CAROLINA SHORES PROPERTY OWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
September 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, Al Franklin, Brent Horten, John Manning, and Mike Riccitelli.
Resident comments agenda items only: None
Financial Report: Kerry reported on the suspended members. Suspended members are those owing dues or fines in excess of $150 and who have not made payment arrangements.
Kerry moved to reinstate Melvin Confer. Brent seconded the motion. The motion passed. Kerry reported that members' receivables as of September 9, 2011 were $8506. He then distributed the detailed transactions for the month of August 2011 and a budget update through the end of August.
Kerry reminded board members that budget requests for the 2012 Budget are due by September 20th. The Fnance and Audit Committee will meet on September 26th to work on the budget. That committee will present budget at the October 10th Board Meeting. A budget workshop with the Finance and Audit Committee and the available Board Members will be held at 1PM October 12th. Time line for announcing the 2012 Budget is as follows: October 19th post to website, November 1st print in the November issue of the Bulletin, November 7th present at the quarterly CSPOA Community Meeting.
Communications: Linda Rugg spoke to the board about the meetings held by the Communications Committee. The first was held on Sunday, August 28th. In attendance at his meeting were Al Franklin, Linda Rugg, Diana Mardall, Linda Pennington and Teddy Altreuter. The second meeting was held on Friday, September 9th. In attendance were Pete Gulliver, Linda Rugg, Joyce Dunn, Marlene Stewart, Linda Pennington, Diana Mardall and Teddy Altreuter. Both meetings focused on suggestions for improving the content of the Bulletin and suggestions for determining the type of announcements that were appropriate. The Committee made the following suggestions to make the bulletin more interesting for our residents:
To add interest the committee would like to add a "Sales-Services-Exchange" page for residents. Guidelines as follows:
John moved to accept the recommendations for the trial period of three months. Brent seconded the motion. The motion passed.
Linda Rugg reported that two new columns would be added to the Bulletin. The first is Neighborhood News. Marlene Stewart will be the contact person. This article will include good news items as well as information on neighbors that might need help. The second new column will be Town News. Joyce Dunn will be the contact person. Pete thanked Linda Rugg for her work on the bulletin.
Al moved to accept three new members to the Communications Committee: Teddy Altreuter, Diana Mardall, and Linda Pennington. John seconded motion. The motion passed. Linda Rugg was appointed as Chair Person for the Committee.
Al reported that most of the phone directories have been picked up or delivered. He will make certain that the remaining deliveries are completed.
Recreation: Brent reported that the last day for the pool attendants was Labor Day. The Board discussed the pros and cons of having attendants. Brent will evaluate the situation and make a recommendation for next year.
Merrilee Burns, a member of the Recreation Committee, requested that the Board accept "The Butcher of Brunswick" as the Committee's choice for catering the Holiday Party. Mike moved to accept the Committee's choice. Al seconded the motion. The motion passed.
Bob reported that Pete is working with Co-operative Extension Service to come up with a danger rating system for leaning trees. The ACC has requested guidelines for removal of leaning trees. The Board discussed "For Sale" and "For Rent" signs throughout the neighborhood. Pete suggested that the Committee take no action unless a request or complaint is filed on such signs.
Mike suggested that the ACC
should have a camera in order to better document their investigations.
Bob said that it would be part of 2012 budget request for the ACC.
Nominating: Pete announced that a tentative schedule had been established for nominations for the open Board seats. The schedule complies with the by-laws and will be included in the October Bulletin.
Clubhouse: Mike reported that he is working with Joe Johnson to obtain plans for replacing the handicapped access ramp on the front of the building. He also reported that Mike Poffenberger would be installing the new mailboxes on September 13th. Mike reported that contractors have inspected the subfloor of the clubhouse and have reported problems with the rafters. He plans on bringing these and other flooring issues to the reserve workshop in January.
Grounds: John reported that Brunswick Electric would install the new lights on the front sign area when they receive them.
He also reported that Coffey Grounds Landscaping would plant the replacement trees required by the Town in early November. John is working on moving the flagpole near the front entrance to a more suitable location.
John reported that Coffey Grounds has billed the CSPOA $4800 for clean up after Hurricane Irene. Some additional work remains along Gate 8. Kerry stated that we did have a storm reserve of $5,000 set aside, which we have not needed to use for several years.
General Advisory Committee: Pete advised that Dan Mann, Committee chair, requested that the CSPOA attorney explain her use of "clarification" or "clarifying" motions, since her opinion on changing the Declaration of Restrictions used those terms. There was no other action to report.
Legal Affairs: Nothing to report.
Town of Carolina Shores: Pete reported that he has formally asked the Town to report on the status of the $107,000 in the 2012 budget for overlay paving of Carolina Shores Parkway. Apparently the Town has not scheduled that work to be done. He stated that residents need to be vocal at town meetings to ensure that the money is spent on improvements in our community.
Maintenance - Nothing to report.
Old Business- Mike brought
up that our time limit on the proposal from ADT has expired. That proposal
would upgrade our equipment and give the CSPOA an immediate saving on
the monthly bills as well as an equipment buyout for one dollar at the
end of the contract. Brent moved to accept the ADT proposal. Kerry seconded
motion. The motion passed.
Al Franklin left the meeting at 4:48.
Resident Comments- No comments.
At 5:00PM the Board went into
John moved that we accept the following resolution:
Bob moved that the Board find Bill Lee, 8 Golf Crest Court, in violation of the CSPOA tree removal restriction, and that he be fined $150 each for two trees removed without POA approval. Additionally, Mr. Lee would be required to plant two replacement trees from the approved list. The motion failed for lack of a second.
John moved that the Board send Mr. Lee a letter of reprimand stating that he was wrong in removing two trees without prior POA approval and that he be required to plant two replacement trees from the North Carolina approved list for Wet Areas and that such trees be planted no later than November 1st. Brent seconded the motion. The motion carried, five in favor, Bob Jones opposed.