2017 ANNUAL MEETING MINUTES NOVEMBER 18, 2017 AT 10 A.M. GEORGETOWN PRESBYTERIAN CHURCH
Present: Jacky Walton, Inge Ebert, Keith Johnson, Bob Garrison, Peggy Phillips, Adam Anderson and Larry McMillan
Absent – John Walton and Janine Cline
Alternate Secretary Garrison confirmed that a Quorum has been met, and; There are 205 verified ballots without what came in today Proof of Mailing – In the office
Motion to Proceed with the Election Process – made by Bob Garrison, Seconded Inge Ebert, Motion carried
Alternate Secretary Bob Garrison made a call for Nominations from the floor
Election Committee: Mary Sasso, Inspector, Peggy Phillips, Laura Vaughn, Linda Meltzer, Shirley Peterson, Bob Nichols, Sue Hastings, Nancy Johnston, Barbara Nichols, John Sasso and Carolyn McBride
Bob Garrison made the Motion to Approve Mary Sasso as Inspector of Elections Seconded -Inge Ebert, Motion Carried
Collection of ballots – Election Committee retired to count. Bob Garrison read the 2016 Annual Meeting Minutes.
Keith Johnson moved to approve Annual Meeting Minutes, Inge Ebert Seconded and Motion carried.
Officer Reports
President: Jacky Walton thanked all the volunteers on committees and asked that new people step forward. 2017 has been a good year for Wedgefield.
Vice President: Bob Garrison thanked Janine Cline and Inge Ebert for the time and energy they spent while on the board. He said he would like to see the Easter Egg Hunt expand beyond just Easter for the children and possibly hold a barbecue. He stated we don’t have a lot of children in the association, a few residents bring their grandchildren to this event. We could keep the bouncy house, and if the residents think it is a good idea, maybe have hot dogs, and have the residents bring dishes to share.
Secretary: None
Treasurer: Peggy Phillips reported the board approved the 2018 budget, with the 2018 assessments set at $525. The budget goes to each board member and it is developed for their recommendations, prior to the final. She named the finance committee members.
ARC: Keith Johnson reported that it had been a slow month. Over the last year we have seen 3 new constructions, and 48 change or tree permits. ARC has issued less fines. Adjustments have been made to storage sheds, and tree removal rules. ARC would welcome suggestions as to how to improve.
Legal: Bob Garrison stated that most of the year was spent on delinquent accounts. If the board has to go to foreclosure to collect delinquent assessments, the legal costs are around $2,000, and often that money is not recovered in the final determinations. Get your assessments in early. There was a legal lawsuit against an individual board member that was dismissed.
Finance: Peggy Phillips stated that the monthly financial reports were prepared by a CPA for $150/month. As to why the financials weren’t on the website, she said a lot of data was lost when the computer system was hijacked for ransom, and the new site is not password protected. She assured us that none of our bank accounts hold more than $250,000 as necessary protection of funds.
Communication: No report provided.
Welcome Committee: Inge Ebert reported that during 2017, 15 new members were welcomed either by mail, or in personal visits, depending on the new resident’s preference.
Drainage Committee: Jacky Walton reported that there were 5 drainage issues in 2017. Three of those were the responsibility of the property owner, and the committee was still working on two.
Water Amenities Committee: No report provided.
Roads Committee: Anderson reported that during 2017 most of the road concerns were handled with cold patch. There are a few streets which will require more than that in the near future. The issue of aging street signs brought excessive bid numbers, and it was decided that we’ll use what we have for now. The speed bump survey included in our annual meeting packets showed 95 for, and 89 against. Discussions will follow at a later date.
Grounds: Larry McMillin stated that we were storm damage free for the last year. The storm clean-up reserve had been depleted after the last hurricane, and $20,000 was allocated by the board for the reserve. Howard’s Quick Cut, the grounds contractor, has notified the board that he will accept the terms of the current contract when it comes up in February. Nina Williams will hold a Crime Watch meeting on December 5th. He said that the Georgetown County Sheriff recommends “if you see something, say something, but don’t put yourself at risk.”
Larry made a motion to give residents free votive candles for the luminary event. Motion carried.
Compliance: Bob Garrison stated the committee is in the process of putting together a packet for closings. The board already has to be involved because they have to provide a signed waiver of first refusal, and a document stating the property is clear of back assessments. The packet would contain a document for the new owner to sign that would state that they are becoming a member of the WPA, and some guidance and direction.
Old Business – None
New Business:
Election Results:
| Constance Downs | 116 |
| Larry McMillin | 194 |
| Stephen Vasey | 118 |
| Butch Williams | 218 |
| Madeline Claveloux | 1 |
| Anthony Wiener | 1 |
| Janine Cline | 1 |
By-Law change passed 179 for and 44 against
Resident Comments
Randy Vaughn: Who is responsible for the website – Cline, someone else – what committee. Our president says the website is discussed under communication, and they’d like to get it up and running.
Madeline Claveloux: By-law require first reading or it violates the by-laws. Consider rescinding all by-law changes and changes made to the policy manual and do them according to the policy manual.
Maureen Vasey: There are too few containers for the luminaries. Could we ask residents to save containers for the luminaries?
Anita Williams: Reminded people that there will be a Crime Watch Meeting on December 5th at 6:30PM at the WPA office.
Butch Williams: Thanks, the people for taking the initiative of contributing to the mowing of the golf course, until purchased.
Mr. Cribb: thanked the Board members and said that there is a problem with children driving golf carts.
Hal Tanner: Would like the reserve study published. We don’t know too much about it, but feel that it is important that we all get to review it. There is a copy at the office. Larry McMillin said the reserve study is flexible, and forecasts how much things could cost in the future. Jacky Walton said the company who performed the study will update every three to five years, at a reduced rate. A resident asked who contacts who for the update and Jacky said the company will contact the Board.
Carl Gettman: said we need to have a different CPAs for the audit and the monthly bookkeeping. They can’t do both.
Larry McMillin: Mentioned that they are going to have one more clean-up on the golf course. Signs will go up and the Manor House may open in January.
Madeline Claveloux: asked why the September meeting minutes were not on the website. Lee, Secretary to the Board, answered that they were put on the website the day after the October meeting.
Motion to return future meetings to WPA Office. Bob Garrison made the motion, Peggy Phillips seconded it, and Motion carried
Next Board Meeting at December 19th. Meeting Adjourned.