WPA MONTHLY MEETING MINUTES
June 15, 2021
Call to Order –Adam Anderson
Attendance – Adam Anderson, Stan Earnhart, Peggy Phillips, Bob Garrison, Jonathan Rutstein, Ken Gaspari, Gary Dreher
Absent– Bob McMahan, Tom Macedo
Quorum – Yes
Approval – Motion to approve May 18, 2021 Minutes made by Stan Earnhart. Motion seconded by Adam Anderson. All in favor. Motion Carried.
Officer Reports
Presidents Report –Bob Garrison reports, Bob McMahan has nominated Trina Wilson to be the nominating committee chairperson. She will be putting together a committee.
Vice Presidents Report – Adam Anderson reports, We are starting preparation for the Annual Election and he encourages new people to run for the Board.
Secretary’s Report-Stan Earnhart reports, He has contacted the Presbyterian Church requesting their hall for our Annual Meeting. The church is not accepting outside groups to use the hall at this time. They will address the issue at the end of the month. We should have an answer in early July. Bob Garrison recommends checking with the church on Wedgefield road or the High School. Stan is also going to check with the Winyah Auditorium.
Treasurer’s Report– Peggy Phillips reports, As of May 31, 2021, our Operating Account with South State had a balance of $261,122.38, the Debit Card Account with South Atlantic had a balance of $2,234.53, and the Refundable ARC Account with South Atlantic had a balance of $35,064.34.
Our Reserve Account balances were: South Atlantic- $164,833.74, Edward Jones-
$272,822.45, TD Bank- $133,432.49 for a total in Reserves of $571,088.68. Live Oak Excavation was paid $500 for Grate, $2,000 for ditch cleanout on Wraggs Ferry, and $5,793 for ditch cleanout on Francis Parker, John Waites and Wedgefield Rd.
Committee Reports
ARC– 1st Reading by Gary Dreher for ARC policy change to increase ARC building fees.
Legal- Bob Garrison reports, Article 7 of the bylaws allows the Board to allow someone else to preside over the meeting when the President is unavailable. We have forwarded the proposal from Spectrum to the lawyer. We are trying to have a meeting with him. Bob Garrison makes a motion to approve up to $500 to meet with Joe to discuss this matter. Motion seconded by Stan Earnhart. All in favor. Motion carried.
Finance– Peggy Phillips reports, On June 8, 2021, The Finance Committee with the Board invited met to discuss several issues pertaining to finance.
We are proposing we move $90,000 from Operating to Reserves as follows: $20,000 to Emergency and $70,00 to the Reserve categories per the existing percentages: Roads 67%- $46,900, Drainage 10%- $7,000, Marina 5%- 3,500, Emergency 3% $2,100, Canal 15% – $10,500, and Landscape 0%. Peggy Phillips makes a motion to move $20,000 to Emergency Reserves. Motion seconded by Adam Anderson. All in favor Motion carried. Peggy Phillips makes a motion to move $70,000 to the categories per the existing percentages. Motion seconded by Adam Anderson. All in favor. Motion Carried.
Some residents seem to be confused about Operating vs. Reserve Accounts. These are the guidelines the Board must use for the distribution of Association funds.
The Board is responsible for the appropriate and accountable expenditure of the Association’s membership dues. Budgets are created, using actual expenses and Reserve Study guidelines, so the Association does not find itself overextended or otherwise unable to meet its obligations to the members.
Membership dues for the payment of recurring expenses, as well as eventual major repairs and replacements are separated into two specific accounts, by law. The dues are collected, first pay the items in the Operating Budget. Any additional funds collected may be moved to the Reserve Accounts, at the discretion of the Board.
Operating Funds are used for the day-to-day operations of the community. The Board is responsible to contribute to the preparation and approval of the annual budget. Each year’s “actual” expenses help to establish the next year’s proposed budget.
The Reserve Account funds are kept in separate bank accounts, and are only used for replacing and maintaining specified existing assets. The Reserve Funds have strict criteria governing their use as well as rules of accountability. The suggested contributions each year are based upon a professional Reserve Study which determines the estimated timeline and replacement costs.
Reserve Funds cannot be moved into Operating and can only used for the established categories: Roads, Drainage, Marina, Emergency, Canal, Landscape. The percentages allocated to each of these items can be changed by the Board at the recommendation of the Finance Committee.
Communications– Jonathan Rutstein reports, The Spectrum contract has been forwarded to our attorney. Jonathan is asking them to reconsider the door fees. He feels we should get more money for the door fees. Please have any articles for the Wragg turned in by July 1st. Fliers are being distributed to solicit business ads to raise money for the director. Jean has passed out flyers to get advertisements to raise money for the directory.
Community Liaison– Adam Anderson reports, We have received the following complaints for June: A complaint about a messy yard on Wraggs Ferry. The resident was sent a letter asking them to address the concerns. A complaint about a floating pallet that was placed in the pond behind Robert Conway. The resident was sent a letter asking them to remove the pallet. A resident with questions about placing a shed on a lot, Michelle answered this. A complaint and threat of legal action if something isn’t done about the cats on Duck Pond. A complaint about a contractor working well past 7 PM on a Sunday. Bob McMahan talked to the contractor and got this resolved. A request from a contractor wanting to view the cameras, he was told to get a police report. A letter in support of the Spectrum package. A concern from a resident about work going on in the rice fields behind the condos that it might affect our drainage in that area, This was given to the drainage committee to investigate. Several directory updates. A question about tree trimming, Michelle answered this. A request from a resident on Swamp Fox. Stan and his committee handled this. A request from a resident to view the contract and scope of work for the drainage project at Wedgefield road and Possum Trot.
Welcome Committee– No report.
Drainage- Stan Earnhart reports, Contracts for projects 5, 6, and 7 have been signed. Work will begin later this month. Stan is working with Jacky Walton to locate a camera that might be able to locate where the water is leaking at the sink hole on Robert Morrall. RC Jacobs said they would have to use a contractor in Myrtle Beach, but the cost would be $2,000 – $3,000. Early estimates to dig up the pipe, locate, and repair range from $10,000 – $20,000.
Pat Ethridge, owner of lot 118 has been trying to locate a surveyor. The first surveyor he contacted did not start the job as promised. Pat has made new arrangements with another and hopes to have the lot marked by the end of the month.
Water Amenities– Ken Gaspari reports, He is working with grounds replacing the lights at the boat landing. Ken Gaspari makes a motion to add John McBride, Carol McBride, and Joe Myers to the Water Amenities committee. Motion seconded by Adam Anderson. All in favor. Motion carried.
Condo Liaison– Jonathan reports, He was not able to attend the last condo meeting. He talked to Jacky and there are no issues right now.
Roads– Gary Dreher reports, There have been no reports of potholes. There is one issue in front of a house being built on John Green Lane that the contractor will need to repair before completion of construction. Gary will be scheduling an evaluation of the Wedgefield roads with the contractor who did the most recent repaving to determine if any sections need immediate repair. They will also be looking into the issue on Wedgefield road near the landing.
Grounds– Gary Dreher reports, The front entrance replanting work will begin within the next couple of days with a completion date sometime near the end of June. We have been asked to clear the ditches along Wedgefield Rd. near Capt Anthony White to improve visibility around the curves there. We will have the work done within the next couple of weeks. Stan commented, he feels that the mowing is going much better.
Compliance– Adam Anderson asks Bob Garrison about a letter he received concerning a pallet for turtles in a pond. One neighbor calls it an eyesore, but many neighbors enjoy it. Bob Garrison says they are in violation, with it being a wooden pallet it is going to rot. Ask them to fix it up, with agreement from the Board.
Website Committee- No Report.
Old Business-
New Business– Gary Dreher makes a motion to allow up to $2,500 to sponsor two community events at the pool, to make residents aware of the pool. Motion seconded by Ken Gaspari. All in favor. Motion carried.
Stan Earnhardt makes a motion to approve up to $2,000 from the drainage reserve for erosion control components for the Possum Trot ditch. Motion seconded by Jonathan Rutstein. All in favor. Motion carried.
Public Comments– Michael Downes says they are doing road work on Highway 51 and they have waddles there, so it is a common practice.
Mike Wheeler asks if anything has been talked about the ditch behind the golf course into the pump station. Gary says it was talked about at the last meeting. He always asks if the sink hole is on WPA property. Bob McMahan lets him know we will only be looking at what is WPA’s responsibility.
Joe Myers asks who supervises the builders and makes sure they have proper drainage? Says we should be holding them responsible for putting in the swales. Bob Garrison says it is primarily ARC in conjunction with drainage. He also asks if we can put a smaller pipe inside the larger pipe? Bob Garrison says that is a possible solution.
Ed Wozniak asks who will remove construction signs have been removed from Wedgefield road. Adam Anderson says he believes they are coming back.
Bob Buice asks for an update on the Country Club and the LLC. Jonathan says they are finishing the due diligence and sale agreement and will be taking over August 1st.
Karl Gettman asks about memberships from the Manor House and wants to know if anything changes. Jonathan says the memberships will be carried over.
Bonnie Myers asks whey did the pool do away with the one-day pass. Gary Dreher says, we are trying to encourage people to join the membership. She says it was good to have for people with grandkids. Gary says they will be starting a Grandparents package.
Golf Course Update– The LLC should be taking over on August 1st.
Next Monthly Board Meeting– July 20, 2021
Adjourn – Bob Garrison.