WPA Monthly Board Meeting
October 19, 2016 7 p.m.
Call to Order: Jacky Walton, President
Attendees: Inge Ebert, John Walton, Keith Johnson, Peggy Phillips, Janine Cline, Bob Garrison, Jacky Walton
Absent: Larry McMillan and Adam Anderson
Approval of Minutes: We do not have minutes from last month’s meeting. The Minutes from the October 6, 2016 could not be located at the time of the meeting were distributed to the Board Members at the close of the meeting.
Presidents Report: I would like to remind each and every one that next month is the annual meeting, whether you vote in person or proxy, we would like each and every one to participate.
Vice President’s Report: A few things occurred that have affected the office. Our office did not get power for an additional until 3 days. The computer was high jacked and we couldn’t get the new computer setup until Monday. The priority was the mailing of the annual meeting packets.
A closed meeting was held October 6, with two agenda items.
- The hiring of a new office secretary
- The resignation of WPA landscaper
Secretary’s Report: Janine Cline – Janine introduced our new secretary, Lee Cote. A thank you to the election committee for getting the packets out on time.
Treasurer: Peggy Phillips – Due to the circumstances we have mentioned, we have not received the current financial reports from the CPA. Currently, we have $160,811 in the Operating Account, $129,394 with TD Bank, $58,350 with Edward Jones and $118,596 with South Atlantic.
ARC Report – Keith Johnson – No approvals or refunds this month.
Question: What do we do about tree removal companies from out of town? Are they insured? Bob Garrison – Everyone should be extremely careful about who they hire. With tree removal in an emergency situation, would it be prudent for the board to waive application for the next 30 to 60 days Keith– I would be in favor for downed trees or trees related to storm damage.
Keith made a Motion to waive the ARC application for tree removal as long as the trees are down and caused by the storm. Second – Bob Garrison
Amend the motion to extend the grace period to the end of November to not require a permit to downed trees. Bob Garrison seconded –
Motion to waive ARC application for storm damaged tree removal until the end of November. Motion Carried
Legal – Bob Garrison – There is a current year delinquent that we finally heard from and he wants to pay, we also have a foreclosure that now has been sold, closing around the 26th. Mixed blessing – this guy is three years behind and we will get some money, but probably not all. We also got a letter from a bank that wants to pay the assessments on this lots.
Finance Committee – Peggy Phillips It is obvious that we are going to incur a large expense for storm clean up. Currently we have $34,387 set aside, we have $160,000 in South State
Communications – no report
Welcome Committee: Inge Ebert – I was only aware of one new resident, she is still in NJ and planning to move here in the next couple of months.
Drainage Committee: Wraggs Ferry is under water. Bob Garrison – We need to focus to make sure that the catch basin is cleared.
Water Amenities – John Walton Everything looks great on waterfront – storm surge didn’t cause any damage. Tides have been abnormally high all week and if anyone questions why Ronnie Campbell put his dock in so high, they can now see why. Everything is good on waterfront scene. Vandalism to power to lights have been cut again and it is shielded in conduit, guess kids going down there didn’t want a light on. Electric company is aware of it, they won’t put metal on pole anymore.
Canal dredging still in phase one collecting funds for phase one for engineering report.
Condo Liaison. We had a lot of trees and limbs down, we had great group of landscapers, they did an excellent job, they even came on Saturday. About 10 people worked all day, cannot say anything but good things about them. Damage to roofs will be addressed.
Grounds Report – The start of clean-up is slower than expected. Great community spirit. Plan to clear main streets first and then smaller. 10-6-2016, board held exec. Meeting and the board chose to discontinue our Southern Landscapers – and hired Mark Howard on an interim basis – Motion Made, Seconded and Passed at closing meeting on October 6th.
John Walton – asked the kids not to park in the circle.
Old Business:
Bob Garrison – at last month’s meeting Janine asked for first reading of policy manual first reading 1.04 office use. No personal business use to be conducted in WPA office. We have no recommendation one way or another.
Second reading motion. No personal business is to be conducted in the WPA office.
Keith seconded – section 4, under policy regarding behavior of WPA board and committees, and office Use – Motion carried – one opposed.
New Business: Bob Garrison has a couple of items. Budget passed last month and he will make motion that the board approve the annual assessment for 2017 to be set at $525. Janine seconded –
Inge, what are you going to do with the extra $25? Roads and we are going to need to spend a good amount of money on drainage.
We don’t know what it will cost us to maintain the golf course, this board will have to decide what, if anything, what we are going to do with the entrance and it may cost an additional money. We planned that this assessment was going to go up. We don’t anticipate that operating expenses are going to change dramatically. The Contract that was set up on an interim basis with Howard is the same amount. He came in and did the nine lots in one day and the appropriate parties will get billed for that.
John Walton – reserve study is that we are way behind?
Bob Garrison – hoping things will normalize at some point, but who knows.
Motion and seconded – approve $525 for the annual assessments for 2017 – motion carried.
Carolyn McBride – doesn’t there have to be an authorization for the computer? Bob Garrison We had all the Board members sign off for the computer, external hard drive and a new edition of Microsoft Office.
George Wilson – we have had a group of teenage boys, they stole things out of pickup beds, a neighbor lost a generator, chains, etc. and we have put up a camera to see if we can find these kids. Four of them, 3 white, one black, aged 15 – 18
Madeline C. – I was wondering if a vendor has been chosen to do the cleanup, who was chosen and how that choice was made. Answer: See Grounds Report
Keith – Pawley’s Plantation and a few others were hit hard, it may be hard to find another contractor. They are paying more money in MB, so a lot of them are going up there.
Carolyn McBride – chipper guy said there was a place here that he could be dumping the chips.
A resident from Governor Johnson Road, said he has neighbors who heat with wood. Willing to pick up wood so that they can use it. I live on 15 – I have mowed it a couple of times, any liability on me to do that. Answer: Mow at your own risk.
A motion was made to move the Annual Meeting to Georgetown Presbyterian Church. Meeting adjourned at 8 pm