue available to collect these assessments.
Communications/Website– Dave Decreny reports, When the final draft of the July Wragg has been approved it will be available on the HOA website. Printed copies will be available at the HOA office. This information will be added to the digital sign.
Condo Liaison– David Decreny reports, we have received a letter concerning pavement and drainage.
Community Liaison– Jonathan Rutstein reports, We received a letter from a resident concerning pavement and drainage.
Welcome Committee-No report
Drainage- Joe Myers reports, We cleaned out some ditches. We found a pipe on William Screven and one section got pretty flooded after a micro-burst.
Water Amenities– No report.
Roads– Tom Cobb reports, Our contractor for recently approved road repairs is on track to begin work on 8/1/2022 including widening three cul-de-sacs on Francis Parker, Rice Field and Swamp Fox, ad two speed humps on Francis Parker and one on Wraggs Ferry, explore and repair the depression on Wedgefield Rd, near the marina entrance.
We are working with contractors and preparing a scope-of-work for major repairs to Francis Parker Road. Should have a completed Scope-of-work and proposals to present to the Board at the August meeting.
Grounds– Jonathan Rutstein reads Gary Dreher reports, We have been getting the sprinkler system that services our flower beds and the lawn grass around the office back in proper working order. At this time, the system is operational and able to keep the beds properly watered so that our perennial beds at the front with a black mulch that shows off the plantings well. Two trees were taken down at the front entrance, one that came down during a storm and another that was identified as dead and removed.
The treatments that were contracted for the two HOA ponds (entrance and Wragg’s Ferry) have proven to be effective with controlling the weed and algae growth. To ensure that they remain clear and healthy going forward the contractor has recommended adding an aerator(fountain) to the Wragg’s Ferry Pond. Adding an aerator to the pond would enhance the appearance of the pond and improve conditions for fish and wildlife.
Jonathan Rutstein makes a motion per Gary Dreher that we purchase an aerator fountain at a cost no to exceed $3,400 and install it in the Wragg’s Ferry Pond, with monies to be paid from the landscaping reserve fund. Motion seconded by Ken Gaspari. After discussion. One opposed. Motion carried.
Compliance– Stan Earnhart reports, The Compliance committee met once since last month’s Board Meeting. Gary led the meeting for the discussion of the Spectrum Proposal and the new ARC policy changes. The committee received one complaint this month, which The Board will address in a closed session immediately after this meeting. Residents are reminded that compliance complaints must be submitted in writing. The WPA does not disclose the names of residents who submit complaints.
Stan has contacted DNR about the alligator and should have this taken care of by next meeting.
Old Business-
New Business– 1st reading on Section 3 of the policy manual. After discussion first reading was put on hold until ARC meets and reviews, until next meeting.
Public Comments– Bob Garrison says we would have to change policy to change the Wragg mailing to twice a year. With the turnover we have had in the community, The Wragg is something we can get out to everyone.
Jim Hughes says referencing the welcome committee, when we first moved in within about a week the welcome committee brought us a little basket with things in it. It was very nice. He has been to several meetings and hasn’t seen anything from the welcome committee. He doesn’t ever hear a report and with all the new houses, doesn’t know if any have been visited. Spectrum is going to make a lot of work for Michelle and Peggy in the office. If you are going to put this on Michelle, she needs a raise and more hours.
Karl Ghettman says he is dropping Spectrum.
Bob Garrison says we have been talking to Spectrum for 2 and a half years. How are we going to pay for it and implement it without putting the WPA on the hook.
Next Monthly Board Meeting– August 16, 2022
Adjourn – Gary Dreher