CAROLINA SHORES PROPERTY
BOARD OF DIRECTORS MEETING
August 8, 2012
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 9:30 a.m.
All in attendance recited pledge of Allegiance.
Board Members Present: Pete Gulliver, Bob Jones, Kerry Jarrell, Al Franklin, Brent Horten, Linda Pennington, and Mike Riccitelli.
Approval of Minutes: Kerry presented the minutes from the meting on July 11, 2012. Al made a motion to accept the minutes and Bob seconded that motion. The motion passed unanimously.
Resident comments agenda items only: Joe Zalasko, co-chairperson for the Recreation Committee, spoke about the Holiday party and requested that it be held at Sea Trail Convention Center from 4:00 p.m. to 7:00 p.m.
Financial Report: Kerry handed out the transaction detail by account for the month of July. He also handed out the budget update through the end of July. Kerry reported that collected revenue is at approximately 99% of the budgeted amount. Member assessments stand at $275,142 and are budgeted revenue is $275,720. He reported that we should achieve the budgeted revenue based on current collections. The disbursements are in line with what was planned. The ADT line needs some attention because there have been some unanticipated expenses in that budget category. The total disbursements budgeted are $211,020 and so far we spent $104,314 through the first seven months of the year.
Kerry mentioned that the 2013 budget requests are due the end of August. Anyone in the community that would like to request budget funds for 2013 should pick up a Budget Request Form.
Kerry passed out a list of suspended members.
|Gere & Marge Dale-
46 Calabash Dr.
Ernest D. & Joy Hancock- 4 Cleek Ct.
Mark & Nora Jannelli- 1 Court 12
Thomas & Terrie Kirby- 5 Gate 11
Deborah Langdon- 89 Carolina Shores Dr.
Kenneth & Kelly Massey- 6 Buoy Ct.
Richard Peak Jr. - 38 Sunfield Dr.
Todd Yando- 29 Gate 6
Priscilla Knight- 7 Swamp Fox Dr.
Nona LaPointe -Regan-5 Arden Place
Pat Lovallo & John Sorbella-20&22 Gate 5
Frances Porter-57 Carolina Shores Dr.
Richard Pratt-14 Northwest Dr.
Tom Price-9 Court 8 NW Dr.
Martin Quinlan-6 Lakeview Ct.
Brian & Lisa Roberts-14 Swamp Fox Dr.
Margaret Rossi-24 Carolina Shores Parkway
F. Wade & Lahana Sutton- 14 Cleek Ct.
Timothy & Catherine Williams- 13 Ct. 9 NW Dr.
Kerry stated that there are 19 suspended members with outstanding amounts totaling $8,753. Approximately two thirds of this amount is from previous years. There were no changes to the suspended list from last month.
Architectural Control: Bob Jones opened a hearing for a fence violation at 18 Pinewood Drive. Karen Fox, the owner, requested this hearing, and was in attendance. Mrs. Fox had filed two alteration forms, one for an above ground swimming pool and the other for a fence surrounding her property. The ACC had approved the pool, but the fence was denied because it did not meet the guidelines for proper placing of fences. Pete announced that the Board would consider Mrs. Fox's request in executive session.
Bob presented a complaint regarding a "political" flag. The Board concluded that the flag did not constitute an illegal sign as outlined in the DOR.
Maintenance - Buildings: Linda reported the following work over the past month: that the front door and trim were painted, a new cabinet was installed in the kitchen, the ACC/Board room has been painted, and the joists under the floor have been fixed. Upcoming projects include painting the bench, cleaning and painting the wrought iron railings, and sealing the new ramps on the front and back of the building. Linda is getting estimates on painting the main room and replacing the blinds. Pete suggested looking into partitions to separate the room for multiple activities. Kerry mentioned that capital improvements to the clubhouse should be considered during the reserve workshop later in the year.
Maintenance - Grounds: Al reported that he had received bids for the landscaping contract. He recommended that CSPOA retain the current company, Coffee Grounds Landscaping, for the new 3-year contract. The new contract, which starts January 1, 2013, would include the flowerbeds. Kerry moved to accept the contract with Coffee Grounds for an amount not to exceed $39,500 per year. Brent seconded the motion. The motion passed unanimously.
Joanne Bendy requested that the Garden Club Beautification Committee be included in future landscaping projects. Al agreed to include them in discussions concerning landscape beautification efforts.
Recreation - Facilities: Brent reported on a broken chlorinator which should be repaired within the next week.
Brent reported that the irrigation project for the pool area would be considered after the bathing season ended. He also reported that there had been some problems with the locks on the tennis courts, but ADT had not yet resolved the problem.
Joan Gilbert asked if new umbrellas were in the budget. Brent explained that new furnishings for the pool would be considered over the winter when such items were on sale.
Mike is getting quotes to fix the Bocce courts. He's looking to the capital budget for this. This will be discussed next month.
Recreation - Social: After meeting with the Recreation Committee, Mike suggested that the Holiday Party be on December 1st at Sea Trail from 4:00 p.m. to 7:00 p.m. He also said that the menu will be published in the Bulletin and everyone will know what type of food will be served.
Mike moved to accept the new time, from 4:00 p.m. until 7:00 p.m. and Al seconded it. The motion passed unanimously.
Communications: Mike mentioned that the new directories have been printed and are available in the office for pickup.
Pete mentioned Joyce Dunn's article about the Town in the August Bulletin. The article stated that the speed limit was changed to 35 mph. Pete questioned this and thought that the change did not affect the CSPOA neighborhood. Mike will check on this and send out an email if a correction is needed.
General Advisory Committee: Mike reported that the Committee has recommended changes to the DOR. Pete suggested meeting with the Committee chairman in order to more fully understand the recommended changes. Further action on the changes was tabled until the next meeting. Mike will arrange such a meeting.
Executive Session: Al moved that the Board go into Executive Session and Bob seconded it. The motion passed. The Board recessed for an Executive Session at 11:39 a.m. and reconvened at 12:11 p.m.
Al moved to confirm the July 11th Board decision to deny the appeal on the fence for 18 Pinewood Drive. Brent seconded the motion. The motion passed by a vote of six to one.
Bob read the newly recommended procedures for counting ballots for the annual Board election:
1. If there are not more
candidates than there are vacancies, the unofficial results of the election
may be announced before the conclusion of the annual meeting.
2. If there are more candidates than there are vacancies, the unofficial results of the election shall be announced within three business days after the date of the annual meeting.
3. A defeated candidate may demand a review of the results within 48 hours of the announcement of the unofficial results of the election.
4. If a review is not demanded within 48 hours of the unofficial results being announced, the unofficial results will become official.
5. If a review is demanded within 48 hours of the unofficial results being announced, the ballots will be reviewed within 3 business days.
6. The results of the review will be considered the official results of the election.
7. If a review of the election results has been requested, the previously elected or appointed board members shall continue to serve until the review has been completed.
Mike questioned the vehicle for announcing the results. Pete suggested that the results be announced through the email system and posted in the POA clubhouse.
The new procedures will be considered at the next meeting.
The next meeting for the Nominating Committee is September 13, 2012.
Audit and Finance: Nothing to report.
Legal Affairs: Nothing to report.
Town of Carolina Shores: Pete reported that there are 6 members of the town HOA/POA Advisory Committee. There is currently one member from each of the 6 communities in the Town of Carolina Shores. Pete suggested that a member of the community of Carolina Shores serve on this committee and not a board member. The Board unanimously supported this change. He will discuss this change with the Mayor.
Maintenance: Brent reported that he thought that the settling of the clubhouse floor was done. He is satisfied with the work.
Old Business: Al mentioned he was in the process of getting prices for the new handicap sign. He will also have Coffee Grounds prune the trees at the entrance of the pool/picnic area.
New Business: The Beautification Committee would like the Board to define their role. Pete suggested that the Garden Club define the role of the Beautification Committee.
Mike suggested one-way arrows
in the pool parking lot. Brent suggested waiting until the pool closes and considering
this along with other parking lot repairs.
Resident Comments: None
Announcements: The next Board meeting will be September 12 at 9:30 a.m. There is a social on September 9 to honor past Board members.
Adjournment: Kerry moved to adjourn the meeting. Mike seconded the motion. The motion passed. The meeting adjourned at 12:50 p.m.