WPA MONTHLY MEETING MINUTES
September 18, 2018
Call to Order – Jacky Walton
Attendance – Jacky Walton, Bob Garrison, Larry McMillin, Peggy Phillips, John Walton, Butch Williams, Bob McMahan
Absent– Adam Anderson & Steve Vasey
Quorum – Yes
Approval – Motion to approve August 21, 2018 Minutes made by Bob Garrison, seconded by John Walton. All in favor. Motion carried
Officer Reports
Presidents Report – Jacky Walton reports, We dodged a bullet with the storm. Just a reminder that we may still have flooding and for everyone to be careful. We had Board Members out during the storm, monitoring the storm. Thankfully everyone is safe. We want to remind everyone in the community that the election is coming up soon. We have four candidates running for the three seats open. There are no by-law changes.
Vice Presidents Report – No Report at this time.
Secretary’s Report– Larry McMillin reports, On September 7th, the computer tech we use was asked to come to the office to set up a Google account to replace what we now use. A password, user name, and account name were established. These will be virtually impossible to access. We then sent a test email to our accountant to ensure that he could receive our financial data. Due to the pending storms and office closing, we have not received a response. I have been assured previously by our accountant that Google will work. The computer tech did all this for us at no charge! With Board approval, we will begin to convert all correspondence to the new Google account. All emails will be pre-screened to prevent our system from being infected by a hacker attaching something to a legitimate inquiry. This is what is suspected to have happened to our existing account. We will continue to use the Frontier account for a year to respond to anyone who does not have the new email address, and inform them of the change. Also, a notice will be included in the annual packet. Larry McMillin makes a motion to approve the change to a new Google account for all office business and to include a letter of change in the Annual Meeting packet to be mailed out. Motion seconded by Bob Garrison. All in Favor. Motion Carried. The new email is hoawedge@gmail.com
We have been working diligently to complete preparations for the annual meeting. Nearly all printing has been completed in-house at a considerable cost savings. Tentatively, all packets will be mailed by the end of the first week of October. If you or anyone you know does not receive their packet, please contact the office.
It has come to our attention that the annual service fee for our Payroll program has come due after we just upgraded the system. We thought the upgrade include the annual service fee for the year also. This is $474.00 for renewal. Larry McMillin makes a motion to investigate other payroll options at a lower cost for the one employee we have. Motion seconded by Bob Garrison. All in favor. Motion Carried.
Treasurer’s Report– Due to the storm we have not received our Financials for the month of August yet.
As of August 31, 2018, our Operating Account with South Sate had a balance of
$141,035.76 and our Debit Account with South Atlantic had a balance of $2,279.63. $139.38 was used for the purchase of pond chemicals from Amazon and $8.99 was used to purchase office supplies from Office Depot. The use of a debit card is working efficiently rather than board members having to use personal money and be reimbursed.
The Reserve Account balances were: South Atlantic $169,773.27, Edward Jones
$359,963.51 and TD Bank $50,801.21 for a total Reserve Balance or $580,538.03. Interest on these accounts were: South Atlantic $72.08, Edward Jones $289.21, TD Bank 12.09 for a total interest of $373.38
Committee Reports
ARC– Bob McMahan reports three minor ARC projects approval. Lot# 196 for a fence, Lot# 25 for a patio and Lot#435 for a generator.
Legal- Bob Garrison reports that the two lots on Francis Parker have been listed for $18,900 and are available for sale by Pawleys Island Realty. Anyone interested in buying these lots can contact them or the office for information on these lots.
We were fortunate to receive a recovery on a multi-year delinquency this month.
Finance– Peggy Phillips reports, At the August meeting, I gave each Board Member a copy of the proposed 2019 Budget. This budget keeps the annual assessment at $525.00 per property. Do any of you have any additions or changes to the budget as presented? No additions asked for. Peggy Phillips made a motion for the budget to be approved as presented. Seconded by Bob Garrison. All in favor. Motion Carried. There will be a copy of the Annual Budget put in the Annual Package.
I have given each Board Member an accounting of Updated Reserves. $28,700 was paid for Spoil Site repairs and taken from the Canal Reserve as approved at the August Meeting.
Communications– A lot of debris is collecting from the storm.
Community Liaison– No Report
Welcome Committee– Butch Williams reports, 3 new families have been welcomed to the community.
Drainage– Jacky Walton reports, Right after the storm several members drove looking around. The grounds have drained well. Mansfield has gone between their property and Wedgefield property and cut a ditch between the properties and has helped our drainage. We have a letter we are sending to Mansfield Plantation thanking them for what they have done.
Larry McMillin made mention of a flooding problem on Francis Parker Rd near Patriot Rd. Jacky Walton made a motion for Bob Garrison and Bob McMahan to be added to the drainage committee. John Walton seconded this motion. All in favor. Motion Carried.
Water Amenities– John Walton reports, They will be monitoring the landing for flooding.
We have contacted Earthworks about Army Corp coming out to check on dredging project. Due to the storm they are not available at this time.
Condo Liaison– No Report
Roads– No Report
Grounds– Larry McMillin reports, We were lucky with this storm, having only minor cleanup to do. Larry McMillin makes a motion to approve $3500 from our emergency fund, for a cleanup on October 1st. to clean up storm debris only. Motion seconded by Bob McMahan. All in favor.
Motion Carried.
Compliance– Butch Williams makes first reading on a policy change as follows:
Section VIII- 12.01.03 An additional secondary checking account shall be created to hold all refundable portions of ARC deposits. Upon receipt of an ARC check, funds will be deposited to the Operating Account and a check will be written from Operating to the ARC Refundable Account for the portion of ARC fees to be refunded. ARC refunds will be paid from this account only.
Website Committee- Jacky Walton reports, We have 109 members that have signed up on our Facebook page. Once you join our page you will have to answer the 3 question before we can approve your request. This is how our Admins verify you are a property owner.
Old Business-
New Business-
Public Comments-
Golf Course Update– Butch Williams reports, The Golf Course didn’t receive any major damage due to the storm. There was one tree that went down. They are working on the sand traps but have been having trouble getting sand.
Next Monthly Board Meeting– October 16th, 2018
Adjourn – Jacky Walton