2022 ANNUAL MEETING MINUTES
NOVEMBER 19, 2022
AT 10 A.M.
Winyah Auditorium
Present: Gary Dreher, Jonathan Rutstein, Stan Earnhart, Peggy Phillips, Bob Ramsey, Joe Myers, Ken Gaspari, Dave Decreny, Valerie Cooper
Absent –
Secretary Stan Earnhart confirmed that a Quorum has been met,
There are 186 verified ballots without those received late, which will not be counted.
Proof of Mailing – In the office
Motion to Proceed with the Election Process – made by Stan Earnhart, Bob Ramsey seconded; Motion carried
Secretary Stan Earnhart made a call for nominations from the floor 3 times. No nominations from the floor.
Election Committee: Mary Sasso, Inspector, Neena McMahan, John Sasso, Inge Ebert, Pam Gross, Carol McRae, Marion Cuttino, Kathleen Hayes, Karen Macedo, Dianne Macedo
Stan Earnhart made a motion to Approve Mary Sasso as Inspector of Elections. Seconded by Jonathan Rutstein.
Motion Passed. Collection of ballots.
Election committee retired to proceed with the count.
Bob Garrison made a motion to suspend the reading of the 2021 minutes. Motion seconded by Mike Macedo. One opposed. Motion carried. Gary Dreher makes motion to approve 2021 Minutes as written. Seconded by Bob Ramsey. All in favor. Motion carried.
Officer Reports
President – Gary Dreher reports, He ran for the HOA to make sure the golf course was supported by the community. He is looking forward to new members. He thanks Peggy and Michelle for all their help.
Vice President – Jonathan Rutstein reports, We will be looking for new committee members. If anyone would be interested in joining a committee, please let us know. We also are trying to get everyone’s email addresses.
Secretary – Stan Earnhart reports, For the 2022 election, 479 packets were mailed, certified, and counted by the election committee. We have had 55 property changes this year with 5 more pending. Michelle has worked efficiently, only 5 packets were returned due to address issues.
Thanks to our refreshment committee. We are now using Zoom for our regular meetings. You can find the link to connect to the meeting on the WPA webpage.
Treasurer – Peggy Phillips reports, The approved budget for 2023 was mailed with the annual meeting materials packet and the assessment for next y will be $575. This is the first increase since 2017, and much thought and consideration was given before this decision was made (4 different budgets were prepared).
Each board member was given the opportunity to contribute to the preparation of the budget along with the Finance Committee, which consisted of Michael Downs, Inge Ebert, Bob Garrison, Bob McMahan, Joe Myers, and Jacky Walton. A budget is an educated guess based on historic data. The assessments are used to first pay the operating expenses of the Plantation. As of October 31, 2022, our Operating Account with South State Bank has a balance of $144,
288.57. All transactions are paid from the Operating Account. Any monies not used for normal operations may be transferred to Reserve Accounts. The Reserve Account funds are kept in separate bank accounts and are only used for replacing and maintaining specified existing assets. The percentages can be changed at the Board’s discretion based on the anticipated needs to maintain the common properties. The Reserve Funds have strict criteria governing their use as well as rules of accountability. The suggested contributions each year are based on a professional reserve study that determines the estimated timeline and replacement costs.
Currently, the Reserve Account balances are: Edward Jones- $274,209.56, South Atlantic-
$49,079.82, TD Bank- $223,852.13, and Anderson Brothers- $100,050.00 for a total in reserves of $647,191.51.
The Reserve categories are presently accrued at the following percentages, and the current balances are: Roads- 65% ($390,317.03) Drainage- 10% ($44,476.73) Marina- 3% ($16,062.20) Emergency- 2% ($94,761.94) Canal- 20% ($89,316.54) and Landscape 0% ($12,257.07) for a total of $647,191.51.
ARC Committee – Bob Ramsey reports, ARC regulates the building of new homes to protect and enhance the value of our properties. We have 27 new homes in process with 7 completed. ARC has made significant changes. The fines and fees have been updated. We collected $11,100 in fines. ARC has become a significant source of income for the HOA.
Ken Gaspari reports, We have had 52 minor arc projects for 2022. Five applications were rejected, and 47 projects have been completed.
Legal – Stan Earnhart reports,Thanks legal committee. In January, we reviewed and decided to keep the policy of not releasing annual meeting minutes until they were approved at the next annual meeting. In February, we investigated the quitclaim program and kept it as it was. In April, we investigated a property owner’s request to replace a bulkhead. We have adopted a policy that allows residents to be able to request to speak to the board at the monthly meetings.
In July, we presented the first reading of new ARC policy, but this reading was never completed. August, we reviewed the Spectrum contract and are awaiting additional information. In September, we recommended foreclosure on one lien. The Legal committee recommends that the new board resolve the ARC policy changes and implement new policies.
Finance – Peggy Phillips reports, All day-to-day financial transactions are entered by Michelle Blythe, Office Manager, and at month-end, the bank statements are balanced and compared to the entered transactions by Kathy Browy, Bookkeeper. These are forwarded to James Young, CPA who verifies all transactions and prepares the financial documents.
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 that 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 collected are deposited into the Operating Account and used for the day-to-day expenses of the community. Any additional collected funds may be transferred to the Reserve Accounts.
In 2022, the following was paid from Reserves: Roads- $155,633.50, Drainage- $11,173.19, Marina- $20,945.14, Emergency- $5,760, Canal- $12,500, Landscape- $2,969.06. Total spent year to date 2022- $208,980.89.
Peggy then thanks the community for the privilege to serve on the Board for over 6 years.
Communications – Dave Decreny reports, We will be making a vigilent effort to collect all email addresses this year.
Welcome Committee – No report.
Drainage – Joe Myers reports, We brought in hydrovac trucks this year to clean all the under- road pipes that had been reported as having a drainage issue. Hurricane Ian brought more rain than any storm in the past ten years with minimal flooding. DHEC determines that if water is gone within 48 hours you do not have a drainage problem. So, that is what we go by.
Water Amenities – Joe Myers reports, Canals need to be maintained as they are not carrying as much water as they were originally designed to.
We are looking for volunteers to join our committees.
Roads – Gary Dreher reports, Work was completed on Francis Parker this year. We also added paving to some cul-de-sacs.
Condo Liaison – Dave Decreny reports, It has been a busy year for the condos. In addition to the many new houses that have been built around the plantation this year, 13 of the condos have sold or changed hands. The condos made it through the hurricane without any major damage, although the water did get very close to some units. The condo swimming pool has been resurfaced, and a new security gate installed.
Grounds – Gary Dreher reports, Thanks everyone for their help throughout the year. We are waiting on SEC to complete the electrical drop for the fountain on Wraggs Ferry pond. It should be done by November.
Compliance – Stan Earnhart reports, Thanks his committee. Compliance responded to 29 complaints. Most were handled by a phone call. We discussed and reviewed three legal complaints.
Website– Dave Decreny reports, No Report.
Old Business – None.
New Business:None
Resident Comments: Al DeMarchi comments that he is very concerned about certain issues. Litigation was not discussed in the legal report. Stan informs him that we have discovered the person we were going to foreclose on is in Chapter 13. New residents do not realize that we do not own the golf course.
Can we change the sign so that we are separate? He hopes ARC will start enforcing the rules and regulations. The issue of the board spending money on residential property to fix a drainage problem. That was the owner’s responsibility. He asks what the board plans to spend $5000 on capital expenditures. Jonathan says it is for unexpected expenses for capital expenditures that may come up. He also asks why the assessments went up considering the money in reserves. Peggy explains that they approved the assessment at a finance committee meeting. We just wanted to be safe with the cost of living going up and expenses increasing so much.
Brenda Martin thanks the board members for their work. We are probably at the lowest rate as far as our hoa dues. We need to make sure we are taken care of. Would like for us to get an updated holiday decor and maybe have a professional come out to decorate.
Trina Davis reports that on December 4 we will need volunteers to help with the lights. We will have a golf cart parade.
Meeting was adjourned until the voting results.
| Election Results | |
| Simon Benjamin Forbes 94 Meredith Marsh |
119 |
| Georgeanne Ridgill 72 Robert Ramsey |
110 |
| Trina Davis 125 Valerie Cooper |
167 |
| Bob Garrison 2 David Seales 1 Adam Anderson 3 Ron Pietkewics 1 |
|
| Mike Macedo 1 Chris Carroll 1 |
Stan made a motion to return future meetings to the WPA Office. The motion was seconded and passed.
Meeting Adjourned.
The next Board Meeting is on December 20th, 2022.