CAROLINA SHORES PROPERTY OWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
Wednesday, July 1, 2009
Minutes of the Meeting


Call to Order: President Joyce Dunn called the regular meeting of the Board of Directors of the Carolina Shores Property Owners Association to order at 6:37 P.M.

Board Members Present: Linda Pennington, Dave Jones, Jan Knorr, Pete Gulliver, Al Franklin, Joyce Dunn, and Kerry Jarrell.

Members were invited to speak on issues of interest.

Resident, Terrie Ste. Marie, 11 Gate 1. Pool has brought together problems with renters. Complained of behavior at the pool and dissatisfaction with the POA's lack of response to these complaints.

Resident, John Bennett, 13 Golf Crest Ct. Complained of one resident whose family are not honoring the pool rules.

Pete asked to clarify the issue, if the problem was only one resident. The group responded that the Arden Court family was not the only problem.

Joyce advised that the complaints would be considered and addressed by the board.

At 7:05 the board went into executive session for ACC hearings.
The board meeting was called back to order at 8:03pm.

Approval of May Minutes. The minutes of the board meetings of May 18 and May 27th were read and corrected. Al proposed approving the May 18th minutes. Jan proposed approving the May 27th minutes. Both were approved unanimously.

Recognizing that the agenda would not be completed that night, the board determined that the meeting would continue on July 15th at 6:30pm.

Committee reports were deferred until the next meeting.


OLD (UNFINISHED) BUSINESS

Complaint from Chuck French. The Chuck French issue has been resolved between the resident and the golf course.

Cox Law Firm (re uncollected dues). The issue of using the Cox and Watts Law Firm to collect overdue dues was discussed. Al moved that the POA develop a letter for the attorney to use for collecting delinquent accounts. The motion passed unanimously.

Kerry reported that the uncollected accounts stand at $8200. $3800 of that figure is from previous years. $4400 is from the current year.

Ward and Smith Law Firm (re golf course). The Ward and Smith Law Firm's work on the golf course issue was discussed. Dave advised that he had a bill for $975 for that work.

NEW BUSINESS

Landscaper Performance. Pete reported that he was having trouble with Verity Landscaping. He recommended terminating the contract by exercising the 30-day termination clause in the contract. Al proposed that Pete exercise the termination clause. The motion passed unanimously.

At 8:40 P.M. the board went into executive session to discuss legal matters.

The meeting will be continued on July 15th at 6:30 P.M.
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The July 1st meeting was continued on July 15, 2009.

Call to Order. Al Franklin, Vice President, called the meeting to order at 6:32 P.M.

Board Members Present. Al Franklin, Dave Jones, Kerry Jarrell, Jan Knorr, Linda Pennington, and Pete Gulliver. (Absent: Joyce Dunn).

The board first met with a group of concerned property owners.

Leon Paulikas, 13 Carolina Shores Drive, addressed the board. He mentioned that he and others had received a letter from the Town of Carolina Shores concerning the culverts in front of the houses. He and others met with Town Assistant Administrator Amanda Chestnut on July 14th to discuss the letter. He felt that her response was inappropriate and rude. She advised that there was litigation that barred her from addressing the ditch issue. Mr. Paulikas asked to know the situation.

Al Franklin advised that the CSPOA's attorney had been in correspondence with the Town of Carolina Shores with regard to the maintenance of ditches and swales. He further advised that this issue is of great importance to the Board and will not be ignored.

Pete advised that residents contact the Town and request an inspection and a written report of the corrective action needed.

Kerry Jarrell advised that there is presently no litigation with the Town, only correspondence.

The board went into regular session at 6:57pm.

COMMITTEE REPORTS

Treasurer's report. There was no treasurer's report.

Facilities Maintenance - Grounds. Pete announced that three contractors had bid on mowing services (Carolina Creations, Coastal Carolina, and Coffey Grounds). The decision would be made on Friday, July 17. He sought board permission to award the contract to the low bidder. The board concurred.

HVAC. Pete reported that the HVAC bids are expected in August with the work is expected to be done in October.

Pool. Linda reported that the filters are in very poor condition and will need major repair. The stand on which they rest also needs replaced. The board discussed temporary measures to get through the season. The board directed Linda and Pete to determine the cost of total pool repairs in the fall.

Linda reported three bids by ADT to repair and replace cameras in the pool area. She will discuss options with the vendor.

Pete recommended a board policy concerning suspending member privileges. The board passed the policy as follows:

Suspension of Privileges

  • All complaints concerning inappropriate behavior at any POA facility must be in writing and signed.
  • All complaints will be reported to the POA President, Vice President, or a designated board member and will be investigated immediately.
  • Based on the investigation, the POA President or Vice President may immediately suspend the offending person's privileges.
  • The complaint, the investigative finding and any action taken will be shared with the entire board as soon as possible after the incident.
  • Suspended privileges may be reinstated only if:
    • Both the President and Vice President agree to do so; OR
    • A majority of the board agrees to the reinstatement at a scheduled board meeting.
  • o Privileges may not be reinstated solely by either the President or Vice President.

Recreation. Linda presented suggestions from the recreation committee. The committee will meet again in July to refine those recommendations.

Communications. Jan recommended that all forms and ACC guidelines be listed on the web site.

OLD (UNFINISHED) BUSINESS

Ward and Smith Law Firm (re golf course). Dave Jones reported that the attorney has completed the recommendation for POA action on amending the Declaration of Restrictions. Pete proposed that this issue be included with the review by the Committee to Review the Declaration of Restrictions. Kerry moved to table the Declaration of Restrictions change allowing purchase of real property for nine months. The motion passed unanimously.

NEW BUSINESS

Fence Guidelines. Al presented final fence guidelines in final form. The board took no action on the guidelines.

The meeting was recessed at 9:21 P.M. to reconvene on July 20 at 6:15 P.M.

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The July 15th meeting was continued on July 20, 2009.

Call to Order. President Joyce Dunn called the meeting to order at 6:15 P.M.

Board Members Present: Linda Pennington, Dave Jones, Jan Knorr, Pete Gulliver, Al Franklin, Joyce Dunn, and Kerry Jarrell.

UNFINISHED (OLD) BUSINESS

Approval of New Landscaping Contractor. Pete reported that three contractors submitted bids for lawn maintenance for the period August 1 through November 30. Carolina Grounds bid $20,000, Coffey Grounds bid $8,000, and Coastal Grounds bid $10,500. He recommended that the board accept Coffey Grounds. The vote was unanimous.

Pool Security System. Linda provided the bids from ADT to update the pool security system. The simplest solution would be to move a camera to insure that the gate is covered, and one camera will be replaced at no charge. The other changes will be incorporated in next year's budget. The board also requested that someone from ADT come to the board and explain what the system should be able to do. It was suggested that they come in September.

Response to the Culvert Letters. The board agreed to have the president send a letter to the Town, on behalf of the residents of the POA, protesting the tone of the letter sent by Amanda Chestnut. The letter would also request that the Town investigate its procedures that allowed such a letter to be sent.

Status of Swale work by Cox and Watts. Watts will send a letter to the Town advising them of their responsibilities for maintaining ditches and swales. The attorney agreed that the POA should send a letter to the Town about the tone of the culvert letter.

The board discussed a potential conflict of interest for Joyce Dunn and Dave Jones on matters concerning ownership of the swales due to their candidacy for the Town BOC while serving as officers of the CSPOA Board of Directors. The board agreed to table the matter.

The meeting adjourned at 7:00 P.M.

The board agreed to meet again on August 19, 2009, at 6:30 P.M.