CAROLINA SHORES PROPERTY OWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
MONDAY, AUGUST 18, 2008
MINUTES OF THE MEETING
REPORT FROM THE TOWN LIAISON
REPORT FROM THE FINANCE AND AUDIT COMMITTEE
Minutes of the July Meeting. Al Franklin moved that the minutes of the July meeting be approved as amended. Dave Jones seconded. The motion passed unanimously.
Replacing the Clubhouse Carpeting. Bids were presented from North State Flooring, Williams Carpet, and Grand Strand Floors. Sally Nolan moved that the Board accept the lowest bid, $8,780.49, made by Grand Strand Floors. Al Franklin seconded the motion and it passed unanimously. The carpeting will be commercial grade with a 10-year guarantee. A tweed pattern that contains a mix of the colors presently used on the furniture in the clubhouse has been selected. Sally will notify Grand Strand Floors and schedule the work.
Removing the Room Dividers in the Clubhouse. JMG Home Repairs has been hired to remove the room dividers in the clubhouse. This will need to be done before the carpeting is replaced. Sally will arrange the work schedule.
Reserve Study. Mike Mundy reported that he talked with the reserve study consultants about the items the Board wants changed in their 20-year repair and replacement forecast. They have agreed to most of the changes and told Mike that several of their recommendations are standard among reserve study consultants, and in some states must be included in such studies. Mike passed out a copy of the updated Reserve Study spread sheet. An updated version of the written report is pending. Once all of the report is completely updated a copy will be kept in the office for members to come and review. The size of the study (70+ pages, including photos) makes it too costly to make individual copies for members.
Recreation Area Advisory Committee. The Board discussed the ideas proposed by the Recreation Area Advisory Committee at its first meeting (e.g., moving the fence around the pool to enclose the bathrooms; adding a shower inside the pool area) and agreed that these are preliminary suggestions that need more extensive investigation before any decision is made. Board members noted that the shower located outside the pool house is rarely used and that moving the pool fence involves moving and reprogramming the computerized access system, which could be a major expense. If the fence is to be moved, consideration should be given to completely replacing it and updating the landscaping around the pool rather than just moving the gate and replacing a small part of the fence in a way that will not match the rest of the fence. Linda will take this response back to the Committee and have them do further research.
Replacing the Recreation Area Storage Sheds. Board members discussed the need to tear down and replace the two storage sheds located alongside the tennis courts. A preliminary consensus was reached that this should be done within the next several months so that the pool tables, chairs, and umbrellas can be stored properly at the end of swimming season. The replacement building should have enough space for the pool equipment, all of the POA picnic equipment (including tables and chairs), and the tennis equipment. Joyce Dunn moved that the Board table this decision until its September meeting, at which time Linda will present complete data and recommendations on options for replacing the sheds. Al Franklin seconded the motion and it passed unanimously.
Establishing a Board House Committee. Joyce Dunn reported that she had met with Debbie O'Dell and Marlene Stewart about establishing a CSPOA House Committee, with responsibility for maintenance, operation, and use of the POA clubhouse. Debbie agreed to serve as Committee Chair and Marlene will be responsible for stocking and maintaining the clubhouse kitchen. The work of the House Committee will now be separated from the Facilities Maintenance Advisory Committee.
Grounds Maintenance Contract. Sally Nolan advised the Board that she is in the process of obtaining two bids for the CSPOA's annual grounds maintenance contract so the Board will be able to review them and sign a new contract with the company selected for services beginning in January 2009.
There being no further business,
the meeting was adjourned.