2. Minutes: Tony Taffar asked if there were any questions on the draft copy of the minutes that were distributed from the April 13th meeting. The minutes were read by the BOD. Tony met with Greta on Friday and there was a clarification of the requirement for the bylaw change per the bylaws.
a. V.4. (a) All By-Laws of the Corporation shall be subject to alteration or repeal, and new by-laws may be made, by a majority vote of the Members entitled to vote in the election of Directors, at a special meeting of the Members called for such purpose.
b. The majority is not for a quorum but that is the amount required to vote in favor of the change. We didn’t even have 51% of the membership voting. The totals were 51 yes and 15 no. We had 154 eligible to vote so 51% would be 79.
c. The minutes from the 4-13-2019 BOD meeting were approved with correction of saying “the bylaw change was not approved.” Denna made the motion to approve, Charlene 2nd and the unanimous vote carried.
3. Management Report: Tony Covered Greta’s Report
a. There are a couple of properties in long term aging, and they have been sent letters letting them know they are suspended from using the dumpsters, the dock, the pool and the clubhouse until they are in good standing.
b. The dumpster signs were put up
c. SCE&G completed trimming the trees prior to annual meeting
d. There are three new owners since the last meeting.
i. (Wade) Jack and Sandra Holley, 131 Tomahawk Trail
ii. W. Robert Harper, Jr., 79 & 83 Tomahawk Trail
iii. Dianne & Colden Storey, 18 Arrowhead Trail
4. President’s Report: Russ Mixon, the causeway repair is the main issue we are facing. We will discuss the specifics in Old Business.
5. Treasurer’s Report: Keith Harris [via phone]
a. Tony covered the account balances
i. Operating Account $53,253.10
ii. Reserve Account $91,318.37
iii. Total $144,571.17
6. Committee Reports
a. Pool: Rodney Matthews
i. Pool heater has been turned off
ii. Walt has volunteered to take out the trash from the pool area
iii. We need volunteers to clean the bathrooms
iv. People are letting pool gate slam again which messes up the magnetic contact alignment
• Tony will have Greta send out an email to remind folks about the gate slamming and ask for volunteers to help clean the pool area and bathrooms.
b. Dock: Russ Mixon and Rick Penniston
i. Russ stated he is ready to order the wire
ii. Russ stated that we need a work day soon
iii. Someone pulled the tab on the fire extinguisher but did not discharge it
• We will have Greta send an email out reminding how important it is to leave this alone.
iv. Tony will look through his big book his digital files and Charlene will look through the office for the dock rules
c. Roads: Tony Taffar
i. Charlene said there is a cone on Teepee trail that blocks the road some. It is covering a broken cover. We will have Greta contact county for status on the repair of the cover.
ii. Rick said dumpster still being misused. Will have Greta send out reminder to follow posted dumpster rules with the email that’s going out
d. Codes: Denna Sessions
i. Robbie Brown turned in request for fence on his property that goes to seawall. He needs to ensure compliance with county. Also had request to replace the back porch and add a cover. All is inside current footprint. All approved.
ii. Harper at 83 Tomahawk submitted a request for improvements They are all inside current footprint. All approved. There was also a discussion about the property line that boarders the common area driveway as it is shown on his plat. It is different than what we understood it to be. We will have a survey performed to verify the line.
e. Grounds: Russ Mixon
i. Letter will need to be sent to Boynton to take care of damaged underpinning, the pink house in front of dumpsters for yard maintenance and 5-7-9 arrowhead for lawn maintenance.
ii. Apparently, the palm tree in memory of Frank Henderson has died, Charlene checking into it.
iii. The boy scouts have put out the blue bird boxes all over the island
f. Clubhouse and Events: Charlene Wentworth
i. Charlene will update the events list at clubhouse.
ii. A small piano is now stored in the office for use at clubhouse events.
iii. Denna will cover this category while Charlene is back up north.
iv. Denna asked about the juke box and will look into getting it working again.
v. Robbie Rimes has ordered the windows for the clubhouse. Rick and Robbie to install.
7. Old Business
a. Lawsuit Update – Tom Woodruff
i. The 30-day window following the mediations phase of the lawsuit ends on May 15th, after that date we will be placed on the docket for a trial date.
b. Causeway Repair
i. The paperwork and package have all been submitted to the Corps of Engineers [CoE] by Phil
ii. Greta reached out to Phil this week and he had no more update, Tony told her that we need stay on top of the situation
iii. The quote from All Square construction was discussed
• Concerns with the expertise of the company were brought up due to the fact that they are renting all of the equipment.
• We have asked for a detailed plan of their proposed work.
• Still seeking other quotes.
iv. From the floor, Tara Farmer asked what kind of vetting was done with contractors. Tony stated he would be following up with Greta on that. Also, Tara suggested we ask county to take over roads. Tony stated that if the community wanted to do that, we could look into it, but with that come county and state enforcement of driving laws as it pertains to the golf carts, etc. Tony also stated that since we are in violation with the CoE that we are under a time constraint and it could not wait until the next annual meeting. Tara also suggested Tansi look into the sale of some of its property to help pay for the cost of the causeway repair.
c. Drain Covers
i. Russ stated we can get a galvanized piece of grating 3’x20’ for $699. Russ will check with John Tuckwiller to see if we can have it delivered to his business if need be. Russ made the motion to purchase, Rick 2nd the motion, unanimous vote was taken.
d. Trailer Underpinning
i. Discussed about trailers needing underpinning. The bylaw change committee will need to determine what needs underpinned and what doesn’t since the line between what is a house and trailer is not as clear as when the bylaws/covenants were written. Will have Greta send out a reminder to those people with mobile homes that need to be underpinned.
8. New Business
a. July 4th Events
i. Keith was to head up finding a committee to help get the 4th of July event planned
ii. The planning meeting was held
iii. Keith will ask Great to send out a notice that volunteers are needed
iv. Tammy Rhimes is the contact person for the event
v. The recommendation to make the July 4th event a line item budgeted event was brought up with a proposed budget of $3500 and that all of the fundraiser monies go toward paying off the expenses incurred. Rodney made a motion to accept this recommendation, Russ 2nd the vote and a unanimous vote was taken.
b. Late Fees from the January lot assessments
i. 3 property owners failed to pay their late fees on the January assessments. There was some discussion on waiving these, the decision was made to leave them in place. We will have Greta send a reminder letter to each.
ii. There was a letter from Johnny and Ernestine Morris to waive the fine they incurred while looking for how to get old camper removed from their lot. They are an older could in late 70’s. Did not know what to do to get it removed. Denna made the motion to waive fees/fines, Charlene 2nd the motion and a unanimous vote was taken. We will have Greta notify and let them know folks may be interested in buying their property.
c. Boat parking at the dock
i. Discussion about a boat being parked long term at dock. Owner has contacted Russ and plans to get help and get it removed from water.
ii. From the floor, Bruce Mead there was some discussion if we still have a copy of the general rules for the dock. We need to get a copy and have attached with bylaws/covenants. Have Greta send out reminder that it is a community dock and have consideration of others and that the dock is not meant for long term parking and when docking start at end to maximize room for others.
d. Utility trailer parked on the common area
i. At meeting on Friday May 3, Greta informed Tony of complaint by the Farmers of AJ parking his trailer on common area / green space. There was discussion that there is nothing stating the time frame that you can park on the common area / green space. We can send him a courtesy letter as a reminder that there is no permanent parking on the common areas / green space and the space is for all. He also had paver stones that they want to be sure he doesn’t put on common area. It was brought up about the possibility of selling him that small strip of property, but that would be something for the annual meeting.
e. Bylaw / Covenant change committee
i. They have met once. Tony will contact John and have him get suggestions on best way to do this from Greta.
f. Next Meeting
i. June 29th at 9am; the rest of the meeting calendar will be discussed at this meeting
9. Open Discussion from the Members
a. Gene Farmer suggested we get a quote from Pro Disposal
Adjourn:
At 10:28am Rodney made the motion to adjourn the meeting, Rick 2nd the motion a unanimous vote was taken to adjourn.
Respectfully submitted,
Randy Eblen
Recording Secretary