Wedgefield Plantation Monthly Board Meeting Minutes
September 15, 2015 7:00 pm
Call to Order: Jacky Walton, President
Attendees: Jacky Walton, Bob Garrison, John Walton, Al DeMarchi, Janine Cline, Larry McMillin, Adam Anderson, Keith Johnson & Inge Ebert.
Quorum: Janine Cline stated yes there is.
Approval of Minutes: Bob Garrison made a motion to approve the minutes for August 2015, 2nd by Janine Cline. 9 ayes, motion passed.
President’s Report: Jacky reported that with the close of this year comes the Annual Meeting and hope to see everyone there.
Jacky also thanked the many volunteers that have donated their time when asked. He also thanked all the Chairpersons for the hard work on all the committees this year.
Vice President’s Report: No Report
Secretary’s Report: Janine reported that the website is experiencing some technical issues and that Kathy will be working with a technician to get this fixed as soon as possible.
Janine reported that the ballots will be prepared for mailing at the end of September and Peggy Phillips and her will take them to the post office. The Declaration of Service will be signed and on file at the WPA office. Janine stated that she has 2 more volunteers for the Election Committee and would like to make a motion for the Board to accept the following:
Bob Nichols
Barb Nichols
Motion was 2nd by Al DeMarchi, motion passed with 9 ayes.
Treasurer’s Report: Al reported that the accounts receivable is down to approximately $71,000.
Al reported that James Young, CPA will be meeting with himself and Kathy at the WPA office in October to start the monthly bookkeeping services.
Committee Reports
ARC: Keith reported the following have been reviewed and approved:
- Lot 297- Installation of Shed
- Lot 047- Addition
- Lot 342- Re-Roof
- Lot 344- Re-Roof
- Lot 025- Dock Replacement
- Lot 025- Paint & Wood Repair
- Lot 176- Small Tree Removal
- Lot 309- ARC Refund
- Lot 069- ARC Refund
Legal: Bob reported that no answer has been received yet on the proposed Bylaw changes to the ballot. He stated that he should have it shortly.
Finance: No Report
Communications: Janine reported that the Wragg will be mailed out the 1st week of October.
Janine reported that a Wedgefield Road Cleanup is scheduled for Saturday, October 3. Everyone is asked to meet at the WPA office at 10:00 am to volunteer. She stated that additional help will be provided by Pastor Justin of the Family Worship Center on Wedgefield Road.
Community Liaison: Adam reported on the following correspondence:
- A letter requesting road repairs on Patriot Ct. This area is already under contract for repair.
- A letter concerned with poor yard and house conditions at a vacant house on John Waites.
- A letter concerning lack of maintenance on a vacant lot on John Greene
- A concern about too many large items on a lot on Swamp Fox
- A letter concerned about a loose aggressive dog on Gov. Johnson
Welcome: Inge reported that her and her committee are still trying to reach new residents, although not very successfully. The following new residents have attempted to be contacted:
- Justin & Mary Coker- 143 Francis Parker Road- A card will be sent.
- Ashley Plexico- 147 Gov. Johnston Road- Inge saw her at the store and asked her to contact her.
- Geraldine Duff- 137 King George Road- A message was left.
- Matt Napier- 2829 Wedgefield Road- A message was left.
- Josh Riley- 108 Duck Pond Road- A response is pending.
- Kristy & Gregory Williams- 40 Capt. Anthony White- A card was sent, pending response.
Inge included a spreadsheet to all the board on all of the new residents for this year.
Drainage: Al reported that the Francis Parker Drainage project has started and is expecting to be complete by 9/19. He has received 1 bid that will be opened under New Business.
Water Amenities: No Report
Roads: Adam reported that he has spoken with Earthworks and requested they reduce the cost somehow. They stated they could not. Adam stated that the Board needs to decide on specific areas due to having to cut about $39,000 to complete this project. Adam stated it could be done with 1 or 2 small areas. He stated he needed the Boards help with that decision. He stated that this won’t delay what has already been contracted to do now. Adam stated he will call a Road Committee meeting and invite the board. Adam also reported that answers to the question on removing the entire base has been answered by Earthworks and Coastal Asphalt. He stated that the base is contaminated with organic material which won’t allow the proper compaction. Jacky stated this is why an engineer firm was contracted.
Condo Liaison: Inge reported that the Condo Pool has closed for the season. She included that as soon as the contract for the WPA Roads project is awarded the WVA is ready and has procured financing for their roads project.
Inge announced that the WVA Annual Meeting will be held on September 19th @ 9:00 am at the WPA office.
Grounds: Larry reported the gate for the compost site has been installed by the Grounds Committee. Larry included that work on the access lane will soon follow.
Bob asked if this will be for use of all residents. Larry stated that no it will just be used by the maintenance crew and WVA maintenance crew.
Larry reported that work on the Gate House is progressing and hopefully will be completed on schedule.
Larry reported that as the growing season slows, the Maintenance Crew will be working diligently to address a number of concerns throughout the plantation.
Larry reported that his committee has cleaned up a residence on John Waites that complained about being unkempt.
Larry also reported that a resident was contacted about a tree leaning over a neighbor house and is waiting to hear back.
Compliance:
1st reading: XIV Welcome Committee, Section 1.03, #4- REMOVE “New Residents will be provided a complimentary lunch or appropriate gift.” in its entirety.
Old Business:
2nd reading of Policy Change- XIV Welcome Committee- To add Section 1.05- Condolences. “The Committee may mail sympathy or condolence cards to the families of WPA members who pass away upon receipt of notice of the members’ passing.” A motion was made by Bob Garrison, 2nd by Al DeMarchi, Motion passed with 8 ayes and 1 nay by Al DeMarchi.
New Business:
- Drainage Bid- Al reported that he received 1 sealed bid for the last 2 drainage projects to be done. Al reported that he solicited many contractors and only received this 1 bid. The bid was opened and was from J.C. Landscaping. Details of this bid were read. Al made a motion not to exceed $9,500 to install catch basin and pipes by JC Landscape on Ricefield. 2nd by Keith Johnson, motion passed with 9 ayes. Discussion lead to pipes under resident’s driveways: Should the owner be responsible. Al stated it will be checked out.
- Al made a motion not to exceed $10,500 to replace pipes and install catch basins from JC Landscape on Live Oak Lane, 2nd by Bob Garrison, motion passed with 9 ayes.
- Budget- A Motion was made by Al DeMarchi to accept the 2016 budget based on $500 assessments, 2nd by Bob Garrison, Motion passed with 8 ayes and 1 nay by Al DeMarchi.
- A motion was made by Bob Garrison to accept the assessment remain at $500 for the 2016 year. 2nd by Inge Ebert, motion passed with 5 ayes and 4 nay by Janine Cline, Keith Johnson, John Walton & Al DeMarchi.
- Motion was made by Keith Johnson to have a 1st reading on 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. Discussion: Keith stated that a storage shed with 8’ walls would have a 6’8” door. Bob Garrison stated the history of that is not obstructing the views of the other property owners. Concerns were having a garage instead of a shed.
- Notification of the next Monthly Meeting- October 20, 2015
Resident Comments:
None
Adjourn: Meeting adjourned by Jacky Walton
Janine Cline- Secretary