WPA MONTHLY MEETING MINUTES
October 15, 2019
Call to Order – Jacky Walton
Attendance – Jacky Walton, Bob Garrison, Peggy Phillips, Bob McMahan, Larry McMillin, Adam Anderson, Butch Williams
Absent– John Walton, Steve Vasey
Quorum – Yes
Approval – Motion to approve September 17, 2019 Minutes made by Bob Garrison. Motion seconded by Bob McMahan. All in favor. Motion Carried.
Officer Reports
Presidents Report – Jacky Walton reports, This will be my last meeting as a Board Member. After nine years, it is time to step aside. I want to thank the community for your support of me and the other Board Members. This has been one of the best Boards I have worked with in my nine years. I plan to stay involved and work with the committees.
Vice Presidents Report – Bob Garrison reports, There was a candidates night a week ago. There wasn’t as many people there as I had hoped would be. I would like to make a recommendation to the upcoming Board. There has been a lot of concern about the safety in the community concerning the golf carts. The cart crossings aren’t marked and can’t be seen. I would like to see the new Board to put up signs at the crossings for golf carts and maybe stripes painted on the road at the cart crossings. Since we have Coastal coming out to do our roads, maybe we can have them also do the striping. One crossing is a state road. The new Board could contact them to see if they would put crossing stripes there or allow us to do it. There are also several places that don’t have stop signs on side streets. To make it safer we could put signs at these places also.
Secretary’s Report– Larry McMillin reports, The annual meeting packets went out in the mail on Thursday, October 10th. On Saturday, a report was received that there was a printing error on the Proxy Ballot. The front had been duplicated on the rear without the assignment of Proxy and signature line. Without knowing how many ballots were incorrect, an effort was begun immediately to reprint the ballots with a letter explaining the problem and mailed to every property owner. These went in the mail today, hopefully to be received before residents have returned any ballots for the election. Only three reports of the error have been received, but the mailing was necessary to ensure the integrity of the election. This is a small percentage of over 6,000 pages that were printed for the annual meeting packets.
Treasurer’s Report– Peggy Phillips reports, As of September 30, 2019, our Operating Account with South State had a balance of $138,254.79. Our Debit Account with South Atlantic had a balance of $2,240.80 and the ARC Escrow Account with South Atlantic had a balance of $11,550.00.
The Reserve Account balance were: South Atlantic, $231,662.46, Edward Jones, $368,258.97, TD Bank $58,197.60 for a total Reserve of $658,229.03.
Each Board Member has been given an updated Reserves Report. The Emergency Reserve balance reflects payments of $497.00 and $332.00 to Howard’s Quick Cut for Landfill Dumping Fees for storm cleanup. A payment was also made on 10/2/19, in the amount of $12,348.00 for storm cleanup which is not reflected in the balance. This results in the Emergency Fund now having a balance of $38,331.46.
Committee Reports
ARC– Bob McMahan reports, There are 27 on going ARC projects. There have been 3 new permits approved since the last meeting. One for solar panels, one for re-roofing, and one for driveway repair.
I received a complaint about a ham radio antenna in a backyard. I reviewed the policy manual and found it only addressed satellite dishes. During discussions with other board members information came to light about previous questions regarding ham radio antennas. The other board members and I reviewed board minutes to get clarification.
We found that on April 15, 2004, Mr. Andy Bass requested time to address the board about his ham radio antenna. The president requested Mr. Bass gather information for the board to consider.
At the July 8, 2004 meeting, the board discussed the information Mr. Bass had submitted. The fact that it included extenuating circumstances of emergency communications, the board requested the HOA attorney review the request. The attorney submitted the following change “Towers, radio, television, and other telecommunications antennas shall be prohibited in the plantation, except that ham radio antennas may be permitted that are physically attached to the rear of the dwelling and do not exceed 25’ in height.” This was accepted and considered a first reading.
On August 12, 2004, the proposed change to the policy was given a second reading and approved.
This change for whatever reason, was not included in the policy manual when it was rewritten. Bob McMahan makes a motion that we add paragraph 4.02.01.01 “Towers, radio, television, and other telecommunications antennas shall be prohibited in the plantation, except that ham radio antennas may be permitted that as physically attached to the rear of the dwelling and do not exceed 25” in height.” To Section III, paragraph 4.02.01 of the Policy Manual. Motion seconded by Bob Garrison. All in favor. Motion carried.
Legal- Bob Garrison reports, There will be one by-law amendment on the ballot, that was approved by the Board Attorney.
Larry McMillin asked Bob Garrison who would be responsible for the bill concerning the resident who has been directed to our Attorney for his questions? Bob Garrison says the attorney has been informed to send the bill to the resident. He is sending a letter to the resident letting him know this.
Finance– Peggy Phillips reports, Any resident in the arrears on their assessments will not be able vote at the Annual meeting unless they are paid within ten days of the meeting.
Communications– Larry McMillin lets everyone know that The Wragg has been sent to the printer as of today.
Community Liaison– Adam Anderson reports, We have received the following letters and emails for October. 1. A resident with a problem logging into the WPA website. Michelle was able to help the resident. 2 A request on info about a storage building. 3. Another series of letters from a resident about the lawsuit, the proposed bylaw changes that were submitted and rejected, ant the stormwater drainage issue. This has been an ongoing issue for several months now. We had the Board attorney write him and even got a written explanation about the storm water fees from the county attorney. 4. A complaint about loud music coming from a home on William Screven. 5. A new owner and future resident wanting to meet with the welcome committee later this month. 6. A letter from a candidate about a ballot mix-up in the annual packet.
Welcome Committee– Butch Williams reports, The welcome committee has welcomed 28 families in 2019. There are four pending homeowners to welcome right now.
Drainage- Jacky Walton reports, We are still trying to get in touch with JC’s Landscaping about Wedgefield road. We are hoping they can get started before the bad weather comes.
Water Amenities– Bob Garrison reads John Walton’s report, We are still waiting for the completed property line survey concerning the needed bulkhead repairs. Appropriate action will be taken when the survey is received.
Condo Liaison– No Report
Roads– Adam Anderson reports, The road repair project is scheduled to begin in November. We would remind everyone to be patient during lane closure. Coastal Asphalt has assured us they will do everything in their power to cause the minimum amount of inconvenience to the residents.
Grounds-Larry McMillin reports, The recent storm cleanup went very well. It started the day after the storm passed, and was completed on October 2nd, earlier that expected. As always, some residents and outside vendors took advantage of the association by dumping non-storm debris at the street, to be disposed of at all of our expense. The total cost of the cleanup effort was considerably less than what was expected. Howard Quick Cut’s bill was $12, 348, with an additional amount of $829 to cover the landfill dumping fees. This made the total cost of $13,177, for a job well done once again by our maintenance crew.
It had been suggested at the September board meeting that we schedule a road cleanup for Wedgefield Road to route 701. Some people have offered to help who do not even live in the Plantation. I am hoping for a good number of volunteers to help so this task will go well.
Weather permitting, we will meet at the office on October 26th at 9 a.m. A reminder will be placed on the electronic sign about a weed prior to that date. Trash bags, vests, and some pickup tools will be provided.
Compliance– Butch Williams reports, He will add about permit notification on the website.
Website Committee-
Old Business- Bob Garrison thanks the Welcome committee for a job well done at the Candidates night. He asked what was the bill for that night. Jean Hulse let him know that the Nominating committee was approved for $250.00 for candidate’s night and the bill was for $180 with 57 attendees.
New Business– 1st reading on removal of the second paragraph in Appendix III-5 of the Wedgefield Building Permit in the Policy Manual. This paragraph reads: This building permit is issued to you for the purpose of notification that your home has been approved by the Architectural Design Committee, and you are now permitted to seek the necessary Georgetown County Building Permits from the Georgetown County Building and Zoning office.
1st Reading on addition of 4.02.01.01: “Towers, radio, television, and other telecommunications antennas shall be prohibited in the plantation, except that ham radio antennas may be permitted that as physically attached to the rear of the dwelling and do not exceed 25’ in height.”
Public Comments– Paul Langer asked if there had ever been any accidents or injuries at the 3 golf cart crossways in the plantation? Bob Garrison said to his knowledge in the last 25 years there hasn’t been. Paul also comments about the visibility at the entryway going out and needing the shrubbery trimmed. Bob also says that the new Board should look into this.
Paul also commented about living across the street from someone with a cat problem. He said his neighbor has 10-15 cats. We in the neighborhood have had enough. He is asking the Board to do something about it. We have contacted Animal control. They will not do anything because cats are free roaming animals. Bob Garrison lets him know we appreciate the fact he went to the neighbor first. Michael Downs lets him know there is nothing anyone can do because of state laws. Bob Garrison says, we can send a letter to the resident. Jean Hayman asked if she could speak with the owner about finding the cats homes and take it on through the Welcome Committee. Jacky Walton said the board will send them a letter.
Mike Downs asks if we accept ballots without a signature? Bob Garrison says no we do not count them, unless we can contact them to get them to sign.
Tom Macedo asked it the Ballot that went out incorrect had to sign on the back? Larry said yes it does but there is no place to sign on the back. The election committee will have to work it out. The fact that it was noticed quickly will hopefully prevent this from being a problem.
Gary Dreher says that we need some kind of notification for people coming through to let them know there is a crossing at the golf cart crossings.
Debbie Ferrol says people come and drop the cats off in this area. We caught a dangerous feral cat and dropped it off somewhere but it kept coming back. Eventually we dropped it off at the humane society.
Debbie asked about the BBQ at the Manor house on Friday night, saying she had an issue with her computer is there anyway the Board could send information out about these things. Bob McMahan lets her know most of the information about the Manor house is on the internet, but she could call the Manor house and ask them about these things.
Debbie Ferrol also complains about the heavy machinery near the curve on Wragg’s Ferry Rd.
Jean Hulse Hayman says the county spray truck came by while they were outside. The chemical they use can be very toxic to bees and fish. It is also bad for your skin. She wants to know how can find out when they are spraying? She is asking the Board if they could contact them to find out the schedule for spraying. Jacky Walton let her know as a bee keeper he is on the call list and they will call him only when the plane sprays overhead. He says they do not have a call program yet. We will have to wait and see if the county gets that set up. He says if enough people complain about it, they will quit spraying.
Asked why did the county charge us for hauling are hurricane debris out? Larry McMillin let him know we were charged because it was considered commercial debris.
Golf Course Update– Butch Williams reports, You are missing a good time at the Manor house with the best local band around. If you haven’t come out and enjoyed it yet, come on out and support Mitch and Jamie.
Next Monthly Board Meeting– December 17, 2019
Adjourn – Jacky Walton