CAROLINA SHORES PROPERTY OWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
SEPTEMBER 25, 2006
MINUTES OF THE MEETING
BOARD MEMBERS PRESENT:
Joyce Dunn Davis presiding; Monty Craig, Bill Harniman, Nancy Harthausen,
APPROVAL OF THE MINUTES.
The Board voted unanimously to approve the minutes of the July 2006
Bill Harniman discussed and distributed copies of the procedure he is
using to prepare a long-range assessment of the financial requirements
to maintain and/or replace the CSPOA’s capital equipment and property.
For several years the annual audit of the CSPOA’s finances has
included a recommendation that an in-depth analysis of future financial
needs be done by an expert consultant. Bill has met with a local expert
and learned that hiring a consultant will cost $3-12K. However, the
local expert was willing to share with Bill a software package he uses
to do the analysis. Bill is currently reviewing past CSPOA records to
develop accurate information about when previous repairs and upgrades
were done, then using a nationally recognized construction costing manual
to determine the future costs of repairs or replacements. All of this
information goes into the computer program, which then will project
how much money per property owner must go into the reserve account over
a period of years in order for the funds to be fully available in the
account when each repair or replacement is needed. Bill expects to complete
this analysis before the annual budget meeting and will make it available
to members for review and discussion.
FINANCE AND AUDIT
COMMITTEE. Chair Maslin Kain presented the report. She noted
that the CSPOA’s operating budget and finances are in very good
condition. The committee recommends that the Board review and take appropriate
actions on the following items:
• Consider increasing the deductibles on the CSPOA insurance
policies in order to reduce the annual cost of the insurance;
• Examine ways to reduce the utility and maintenance costs for
the swimming pool during the months when it is not in use;
• Vote to transfer the 2005 excess of revenue over expenses
into the reserve fund (the money is available, but must be transferred
by a vote);
• Complete a study of fixed asset maintenance costs (currently
underway by the Treasurer);
• All board members read and review the report of the 2005 Audit.
COMMITTEE. Chair Joe Martere was unable to be present, so Board
member Mike Mundy presented the report. Currently they are having roofers
inspect the clubhouse roof (parts of which are still the original roof)
to determine its condition and future maintenance/repair needs. They
have completed a study of the signs in the community and will be getting
estimates for the repair or replacement of the “gates” signs
and some of the larger community entrance signs. They have purchased
three bike racks and all will be installed (by the pool, tennis courts,
and clubhouse) by the end of October. All are expandable if future needs
increase. They have obtained an estimate for complete replacement of
the swimming pool’s concrete deck (which has had a number of partial
repairs and is gradually deteriorating to the point that it will not
pass a county inspection). The estimate from our present pool maintenance
company is $80K. Mike and Joe will be seeking other estimates and alternatives.
Co-Chair Sandy Howard presented the report. He began by extending high
praise to the outstanding leadership of his co-chair, Bob Anthony. Since
its inception in the spring of 2006, the committee has been able to
initiate a number of improvements and additions to the recreation needs
of the community. They have conducted tennis lessons for children; worked
on three annual POA picnics; and suggested the installation of bike
racks. Currently they are working on installing a small set of bleachers
outside the tennis courts, so that people waiting to play or watching
play will have a place to sit. They are using treated lumber that has
been donated to them, so the cost to the POA will be quite minimal.
They will remove the old, deteriorated, chairs currently located outside
the courts. The committee also has provided recommendations for improving
the annual picnics and the holiday party. Sandy concluded by noting
that the committee has discussed at length how to address the conflicting
needs of the older swimmers vs. the child swimmers at the pool in the
summer and concluded that there is virtually no way to make everyone
Chair Bob Jones reported that his committee members have been busy working
on improving communications in the community. Their efforts include
operating the CSPOA web site, producing the “Newcomers Booklet”
that is given to new community members, producing the monthly Bulletin,
and publicizing community events. The committee plans to meet with Athens
Publishing (who are producing the member directory) to learn more about
their work in producing newsletters at no cost for other local communities.
Currently, printing the Bulletin costs about $600 per month and this
cost could possibly be eliminated by working with Athens Publishing.
Chair Nancy Harthausen reported that the committee is at work soliciting
nominees for the 2007 Board election. Three of the current seats on
the board are up for election this year (those occupied by Joyce Davis,
Mike Mundy, and Nancy Harthausen). In addition, two more seats will
be filled in order to bring the Board membership to a total of seven
(for the first time). In order to maintain the current ratio of having
approximately half of the board seats up for each year, four of the
open positions will be filled for two-year terms and one open seat will
be filled for a one-year term. By doing that we will have a board structure
where in 2008 there will be four seats elected and in 2009 there will
be three seats elected. The following process will be used to determine
which candidate receives the one-year term this year:
• If only one candidate
announces a preference for a one year term, and that person is elected,
he/she will get the one-year term.
• If more than one candidate prefers a one-year term, the one
with the highest votes will win the term.
• If no candidates indicate a preference for a one-year term,
the candidate who comes in fifth place in the election will get the
COMMITTEE. Chair Stuart Henderson was unable to attend so Board
Member Monty Craig presented the report. He read portions of a written
report from Stuart Henderson, in which he explained his desire to reduce
the paperwork of the committee and to, wherever possible, resolve problems
with personal communications before resorting to letters.
He has done this successfully several times already. Monty reported
that the ACC and the POA Board are addressing several properties where
absentee owners have been unresponsive to written efforts to get them
to clean up their property. They have been sent final notification from
the Board and must respond in a designated time or the Board will initiate
and pay for the cleanup and then assess the homeowner the cost.
Joyce Davis reported that the CSPOA Member Directory is in the process
of being printed and will be distributed with the November Bulletin.
She also reported that the recent AARP Driver Safety class conducted
at the POA was a success and will likely be repeated in the spring.
• Nancy Harthausen reported that the CSPOA Holiday Party will
be held on Sunday, December 3.
• Joyce Davis distributed copies of the Member Survey underway
and reported that it will be included in the October Bulletin and
mailed to property owners. She urged everyone to complete and return
it and to get their friends and neighbors to do the same so that the
results will be sufficient to guide Board decisions. The results will
be used to make decisions about the 2007 operating budget.
• Input was requested from the members present about how to
make the Board of Directors election ballot less confusing and still
meet legal requirements. Mary Fran Ryon indicated that she has experience
with absentee voting and will contact her colleagues in Maryland to
see what they do.
• Input was requested from the members present about how to
improve the community signage. Suggestions were made that all signs
be done in reflective paint so they can be read more easily at night
and that the vegetation around them not be permitted to grow so high
that it obscures them. A request was made by the Garden Club that
the community sign at Thomasboro Road be lighted if cost permits.
• The Calabash Fire Department has asked the Board to cooperate
with them in their project to get a “File of Life” kit
into the home of every resident. These kits contain a form that each
person completes with important medical information (health problems,
allergies, medications, emergency contact, etc.) and then post on
their refrigerators so that EMTs coming to a home have immediate access
to critical medical information about the patients. Joyce Davis has
asked the Fire Department to provide enough kits for the Bulletin
distribution team to take deliver them with the November Bulletin.
This would ensure that a kit would get into each home in the community.
MEMBER COMMENTS AND
QUESTIONS. The following comments and questions were offered
by members in attendance:
Who takes care of mosquito spraying? Joyce Davis responded that this
is done by the Brunswick County Health Department and they have been
out doing it recently. She noted that this problem only becomes severe
after a period of major rainfall, which seems to happen each August
or September. She suggested that POA members look into buying “Mosquito
Dunks” at hardware stores and putting them into all standing water
near their homes. These dunks kill mosquito larvae, which develop in
• Isn’t the Board supposed to transfer each year’s
excess of revenue over expenses into the CSPOA Reserve Fund? Bill
Harniman replied that the answer is yes – and the Board will
vote at its next meeting to do so.
• Please double-check the last date on which the tennis
courts were resurfaced. The treasurer’s evaluation
of capital property maintenance may include the wrong date. The correct
date is 2000 or 2001.
• Will the Board please regularly publish statements
of profit and loss, the balance sheet, and the statement of member
equity in the community? Bill Harniman replied that all this
information is available to any member at the POA office and that
it will be published in the Bulletin.
• Isn’t there some way to reduce the hours of
the swimming pool security force after Labor Day, when the use of
the pool drops significantly? Mike Mundy replied that the
Board intends to conduct a full discussion of all of the methods and
costs of operating the pool and the security contract will be included.
• Why is the pool closing early this year? Joyce Davis replied
that it is being done to reduce the operating costs since the usage
of the pool has dropped so significantly in recent weeks.
• Why aren’t the pool bathrooms and the deck kept
cleaner? Why aren’t the security guards continuing
to clean those areas? Joyce Davis replied that the security guard
contract (which currently costs approximately $17K per year) only
requires the company to provide security services. They are not a
company that provides cleaning services. The bathrooms are cleaned
twice weekly by the same company that cleans the clubhouse. Any addition
cleaning activities will require additional staffing and funding.
The Board will be considering all of these options.
• Why aren’t there more community volunteers helping
with the operations of the pool – in earlier times many homeowners
became involved, but now people seem to want excellent conditions
maintained without excess cost or volunteer assistance? Joyce
Davis replied that this is a serious problem. The only “volunteer”
working regularly on maintaining the pool is Board member Mike Mundy,
who has lots of other major requirements on his plate as well.
• What is the value of the pool as a ratio of the CSPOA
Reserve Fund? Bill Harniman replied that he does not yet
know that, but will be including it in his program. The pool was originally
built for $150,000, but that cost will be considerably higher now.
• Could we please clean the bathrooms during the three
POA picnics? They quickly get very dirty and run out of supplies
when a crowd is present. Joyce Davis replied that this is definitely
a need, but there is also a cost associated with it. The Board will
• Who is building the bleachers by the tennis courts?
How large will they be? Will they be a safety/liability issue?
Sandy Howard replied that volunteers are building the bleachers, and
they will be small and safe.
• If we use Athens Publishing to produce the CSPOA Bulletin,
will they also distribute it? Bob Jones replied that the
Communication Committee will ask that question when they meet with
the publisher. Joyce Davis noted that Athens Publishing is a publishing/printing
company and not a distribution company so it is very unlikely they
would get involved in distributing the copies to CSPOA members.
There being no further questions
or discussion, the Board meeting was adjourned at 8:30 p.m.