The usual order of the Annual Meeting was changed slightly to allow for a speaker from Beaufort Jasper Water and Sewer (BJWS) to speak and answer questions before leaving. Our speaker was Tricia Kilgore, Engineer/Capital Project Manager.
Ms. Kilgore began her presentation by explaining that the island had 2 fire hydrants that met the State codes for one meter every 1000 feet. She noted that the fire hydrants had recently been inspected and painted by BJWS.
Ms. Kilgore then gave members an overview of the sewer project conversion; a mandatory video inspection was done to identify specific problems. She pointed out that grease was found in the pipes and stressed to residents that they should not pour grease down their drains. BJWS is proposing to line the old pipes with a material that will correct breaks and sags in the pipes. The material they plan to use is the best system currently available and has been used at the Naval Hospital and Paris Island. Our conversion project is being combined with 3 other projects in Beaufort which will help to keep the cost down. Ms. Kilgore said she hopes that our project will be completed by the end of the calendar year.
She explained the 1% low interest loan that BJWS applied for was approved by DHEC. BJWS will not require Tansi residents to repay the cost of repairs ($243,526).
Tansi residents currently getting water from BJWS will not have to pay a “tap” fee at the conclusion of the project. Lots that do not currently have BJWS connection will have to pay a “tap” fee if they connect to water and sewer once the project is completed. When our project is done BJWS will notify residents of the sewer charge to be added to their water bill. She suggested that residents go to the BJWS website to check the base water/sewer fees.
Ms. Kilgore stated that work will be done Monday – Friday. There could be some interruption of service but the contractor should notify residents when possible. She suggested that residents not on the island during the week may want to turn their water off during construction. Tricia informed residents that if they receive an excessively high water/sewer bill due to an identified leak, they should contact BJWS to request a possible adjustment to their bill. She told residents that if they have a sewage backup, to contact BJWS before calling a plumber. BJWS will determine if the backup is a BJWS problem or a homeowner problem. This may save the resident the cost of a plumber bill if the problem is on BJWS.
At the end of Tricia’s presentation, Tara Farmer and Carol Hutson presented Tricia with a mock check on the behalf of Tansi to BJWS in the amount of $6966.71 for the remaining overdue balance on the sewer payment going back to June 1997. This check represents the final payment toward an overdue balance of $13933.40 found when the 2010 Board was elected. The “real” payment will be mailed to BJWS.
President’s Report
Carol Hutson, President, summarized what the duties of the Board President are. She also explained how the original pool loan amount was increased by the past Treasurer (Bruce Mead) without the Board’s approval. At the November, 2010 meeting, she also explained that 4 board resignations were given, one Board member was put on suspension as a result of his association dues being in arrears and the secretary was dismissed.
Carol noted the past year had been very difficult where the business of Tansi had to be restructured in order to meet our financial obligations and the needs of the community. The Board concluded the year with 5 members. Many meetings were held by the Board and the board meetings were changed to open sessions on the 3rd Saturday of the month. Transparency, open-door policy and clarity were implemented.
A copy of the president’s report will be on file with these minutes.
Secretary’s Report
Donna Chrisley, Recording Secretary reported that no minutes of the April 2010 Annual Meeting had been made available by the previous Tansi Secretary. She reported that the main focus of the 2010 meeting was discussion on and approval of Tansi converting the sewage over to BJWS.
Donna also thanked members who during the past year had cut the grass, raked and cleaned in and around the clubhouse, cleaned the clubhouse floors, replaced the sink at the end of the dock, replaced screens on the clubhouse, painted and repaired the flagpole, endless hours of filing and setting up folders in the office, input into the computer and auditing our financial records.
Lunch was prepared today by Cajun Veronie, Tom Boone and homemade bread by Jimmy Hoen.
Treasurer’s Report
Tara Farmer, Treasurer gave the Annual Treasurer’s Report for 2011. Balance in the checking account was $5373.45. We had two unpaid dues in 2010 in the amount of $3000.00. The projected income for 2011 was approximately $89125. Tara reported that the Board had begun enforcing the following By-Laws and Covenants during the past year: all members were billed association fees, members must pay their association dues in the month they are due, unless prior arrangements were made with the President and/or Treasurer, a 10% late fee voted on the by Association in September 1995 was charged and liens placed on property. The Association electric bill was changed to a monthly “easy pay plan” with SCE&G.
Tara also reported the following cost saving changes were made this past year: one of our insurances was paid by making a single annual payment which saved the Village $500. The dumpsters were changed to a seasonal contract which saved the Village $1200/year. A new contract was given to island residents for pool maintenance which saved $3600/year. The dismissal of the paid secretary will save the residents over $6000/yr. Two island residents cut grass last summer for several months which saved the residents over $2000/yr. With the cost reductions implemented, approximately $13,000/yr. savings was anticipated.
Tara reported that previous statements made at Annual Meetings of the Village receiving a credit from BJWS were bogus. Talks with and statements received from BJWS found that no credit had ever been received. Tara also received a past due statement from BJWS in the amount of $13,933 for services received during the past 2 years.
Other past due statements received were from Keith’s House of plumbing for services completed in 2009 in the amount of $994.25. The accounting firm that prepared our taxes for several years was past due from 2008 in the amount of $2400. In addition to this past due amount an added late fee of $259.20 was owed.
Due to prior poor bookkeeping and the past due bills, Tara asked that the village create a Finance Committee made up of non-board members to oversee the office and assist in maintaining efficient and transparent accounting.
Tara provided members with a 2011 Treasurer’s Report, an assessment fee schedule, a copy of the BJWS Customer Transaction History from BJWS which did not reflect any credits to the water/sewer bill as had been erroneously reported by Mr. Johnson and noted in Annual Meeting minutes.
The membership voted to accept the Treasurers Report as given.
Standing Committee Report
Anne Nye, Committee Chair, reported on the following; Sewer – the status on the sewer project was given by Tricia Kilgore. Roads – roads currently in need of repair in certain areas. No plan to update at this time. Greenbelt – the fountain is turned on for the weekend only to save money. The pond looks good. Currently have an alligator. DNR to furnish signs warning of alligator and not to feed. Grounds and Maintenance – no one will be hired at this time, we will depend on volunteers. Codes – Ann reminded everyone to submit a drawing of intended work before work is done so that the Board could review. Pool & Dock – the pool had to be closed last year due to a problem with the pump. The pool was closed for short period due to algae. Routine work is being done weekly year round. The chemicals are checked daily during the summer months. Dock – 3 lights were replaced during the winter. Mr. Mixon donated the lights. Some boards were replaced and aluminum screws used. Cleats on the floating dock were secured or replaced during the year.
AdHoc Committee Report
Pat Garvin, Chair, reported on the AdHoc Committee which was formed in August 19, 2010. This committee was formed by the Board to address updating the By-Laws and Covenants and to work on a budget. Due to the financial situation of the Village, the committee decided to focus on the following items: preparing a budget for 2011-12, fairness of property dues, possible fee increase and accessing of penalties for failure to adhere to the By-Laws and Covenants.
In order to prepare a budget, it was decided to determine the amount of assessment fees, monthly expenditures and what type lot each member owned.
The proposals were: no fee increase for 2011, abide by the September 2, 1995 by-law change voted on by the membership to charge 1 T lot, 2 T logs or 1 M lot $500/annually, 2 M lots $1000/annually and 3 T lots $875/annually. Enforce a late fee, also voted on previously by the association. Place a lien on property with past due assessments at least 6 months.
Based on the recommendations a proposed budget of $89125 was presented. Expenditures for the year would be $49551. With the proposed budget and expenditures it was proposed to also set aside money for emergencies and to pay the pool balloon payment due in a few years. With the pool debt being paid off, it was proposed that the village could be debt free and have a reserve account in place.
The Ado Committee also looked at updating the By-Laws and Covenants. The recommendations were narrowed down to deleting the wording “renters” from the covenants and deleting and references to the Association cutting off or terminating sewer service due to non- payment of association fees.
Carol asked for volunteers to serve on any committee during the year.
The Association voted on and approved that the POA work toward going debt free within a 3 ½ year period.
New Business
The following residents requested to speak but withdrew or were not in attendance when called: Chad Mead, Cajun Veronie and Mike Mohrfeld.
Sherry McDaniel spoke on behalf of the Tansi Village Lady’s Club. Sherry thanked Mike Mohrfeld for the donation of the machine and cleaning supplies used in cleaning the clubhouse floor. She also noted that the Lady’s Club had purchased the new ceiling fans on the porch. She encouraged residents to continue donating cans and said they almost have enough money to purchase another tree for the Greenbelt.
Several residents asked that copies of minutes of Board Meetings and wanted results of the election to be sent via email. Cajun suggested that we have a Tansi website. Randy Ricard said that he had taken the website down last year but may be able to set it back up at no cost to the village.
Nominations/Voting for Board of Directors
9 vacancies will occur this year. Nominations were opened for 4 members for one year and 5 members for a 2 year term. 12 nominations were made. Members cast their ballots and the Annual Meeting was adjourned at approximately 3:35 p.m.
Results of voting:
One year: Tony Taffar
Carol Todd
Kathy Beaty
Cajun Veronie
Susan Rhoden – alternate
Two year: Pat Garvin
Carol Hutson
Don Porter
Laura Henderson
Tara Farmer
Mike Mohrfeld – alternate
Robert Herring – alternate
Submitted by Donna Chrisley, Recording Secretary