CAROLINA SHORES PROPERTY OWNERS ASSOCIATION
JULY 17, 2006
MINUTES OF THE MEETING
BOARD MEMBERS PRESENT:
Joyce Dunn Davis, Monty Craig, Bill Harniman, Nancy Harthausen, Mike
The meeting was called to
order at 7:00 p.m.
APPROVAL OF THE MINUTES.
The Board voted unanimously to approve the minutes of the Board Meeting
of May 22, 2006 and the Board Planning Meeting of June 5, 2006.
REPORT. Treasurer Bill Harniman reported that the annual audit
has been completed and the Finance and Audit Committee has reviewed
the quarterly financial reports of the POA. The annual budget development
process has begun, and the Board Committee Chairs have been asked to
provide input on the budget needs for their activity areas. Bill noted
that currently approximately 98% of the annual POA Budget comes from
member dues. He stressed the importance of developing additional revenue
sources for the CSPOA in order to make needed updates and improvements
to CSPOA facilities.
Facilities Maintenance Committee. Mike Mundy reported that the pool
is open and operating without any significant problems. Facilities Committee
Chair Joe Martere is investigating options for reducing the cost of
operating the pool during the off season, particularly the possibility
of covering the pool to reduce the cost of electricity and pool maintenance.
Mike Mundy is purchasing some new pool furniture to replace worn out
items and expects to buy from Walmart at a considerably lower cost to
the POA. He noted that the Facilities Maintenance Committee needs additional
members, particularly people with at least some maintenance expertise.
Recreation Committee. Co-Chair Bob Anthony reported that the Recreation
Committee has begun providing free tennis lessons for children in Carolina
Shores, and has 12-16 students in the initial class. The committee suggested
that the Board consider these options for improving recreation opportunities:
a play area for children; a regular bingo night at the POA; possible
new clubs for biking, walking, hiking, or travel; a new and more functional
building between the pool and tennis courts; a single key system for
all POA facilities; and organizing some day trips for POA members. Communications
Committee. Chairman Bob Jones reported that his committee has been discussing
ways to improve and reduce the cost of the monthly POA Bulletin. The
POA web site is now online (www.carolinashorespoa.org ) and includes
the current issue of the Bulletin and will maintain a one-year long
archive of past issues. The CSPOA Newcomers Booklet has been updated
(by editor Donna Watkins) and printed and is now being distributed to
all new residents. The cover has been changed to include the correct
POA logo, address, and web address. The Committee plans to assist in
the distribution and collection of the POA Member Survey, which is scheduled
Finance and Audit Committee. Chair Maslin Kain reported that the committee
has met four times since the May Board meeting. The annual audit of
the POA by auditor Brad Cheers has been completed and the results provided
to the POA. No major problems were found. The committee also has been
reviewing the POA’s overall insurance coverage, has been briefed
by the Treasurer about the process for preparing the POA’s 2007
budget, and has reviewed the POA financial statements through May 31.
The committee recommended that the board hire an outside expert to study
the lives and future maintenance/replacement costs of major capital
assets. The committee also recommended that the Board consider dividing
its Reserve Account into three separate categories: 1) funds for purchase,
major maintenance, and replacement of capital assets; 2) funds for repair/replacement
of damages to the property resulting from hurricanes or other weather
catastrophes; 3) funds available for making additions or improvements
to the facilities available to members of the POA.
Architectural Control Committee. Monty Craig reported that he has been
acting as the ad hoc leader of the ACC during the process of seeking
a new chair for the committee. The committee has acquired two new members,
which will reduce the workload, but would like to have several more.
Currently 13 new homes are under construction. One builder has been
fined $1000.00 for working with an expired permit and multiple delays
in completion of the home. Another builder’s third extension has
just expired and will be reviewed for a possible fine for unnecessary
delays. Efforts are underway to get several properties cleaned up and
to have a large dead tree removed from a vacant lot. The ACC has succeeded
in getting several unregistered vehicles and improperly stored trailers
removed from properties in the community.
POA Picnics. The July 4 POA picnic was a great success with approximately
350 people in attendance. Thanks were given to Picnic Chair Mary Fran
Ryon and her volunteers for doing an outstanding job. Mary Fran has
agreed to chair the Labor Day picnic.
Formation of a Nominating Committee. Board Member Nancy Harthausen is
forming and chairing the Nominating Committee, whose task it is to solicit
and review candidates for the 2007 Board election. She urged interested
members to consider running for a position on the Board. Further details
will be published in the August and September issues of the POA Bulletin.
Transfer of Tree Removal Oversight. The Town of Carolina Shores recently
passed a tree removal ordinance and established a volunteer committee
to review applications. In order to avoid compelling POA members to
go through a two-level process for get approval for tree removal, the
POA Board has met with the Town and agreed to turn over all responsibility
for tree removal permissions and enforcement to the Town. The town policy
covers trees 8” or more in diameter. The Board voted unanimously
to comply with the 8” minimum (rather than the current POA minimum
of 6”) until a review and updating of the CSPOA Declaration of
Restrictions can be completed (in late 2006 or early 2007). Effective
immediately the CSPOA will only get involved in tree removal issues
when a tree is on CSPOA property or is on a vacant lot and is potentially
dangerous to adjacent homeowners.
Proposal for Publishing the CSPOA Directory. Leslie Martin of Athens
Publishing (in Calabash) presented a proposal to the Board that we contract
with her company to publish the 2006 edition of the CSPOA Member Phone
Directory. Athens Publishing will create and print the directory and
provide the required number of copies to the POA at no charge in return
for being permitted to include paid advertising at the end of the directory.
She is willing to ensure the privacy of the contents of the directory
and to ensure that no advertising that is unacceptable to the CSPOA
will be included. Athens Publishing currently produces the directories
for Brunswick Plantation, Sea Trail, and numerous other communities.
She distributed copies of those directories for the Board and the members
present to review. Board President Joyce Davis reported that she contacted
the Sea Trail Board President and learned that they have done their
directory this way for several years and are highly satisfied with it.
Joyce Davis also reported that the savings to the CSPOA would be approximately
$1,800 per year. The Board voted unanimously to approve using this method,
pending receipt of an acceptable written agreement from Athens Publishing.
Ms. Martin agreed to attend to that immediately.
Proposal for Driver Safety Class. AARP volunteer Victor Pizzolato presented
a proposal to conduct an AARP Driver Safety Class for CSPOA members.
The program is done in the classroom and requires two four-hour sessions.
It is designed to update and enhance the driving knowledge and skills
of older drivers. The Board agreed to sponsor the class and asked Mr.
Pizzolato to coordinate the dates and details with Board Member Mike
MEMBER INPUT AND
1. How many positions
will be filled in the 2007 Board election? The answer is two
current positions will be open (those filled by Nancy Harthausen and
Mike Mundy during 2006) and three new positions will be open for a total
2. Has the excess
CSPOA income from 2005 been placed in the reserve fund? The
answer is that the excess income of $26,000 in 2005, which came from
the sale of a piece of CSPOA property to Centex Builders, was put in
the reserve fund.
3. Why do we no longer
have a competition for the yard of the month? Garden Club president
Kathy Harniman was present and responded that the monthly competition
had been suspended some time ago for a variety of reasons but had recently
been reinstated as a seasonal competition and will be announced quarterly.
The winner is selected by the Garden Club and announced in the Bulletin.
4. Will the Board
please look into repairing/redoing the “Gate” signs, which
have deteriorated due to age and weathering. The Board agreed
to look into the matter.
5. Why must members
now submit their complaints only in writing? The volume of
member complaints not submitted in writing has made it very difficult
for the ACC and the Board to fully understand, and to track, resolve,
and respond to complaints. In addition, since some complaints can ultimately
result in legal actions it is very important to have a complete written
track record of the complaints and the actions taken on them. POA members
can get complaint forms from the office in person, by fax, by mail,
or – for those with extreme mobility difficulties – someone
will deliver a complaint form. If someone telephones the office with
a truly “emergency” complaint, an ACC or Board member will
respond at once and will bring a blank complaint form along for the
member to fill out. The Board is moving to also place the complaint
forms on the CSPOA web site (www.carolinashorespoa.org).
6. Why is the Board
not buying new picnic tables every year to replace those that are getting
worn out? There is money in the budget to do this. The Board
President replied that a process is already underway to repair and refinish
all picnic tables that need work and to replace any that are beyond
repair. The Board has a responsibility to use the budget wisely and
does not believe in spending money simply because it is a line item
in the budget.
There being no further business, the meeting was adjourned at 8:45 p.m.