April 20, 2011
Minutes of the Meeting

Call to Order: President Pete Gulliver called the special meeting of the Board of Directors of the Carolina Shores Property Owners Association to order at 9:35 A.M.

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

Architectural Control Committee Members Present: Peter Kirkby, Dan Mann, Larry Darby, Pat Behan, Owen Gidlow, Doug Jones, Bruce Kibblehouse, and Bruce Patterson.

Pete Gulliver announced that the purpose of the meeting was to review the recent changes in the CSPOA "GUIDELINE TO BUILDING" (builders' package).

Peter Kirkby advised that he and Al Franklin had reviewed the builders' package. Together they determined that the references in the original document were inaccurate and the order of the instructions in the package was inappropriate. Al Franklin advised that they made no substantive changes to the package, but they did make changes to the chronological order of the instructions.

Bob Jones responded that he felt that some of the editing did in fact change the substance of certain provisions. Bob specifically mentioned the references to color chips and fences concealing A/C units in Section 1, "INTRODUCTION". Since this item was not in the original builders' package, Bob asked for clarification on the purpose of the change. The second item concerned the change in Section 2, "PROCEDURES", concerning the diameter of trees scheduled for removal. Peter Kirkby suggested that he would review those items and report back to the Board. Peter also recommended that the Town requirement, as well as the CSPOA requirement, should be included in the package.

Pete Gulliver requested that every reference to "48 hours" in the document be changed to "48 business hours". Peter Kirkby agreed.

A question was raised about elevation checks in Section 2, I. Owen Gidlow clarified that he, as a licensed surveyor, is providing certified elevation checks to the CSPOA at no charge.

Bob recommended that the reference to a tree removal fine at $150 per tree should remain for any tree not approved by the CSPOA. There was no objection to that provision.

Bob recommended that the builders security bond be increased from $2,000 to $3,500. Dan Mann suggested that the bond amount is a Board decision, not an ACC decision. No decision was made on the subject.

Bruce Patterson objected to the fact that no documentation had been provided to the ACC members in advance of the meeting. The ACC members were being asked to discuss and approve changes to the builders' package without the benefit having anything to reference.

Pete Gulliver suggested that the builder pay the first year's dues up front when a house is built. Dan Mann suggested that this was not an appropriate function of the ACC. No decision was made on the subject.

Bruce Patterson stated that the Board/ACC relationship appeared to be adversarial instead of cooperative. Most members present agreed.

Peter Kirkby advised that the ACC had agreed to include, in their minutes, the number of trees requested for removal as well as the number approved for removal. Peter also raised an issue on the job of transcribing minutes for the ACC meetings. He advised that the current method of transcribing minutes for the ACC was working well, and the ACC saw no need to change that procedure. Kerry Jarrell advised that the Board had offered to provide clerical assistance by the office staff to all CSPOA committees in order to lessen the burden on volunteers. This was an offer, not a requirement.

Owen Gidlow advised that the Town has received over $90,000 from the federal government for the maintenance of storm water ditches and swales. Yet, the Town has taken no measures to remedy the existing situation. Owen suggested that the CSPOA membership take an active role in encouraging the Town to honor its commitments to maintain the storm water drainage system.

There being no other business, the meeting adjourned at 10:45A.M.