SHORES PROPERTY OWNERS ASSOCIATION
MINUTES OF THE MEETING
REPORT FROM THE TOWN LIAISON
Mike Mundy reported that the Town Liaison, Tom Puhls, was unable to attend this meeting and had asked Mike to report the following:
Mike Mundy reported that at the most recent meeting of the Town Commissioners he learned that Don Hart has written a letter to the town strongly urging that the town accept full responsibility for maintenance of all of the swales in the town in order to ensure that the water runoff system for the town operates effectively and without any disruption caused by improper maintenance of individual lots in the town.
Minutes of the June Meeting. Dave Jones moved that the minutes of the June 2008 meeting be approved as amended. Linda Pennington seconded. The motion passed unanimously.
Finance and Audit Committee. Dave Jones and Maslin Kain introduced the new members of the Board Finance and Audit Committee - Cathy Gulliver and Nancy Harthausen. The committee has held its first meeting and Cathy agreed to serve as chair. Cathy presented this list of procedural recommendations to the Board:
The Board noted that some of the suggestions had already been addressed and that the remaining suggestions would be discussed and responded to by the Board.
Maslin Kain noted that the interest generated by CSPOA reserve funds invested in CDs is now being transferred directly into a money market account. Currently there is $6200 in the account.
Cathy and Nancy then presented to the board a budget item request form they are distributing to all Board Advisory Committees and to each board member to help develop the POA's 2009 Budget. The forms should be completed and returned to Cathy or Nancy by August 1.
The Board then discussed the schedule and process to be used to prepare and finalize the 2009 budget:
Sally Nolan, who is the Facilities Maintenance Liaison from the Board, will be responsible for obtaining bids for the grounds maintenance contract. Before requesting bids Sally will update the proposed contract to include all of the extra tasks that have been assigned to the current contractor (Coffey Grounds) this year. Linda Pennington reported that she has been contacted by a company interested in bidding and she will give that information to Sally.
Replacing the Clubhouse Carpeting. Joyce Dunn presented bids from North State Flooring and Williams Carpet for replacing the carpeting in the clubhouse great room and library with high quality commercial grade carpeting with a 10-year guarantee. Al Franklin presented a bid from Grand Strand Floors. Since the Grand Strand bid was not on the same brand and grade as the other two bids Al agreed to go back to them and obtain a bid that could be compared to the other two. Maslin Kain noted that the 2008 POA budget includes a line item for improvements to the clubhouse so the POA can afford to get this job done in 2008 without going over budget. Board members agreed to table the discussion until the August meeting and then compare the three similar bids and make a decision.
Reserve Study Report. Mike Mundy reported that he had received and shared with Board members an Excel spreadsheet prepared by the Reserve Study firm, but he had not yet received the comprehensive written report. The Board agreed to table discussion of the study until they receive read the complete report. The Reserve Study will be on the agenda for the August 18 Member Discussion Meeting.
Recreation Area Advisory Committee. Linda reported that the new committee held its first meeting and after lengthy discussion recommended to the Board that the fence around the swimming pool be extended so that the bathrooms are within the fence and members do not have to go in and out of the gate in order to use the bathrooms. Board members discussed the recommendation and determined that before acting on this recommendation they need the committee to hold broader discussions about the entire recreation area so that all potential changes are considered at the same time in order to ensure effective planning and cost control. Linda and Sally will schedule another meeting of the committee to discuss this.
Golf Course Advisory Committee.
Mike Mundy reported that the committee will present its recommendations
to the board at a Board Executive Session on July 28.
Pool Video Security System. Mike Mundy reported that he had arranged for ATMC to install a new telephone line at the pool house so the security camera system can connect to the Internet, allowing Board members to review the system from the CSPOA office computers or their home computers. Gary Stewart is helping with the Internet connection. The cameras currently are operating and recorded data can be viewed at the pool house.
Use of POA Facilities for Private Events. The Board held a lengthy discussion of Joe Roundy's request for the American Legion to use the POA picnic area for their annual picnic. The point of discussion was whether this would be a violation of the CSPOA Articles of Incorporation, which state "The Corporation shall not make its social and recreational facilities available to the general public." Several Board members held that any CSPOA member should be able to rent either the clubhouse or the picnic area for a private event, providing that they comply with POA policies for use of the facility and that nothing in the CSPOA procedures specifies which people or how many people they may invite to such an event. Al Franklin made a motion that:
Sally Nolan seconded the motion and it passed unanimously.
The Board then agreed that the current rental policies and contract for private events do not adequately cover the picnic area and must be updated to include the following:
Joyce Dunn will update the existing contract to include this information and email it to the other Board members for comments. She also will inform the office staff about the changes. Once approved, the contract must be signed by any member seeking to reserve the clubhouse or picnic area. Mike Mundy will notify Joe Roundy of this requirement.
The Dividers in the Clubhouse. Linda Pennington suggested that the dividers in the clubhouse be removed, noting that one of them is broken and hanging from its track, and the dividers are never used. Sally Nolan noted that the dividers will have to be removed when the carpeting is replaced. After discussion the Board agreed to have the dividers removed.
Establishing a House Committee. The Board discussed the need for regular oversight of the operation of the clubhouse. Mike Mundy noted that Marlene Stewart had already agreed to oversee the kitchen and asked if she could be the House Chair. Joyce Dunn replied that Marlene has not agreed to work on anything other than the kitchen and would have to be asked about taking on further responsibilities. Mike said that he had been given the name of another potential House Committee chair. Joyce Dunn agreed to meet with the two people and find out what they are willing to do. She will report back at the next Board meeting.
Chairs for Future CSPOA Picnics. Linda Pennington reported that preparations are in place for the Labor Day picnic, but she believes that the Board needs to find other chairs for future picnics - ideally a different person for each picnic since the workload for the chair of each picnic is hot and demanding. Board members agree and will put this topic on the agenda for the August 18 Member Discussion Meeting.
Problems with the Pool Parking Lot. Linda Pennington noted that when the pool parking lot is fully occupied it is difficult for cars leaving the lot to get around parked cars and onto the road, which results in most cars having to drive onto the grassy area where the two points meet. This area is deteriorating and must be repaired to avoid further problems. Linda recommended that the entrance to the parking lot must be widened at that point. Al Franklin agreed that he has seen the problem and will look into what it will take to improve the road.
Architectural Control Committee Report. Al Franklin reported the following ACC recommendations:
· Variance request for 7 Court 7 Northwest Drive: the ACC recommended approval of a variance request by the homeowner permitting the installation of a bedroom window provided that the homeowner install a privacy fence 6' to 8' tall and extending no less than one foot on each side of the window. Al moved that the Board approve the variance, Sally Nolan seconded, and the motion passed unanimously.
Dave Jones noted the importance of ensuring that the ACC keep members who have filed complaints informed about the ACC's efforts to resolve the complaint. Al Franklin agreed and said he would remind the ACC members about this and ensure that they complete the bottom section of the new Complaint Form with clear and thorough information about their actions.
Sale of CSPOA Buffer Zones. The Board discussed whether to allow members to purchase the buffer zones adjacent to their property that are owned by the CSPOA. After discussion Joyce Dunn moved:
Al Franklin seconded the motion and it passed unanimously.
Liens Against Homeowners for Unpaid Dues and Fines. Joyce Dunn reported that she has learned how the CSPOA can file its own liens against homeowners (in order to avoid legal costs) and she has filed a lien against a homeowner who owes over $500 in back dues and fines. Joyce will put a file in the CSPOA office with complete instructions about the process of filing liens.
There being no further business, the meeting was adjourned.