SHORES PROPERTY OWNERS ASSOCIATION
MINUTES OF THE MEETING
Board Members Present:
Al Franklin (presiding), Joyce Dunn, Dave Jones, Sally Nolan, Linda Pennington,
APPROVAL OF THE MINUTES
Tree Removal Policy. ACC Chair Pete Gulliver asked that the Board give final approval to the wording of the ACC guideline on tree removal dated December 2008. Joyce Dunn moved that the Board pass the following resolution:
Linda Pennington seconded the motion and the resolution passed unanimously.
Preservation of the Carolina Shores Golf Course. Attorneys Ward and Smith have informed the CSPOA that it would cost approximately $1,500 for them to prepare the documents required to amend the CSPOA Articles of Incorporation and ballot for a vote of the property owners on the proposed changes to the Articles and to the Deed of Restrictions. (The language for amendment of the Deed of Restrictions has already been prepared.) There would be an additional cost of approximately $1,000 to have the attorneys present the proposed changes to CSPOA members at a community meeting. Board members discussed whether to put the matter on hold or to move forward with preparing the documents and presenting them to the property owners for a vote (to determine the will of the community about CSPOA involvement with the golf course should the need arise in the future in order to ensure its preservation as a golf course). Joyce Dunn moved and Sally Nolan seconded a motion that:
Al Franklin noted that the attorneys will need to prepare a cover letter for the mailing that clearly explains what we are doing and that even if these amendments are approved a second vote would have to be held before any future Board could assess the membership for the money needed to buy the golf course.
The motion passed with five "yea" votes and Al Franklin abstaining.
"Meet the Candidates." Al Franklin noted that he would be unable to participate in the January 4 "Meet the Candidates" event at the POA because of his work schedule. Board members agreed to change the time of the event from 3pm to 7pm on January 4 so that Al could be present.
Repair of the Fence on Rt. 179. Al Franklin reported that he has bids coming in from two companies and will bring them to the February Board meeting for a decision.
Landscaping Maintenance Contract. Sally Nolan reported that both Verity and Coffey Grounds had agreed to the modifications to their proposals requested by the Board in order to make the two bids equal in scope. Verity's bid is the lowest. Joyce Dunn moved that Sally check Verity's references and get an updated version of their proposal (containing all of the agreed changes, including the right of either party to terminate the contract without cause with 30 days notice) and that if the references are good Sally be authorized to sign a one-year contract with them to commence February 1, 2009. Linda Pennington seconded the motion and it passed unanimously. Sally also will take care of officially notifying Coffey Grounds of the change.
Reflecting Email Votes in Board Minutes. Al Franklin requested that when the Board conducts a discussion and vote on an issue by email (between Board meetings) it be included as part of the minutes of the next regular meeting of the Board. Board members agreed that this should be done and noted the following two decisions made by email during November/December:
Voting on Board Expenditures. All Franklin raised the question of whether the Board should vote on all significant expenditures. After discussion, the other Board members agreed that this is not required for expenditures that are included as line items in the approved annual budget.
Problems With The CSPOA Carpeting. Al Franklin reported that he has called the company that installed the carpeting in the clubhouse and they have agreed to come ASAP to examine and repair the problems with fraying and separation at the seams.
Joyce Dunn brought up the issues and questions concerning setback requirements and ACC guidelines that the Board had referred to attorney Mark Nappier for legal advice. She noted that Mr. Nappier's recommendations had been shared with all Board members and she moved that the Board accept the recommendations and move with all due haste on a comprehensive Board review of all ACC guidelines currently in use. Dave Jones seconded the motion and it passed by a vote of 5 "Yeas." Al Franklin voted "Nay."
Maintenance of Swales. Al Franklin reported that the POA's attorney, Mark Nappier, is unable to represent the CSPOA on this issue in its dealings with the Town because he previously did legal work for the Town and they require that he not represent other entities in dealings with them. The Town attorney has written a letter to that effect to Mark Nappier. Mr. Nappier will identify another attorney who can handle this matter and will give that information to the CSPOA Board ASAP.
Insurance. Dave Jones reported that we have received the CSPOA's 2009 insurance policy and he has given it to the office staff to make a copy for our files.
There being no further business the meeting was adjourned.