CAROLINA SHORES PROPERTY OWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
Board Members Present:
Joyce Dunn, Al Franklin, Pete Gulliver, Kerry Jarrell, Dave Jones, Jan
Knorr, Linda Pennington
ELECTION OF OFFICERS
Acting President Al Franklin called the meeting to order and announced that the primary purpose of this meeting was to elect the Board officers for 2009. He opened the floor for nominations for President.
Al Franklin turned over leadership of the meeting to Joyce Dunn.
Following the election of officers, the Board discussed assignment of the positions of Liaison to Board Advisory Committees.
Board Advisory Committees
Liaison to the Town of
BOARD MEETING TIMES
Finance and Audit Committee. Dave Jones reported that the annual audit of the POAs financial records is underway. Maslin Kain has the Audit Engagement Letter from the firm (S. Preston Douglas and Associates) and their staff was in the CSPOA office gathering data on February 9. Once the audit is completed, Mike Mundy will take care of transmitting the final 2008 budget outcomes to our Capital Reserve Study consultant, who will input the data and give the CSPOA a final version of the Reserve Study (both hard copy and Excel spreadsheet on CD).
Repair of Split Rail Fencing on Route 179. Al Franklin presented the bids and insurance certificates from two people who bid on doing the repair and replacement of the split rail fencing owned by the POA along Route 179. Only one bidder (Brian Durost) had appropriate insurance so Joyce moved and Al seconded that the bid be accepted, with a price of $850. The motion passed unanimously and Al will notify the bidder and get the job done.
Repair of Clubhouse Carpet. Al Franklin reported that, although the contractor who installed the new carpeting in the clubhouse had already returned once to repair fraying areas and spots where the glue was not holding, more such problems have appeared. He said he had asked the POA staff to call the contractor and get them out again. Joyce Dunn said she would talk to the staff about that because she believes representatives of the Board should be present when the contractor comes. Linda Pennington noted that there are several areas in the clubhouse where the contractor pieced together small pieces of carpet rather than installing one large piece as would be the norm.
Separation of the Pool Water Meter. Al Franklin reported that he has talked with both Plumb Rite and the Brunswick County Public Utilities (the municipal water company) about the cost of separating the water lines at the pool so we can have a separate meter for the pool itself and for the bathrooms. Plumb Rite would charge approximately $2500 to run the needed water line from the pool house to the road. The County office said it would cost another $2347 for them to install a separate meter. Board members questioned why the County would charge so much for such a small part of the overall job. Al said he had talked with a staff person in the billing office who had limited familiarity with what is entailed in the job. She referred him to their engineer, who has yet to call him back. He will report back at the March meeting.
Finance and Audit Committee. Dave Jones reported the following recommendations from the Finance and Audit Committee:
The Finance and Audit Committee also questioned the Board about what account would be used to pay the monthly cost of printing the CSPOA Bulletin. The Board discussed this issue and agreed that they wish to ensure continued publication of the Bulletin; the 2009 budget does not contain funds to do it. Board members agreed to each review the budget and continue the discussion at the March meeting. Dave Jones noted that there is an account number for Bulletin publication in the budget, even though it was not funded, so the office staff can be instructed to record payment of those bills in the appropriate account, which will show a negative balance until funding is identified.
The January and February year-to-date reports will be available for the March meeting. They were delayed slightly due to the work on the 2008 audit.
Maintenance of the Ditches in Front of CSPOA Houses. Al Franklin reported that CSPOA Attorney Mark Nappier (who is unable to represent CSPOA interests with the Town of Carolina Shores in determining legal responsibility for maintaining the ditches) has recommended that the CSPOA retain Amie Sloan of Jeffcoat, Pike in Calabash for this job. Al asked whether the Board wants Mark Nappier to transfer the files on this matter to Ms. Sloan. After discussion, Board members agreed that they do not want to retain Amie Sloan. Joyce Dunn and Dave Jones will take responsibility for identifying an attorney for this purpose. Joyce will notify Mark Nappier of the Boards decision and she and Dave will work together on identifying an attorney.
Architectural Control Committee. Al Franklin reported that the ACC is currently updating the Guidelines for Fences and will bring their recommendations to the March meeting of the Board for review.