Wedgefield Plantation Monthly Board Meeting Minutes
July 21, 2015 7:00 pm
Call to Order: Bob Garrison, Vice President
Attendees: Bob Garrison, John Walton, Al DeMarchi & Janine Cline, Keith Johnson, Inge Ebert, Larry McMillin & Adam Anderson. Absent: Jacky Walton
Quorum: Janine Cline stated yes there is.
Approval of Minutes: Inge Ebert made a motion to approve the corrected minutes for May 2015, 2nd by John Walton. 8 ayes, motion passed.
President’s Report: No Report
Vice President’s Report: Bob Garrison reported that President Jacky Walton brother passed away and to think and pray for the family.
Bob also stated that there hasn’t been much work on King George from the Rural Water. The grass seed they planted is not doing anything yet.
Secretary’s Report: Janine reported that she will be securing volunteers for the Election Committee for the upcoming Annual Meeting. She will submit the names at next month’s meeting.
Janine also reported that her and Kathy will be going over election supplies and printing needed.
Treasurer’s Report: Al reported the Monthly Revenue & Expense sheet will no longer be included in the financials due to confusion. He stated that a simpler form will be submitted next month.
Bob Garrison asked the number of delinquents that had liens applied for the 2015 year. Al stated that 13 total have been done. These residents have been sent a copy with their monthly statements.
Committee Reports
ARC: Keith reported the following have been reviewed and approved:
- Lot 179- Driveway Repair
- Lot 135- Small Tree Removal
- Lot 184- Re-Roof
- Lot 199- Tree Branch Removal
- Lot 048- Small Tree Removal
Legal: Bob reported that the lots acquired by the WPA by sale on the courthouse steps is still in process, as we are waiting for the judge to complete the transfer of deeds for these properties.
In the matter of the extended and seemingly never ending litigation regarding the owner of the canal property, we still await the judge’s signed order regarding the award for legal fees. Until this happens, final resolution of this remains incomplete.
One of the properties in bank foreclosure is now scheduled for sale in September. Although it is unlikely that we will realize any immediate monetary recovery, at least the current owner will be removed from the property and eventually, assuming that the bank takes control of the property and successfully sells it, a new owner will at some time be in place.
The board attorney is in contact with the bank on another foreclosed property and the process is ongoing.
The foreclosure on another property we initiated several months age continues in process.
Finance: No Report.
Communications: No Report
Community Liaison: Adam reported on the following correspondence:
- A resident reported a pothole on Jericho. It was explained to the resident that this year’s Roads budget has already been allocated and the pothole in question will be addressed as soon as possible.
- A resident wrote in with many questions concerning five different topics. In the interest of time I’m not going to read all od the questions and responses but I will briefly summarize the letter and the full report is in the correspondence file for review if anyone is interested.
- A series of questions about canal assessment lawsuit.
- A request to review the correspondence file
- Questions about the details of the bookkeeper no longer being with us and is she has been replaced.
- A series of questions about the gatehouse work and what is any progress had been made and why had removed some of the debris removed the floor covering, and some additional questions about the mold and if it had been treated and the method of how it was removed.
- A request to view and copy the legal opinions recently obtained by the legal committee
- A resident had written back in May about the possibility of adding security cameras to the front gate area. I overlooked this email and did not reply until after the June meeting. I told the resident that the board has informally discussed this before and need to look deeper into it to see if it is something they should consider.
Welcome: Inge reported that this month, I have tried and failed to reach 4 new residents.
Deborah and John Walsh on 409 Wraggs Ferry Road and I have been playing telephone tag and we agreed that it was best to leave our packet at their garage door. I have asked them to please complete the information form and return it to the office.
I never heard from Ashley Plexico.
Information was left with the renters in Condo #33, Anthony Amman and his son George
as well as renters in Condo #34. Shay Lambert and family.
Robert Steingress, who purchased Condo #20 but does not live here, actually came by the house to pick up his packet.
Drainage: Al reported that the pond project has been completed but the hydro seeding has not been done. He stated that it might have to be sodded in the Fall. There is a balance on the funds of approximately $500 that will go toward the sod.
Al reported that the drainage project he’s been working on has not received any bids. He approached 3 different vendors but no one wanted the project. One vendor wants a partial job. Grand Strand Engineering only allowed 3” pitch. He is going to try to fix. He will be contacting additional vendors to attempt to get bids.
Water Amenities: John Walton reported that a tree had fallen at the Marina Road during a wind storm. Since then it was determined it belonged to a resident and was cleaned up almost immediately. John thanked the community for their efforts to help clean this up in a timely manner.
Roads: Adam reported a roads committee meeting was held on June 23rd with an invitation out to the Board to discuss the budget and priority for the road bids that were opened at the June Board Meeting. Of the 23 areas, they identified the 13 worst and Adam sent that list to the Board on July 6th for review. Adam then made a motion to accept Coastal Asphalts bid not to exceed $153,000 to complete the 13 areas identified. 2nd by Inge Ebert.
Discussion:
Al DeMarchi asked if this includes the Engineering cost. Adam stated yes it does.
Janine asked if this included the pothole on Jericho. Adam stated that he will be cold patching the ones less serious.
Larry stated he has some reservations on this project. He asked why every area stated must have the entire base removed. He stated that the Pine Grove project’s base was better material than what they put back in. It looked like a “crush & run” material that was removed and a sand base material was put in. Adam stated he is not an engineer and the way it was explained to him was this, the road cracks, it opens up then the base is exposed. When it rains the base washed out and then the road caves in. Larry asked if the dirt and sand any better? Janine stated that the roads that were done a year ago are holding up very well. Adam stated that these repairs will hold up for about 20 years. Bob stated that this is the reason we hired an engineering firm. Larry stated he is not a big fan of Earthworks and any engineering firm cannot be trusted. Larry also questioned why a small crack has to have 40 feet on all sides to repair. Al asked does this include the cul-de-sac on Ricefield and Swamp Fox. Adam stated that Ricefield was already done. Al stated it was not done. Al stated he is looking at the currant Reserve Accounts and suggested that some of his drainage money can go towards this roads project to complete more areas. He also suggested transferring reserve money from the Landscape Reserves. Janine asked about performance insurance, it was responded that yes and the contractor also has insurance.
After discussion the motion passed with 7 ayes and 1 nay from Larry McMillin.
Condo Liaison: Inge reported that they are having some problems with trespassing at the Pool. This is being addressed in conjunction with the Sheriff’s Department.
She also stated that as soon as the contract is awarded regarding the WPA paving project, the WVA is ready and has procured financing for our project.
Inge stated that once we know the outcome for the compost site on Gov. Johnston, we are ready to issue the 50% Village Association participation.
The budget for the 2015/2016 fiscal year has been presented to the board and will be voted on during a special board meeting on August 1st, 2015.
Grounds: Larry reported the maintenance crew is working to catch up on some areas that have been neglected. They did an excellent job last week nearly on the entire Plantation. Their efforts were cut short by a thunderstorm leaving a couple areas unfinished until their next visit. All the cul-de-sacs have been edged and sprayed for weeds and are now ready for some new pine straw. To date, we have used 91 bales of straw of the yearly average of 175. That leaves 84 more bales to finish the other areas. Larry then made a motion, 2nd by Adam Anderson to purchase the additional bales at a cost not to exceed $425 to be spent in installments as needed. Motion passed with 8 ayes.
Al stated that this needs to come out of account 74120. Larry stated it wasn’t taken out the last time. Al stated the supply account is the correct account for Pine Straw.
Bob asked if this included labor, Larry replied that WPA does not pay labor anymore for installation of Pine Straw.
The pond near the entrance has developed some issues. The fountain is in need of some maintenance, which I plan to do myself. There is also a large amount of algae in the water. In past meetings, we discussed purchasing “grass carp” to control vegetation. Larry made a motion to purchase up to $120 for 4 “grass carp” to control vegetation. These will be purchased from Tractor Supply. 2nd by Inge Ebert. Motion passed with 8 ayes.
Discussion: Al stated that Clemson recommends 12-15 fish in the size of 10-12” for the size pond WPA has and also to install a grate over the discharge pipe. Larry stated he plans to construct said grate. Bob questioned whether people fish in the pond. Larry stated them do not eat anything but algae. It was stated that carp eat bread balls. Larry stated that others he spoke with claim that carp do not eat bait.
Larry reported that no word has been heard from the Legal Dept. concerning the compost site as of yet.
Larry reported that the owner of the large dead tree on Capt. Anthony has responded and has given permission to take it down and send him the bill.
Compliance: No Report
Old Business:
2nd reading Policy, Section II- Tabled for editing.
New Business:
Bob Garrison made a motion, 2nd by Al DeMarchi to accept the nominating committee as follows:
Nancy Johnston- Chair
Donna Boshears
Marie Pietkewicz
Stefanie Ellison.
Motion passed with 8 ayes.
- Al DeMarchi stated that all committee members should submit their budgets to him before the week of 8/18/2015 so his committee can prepare the 2016 budget for the Annual Meeting.
- Bookkeeper- Al opened a proposal. Al would like to table to August meeting for him to speak with others concerning this.
- Al DeMarchi brought up the speed bumps and asking for a resolve and further input from the Board. Bob Garrison stated it was voted on by Board and not approved- take out “is resolved by a majority vote and replace with was voted on and not approved.
- Gatehouse- Al DeMarchi reported that he has a contractor to do this project. His name is Gary Wright and he lives here in the plantation. Larry stated that this was supposed to be done with volunteer help. Larry asked about specs and what was going to be done. Bob stated he agrees with Al on getting a bid from Mr. Wright. Larry asked if he can be there and Al stated he will call him to set up the meeting.
- Inge Ebert suggested adding condolence cards to her welcome committee. This will be the 1st reading to add to the policy manual.
- Adam Anderson suggested getting estimates for security camera at the front entrance. Bob asked what the advantages are. Adam stated there are safety reasons and viewing tag numbers for security purposes. Adam stated that he thought it was worth investigating. It was stated that the Roads Committee will oversee this.
- Notification of the next Monthly Meeting- August 18, 2015
Resident Comments:
Madeline Claveloux-168 William Screven Road. Madeline questioned why the vacant lot next to her house has not been mowed yet and is that resident on the lot mowing schedule. She also stated that there are other lots throughout the plantation that are close to knee high. She questioned whether any of the contracted lot has been maintained this year. Larry stated that yes there are lots being done. He explained that with all the rain and extreme hot days the Maintenance crew has been playing catch up with everything.
Dave Hastings-81 Jericho Court. Dave stated the view coming out of Wraggs Ferry Road is very difficult and made a suggestion of taking out the big tree on the corner and removing the Gate House.
Adjourn: Meeting adjourned by Bob Garrison
Janine Cline- Secretary