Wednesday, August 19, 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 6:35 P.M.

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

Approval of July Minutes. The minutes of the board meetings of July 1, July 15, and July 20 were presented along with the minutes from the July 1 executive session and the minutes from the July 20th quarterly public meeting. Al moved for all minutes to be approved as presented. All minutes were approved unanimously.


Facilities Maintenance - Grounds. Pete introduced Mike Mundy and Brent Horton from the HVAC task force. Bids have been received from two local contractors for the replacement of the heating and air conditioning system in the CSPOA clubhouse. The most favorable bid was from Sandpiper Heating and Air Conditioning LLC. The new system would divide the CSPOA building into two sections. A Trane 5 ton heating and air condition unit would service the meeting hall, and a Trane 2.5 ton unit would service the office and kitchen areas. The new systems include new thermostats, air handlers, and ductwork. The total price of $20,840 includes a ten-year parts and labor warranty from Trane and two preventive maintenance visits the first year by Sandpiper. Pete moved to accept the Sandpiper bid. The motion passed unanimously.

Finance. Cathie Gulliver and Nancy Harthausen from the Finance Committee provided an update on the 2009 budget and progress in building the 2010 budget. The committee plans to continue work on the 2010 budget and will meet again with the board before the budget is finalized for the November public meeting.

Grounds. An arborist has recommended removal of nine trees and pruning of another nine trees in the vicinity of the club house. A similar problem exists with several trees at the pool. The estimated cost for the work near the club house is $2,500.

The board recognized a proposal from resident, Carol Hemlein, concerning tree replacement. Specifically, the proposal is as follows: "When the POA grants a property owner permission to cut down a tree it must be done with the understanding that the owner will plant another tree, preferably at least 4 feet tall, somewhere on his or her lot. The variety of the replacement tree and the location of its placement would be the owner's choice." Carol also created a logo that reads: "Cut one, plant one."

The board decided that the logo and replacement suggestion would be forwarded to the Architectural Control Committee with a suggestion that the logo be included with the tree replacement policy when advising residents on tree removal

Pete gave an update on the condition of the library floor. The plywood portion of the floor has deteriorated due to moisture in the insulation. Additionally, the remainder of the building will suffer the same deterioration unless the insulation is removed.

An estimate for repairing the immediate problem is $875. Joyce moved that the floor be repaired as soon as possible. Kerry seconded the motion. The motion passed unanimously.

The meeting was adjourned at 9:40pm.