Monday, April 19, 2010
Minutes of the Meeting

Call to Order: President Pete Gulliver called the regular meeting of the Board of Directors of the Carolina Shores Property Owners Association to order at 6:05 P.M.

Board Members Present: Pete Gulliver, Al Franklin, Kerry Jarrell, Bob Jones, Jan Knorr, and John Manning. Absent: Mike Riccitelli.

Approval of March Minutes: Kerry presented the minutes for the board meetings of March 10th and March18th. Al suggested that the minutes be amended to reflect his motion to change the tree replacement restrictions. The motion had died for lack of a second. Bob moved that the minutes be approved as amended. Jan seconded the motion. The motion passed unanimously.

The board heard public comments concerning the recent volunteer appreciation celebration, the change from summer picnics to one picnic, and a request that the pool opening be moved up to sometime in April.


Nominating: John reported that he was recruiting people for the committee and had at least one potential member.

Recreation: Pete presented an email from Mike Riccitelli on the pool filter renovation/repair. Coastal Pools have submitted a proposal for the pool filter and pump replacement. The proposal from Carolina H2O did not work out due to complications with the Brunswick County Health Department.

Coastal will replace the filters and at least one pump. Pete also reported that the opening date for the pool might need to be delayed by a week in order for the repairs to be completed. John reported that the pump room has been gutted and termites have infested the lower wood portion of the building. Work on replacement of that part of the building has been started.

The board also discussed the suggestion that a ping-pong table be purchased for the clubhouse. The board decided that the current configuration of the clubhouse was not conducive to adding the table at this time.

Pete also proposed pool operating hours for 2010. The discussion considered water aerobics, lap swimming, and family pool time. Kerry proposed that the schedule be set as follows:
Water aerobics from 9-10am Monday, Wednesday Friday
Family swimming 10am-8pm daily except Tuesday, which is 10am-5pm
Adult only swimming Tuesday 5pm-8pm
Lap swimming from 8-9am on Monday, Wednesday, Friday and 8-10am on other days

Bob seconded the motion. The motion passed.

Pete also proposed the following:

May 15th as the opening and October 10th as the closing
Lap swimmers and water aerobics participants will need to request that their cards be programmed to allow access to the pool area before 8am
Pool privileges are only available to members in good standing

Kerry moved that the above listed items be approved. Al seconded the motion. The motion passed.

Pete presented the procedure for pool suspension that was passed on July 9, 2009. Jan will post the procedure on the website.

Building Maintenance: Bob proposed that the cleaning deposit for use of the clubhouse be increased from $50 to $75. Al moved that the recommendation be accepted. Pete seconded the motion. The motion passed.

Grounds: John reported that a contract has been awarded to Howard Jones and Sons to resurface the tennis courts. A contract for tree pruning has been awarded to M&M Tree Services. The garden club is planning on providing $1500 for plants around the old Town sign, which is being transferred to the POA. The POA will pay the $1000 for labor for the new plantings.

ACC: Al reported that the state now requires all elevation checks to be made by licensed surveyors. Bob moved that the POA change its requirements on elevation checks to require the builder to obtain the elevation checks and provide documentation to the POA that it has been done. Al seconded the motion. The motion passed.

Communications: The communications committee is meeting on May 4th to discuss the size of the bulletin. With the current size, many people cannot open the online version. She suggested that the POA advise residents that the purpose of the online version only is to hold down member dues. The board gave Jan ideas on changes that might help hold down the costs of the bulletin. Jan will meet with the communications committee to discuss those ideas.

Jan reported that the committee would consider community interest speakers at their May 4th meeting.

DOR Committee: The final DOR meeting will be held on April 21st. The final report of the committee will be presented to the board at the May meeting.

Town of Carolina Shores: Pete advised that the Town of Carolina Shores has passed a resolution acknowledging its ownership of and responsibility for the ditches and swales. Al moved that the attorney be notified that the conflict between the POA and the Town has apparently been resolved and that no further legal steps are necessary at this time. Jan seconded the motion. The motion passed.

Pete presented a proposed draft agreement between the POA and the Town on the sign in front of the clubhouse. No action will be taken until the final version is received. John reported that the Town has agreed to provide an electrician to bring the lights around the sign up to code. He also reported that he has received a quote for changing the sign by changing the words "Town of" with "Welcome to". He also received a quote for completely repainting the sign showing the new wording. To repaint the entire sign will cost $1600. John has funds in his budget for the painting. Kerry moved that the quote for $1600 be accepted. Al seconded the motion. The motion passed.

Finance: Kerry went over the budget update through March. Expenses are in line with the budget for this time of the year.

Delinquent accounts are at $17,706. Of that amount $14,500 are for members receivables. About $10,500 is for current year dues. Certified letters will be sent to delinquent members within the next week.

New business: Pete reported that several board members met with the New Friends group to share ideas to encourage new residents to participate and make them feel welcome.

Pete opened a discussion about board member access to the ACC office and the business office. Kerry moved to limit access to the board member responsible for each of those areas. Pete seconded the motion, which passed unanimously. Jan requested that a list of contacts for each of those rooms be posted in the board office.

Pete announced that the next quarterly public meeting would be held on Monday, May 3rd. He also presented a calendar for the rest of the year. The board decided to stay with the third Monday of each month. The quarterly meetings are set for August 2nd and November 1st.

The next meeting is scheduled for May 17th at 6pm.

The meeting was adjourned at 10:01 pm.