WPA MONTHLY MEETING MINUTES
October 16th, 2018
Call to Order – Jacky Walton
Attendance – Jacky Walton, Bob Garrison, Larry McMillin, Peggy Phillips, Adam Anderson, John Walton, Butch Williams, Steve Vasey, Bob McMahan
Absent– Butch Williams, Steve Vasey
Quorum – Yes
Approval – Motion to approve September 18th, 2018 Minutes made by John Walton, seconded by Bob Garrison. All in favor. Motion carried.
Officer Reports
Presidents Report – Jacky Walton reports, During the time we thought we would have massive water from the incoming storm, 12 deputies helped our community. We opened the office for the officers here. Butch sent a message out to the members of our community to bring snacks and drinks for the officers. They were very pleased and hated to leave. I thank each and everyone for the effort you made to make these officers comfortable. The officers did a great job and so did the community.
Vice Presidents Report – Bob Garrison reports, It is nice to see everyone out tonight. Next month is our Annual Meeting. I encourage everyone to come to this meeting. There will be no regular business meeting next month. If something comes up we will send out an appropriate notice.
Secretary’s Report– Larry McMillin reports, The annual meeting packets were completed and mailed on October 9th. We are already receiving a lot of absentee/proxy ballots this week. No packets have been returned undeliverable showing that all were mailed correctly. This year, there must more than 180 votes cast, either by absentee/proxy or in person, for the election to be valid. This is determined by 575 properties, minus those in arrears, and 1/3 of the total. All residents are urged to attend the annual meeting and participate in the discussions and vote on any topics that may be proposed from the floor.
The election committee will work diligently to make this an efficient and speedy election process. I make a motion to add Inge Ebert to the election committee and reaffirm Bob and Barbara Nichols, who have agreed to serve in past years. Seconded by Bob McMahan. All in favor. Motion Carried.
The doors to the church for the annual meeting will open at 9am. Coffee and pastries will be served for all to enjoy.
Upon recommendation of our bookkeeper, we have chosen not to renew the QuickBooks payroll program at a cost of $474.00 We will instead begin using a free 1-page calculator to prepare the office clerk’s paychecks and calculate withholding taxes.
Treasurer’s Report– Peggy Phillips reports, As of September 30, 2018, our Operating Account with South State had a balance of $136,002.32 and our Debit Account with South Atlantic had a balance of $1,860.93. $418.70 was used to purchase candles for the Christmas luminaries from WebstaurantStore.com. The Reserve Account balances were: South Atlantic $169,843.05, Edward Jones $361,120.38, TD Bank $50,809.60 for a total reserve of $581,773.03. Interest on these accounts were: South Atlantic $69.78, Edward Jones $1,156.87, TD Bank $8.35 for a total interest of $1,235.00
Not reflected in the above balances ending September 30, 2018, is two storm cleanup amounts of $2,550 and $250. These were paid from the Emergency Reserve Account and will be reflected in the October, 2018 statements.
Committee Reports
ARC– No Report
Legal- Bob Garrison reports, We still have the two lots for sale on Francis Parker Rd. Anyone interested should contact Macky Altman at Seaside Realty. We are close to a resolution on the pending lawsuit. I expect soon it will be withdrawn, but haven’t heard from the attorney yet.
Finance– Peggy Phillips reports, The Association’s Federal and State Income Taxes for 2017 were prepared and submitted by James Young, CPA on September 20, 2018, with nothing being owed.
Communications– As you all may have noticed, a “pink sheet” was included in the Annual Meeting Packet explaining the need to change the official WPA Website. The office is receiving more and more requests by residents to convert to the new e-mail. It is hoped this process will continue to proceed smoothly.
Community Liaison– Adam Anderson reports, We have received the following communications this month. Georgetown County Water and Sewer were contacted concerning a driveway under construction being over a drainage pipe. A tree fell on a neighbor’s property and they are requesting cleanup from neighbor. After Board discussion this is not a WPA issue. He will be contacted to let him know he will need to contact his neighbor. There was a lady asking about putting a box in the office for the Salvation Army food donation. Also, a complaint about a lot on King George Rd needing to be cleaned up. Larry will try to contact the agency about grass.
Welcome Committee– No Report
Drainage– Jacky Walton reports, The Drainage Committee met to discuss several issues which have surfaced due to the excessive rains and weather conditions.
Seven areas of concern were discussed and prioritized based upon cost and severity of the situation. Possible solutions to the various projects were proposed and will be discussed with various contractors to obtain the best solution, and pricing to achieve the necessary results.
As a reminder, even though the WPA has the right-of-way along the roadways, it is the responsibility of the home owner to maintain the swales and ditches and keep them clear of normal debris. Home owners should also remind their landscape contractors that they may not place debris in the drain ways or on vacant lots. Thank you.
Water Amenities– John Walton Reports, Boat Landing- We have monitored water levels at the boat landing during the recent storms and flooding. The floating docks came within 18 inches of the piling tops. Everything seems to have survived ok.
The road has been under water several times. Needed repairs or improvements will be addressed in the spring of 2019.
Canal Committee- Waterfront property owners made payment of $213.75 to WPA for Earthworks as complete payment for spoil site preparation work and follow-up of Army Corp approval to dredge.
On October 9th, 2018, the canal committee met with David Carter, of David Carter Dredging, and one of his operators. We toured the canals for a pre-dredge inspection. This was a question and answer meeting. The company should be on site after Thanksgiving preparing to begin dredging on December 1st. During the setup period the landing will be temporarily closed.
Closing dates will be listed on the WPA electronic sign. We will also have hard signs placed down at the landing.
EarthWorks is revising their quote in reference to our specific needs for monitoring of the dredging process. For example, they will do periodic hydrographic surveys as dredging is taking place to ensure Army Corp specifications are being followed. A survey will be done before each monetary draw to the dredger. At the completion of dredging, the Army Corp of Engineers requires specific documentation for dredging close-out. We have a preliminary quote from EarthWorks of $22,000 for their work during the dredging process. 2/3rds of this payment will be made by The Waterfront Property Owners. 1/3 of this payment will be made by the WPA as agreed.
By doing this a documented paper trail of all work and expenditures will thus be created to be stored in WPA records.
Condo Liaison– No Report
Roads– Adam Anderson reports, 25 bags of cold patch have been used on Wraggs Ferry Rd, Francis Parker Rd, and Governor Johnson Rd. The sign contractor has been dragging his feet. He has only put up one sign. I have emailed and called him and he keeps saying something has come up. The WPA has already given him half the money up-front for work to be started. Jacky Walton has agreed to speak with contractor about this.
Grounds– Larry McMillin reports, As was discussed at the September meeting, a minor clean- up was scheduled and completed. The cost of this action was $2,550, submitted by Howard’s Quick Cut. A tree that was cut down near a resident’s house, and then piled along Wedgefield Road was also removed. Since this did not appear to be related to the storm, a separate bill for $250.00 was submitted by our maintenance crew. Efforts to recover this cost are underway from the property owner.
We are very lucky once again to be spared by Michael’s fury. It has been decided there would not be another clean-up, since the amount of tree debris was so minor.
The third mowing of the vacant lots has been completed. Due to the storms and rains, these lots needed mowed very badly. They will get one more cutting in late November to finish the season.
We recently received delivery of the luminary candles we had ordered. There were 18 cases at a cost of $418.70.
Compliance– No Report
Website Committee– Jacky Walton reports, We now have 133 members on the Facebook page.
Old Business- Bob Garrison makes second reading on Policy Manual change for section 8-12.01.01. Bob Garrison makes a motion to approve Policy Manual change. Motion seconded by John Walton. All in favor. Motion Carried.
Bob Garrison makes a motion to open the ARC account with concurrence from ARC chairperson to determine how much money should be allocated to this account. Motion seconded by John Walton. All in favor. Motion Carried.
New Business– Bob McMahan proposed a sign policy for the electronic sign, concerning proper use of the sign to be discussed and voted on at next business meeting. Bob Garrison made discussion about giving the local fire department a marina card for emergency officials.
Bob Garrison makes a motion for the venue of the WPA Annual Meeting to be moved to The Georgetown Presbyterian Church. Motion seconded by Larry McMillin. All in favor. Motion Carried.
Jacky Walton brought up an issue about failing bulk head on Pine Grove and a resident thinking bulk head is failing on Francis Parker also. John Walton is going to look into the repairing of these areas.
Bob McMahan will be looking into doing live stream of meetings on Facebook. Jacky Walton says they had used cameras before and it had caused issues but they will check into it.
Public Comments– James Hughes says that we have had 2 annual cleanups in the past each year. He suggests we have another cleanup. Larry McMillin stated that he will work on this.
John Walton says we need to contact the ones who cut the trees because they didn’t mulch the limbs afterwards and to find out why they didn’t come back.
Al DeMarchi wants to know who will vote for the 2 lots the WPA owns if they are not sold. Peggy informed him that no one would vote for these lots.
He also said if EarthWorks payment is needed before December that there would be no funds available. Bob Garrison informed him that if that happens that the Board would call an extra meeting.
Stan Earnhart suggested putting in sidewalks or an exercise pad. WPA doesn’t own enough land to do this. Sidewalks and curbs are not permitted per the covenants.
A question was raised about the repeated absence of a Board Member.
Marion Cuttino made a comment about the livestreaming on Facebook, saying that anyone would be able to copy it and spread it around to anyone.
Connie Downs says if we do the live stream that people would just sit home instead of coming out to the meetings.
Inge Ebert says yard sales keep popping up all over the place. Wanting to know if this was allowed since she thought only one was allowed per year and aren’t they suppose to have a permit. Bob Garrison stated we do have a sign policy that they are suppose to adhere to and they are supposed to have a permit.
Al DeMarchi would like the Board Members to consider getting a survey done to have an updated drainage map because the drainage map is outdated. He also mentioned the new Georgetown County tree ordinance that has been published and a copy will be placed in the office, saying most people will not have to pay $300-$500 in most instances to have a tree survey done when preparing to clear a lot.
Golf Course Update-
Next Monthly Board Meeting– November 17th, 2018
Adjourn – Jacky Walton adjourned the meeting at 8:25 PM