December 12, 2011
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 2:00 P.M.

Board Members Present: Pete Gulliver, Bob Jones, Kerry Jarrell, Brent Horten
John Manning, Al Franklin and Mike Riccetelli.

Approval of Minutes: Pete ask for motion to approve minutes of November 14, 2011, Bob moved to approve the minutes and John seconded the motion. Kerry commented on one spelling error near the bottom of page one, name was typed as Merlin and should be Merwin. Correction was made and the motion to approve the minutes passed unanimously.

Resident comments agenda items only: None


Financial Report: Kerry reported that outstanding member receivables as of December 2, 2011 were $5,960, which is lower than the previous year. He thanked Merrilee Burns for her dedicated work on the collection of receivables. He also passed out the list of suspended members. Those members are:

Suspended Members:

Charles Clark- 11 Golfview Ct.
Gere & Marge Dale- 46 Calabash Dr.
Charlotte DelVecchio- 1 Pinebark Ct.
Larry & Kandy Goodman- 2 Egret Ct.
Ernest D. & Joy Hancock- 4 Cleek Ct.
Reid & Michelle Hunnicutt- 40 Calabash Dr.
Thomas& Terrie Kirby- 5 Gate 11
Deborah Langdon- 89 Carolina Shores Dr.
Kenneth & Kelly Massey- 6 Buoy Ct.
Teresa Merwin- 8 Myrtlewood Dr.
Richard Peak Jr.- 38 Subfield Dr.
Todd Yando- 29 Gate 6
Joseph & Louise Zaorski- 29 Gate 11

Kerry announced that two members were eligible for reinstatement as they had paid their outstanding balances. Those members are:

Harry & Shirley Kesterson -16 Sunrise Ct.
Richard Pratt- 14 Northwest Dr.

Kerry asked that these members be reinstated. Bob moved to reinstate them and Brent seconded the motion. The motion passed unanimously.

Kerry passed out detailed copies of bills paid in November and a budget update through the end of November. Budgeted revenue was $257,030 and actual was $259,048 which is about $2,000 higher than budgeted. Kerry reported that insurance was budgeted at $16,552 and actual cost was $19,509, which is $2,957 over budget. Kerry has asked several companies to quote our insurance without success. Office supplies are over approximately $400, which we will look into. Building maintenance is about $1,922 over however some of the bills are for ramp work, which needs to come out of the reserve fund. Most other accounts are under budget. Pool water was over budget due to draining and refilling it. Total budget is $205,330 with expenses through November of $170,371 leaving approximately $35,000 with December bills to be paid. Brent reported that he has ordered replacement pool furniture that is not showing in his expenses yet.

The 2012 budget was also handed out. Kerry explained that this was shown to the Board in November and discussed at the community meeting, which was also held in November and was posted in the December bulletin. The 2012 budget calls for increase in member dues from $205 to $220. Most of the increase is due to an increase in the reserve fund as recommended in the reserve study. Kerry moved that the budget be accepted as presented. Al seconded the motion. The motion was approved unanimously.

Kerry recognized Gordon Malmfeldt, who was in attendance, Lynn Harbold, Frank Pritchard and Cathie Gulliver for their work on the finance committee. He thanked them for the completed budget and commented on how smoothly they worked with the Board on it.

Recreation: Brent has received emails and phone calls about unknown persons hanging around the parking lot by the pool. Some felt that drugs and alcohol might be involved. Brent has asked the Sheriff's Department to patrol more often. He is asking people to call the police if they see something suspicious and he asked Pete to include this in his letter in the bulletin. Pete asked Merrilee to report on the Holiday party. A little less than three hundred 300 people were in attendance and they seemed to be happy with the food and the location. Brent commended the recreation committee for all the work done on the holiday party. He also reported that the tennis court had been patched but that the contractor still needed to return to finish some minor repairs, which are covered by the warranty.

Communications: Al had nothing to report. Linda Rugg asked that the emails she received from the communication committee be discussed with the Board. The suggestion had come up to post the phone directory on line. The Board was polled on whether they were in favor of on line posting and all of them were against posting the directory on the website.

General Advisory Committee: Nothing to report.

Architectural Control: Bob reported that the workload is still slow. Rich Gagliano has joined the ACC committee. Bob and John are continuing to train the current members of the committee. ACC Minutes have been sent out to all Board members. Pete questioned Bob on the issue at 5 Landing CT. Bob explained that this has been ongoing and that the problem was that the equipment could not get on the property due to the swales on this vacant lot. The Town granted access from the back of the lot and the trees should be taken down shortly.

Nominating: Kerry stated that the nominating committee meet on Wednesday November 30, 2011 to discuss the candidates. Pete said that the date for meet the candidates would be Saturday January 21, 2011 at 2 PM. Nancy Harthausen will be the moderator for this event. The nominating committee members will submit questions to ask the candidates. Once the committee reviews the questions they will be shared with the candidates.

Clubhouse: Mike reported that the ramp in front of building is progressing on schedule.
The contractor is waiting for the handicap rails to come in to complete the job. The contractor also recommended that the wood be sealed in four to six weeks. Mike also said that he would need to have re-striping of parking spaces done. Kerry asked how soon this needed to be done as this might be combined with reserve funds for repaving the lot. Mike would look into the timing. He is also bringing back the structural engineer to evaluate the entire clubhouse building. The floor in clubhouse needs to be replaced and he wants to know if anything else is in need of repair or replacement at this time. Pete also asked that Mike have the back door lock replaced with the same type as the front door so that it cannot be locked in error.

Grounds: John reported that all the trees, river birch and red maple, had been planted and that the bill should be around $2,800, which was less than expected. He also talked with the Town and let them know the location of the trees. Per the agreement with the Town of Carolina Shores they must be alive for at least one year. The bush by the sign on Carolina Shores Parkway was trimmed to improve visibility. Pete asked that an email be sent to Jan Knorr asking if the trimming of the bush improved the visibility, as she had brought this up at the November community meeting. Members that live along the gates still seem to be raking or blowing their debris on common areas and this is causing increased fees for cleanup of this area. Kerry asked if a letter could be sent to the residents of the gates to inform them that we are paying extra for this cleanup. John will draft a letter to be circulated to Board members before sending it to the residents. Brent asked John to have the grass that is coming through the tennis court fence taken out. Mike let John know that one of the lights at the sign at Thomasboro and Pinewood is out. John will have light replaced.

General Advisory Committee: Nothing to report.

Legal Affairs: Kerry stated that he had nothing except some business to discuss in executive session.

Town of Carolina Shores: Pete reported that the paving of Carolina Shores Parkway, Oakbark and Pinebark is still on the current to do list for the Town. The Town is bringing in an outside consultant to evaluate the integrity of some of the culverts in the Village of Calabash. Pete stated that they had not included assessment of the two culverts at Oakbark and Pinebark and since those streets are scheduled to be repaved he asked that they also be evaluated. The Town added the two culverts to the list to be assessed.

Old Business- None.

New Business- Mike asked that the Board send thank letters to the recreation committee for the great job done on the holiday party. Pete agreed to handle this for the Board. Pete brought up that several residents had asked for the POA to purchase a large screen TV for the clubhouse. Kerry said that we should be able to make the purchase this year. He also said a TV could be used in conjunction with a laptop to do presentations, which current equipment does not allow.

Resident Comments- Jackie Storm said she objected to the bulletin announcements of activities outside of the community. She also did not like the new sale/service/swap page. Betty O'Rourke said that she preferred appetizers to the hot buffet that was served at the holiday party. Bruce Patterson commented that the contractor doing the front ramp work was doing an excellent job. He also said that the price paid for purchasing and planting the trees was very reasonable

Pete reminded everyone that the next Board meeting is scheduled for January 9, 2012. Also mentioned that a safety meeting would be held on January 12, 2012. Al Franklin left the meeting at 3:30 PM.

The Board went into executive session at 3:30 PM.

The Board came out of executive session at 4:31 PM.

Kerry moved that the Board pass a resolution supporting a change in article 3, of the By Laws of Carolina Shores Property Owners Association, section 2 to read as follows: All members and members of their household residing with them shall have the right to use the facilities owned and avail themselves of the services offered by the association.
John seconded the motion. The motion passed unanimously.

Kerry moved that the Board pass a resolution changing article 6 of the By Laws, entitled Board of Directors, section 5 Removal of Directors. The By Law change would read as follows: Any director may be removed at any time with or without cause by a vote of the members holding a majority of the outstanding shares entitled to vote at an election of directors. The Board of directors can remove a member with cause. Said removal will create a vacancy which will be filled by the Board until the next annual meeting. John seconded the motion. The motion carried.

Pete asked for a motion to authorize Mike to purchase large screen TV. Kerry moved that Mike be authorized to spend up to $2,500 for the purchase of a large screen TV, a Blu-Ray DVD player, a wall mount bracket and installation of all of the above. Pete seconded the motion. The motion carried.

Meeting adjourned at 4:37 PM.