August 8, 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, Mike Riccitelli, and Al Franklin

Approval of Minutes: Kerry presented the minutes the regular Board meeting of July 11th. John moved that the minutes be accepted. Bob seconded. The motion passed unanimously.

Pete announced a change to the agenda. Item ii under Grounds should be changed from “Status of the repair of the trench and drywell excavation area outside the pool fence” to “Status of repair of sod.”

Resident comments agenda items only: There were no comments.


Architectural Control: Bob said that Karen (office staff) updated the Builders Package. John asked that the date at the bottom of the package be updated to reflect board action. The board discussed changes to the wording of the document to make it easier to understand and more consistent. John moved to approve the changes and Kerry seconded the motion. The motion passed.

John moved to delete paragraph 5B of the Builders Package. Al seconded the motion. The motion passed.

Bob suggested amending the discussion on the diameter of the trees. Pete suggested striking any reference to “trees over 6 inches”. All agreed to take out the reference to the town's requirement in order to limit confusion. John asked if the Arborist report could be misleading. All of the reports come to the office, are date stamped and then put in Bob's box.

Bob stated that Peter Kirkby and he had revised the tree-removal regulations. Bob moved that the updated regulations be approved. John seconded the motion and it passed.

ACC Minutes: Bob started a discussion concerning leaning trees. The ACC has an instrument to measure 15% of lean. It was discussed how it is measured – at what height they are measured. Bob read e-mail from Bill Walker, a Cape Fear Area Ranger. It stated,

“There isn't any real hard numbers on leaning trees. It depends on too many factors, mainly is the tree leaning towards something that will be damaged if the tree falls. In this case really any lean is too much, but just gets worse with tree age, damage, disease, etc. With young trees it isn't much of an issue since the trees are smaller, lighter, and more able to bend instead of break in a wind event. The best option is if you are worried about a tree is to have a certified arborist look at it.”

John moved to NOT accept the leaning tree plan. Kerry seconded the motion. The motion passed.

Nominating: Nothing to report.

: Brent stated that he is still waiting for prices for the water fountains. He expects to have these soon. It should be about $400 to $500. He believes that Plumbright is the better deal.

Basketball backboards: Mike found portable welders to repair the backboards.

Tennis courts: Brent reported that a light was out at the tennis courts. He was able to get the light working after pressing the reset button several times. Al suggested that the humidity might be causing the problem.

There was a problem at one Tuesday night's adult swim. Eva Stathos of 19 Calabash Court bought her grandchildren to the pool on the Tuesday evening of August 2, 2011. The attendant told her it was an adult swim only. She did not sign the log and also fed the children in the pool area. The pool attendant advised the homeowner and other that members of the partyof these rules. (These rules are posted in the pool area and they are posted on the CSPOA website under “Procedures and Forms – Swimming Pool Policies”.) Ms. Stathos’ refusal to adhere to the rules was also reported to the Board by other residents who were at the pool throughout that evening. It was also reported that the pool attendant did a good job handling the situation. Brent viewed the proceedings on tape and the office checked the Brivo entry log. Mike moved to suspend the resident privileges for the remainder of the swim season. John seconded the motion and it passed. A letter will be sent to the homeowner informing her of this action.

Clubhouse: Mike reported on the new egress ramp on the back of the building. The correct door will be installed and the ramp should be completed within the next two weeks. Brent suggested that a panic bar be installed on the door. Mike also reported that the ramp on the front of the building would need replacement. A portion of the front ramp was and damaged by a vehicle. The remaining ramp and front steps have deteriorated and are coming apart. Much of the wood has rotted. Mike requested construction prints from the architect, Joe Johnson, and presented those prints to the Board. Mike will solicit bids from local builders on the ramp. Once bids have been received, he will contact Board members for approval on the project.

Mike reported that the big closet has been cleaned up. He is looking for racks to hold the chairs and tables stored in the new closet near the front door. Mike plans on installing new locking mailboxes in the Board/ACC area. This will be paid from his clubhouse budget.

Grounds. John gave an update on the sod work around the pool. The sod is necessary to cover the areas damaged during installation of the new pool deck and construction of a new drain around the fence. Coffee Grounds Landscaping will lay two pallets of sod on Tuesday, August 9th.

John reported that Brunswick Electric would install two new lights by the flowerbeds in front of the clubhouse at no charge.

Communication: Al stated that many members have not received their CSPOA phone directories. The office staff will give Al a list of those that have not received theirs. Al will supervise the delivery of the remaining directories. The board discussed the content of the Bulletin. Brent suggested making the online print larger. Al will ask the Communications Committee to decide on guidelines for articles in the bulletin. This issue was tabled until the September 12th meeting.

General Advisory Committee: The Committee has asked for clarification of some legal issues and has suspended action until they receive guidance from the CSPOA attorney.

Legal Affairs: The legal affairs report will be discussed in executive session.

Town of Carolina Shores: Pete had nothing to report from the Town of Carolina Shores meeting.

Financial Report: Kerry distributed the current budget balances and activity for the month of July. The Finance Committee will distribute budget requests for the 2012 budget within the next few days. The budget requests are due by September 20th. Kerry gave the Board a report on members’ receivables.

Maintenance – Pete had nothing to report.

Old Business - There was no old business to discuss.

New Business- The Recreation Committee received a price quote of $500.00 from Captain John's Restaurant for rental of the building on December 4th for the annual holiday party. Pete called for a vote to approve the rental. The motion passed.

ACC minutes – The Board discussed some concern about the accuracy of the minutes of the ACC meetings. Kerry discussed recommended guidelines for minutes of committee meetings. Kerry stated that all of the meetings are taped and saved to the computer. Pete made the motion to have the office staff take the minutes. Mike seconded. Al abstained. The motion passed.

Mike said that JMG has advised that the bathroom door is sagging and there may be foundation problems under the clubhouse. Mike is considering having a structural engineer look at the foundation.

Rather than doing a renovation of the POA office building as considered earlier this year, Pete suggested relocating the directors desks to the ACC room & the ACC file cabinets to the director's office. A doorway could be put in between the two rooms. This is a low cost option. Kerry made a motion to implement the office move. John seconded. The motion passed unanimously.

Resident Comments- Gloria Riccitelli questioned whether grandchildren living nearby can use the pool. Brent asked for the definition of immediate family. It was decided that immediate family is anyone living in the home. Homeowners can bring 2 guests to use the pool providing that they live more than 50 miles from Carolina Shores.
Gloria also inquired who maintains the roads since some of them are in need of work. John responded that the town owns the streets and there will be work done within the coming year to some of those in need of repair.

Al left the meeting at 5:00PM

At 5:10 PM the Board went into executive session.
The Board reconvened at 5:52PM and adjourned at 5:53 PM.

The next meeting will be held at 2:00PM on September 12, 2011.