WPA MONTHLY MEETING MINUTES
June 19th, 2018
Call to Order – Jacky Walton
Attendance – Jacky Walton, Bob Garrison, Larry McMillin, Peggy Phillips, John Walton, Butch Williams, Steve Vasey
Quorum – Yes
Approval – Motion to approve May 15th, 2018 Minutes made by John Walton, seconded by Butch Williams. Motion carried
Officer Reports
Presidents Report – Jacky Walton reports as some of you may know, Keith Johnson has sold his home. Therefore, he is no longer a property owner. He has submitted his resignation to the
W.P.A. Board of Directors effective May 25th. As per policy, the vacancy was posted on our web-site and on the electronic sign. Two resumes were received thru the office. The candidates will be interviewed Thursday, June 21st at 7:00 pm here at the office at a closed board meeting.
Just a Reminder to be cautious as kids are out of school. They will be out in abundance.
Please be careful and watch out for them during these summer months.
Vice Presidents Report – Bob Garrison reports Keith Johnson has resigned. We thank Keith for his service to the W.P.A. board. We also want to thank the two candidates who have stepped up to be interviewed and I look forward to interviewing them.
Secretary’s Report–
Treasurer’s Report– Peggy Phillips reports as of May 31, 2018, our Operating Account with South State had a balance of $155,877.30 and our Reserve account balances were: South Atlantic $169,559.44, Edward Jones $359,139.19, TD Bank $85,461.91 making the total reserves $614,160.54.
Per the May Board Meeting, $14,300 was paid to Brad Davis on May 17th, 2018. This represented a draw against the Spoil Site Project that was approved for $43,000. This money was taken from the TD Bank Reserve Account.
Presently there are 13 accounts delinquent for this year and 32 from prior years. A lien will be filed in July on properties remaining delinquent for 2018. All prior year properties have liens filed.
Committee Reports
Committees
ARC- Stop work order Lot V44 for lack of paperwork. Permit later issued. Permit Lot 313, ARC Refund Lot 96 for $250.
Legal– Bob Garrison reports that the Legal committee met earlier this month. The 2 lots owned by Mr. McDonald, the WPA now owns, Motion made by Bob Garrison to contact Mackie Altman of Pawleys Island Seaside Realty to look at the lots and give a realistic selling price before proceeding. If terms are acceptable he will be the realtor. Motion seconded by Butch Williams, motion carried.
Update on the lawsuit status. The case is entering the discovery phase. Insurance attorney says lawsuit probably will drag out over a year.
We will be placing liens on lot owners and resident who have not paid their assessments.
Finance–
Communications- Larry McMillin reported, since last month’s meeting, the sign that had been ordered to complete the electronic billboard was completed. The cost was $150 as previously approved. The sign will be mounted above the billboard and caps installed on the pillars in the near future.
Community Liaison–
Welcome Committee– Butch Williams reported, thanks to Ms. Jean who is doing a wonderful job with the welcome committee welcoming our new residents. 4 new families have been welcomed to our community.
Drainage– no report
Water Amenities– John Walton reported that he went to the boat landing and Larry McMillin and the grounds committee have done a good job keeping the landing up. With the Fourth of July coming up be cautious and use common sense.
A lot of bush hogging has been done and they did a really good job. The equipment at the site will not be removed until the completion of the Spoil Site Repairs and final approval by Earth Works. John Walton motioned to remove the performance bond on contract with Brad Davis. Seconded by Bob Garrison. Motion carried.
Condo Liaison– no report
Roads– no report
Grounds– Larry McMillin reported, there is a large oak tree on the grounds that has died. Over the next few months we will call a meeting to talk about getting this tree down.
Compliance– Butch Williams read the 2nd reading for change to policy manual.
Website Committee- Jacky Walton reported, Last month we were given a guideline for starting a Facebook page for Wedgefield. It will be a member only page. Members will have to contact the office for approval. We will submit a guideline for The Wragg publication. Jacky Walton made motion to start a Facebook page. Motion seconded by Bob Garrison. Motion carried.
Old Business- Second reading on the policy manual change. Bob Garrison makes motion to approve Motion seconded by John Walton. Motion carried.
New Business- As required by policy in June it is required to appoint someone to the nominating committee. Tom Macedo was appointed by Bob Garrison.
Butch Williams has contacted creative consultants about the security cameras. It is still the same price. Four people will be able to go on the Facebook page or website to get a live feed at the same time. Butch will meet with them again to address more concerns that we have. This will be $3600 proposal.
Policy Manual Proposed Changes– Section VIII: Current- 1.01 Accounting Method- The financial records of The Association shall be maintained under the Full Accrual method. Material income shall be recognized as earned, whether or not actually received, and expenses shall be recorded as incurred, whether or not actually paid.
Proposed- 1.01 The financial records of the Association shall be maintained under the Cash method. (Rev.)
Current- 1.04 Year End Income- All Retained Earnings from the prior year shall be distributed to Reserve Accounts as soon as possible following year-end.
Proposed- 1.04 Year End Income- Retained Earnings from the prior year shall be distributed to the Reserve Accounts. (Rev.)
Current- 12.01.01 Checking Account- It shall be the policy of the WPA to maintain only one checking account with all funds received deposited to this account and all checks written charged to this account
Proposed- 12.01.01 Checking Account- It shall be the policy of the WPA to maintain only one primary checking account with all funds received, deposited to this account, and all checks written charged from this account (Rev)
Proposed-12.01.02 A secondary checking account shall be opened and maintained with a maximum balance of $2,500.00. This account may only be accessed by two debit cards. (Rev)
Proposed- 12.01.03 The President and Treasurer will each control one debit card. Each card will have its own pin number. Usage of these cards will be available to all Board Members. All requests for usage will be submitted on a disbursement form with the Board Member’s name and exact purpose listed (see Appendix VIII-I). Two Executive Board Members must approve the purpose and sign the disbursement sheet. Following use, all receipts must be submitted and attached to the disbursement sheet. Reconciliation of the transaction must be done by one of the approving Executive Board Members. Any deviation from the approved purpose or procedure may be considered fraud and the offending Board Member will have 10 days to make full restitution to avoid legal action. (Rev)
12.02.02 Checks, drafts, debit card, or orders for payment of money, notes or other evidences of indebtedness issued in the name of the Association shall be signed by the President, Vice President, Secretary, or Treasurer of the Association and countersigned by any one of these officers.
Current- 12.02.04 Checks shall never be made payable to “Cash”
Proposed- 12.02.04 Checks shall never be made payable to “Cash” except for replenishment of the Petty Cash Fund. (Rev)
Update- Driving range opened. Greens are having to be re done. They will relay sod next week in hopes of opening the first of August. Membership cards will be ready July 1st.
Public Comments– Sam Tanner made a complaint about trees down in ditch blocking water. Carolyn McBride asked what are the lot numbers that we now own.
Next Monthly Board Meeting– July 17th 2018
Adjourn – Jacky Walton