Wedgefield Plantation Monthly Board Meeting Minutes
October 20, 2015 7:00 pm
Call to Order: Jacky Walton, President
Attendees: Inge Ebert, Keith Johnson, Bob Garrison, Jacky Walton, Al DeMarchi, Janine Cline, Larry McMillin, Adam Anderson. Absent is John Walton.
Quorum: Secretary Janine Cline stated yes there is.
Approval of Minutes: Janine Cline made a motion to approve the minutes for September 2015, 2nd by Inge Ebert, 8 ayes, motion passed.
President’s Report: Jacky Walton reported that they are working on the roads so be very careful around the heavy equipment. He stressed the importance of voting to establish a quorum for the annual meeting.
Vice President’s Report: Bob Garrison reported a non-contested election this year. There is a bylaw proposal change and a covenant change on the ballot. Bob asked that everyone come to the annual meeting to meet with the board, asks questions or voice concerns.
Secretary’s Report: Janine Cline reported that Kathy Phelan will be leaving and Kim Feagin will be taking over on Monday 10/26/2015. The road cleanup will be November 14th.
Bob Garrison thanked Janine Cline for a successful interview process.
Treasurer’s Report: Al DeMarchi reported WPA has received the 2014 annual audit and the reports states, “In our opinion, the financial statements referred to above present fairly, in all material respects, the financial position of Wedgefield Plantation Association as of December 31, 2014 and the results of its operations and cash flow for the year then ended in conformity with the accounting principles generally accepted in the United States of America.
No state or federal taxes are due
Current status of past due accounts are as follows:
24 past due accounts with a value of approximately $54,000
1 WPA has a judgement
4 Foreclosures
2 under contract for sale
3 Georgetown county tax sale
1 US bank owned but not deeded
Balance in various states of delinquency.
Two properties which were relinquished by the owner are now property of the WPA and may be sold once the properties are deeded to the WPA. These properties are being taxed, but not to WPA since the deeds have not been recorded. Once properly deeded the properties may be sold, at a profit, by the WPA. WPA will be responsible for the taxes.
WPA received the tax assessment notices from the county. There are some minor increases, but there are some major errors. These were discussed with Mr. Holt of the Assessor’s office. One significant problem is the way in which the properties are deeded, and the name use on the deeds. These names were to be corrected by the attorney last year. Once this is done, the deeds should reflect that the properties are the possessions of the Home Owners Association, which will allow the parcels to be reassessed at no more than $500 per parcel, except the office property. This could be a significant tax savings.
A new CPA, James Young made a office visit October 12, 2015. Upon his review of records and accounts, a new financial format will be made and presented at annual meeting.
Committee Reports:
ARC: Keith reported the following ARC applications and refund requests have been reviewed and approved:
Lot 281 – Re-Roof
Lot 176 – Firepit, Patio installation
Lot 306 – ARC Refund
Lot 184 – ARC Refund
Lot 350 – ARC Refund
Lot 288 – ARC Refund
Legal: Bob Garrison reported the litigation has been settled, waiting on the transfer of deed from the two homes that are foreclosed on.
Finance: Al DeMarchi reported this will be the last time seeing the Balance sheet and Revenue/Expense vs Budget, they will be in a new format.
Communications: No Report
Community Liaison: No Report
Welcome: Inge Ebert reported sending 4 cards this month, with one response. If no response to initial cards, the Welcome Committee will consider this as a completed visit.
Drainage: Al DeMarchi reported the two projects have been delayed due to flooding on the Plantation. J C Landscaping will be starting back sometime next week.
Water Amenities: John Walton reported the landing is covered with mud but the decks never lost their piling. Al DeMarchi suggested that John Walton speak with FEMA.
Roads: Adam Anderson reported road project started a month late due to rain. The price will be adjusted due to changes on estimates of materials used, further discussion and updates to come.
Condo Liaison: Inge Ebert reported they are still awaiting a quote on the cost for paving project for the Regime III parking lot. The Annual Meeting of Wedgefield Village Association was supposed to be held on Saturday, September 19th, at 9:00 am at the WPA Office. Unfortunately, due to lack of a quorum, the meeting had to be canceled
Grounds: Larry McMillin reported the gatehouse project renovations Phase I are completed. Sealant has been applied to the brickwork. A dehumidifier has been installed to help preserve the structure.
The irrigation pump may need to be replaced due to raining. It will be addressed the next growing season. There have been a large number of areas that have become very overgrown, covering street signs and lights. Unimproved properties have underbrush which are encroaching the berms of the streets. I have asked that the maintenance crew submit a proposal to cover a list of problem areas my committee has prepared. Their proposal is for total of $1,260.00, to be performed on hours other than their regular duties. I make a motion that we adopt this proposal. 2nd by Adam Anderson with 8 ayes Passed.
The compost site still needs some work to be operational. There are a number of abandoned concrete pipes to be moved and the lane into the area needs grading. I propose that we rent a backhoe for a weekend to finish this work; for a three day weekend, the cost will be roughly $240. The maintenance crew has offered to pick up and return the equipment to save on expenditures, and will operate the backhoe at no cost to the plantation. Motion by Larry McMillin, 2nd by Bob Garrison and passed with 8 ayes
Old Business:
2nd reading ARC Policy Section III, 4.02.18-Storage Sheds, Line #3- Change Maximum height of 9 feet measured to the midpoint of the roof slope to be maximum height of 12’ measured from grade to the top of the roof. Motion by Bob Garrison, 2nd by Janine Cline and passed with 8 ayes.
2nd reading: XIV Welcome Committee, Section 1.03, #4– REMOVE “New Residents will be provided a complimentary lunch or appropriate gift.” in its entirety. Motion by Bob Garrison, 2nd by Janine and passed by 8 ayes.
New Business:
Motion was made by Bob Garrison to hire Kimberly Feagin as Office Secretary, 2nd by Janine and passed with 8 ayes.
Motion was made to move Annual Meeting to Georgetown Presbyterian Church, 2nd by Bob Garrison and passed with 8 ayes.
Notification of next Monthly Meeting and Annual Meeting, Saturday, November 21, 2015.
Resident Comments:
None
Meeting adjourned by Jacky Walton