Wedgefield Plantation Monthly Board Meeting Minutes
CORRECTED
March 17, 2015 7:00 pm
Call to Order: Jacky Walton, President
Attendees: Jacky Walton, Bob Garrison, Inge Ebert, Al DeMarchi, Janine Cline, John Walton, Larry McMillin, Keith Johnson & Adam Anderson
Quorum: Janine Cline stated yes there is.
Approval of Minutes: Approve minutes for February 2015, motion made by Janine Cline, 2nd by Inge Ebert, after finding a report being inadvertently left out of the minutes it was decided to table until corrected and approve in April’s meeting.
President’s Report: Jacky reported that the speeders are getting worse. He asked the residents if they see speeders please call the Sherriff’s Dept. and to please obey all speed limits and watch for children.
Vice President’s Report: No Report
Secretary’s Report: Janine reported that old files are beginning to be packed up and put in the attic.
Treasurer’s Report: Al DeMarchi reported that approximately 85% of 2015 assessments have been received. He stated that of the 81 unpaid 2015 accounts, 25 of them are delinquent from prior years. As of March 1, 2015 late fees have been assessed on all delinquent accounts.
Committee Reports
ARC: Keith reported the following have been reviewed and approved:
- Lot 325- Landscaping Improvements
- Lot 391- Landscaping Improvements
- Lot 212- Refundable Builder Deposit
Legal: Bob reported that with the approved letter to be sent to delinquent accounts 1 has paid in full, so there has been action on this.
Bob stated that there is no report on foreclosures at this time. This is always an ongoing battle.
Jacky thanked Treasurer and Legal Committee’s for their hard work in getting delinquents paid.
Finance: Al reported a new bank account should be opened for reserves at a better interest rate than Edward Jones. After several banks were contacted
Al made a motion, 2nd by Bob Garrison, to open a money market account at South Atlantic Bank at an interest rate of .3%. Motion passed with 9 ayes.
Discussion: A question was asked if all of Edward Jones money would be transferred to South Atlantic Bank. Al stated yes that is what he would like to do. Janine stated that money was made at Edward Jones when she was buying CD’s. Al stated after the premium was paid it wasn’t that much and the money would be tied up for 6 months or so. It was stated that according to policy the WPA cannot tie up any money. Janine stated that a short term CD brings a good rate of return. Bob stated that he would be opposed to closing Edward Jones entirely. He stated that the interest rates will get better and there will be more options in the future.
Al made a motion, 2nd by Bob Garrison to deposit $50,000 from Edward Jones to South Atlantic Bank. Motion passed with 9 ayes.
Al made a motion, 2nd by Bob Garrison, to deposit $30,000 from operating, South State Bank, to South Atlantic Bank. Motion passed with 9 ayes.
Communications: Janine reported that on March 9, 2015 the equivalent of 4 miles of Wedgefield Road was cleared of litter. She thanked the volunteers, Peggy Philips, Mary Sasso, Vivian Segelken, Annette Dwyer and Jim & Margaret Hughes for the hours they helped. She also thanked the board members that participated. They were Larry McMillin, John Walton & herself. She also thanked the Sherriff Department for picking up all the bags and taking them to the dump. Janine reported that WPA is registered with DOT for road clean up. We will be receiving an adopt-a-highway sign for Wedgefield Road. This will require a twice a year clean up. The next scheduled cleanup will be in October.
Jacky Walton suggested seeing if the county would put in a bike lane. Janine stated she will check. Inge Ebert said she spoke with Sel Hemingway sometime in the past and it was already approved. She will follow up with him.
Community Liaison: Adam reported on the following correspondence:
- A letter asking how the WPA handles residents that send in partial payments for the annual assessments. A letter was drafted and sent to the resident explaining that we have no policy regarding partial payment, but we will accept it and consider the lot owner delinquent on the remaining balance.
- A letter requesting to see a copy of our insurance policy, if it covers volunteers working on a committee function. It also requested to see the request for proposal for the gate house repair. This request was granted.
- A letter reporting potholes on Jericho Court.
Welcome: Inge reported that 5 families were welcomed last month.
Drainage: Al reported that there are 7 drainage problems that have been identified within the plantation for which WPA may have responsibility. This will require a review by the entire board, bid specs and bids from possible contractors. This will also require approval and participation of the property owners adjacent to the proposed problem area.
Water Amenities: John Walton reported that he would like to get the remaining portion of the marina road completed. He stated that 40 tons should finish. Only 1 bid was received. The other companies he contacted did not submit anything. It was decided this will be tabled until the open meeting on the 24th so John would get more sealed bids.
Roads: Adam reported that he purchased 12 bags of cold patch to repair some of the major potholes. He stated that he is trying to get more Engineers to bid, no one wants to do small jobs.
The Earthworks bid was opened and a motion was made by Adam Anderson, 2nd by Bob Garrison to accept this bid not to exceed $3,250 to oversee this road repairs throughout the plantation. Motion passed with 9 ayes.
Condo Liaison: Inge reported that GCW&SD is evaluating the parking lot and the amount of standing water.
Inge also reported that more break-ins are happening in the Village. She reminded everyone to lock their cars. Bob stated that the Sherriff department had a suspect but they can’t seem to catch him in the act.
Jacky asked Adam that when the roads project start if they can come over to the condo parking lot to give a bundle price while they are here. He stated that the village will pay for their portion.
Grounds: Larry reported that it’s been 3 weeks since Southern Landscaping took over the maintenance contract. He has worked with them and is very impressed with their work ethic and the caring they take. They will also be working to repair the irrigation system in the near future due to it being inoperative for over 2 years.
Larry reported that the Spring Planting season is approaching. The nursery, Island Greenery that has been used in the past will be opening soon and he hopes to check out their new stock and buy what is needed before the selection is depleted. Larry made a motion 2nd by Bob Garrison, to appropriate $1,250 to cover the Spring Planting. Motion passed with 9 ayes.
Larry reported that he cancelled the pond maintenance contract with PLM. He stated that no considerable improvement has been seen. The contract states that we must continue to receive service and pay them for 2 months.
Larry reported that he has gotten an estimate for the gutters and repairs for the Gatehouse.
Compliance: Bob reported that the compliance committee met on 3/11/2015. They discussed several changes to the policy that will bring to the board.
Policy changes for a 1st reading will be attached to the minutes.
Bob stated that the committee will meet again in April. Section 2 is what they are going over now. They will also be looking into the procurement section.
Old Business:
New Business:
Two bids were received for the pond project bulkhead. These will be opened now.
Cary Weaver- $26,000
Waterbridge- $14,050
A motion was made by Al and 2nd by Bob to accept Waterbridge bid not to exceed $14,050.
It was asked during discussion what account this would come out of. Al stated $10,000 from Drainage & $4,050 from Landscaping Reserves. Inge asked if this project needs to be done now. She stated that roads are more important now. Jacky replied that this will help the drainage and the flooding problems on many roads. Bob Garrison stated that this was long overdue and needs to be done.
Motion passed with 9 ayes.
Notification of the next Monthly Meeting- April 21, 2015
Resident Comment:
Jill DeMarchi- She stated that cold patching must be done as soon as possible. The potholes are getting worse. Adam stated he will get additional cold patch and try to fix them on Saturday. Jill also thanked the board for the hard work and accomplishments they have all done.
Al DeMarchi- He stated that the yards in the plantation are really starting to look bad. He stated that something needs to be done.
Adjourn: Meeting adjourned by Jacky Walton.
Janine Cline
Secretary