CAROLINA SHORES PROPERTY OWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
September 12, 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 9:35 a.m.
Board Members Present: Pete Gulliver, Bob Jones, Al Franklin, Brent Horten, Linda Pennington, and Mike Riccitelli. Absent: Kerry Jarrell.
Approval of Minutes: Mike moved that the minutes of the August 8, 2012 meeting be approved. Brent seconded the motion. Motion passed unanimously.
Resident comments agenda items only: None
Financial Report: In Kerry's absence Merrilee handed out the transaction detail by account for the month of August. She also handed out the budget update through the end of August. Merrilee reported that collected revenue is at approximately 99% of the budgeted amount. Revenue stands at $275,317 and is budgeted at $275,720. Based on current collections we should achieve the budgeted revenue. Total disbursements through the end of August were $118,578 and are budgeted at $211,020 or 56%.
Pete announced that the budget requests should all be in by now and if anyone had last minute requests they should get them turned in so Cathie Gulliver can update the spreadsheet she is compiling for the finance committee.
Merrilee passed out a list of suspended members.
Architectural Control: Bob announced that the Carolina Shores Golf Course received town permission to move to phase two of the tree removal plan. He also stated that they were not required to grind the stumps but would remove dangerous spikes.
Bob handed out proposed additions to both the fence and outbuilding guidelines. Brent moved to accept the additions. Mike seconded the motion. The Board discussed various options for fence construction and materials. Brent withdrew his motion.
Bob said that complaints about parked cars and debris in the common areas of the gates has led to a survey of property lines along the gates. Al spearheaded this job in an effort to determine what the town and POA should maintain. A surveyor has been hired to mark our property with iron stakes.
Clubhouse: Linda reported that the halls, copier room and the outside benches have been repainted. The bathroom doors have been re-leveled, a new fan has been installed in the ladies restroom and a new cabinet was added in the kitchen. Both front and rear ramps have been resealed.
Linda and the House Committee met with two flooring companies to explore alternatives to the carpeting. They are considering interlocking laminate with a minimum warranty of ten years. Based on our usage of clubhouse such flooring would probably last at least twenty years. The committee is also looking into new window treatments, painting the room and possibly new furniture to complete the updating.
Grounds: Al advised that Pete had a copy of the new landscaping contract that needed to be signed. The contract is with Coffee Grounds Landscaping for three years.
Al met with Joanne Bendy and Ellen Pecina at the flowerbeds on Sunfield and Persimmon. They provided him with a diagram of the plantings that they wanted. They are focusing on drought resistant plants since there is no irrigation in that area. The beautification committee has requested additional funds for next year to install water and for increased maintenance of the flowerbeds.
Al reported that rather than trimming bushes at the entrance to recreation area that he was having Keith remove them.
He also stated that the handicapped signs and post as well as the bumpers would be completed in the parking lots within the next week.
Based on a request from Margie Pettersen, Al moved to allow the family and friends of Mike Tolochko to buy a bench with a memorial plaque to be placed on POA property. Linda seconded the motion. The motion passed.
Recreation Social: Jean Zalasko, co-chair of the recreation committee, asked the Board for permission to issue tickets to residents for the holiday party so that they could give Sea Trail an accurate count. Mike moved that free tickets be issued to residents for the holiday party. Al seconded the motion. The motion passed. The tickets and registration will be handled through the POA office.
Recreation Facilities: Brent advised that the new chlorinator is working and that the water at the pool is clear. He also stated that we would be unable to install irrigation with a separate water meter at the pool because when we back flush the pool the chlorine needs to go in the sewage system.
Linda asked about broken furniture in the pool shed and Brent said he would see what he could repair. In the future as new furniture is received for the pool Brent will place a sticker with the date on it so we will know how long the furniture lasts.
Mike is still waiting on information on the bocce courts. Further discussion on the bocce courts was tabled until next month.
Communications: Mike announced that Joyce Dunn volunteered to be the new chairperson for the Communication Committee since Linda Rugg has resigned as chairperson.
General Advisory Committee: Mike reported that Dan Mann and the Advisory Committee submitted their recommendations on changes to the DOR. Al questioned both resolutions 1230 and 1233 about temporary parking for motor homes and campers. The Board wants Pete to have Denise check the wording of proposed changes to the DOR in order to determine whether these additions can be added to the ballot at the next annual meeting.
Nominating: Bob handled out the updated to do checklist and application for election to the Board of Directors for 2013. Mike made a motion to accept the application. Al seconded the motion and it passed. Action on the checklist was tabled until the next meeting.
The Nominating Committee hosted an ice cream social that was attended by approximately forty people. At the event a plaque honoring all past Directors was displayed. Mike thanked the committee for the plaque.
Audit and Finance: Nothing to report.
Legal Affairs: Nothing to report.
Town of Carolina Shores: Pete has asked for a volunteer to replace him on the town POA/HOA Advisory Committee. He also advised that the meeting time has been changed from 2 p.m. to 10 a.m.
Pete advised that our speed limit is still 30 MPH on the streets throughout the CSPOA. There was an error in the August Town News article in the bulletin.
Maintenance: Nothing to report.
Old Business: Brent reported that the tennis court gate has been repaired.
New Business: None.
Resident Comments: Phyllis Banyay of 22 Gate 7 spoke to the Board about a request to place a "For Sale" sign on a vacant lot that she owns. Al said that the realtor could put stakes on the corners of the property with a post and a phone number to call. Bob advised her to write a letter to the Board requesting permission to put up a for sale sign.
Jackie Storm of 72 Persimmon Drive stated that she does not think we should list the names of the suspended members in the bulletin. She also stated that she does not approve of the sale/service page in the bulletin. She also complained that non-members were participating on a regular basis in the card groups and mah jongg games. She feels that they should not be allowed to play. Pete asked if these groups were in need of players or were keeping a resident from playing. It was stated that on occasion members had been excluded. Pete recommended that the resident who signed up for the time slot should ensure that members get first preference and that guests should sit out the game if necessary.
Announcements: Next Board meeting is October 10, 2012 at 9:30 a.m.
Adjournment: The regular meeting adjourned at 12:25 p.m. and the Board went into executive session.
The Board reconvened at 12:45 p.m.
Brent moved to accept the proposed additions to the fence guidelines and outbuilding guidelines. Mike seconded the motion. The motion passed.
The new guidelines are as follows:
GUIDELINES FOR FENCES
Under the authority of Section 8, Sub-sections 1c and 2a of the Declaration of Restrictions, the Association shall have the authority to establish rules and regulations pertaining to the style, design, height and size requirements of all other types of structures, including but not limited to fences, walls and copings.
All requests to install fencing require prior approval by the Architectural Control Committee (ACC) and may also require a Town of Carolina Shores building permit. Requests should include a site plan showing the property boundaries, all structures and proposed location of all fencing.
All fencing over 40 inches in height including boundary and the patio wall/fence for patio lots will be alternate open slat construction. Any existing fencing and patio wall/fences that are not of the open slat construction that has to be repaired or replaced will have to meet the open slat construction criteria (Resolution #1228 dated August 20, 2007). Pool fences must meet the requirements of all local, state and national codes.
Owners of property whose property boundary is a boundary of the subdivision may erect a privacy barrier fencing along any subdivision boundary line provided it is eight feet high.
There will be no fences on any lot line with the exception of property adjoining a storm water management ditch. If the property adjoins a major storm water management ditch the owner may erect a split rail fence along the entire length of the property line that abuts the ditch providing it does not exceed 40" in height.
Owners may have a section of split rail fence at each corner of a lot. The section of the split rail may extend down the front, the side and rear property lines no more than one section of fencing not over 8 feet long. These sections are to be constructed of natural wood.
Trim fences are defined as fences that conceal HVAC units and gas tanks. These fences shall not exceed 48 inches in height or no more than 6 inches above the height of the tallest unit.
APPROVED BY CSPOA BOARD OF DIRECTORS ON 05/17/2010 AT THE MONTHLY BOARD
A pool security fence must
comply with the following requirements:
FENCE ADDENDUM APPROVED BY CSPOA BOARD OF DIRECTORS ON 09/12/2012 AT THEIR
MONTHLY BOARD MEETING.