February 1, 2014
The meeting was called to order at 9:00 AM. Present were Christy Smith, Mike Mohrfeld, Tony Taffar, Eddy Carson, Debbie Eblen, and Robbie Brown. Also present was Bob Bundy, BAM.
Minutes of previous meetings
The minutes from the November 2, 2013 meeting and the December 7, 2013 special meeting were presented for acceptance. Three edits to the November meeting were suggested. Tony Taffar made a motion that the minutes be edited and resubmitted to the Board, seconded by Debbie Eblen, and the motion was passed.
Bundy Management Report
Bob reported on his Tansi management activities since the 12/7/13 Board meeting (see written report). He then covered the causeway and road repairs. Work started on January 10, 2014 and has been completed, despite some winter weather delays. A sewer line leak was found, and BJWSA repaired line immediately. He is completing a file with pictures to document the causeway work, including the BJWSA sewer line work.
The contract for the pool bathroom repair has been awarded and work is expected to start this following week.
There is an additional bid for lighting the pool. This will be reviewed under “Old Business”.
Reports from Committees
Treasure’s report: A December 2013 balance sheet, income statement, budget comparison (cash), aged receivables summary, and general ledger (cash) were provided for review. It was noted that our income was ~$3,000 above expected and we were shown to be 29,593.84 under budget for 2013 (but with remaining outlays for causeway and road, pool bathroom, and possible poll lighting).
Pool: nothing new.
Dock: Mike Mohrfeld reported 7 of the 15 dock lights are out, with some fixtures possibly needing replacement. He also suggested the bird wire on poles needed replacing, pressure washing the floating deck and a new life ring holder. The waterline needs replacing as it has been damaged by the sun and recent freezing weather. Replacing the PVC line with ¾ inch PEX was suggested. Bob Bundy will get bids for dock repairs as an alternate to completing the work ourselves.
Roads: There are uneven areas in the causeway pavement near the culvert. The pavement is not damaged but uneven. This was not included in the recent road repairs. A discussion was held on the need to maintain the various gratings on the road right of way. (The damaged grate discussed at the last board meeting has been replaced.) A decision needs to be made on whom is responsible for this maintenance: the home owners or the Tansi POA. Further, should standard requirements for culverts and repairs be set. This will be discussed ant the annual meeting.
Codes: One change proposal has been submitted and approved.
Old Business
Pool lights: the new bid (with two poles, each with three lights) and was reviewed with concerns expressed that we have not seen picture of the poles and light fixtures. Eddy Carson obtained an alternate proposal with a more even light pattern over the pool. An additional bid will be requested from Eagle for a maximum of four poles, with accompanying light level diagram and picture of proposed equipment. Mike Mohrfeld mad a motion that we request new pool lighting bid(s) with a maximum expenditure of $9,000. Debbie Eblen seconded and the motion passed.
Pool bathroom repairs: discussed above.
Dock rules: Mike Mohrfeld drafted proposed rules as a copy of existing rules have not been found. A discussion was held on where to go with this proposal; Mike will send to board members for their suggestions and further discussion to follow.
New Business
Water line to dock: BAM is to request bid from Southern Remodels, who is repairing pool bathrooms for consideration.
Maintenance/mowing of common areas: Christy Smith has drafted Scope of Works (SOW) for developing contracts for pool maintenance and grass mowing for this year (2014). Discussion was held on the “emergency” need last year to get these two needs met when volunteers were no longer able to carry these forward. Further, more specifics will be needed to provide clarity on what is expected and required. These SOWs are to be completed by February for contract development. Members will be notified of the contracts and expectations by email blast.
Signs in Tansi: A letter was received expressing concerns that there were too many signs post, providing a negative impression of Tansi. Board members are to review what is presently posted and discuss at a later meeting.
A break was held to provide members present to provide comment to the Board prior to discussion on planning the annual meeting:
Concern was expressed that the pool lighting was too expensive and that dips in the causeway pavement should be fixed first. As suggestion was made that the dock should be for homeowners’ use only. The members collecting cans will not be able to continue and wish to turn the money collected to the Board. Can an alternative collection program be developed and an alternative buyer be found that is closer? Mike Mohrfeld mad a motion that, based on the desire of those that collected the cans, the missing palms on the causeway be replaced with these funds and that the remaining fund be used towards the A/C project for the clubhouse kitchen. Debbie Eblen seconded and the motion passed.
A member’s obituary was emailed but not received (another one was hand carried to office). We will continue to provide memorials for our members, and everyone with information is asked to let the Board know (and follow up if a problem is perceived), and we will also include in our notice of the annual meeting.
Concern was expressed that the pool and mowing contractors last year were not provided sufficient direction on their duties and this should be address for the new contracts being considered. The land where the paving contractors parked has been damaged and should be repaired (Bob Bundy noted the contractors were aware of the damage and had committed to repair this.)
Concern was expressed about the pool lighting cost and that the lighting would bother those homeowners nearby.
A notice of Christmas Eve and Easter sunrise services at Hunting Island were sent to us and apparently the email was not received. We support this information being made available to our members and will send this type info as we receive it.
Concern was expressed that it took too long between cutting the pavement and repaving it (half week?) and pool light costs and electric power to be used.
Tansi members left and we returned to meeting agenda.
Planning of annual meeting:
151 attended the 2013 Tansi annual meeting so we will plan for 175. Debbie Eblen and Bob Bundy will request bids and gather other costs for meats, etc. We will request members bring covered dishes for vegetables and deserts. We will start sign in at 11:00, lunch will start at 11:30 and the business meeting will begin at 12:30.
Notice will be provided by email blast (“save the date” email), followed by letter by post, explaining the reason for alternative date and meeting schedule. Letter will request names for possible Board nominees, with open nomination at the annual meeting.
Bob Bundy will prepare packages for attendees based on last year’s agenda with the 2013 wish list. He will get name tags as suggested.
The next scheduled Board Meeting will be on April 5, 2014, after the Annual Membership Meeting.
Robbie Brown made a motion to adjoin. Eddy Carson seconded and the motion passed.
Respectfully submitted,
/s/ Robert J Brown Jr
Robert J. Brown Jr.
Recording Secretary