CAROLINA SHORES PROPERTY OWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
Monday, May 17, 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 6:01 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 April 19th. Bob moved that the minutes be approved as amended. John seconded the motion. The motion passed unanimously.

The board heard public comments concerning the manner of distribution of the bulletin. The board agreed to consider changes during the communications committee report.


COMMITTEE REPORTS

Nominating: No report.

Recreation: Pete reported that the picnic is on schedule for June 12.

Building Maintenance: Bob suggested that a cover be placed on the thermostat to prevent changes to the settings. The thermostat is electronic and must be reprogrammed by a technician when people change it. Bob will attempt to have it programmed so that the temperature in the clubhouse is appropriate for the scheduled events.

Grounds: Pete raised the issue of pest control. John reported that new contracts for pest control would be reviewed this summer. Tennis courts are on schedule for resurfacing in June. Tree pruning is being done in the common areas. The garden club is replacing the flowerbeds around the sign in front of the clubhouse. Work on the sign and the area around the sign continues. Work should be complete as soon as the agreement with the Town is completed.

ACC: Al reported that some homeowners have been topping trees that will most likely result in the death of the trees. Al will be including a notice to residents on that issue in the next bulletin.

Communications: The committee met on May 4th to discuss issues on the bulletin. The committee is also planning community service programs for later this year.

General Advisory Committee: Pete presented resolutions recommended by the Committee to enhance sections of the Declaration of Restrictions (DOR).

Section 6-14 of the DOR states: "All lots, whether occupied or unoccupied, shall be well maintained and no unattractive growth or accumulation of brush, rubbish or debris shall be permitted. Any dead, broken, or uprooted trees shall be removed from a Lot within forty-five (45) days."

Resolution 6-14 is as follows:

Improved lots shall be deemed to be well maintained if their owners keep their lawn at a height not to exceed 6" and there is no uncontrolled growth of vegetation or accumulation of brush or debris. Unimproved lots shall be deemed to be well maintained if their owners keep all growth of vegetation within the confines of their property boundary and out of adjacent ditches and swales.

Bob provided the motion and John seconded it. The motion carried.

Section 6-18 of the DOR states: "No sign (including but not limited to "For Sale" or similar signs), billboards or other advertising structure of any kind may be erected or maintained upon any Lot except after applying to and receiving written permission from the Association."

Resolution 6-18 is as follows:

Signs on unimproved lots shall be no larger than 24 inches by 24 inches, and on a freestanding support. No more than two (2) signs in total may be placed on any lot, for example one in the front and one in the rear. On corner lots a V-shaped sign may be used, this is considered to be one sign. No signs are allowed on any unimproved lot.

John provided the motion and Bob seconded it. The motion carried.

Section 6-19 of the DOR states: "Every fuel storage tank shall be buried below the surface of the ground or screened by fencing or shrubbery to the satisfaction of the Association. Every heat pump or air conditioning unit or outdoor receptacle for ashes, trash, or garbage shall be installed underground or screened or so placed and kept as not to be visible from any street or recreation area."

Resolution 6-19 is as follows:

All items covered above, using fencing or shrubbery, must meet a height requirement of at least three (3) feet or higher, whichever is applicable.

Bob provided the motion and John seconded it. The motion carried.

Pete proposed a resolution for "Guidelines for Fences". Al moved to accept the "Guidelines". Bob seconded the motion. The motion passed.

Legal Affairs: Al proposed that the board accept the latest agreement on the sign with the Town including changes proposed by Denise Watts. John seconded the motion. The motion failed.

Kerry proposed that the board accept the latest agreement on the sign without the Watts' changes. Jan seconded the motion. The motion passed.

The Board went into executive session at 7:48pm.

The board reconvened at 8:24pm.

Finance: Kerry went over the budget update through April. Expenses are in line with the budget for this time of the year. Member assessments are at 98 percent of the budget for revenue for the year.

As of May 13th, receivables outstanding were $12,111. Receivables included member dues assessments, ACC fines, and late fees.

New business:

Pete offered a request by Joyce Dunn to use the email list to solicit funds for the City of Calabash July 4th celebration. The request to solicit funds was made by a Carolina Shores resident on behalf of the Calabash Chamber of Commerce. Board members unanimously agreed that the email distribution list should be limited to Carolina Shores community affairs only.

The board reviewed the rules for using the tennis courts. The rules will be posted to the website.

Pete proposed a resolution concerning Article III, (Members) Section 2 of the By Laws. The resolution reads as follows: In accordance with Article III, (Members) Section 2 of the By Laws of the Carolina Shores Property Owners' Association, Inc., the Board of Directors defines a guest as a person who is NOT a resident of the community of Carolina Shores.

Kerry moved to accept the resolution. Bob seconded the motion. The motion passed.

Pete proposed a resolution concerning Article III, (Members) Section 4 of the By Laws. The resolution reads as follows: In accordance with Article III, (Members) Section 4 of the By Laws of the Carolina Shores Property Owners' Association, Inc., the Board of Directors suspends from membership in the Corporation for failure to pay any dues or assessments the following property owners: (to be supplied by the Treasurer).

Kerry moved to accept the motion. Bob seconded the motion. The motion failed to pass.

Pete proposed a resolution concerning Article IX, (Directors Meetings) Section 1 of the By Laws. The resolution reads as follows: In accordance with Article IX, (Directors Meetings) Section 1 of the By Laws of the Carolina Shores Property Owners' Association, Inc., regular meetings of the Board of Directors will be held on the second Monday of every month at 6:00pm at the Carolina Shores Property Owners' Association clubhouse located on 17 Lakeview Court, Carolina Shores, NC 28467. This meeting schedule will begin on Monday, June 14, 2010 and continue until further notice.

John moved to accept the motion. Al seconded the motion. The motion passed.

John brought forward a request by a resident to rent the bocce courts every other Sunday for a private function. The board does not object if the appropriate request form is submitted and the $25 use fee is paid in advance.

The remainder of the agenda was tabled until the next meeting.

The next meeting is scheduled for June 14th at 6:00pm.

The meeting was adjourned at 9:38 pm.