CAROLINA SHORES PROPERTY OWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
Monday, October 11, 2010
Minutes of the Meeting
Board Members Present: Pete Gulliver, Kerry Jarrell, Bob Jones, Jan Knorr, and John Manning, and Mike Riccitelli. (Not present: Al Franklin)
Approval of Minutes: Kerry presented the minutes for the board meetings of September 13, 2010 (continued on September 15, 2010) and minutes for special meeting on September 19, 2010. John moved that the minutes for each meeting be approved. Bob seconded the motion. The motion passed unanimously.
Pete informed the Board of an email he received from Dan and Sue O'Reilly regarding political signs. Pete will explain when ACC decision is made.
Ellen Pecina asked to use the community e-mail system to notify residents of the 1-year celebration of the CCCS (Concerned Citizens of Carolina Shores) coming up on October 22nd. Her request was denied as the Board believes the e-mail system should be used for non-political purposes.
John advised the breaker had flipped the lights off on the sign in front of clubhouse during the last storm and that he turned it back on.
Nominating: John reported he has received two applications for open board seats. He has asked Marlene Stewart and Teddy Altreuter to mention the need for applicants for open board positions at the next meetings two large Carolina Shores clubs. At the next meeting, the Board will discuss how to proceed if it doesn't get four applications.
Recreation: Mike reported another recreation meeting is scheduled this month. Plans for the holiday party are moving along as planned.
The pool is now closed for the season. Brunswick Electric's proposed plan for security lighting at the pool was shown to the Board. They have proposed lighting two areas. The cost is $30 a month per light (4 poles) with an installation fee of $100 per pole. In addition, the board must approve and sign a 20-year contract with Brunswick Electric. Cost of installation is to be covered by money in this year's budget. Additional money to cover the increased electric bills will need to be budgeted in future years.
Mike asked the Board to consider repairing the drain at the kiddy pool. He will obtain cost estimates. Broken pool table tops are being replaced with Plexiglas tops. Mike discussed winterizing the pool. Kerry advised that since there have been repairs done this year to the pool's filters to wait and compare this coming winter's electrical costs with last year's electrical costs to see if it is more economical to run the pumps or to buy a pool cover. Mike will meet with another security firm to compare cost with ADT's services.
Residence comments continued:
Building: Bob Jones inquired about an appropriate temperature for the clubhouse. The Board agreed that 72 degrees was appropriate and approved installation of a lock box over the thermostat. Bob will to contact JMG to do the installation.
Grounds: John has discussed
with Garden Club president Teddy Altrueder repairs and reactivation of
the irrigation system around the signs on Country Club Road.
John advised that Coffey Grounds estimated the cost for bush hogging buffer zones at Gate 3 and Gate 11 at $350. Bob moved to bush hog the two lots; seconded by Jan. Motion carried.
John advised that Coffey Grounds estimated the cost to cut the bamboo on the buffer zone on Gate 12 at $350. The Board agreed to have Coffey Grounds cut the bamboo as part of the current year's budget.
John advised the Board that there are six flags and one flagpole missing. John has a spare pole. Flags have been ordered and are currently ready for pick up. They should be in place shortly. The Board suggested purchasing extra flags.
ACC: Pete advised some
of the political signs brought into the office were too big and this is
why we have not seen too many of the political signs around the neighborhoods.
Al advised the Board that the
current Request for Alterations form gives the applicant 90 days to complete
the alteration, but the DOR (Deed of Restrictions) allows six months.
The Board agreed that the time on the form needs to be changed to match
Town of Carolina Shores: Nothing to report.
Finance: Kerry advised the Board he had placed the transaction detail of accounts for September in each director's box. He requested the directors to review their accounts for expenses that may not be theirs. Kerry advised that the budget for this year looks strong. The Board reviewed the proposed budget for next year with the suggested dues at $205. Board was advised to review the 2011 budget for any changes that may be needed before the next public meeting when the budget will be presented.
New Business: Kerry noted that BEMC will be sending a check for $2114.00 for the retirement of capital credits. This revenue should put the POA over the budgeted revenue number for 2010.
Kerry proposed to the Board
the following changes for collection of delinquent dues: on April 1st
a certified letter would be sent advising that failure to pay within 30
days would result in a lien being filed. After May 1st a lien would be
filed and the cost of filing the lien ($76.75) would be added to the amount
owed. After the lien is filed, interest would accrue at an annual rate
of 8 percent until the debt is paid. Mike seconded the motion. After discussion,
the motion was amended to read, "a $100.00 administrative fee would
be added after May 1st to cover the costs incurred in filing the lien".
Motion passed unanimously.
Pete reported that the cost of the architect's conceptual drawings for renovation of the office, board, and ACC areas of the clubhouse is $1700.00. Bob moved to accept the architect's proposal. Mike seconded. Motion carried.
Board agreed that the architect's
proposal for landscaping around the pool be separate from the proposed
renovation to the clubhouse.
Kerry encouraged the Board to consider spending excess money on long term improvements rather than to just spending the money. If an item is needed and already approved within the budget, then the director of the particular area doesn't have to come back to the Board for approval.
Pete moved that the meeting be adjourned. Bob seconded the motion. The meeting adjourned at 9:12 P.M.