WPA Monthly Board Meeting
March 15, 2016 7:00 pm
Call to Order: Jacky Walton, President
Attendees: Bob Garrison, Jacky Walton, Janine Cline, Larry McMillin, Inge Ebert, John Walton, Keith Johnson, Al DeMarchi and Adam Anderson.
Quorum: Secretary Janine Cline stated yes there is.
Approval of Minutes: Janine Cline made a motion to approve the minutes for February 2016, 2nd by Inge Ebert, Passed with 9 ayes
President’s Report: Jacky Walton asked for the residents to be cautious while driving. There are more residents out with the warmer weather.
Vice President’s Report: No Report
Secretary’s Report: Janine Cline reported the Easter event will be on March 26 at 10:00 am
Treasurer’s Report: Al DeMarchi reported 84% of the 2016 assessments have been paid. There are 15 accounts past due that are individuals that have outstanding balances for prior years. The CPA has indicated that the 2015 audit is due. All the prior year books have been closed.
Two additional tax statements were received for lots obtained through foreclosure by the WPA. Legal is checking to determine any other possible liens or mortgages.
Committee Reports
ARC: Keith Johnson reported the following ARC applications and refund requests have been reviewed and approved:
Lot 135 – Re- Roof
Lot 036 – Deck
Lot 320 – Refund of deposit
Legal: No Report
Finance: Al DeMarchi made a motion to approve the CPA contract but withdrew the motion. Al stated he will make a motion under new business for CPA contract. Al DeMarchi made a motion to approve Peggy Phillips for the Finance committee, 2nd by Bob Garrison and passed with 9 ayes.
Communications: No report
Community Liaison: Adam Anderson: Correspondence received
- A letter about a storage shed that is possibly not in compliance. This was forwarded to the ARC committee.
- A letter about a non-resident fishing from a resident’s back yard
- A letter about the condition of a vacant lot on Captain Anthony White. The letter was responded to by the grounds committee.
Adam asked for all correspondences to be submitted in writing to the WPA office and the proper board member will respond in a timely manner.
Welcome Committee: Inge Ebert reported that in January, cards were sent out to Mary Ellen McGarry, condo #76, Pool Place and no response yet. In February, a card was sent to David and Vickie Beard, 1095 Francis Parker. No telephone number available, but no response yet. Leslie Odum and her son have moved into Condo #25 Wedgefield Village Road. They are very excited living here in Wedgefield.
Pat and Gregg Brenn purchased 23 Robert Conway Road, but were never officially welcomed. Thanks to Diane Beason, I have now found out about them and left a message so they can be visited.
Drainage: Al DeMarchi reported the Ricefields drainage project is still too wet to attempt the placement of pipes and drains.
The sinkhole at 117 Gov. Johnston is scheduled for repair.
An additional sinkhole has appeared on Wedgefield Road at the drain located between Gov. Johnston and John Green. The contractor will evaluate to determine if work can be done along with other projects without exceeding the $3,000 allocation.
Water Amenities: John Walton reported the marina project is completed. The bid was for 40 ton but could have used 60 tons. The boating season is upon us and John asked that all residents show courtesy to others while at the marina.
Roads – Adam Anderson reported the road project is finally wrapping up with only a few details left to be done. Some sod and grading work remains on Francis Parker and Wraggs Ferry. Bob Garrison, Al DeMarchi and Adam Anderson took a tour of all the work with Jon from Coastal Asphalt. Coastal has addressed our concerns throughout the project and have been very reasonable to work with. Adam stated he will have a final total of the cost for next month’s meeting, but the project is significantly under budget. Adam thanked everyone on the board that has helped; particularly Al DeMarchi, who has spent a good deal of time looking over things during the construction when Adam wasn’t able to be there.
Condo Liaison: No Report
Grounds: Larry McMillin reported the upcoming growing season is rapidly approaching, and preparations are underway. The spring planting of flowers will be ready for pick up within approximately two weeks. Larry made a motion that we approve $1,600, from his budget category 74105, to cover these expenditures. 2nd by Bob Garrison, Passed with 9 ayes.
Larry also reported the irrigation pump was destroyed during the flood last year and must be replaced. Larry made a motion to approve $600, from account 74215 to cover this necessary expense.
Al DeMarchi advised Larry that he was able to increase his amount to make sure he had enough to cover the expense.
Larry amended his motion for $600 and made a motion to approve $800 for the irrigation pump from account 74215 to cover the expense. 2nd by Bob Garrison, Passed with 9 ayes.
Compliance: refer to old business
Old Business – Section VIII, 7.03.02, Proposed: When funds are received, any monies will
pay all late fees, fines, penalties, lot maintenance fees, and any other levied charges prior to the funds being credited toward the annual assessment. If enough funds are not received to cover these fees, fines, penalties, or levied charges plus the annual assessment, the account will be placed in arrears and will not be in good standing. It will be subject to late fees and the approved steps to collect all monies owed to the Association will apply.
Inge Ebert reported there are too many children under the age of 16 driving golf carts in the community. She feels this needs to be addressed. Janine Cline stated she would address the issue in the WRAGG.
Bob asked that something be addressed in the WRAGG about the pricing to maintain vacant lot properties. Janine stated the WRAGG will go out in April and she will ask for information to address this two weeks before the WRAGG goes out.
New Business –
Al DeMarchi made a motion to approve $2,000 for 2015 audit contract with James Young, CPA.
2nd by Bob Garrison, Passed with 9 ayes.
Al DeMarchi made a motion to transfer $50,000 from the operating account to reserves.
2nd by Bob Garrison, Passed with 9 ayes.
Janine Cline is clearing out the office of the old files that need to be shredded and Janine made a motion for $300 for Shred Alert to come out and shred the old materials. The residents would also be able to bring materials to be shredded.
2nd by Al DeMarchi, Passed with 9 ayes.
Resident Comments:
Jill DeMarchi asked the Grounds Chair once the flowers become available if the flower pots beside the front door could be replaced. She stated the Lawncare contractors are doing a great job. She hopes the Lawncare contractors will take care of the areas that need attention without the residents having to say anything to them. She asked about the chemicals that were purchased for the pond. Larry replied chemicals were applied early last week and today. If no improvement, we will look into other chemicals.
RV Wheeler advised the board about a complaint he had sent to the office concerning a shed and the three trailers on a resident’s property. Keith Johnson stated the resident has sent in his application and has been fined for not having been approved before the shed was put on the property. The resident has been informed the shed has to be painted. Bob Garrison stated that he didn’t know about the trailers but he will contact the resident and address the issue.
Randy Vaughan asked if the corrected financial reports for March 2015 until the end of 2015 will be available. Al DeMarchi replied that he has talked to the CPA and everything has been corrected. It would cost the WPA a lot of money for the CPA to create the reports again. Everything is correct for the 2015 audit; once the audit is available Randy would be able to review it.
Randy Vaughan also asked who is making sure the complaints are answered in a timely manner.
Janine Cline stated that she looks into the Correspondence files to make sure there is a response to all the complaints. Bob Garrison stated that Adam Anderson makes sure he receives input from the board before he responds to the complaints.
Ed Wozniak advised the board a canoe has been stolen from a resident who lives on the canal. The DNR and Sheriff’s department was called.
A resident stated nothing is being done with speeders. The board advised him the sheriff’s department will have to be contacted.
Next monthly meeting will be on April 19, 2016.
Adjourn – Jacky Walton