May 2, 2015
1. Call to order: The meeting was called to order at 9:00 AM by Sherry McMichael. Present were Christy Smith, Tony Taffar, Pete Chrisley, Bo Stillinger, Sherry McMichael, Karen Boone, Randy Eblen, Charlene Wentworth and Robbie Brown. Carol Todd was absent.
Sherry McMichael noted that Coastal Community Association Management (CCAM) was to arrive at 9:45 for their interview and would bring copies of their proposal for property management.
2. Minutes: The reading of the draft minutes from the March 7, 2015, Board meeting was waived. Tony Taffar made a motion to approve the draft minutes, seconded by Christy Smith, and the motion passed.
3. Reports from committees
a. Treasurer’s report: Christy Smith covered the report, and a discussion was held on one of the payments that came in when the second letter was going out. Charlene Wentworth made a motion to waive the second late fee, seconded by Randy Eblen and the motion passed.
b. Pool: Pete Chrisley has been checking the pool regularly with no significant issues found. All items cited by DHEC have been addressed; porch modifications and bathrooms repairs are finished. Several problems with people getting in poll: only half (~76) people have signed papers and received codes. Karen Boone and Pete Christly can assist with entering code information. Need to put blank pool code forms in folder on clubhouse porch. We need to find out who is recycling cans in the pool area. Everyone needs to keep glass bottles off the pier and out of the pool area: bottles have been found in pool trash cans.
c. Dock: Tony Taffar to take lead on the dock and Robbie Brown will assist. (Carol Todd volunteered to take lead on the clubhouse.)
d. Roads: Passed.
e. Codes: Sherry McMichael mentioned several projects brought forward for review.
f. Grounds: Charlene Wentworth indicated four yards that needed work and was preparing letters to bring issue to the owner and to offer to help them if needed.
At 9:40 AM we adjourned to meet with CCAM.
5. Old Business (Resumed at 10:40 AM.)
a. Bylaws: We will send the revised Bylaws and Covenants to Mr. Grimsley for final review and filing with Beaufort County.
b. Management: moved to end of meeting.
c. Regime fees: A closed session was held to continue earlier regime fee discussions.
5. New Business
a. Alligators: Pete Chrisley has two new alligator warning signs for the pond. There is a big alligator at the pond and we have DNR tags for capture and release. We need to get additional tags for future needs.
b. 4th of July meal Charlie Broadway has offered to cook BBQ for the 4 of July lunch. This worked out very well before with Tansi buying the meat and Charlie preparing. ~$350 of pork should be enough for meat and sauce. Hash at $30/gallon ($150), and rice, green beans and bread would cost an additional $200. Randy Eblen made a motion to proceed with this proposal for the meal, seconded by Robbie Brown and the motion passed. We will check with the Carsons on their plans for that weekend’s events and who will assist.
c. Meeting schedule: The following schedule for Board meetings was set (9:00 AM).
- June 20th
- August 15th
- October 10th
- December 12th
- February 6th (2016)
- April 23rd
d. Clubhouse Rental Fees and clean up charges: Existing charges for renting the clubhouse may not cover all costs, such as heating/cooling expenses. In addition, there have been occasions where the clubhouse has been rented and not cleaned up sufficiently, or at all. Suggestions included $25 more to rent, $60 charge to cleanup, or a $75 deposit for clean up. We will discuss further next meeting.
e. Termination of cleaning services: Four folks have volunteered to help clean pool bathrooms, to save cost from contract. Randy Eblen made a motion to drop cleaning contract and use volunteers, seconded by Sherry McMichael and the motion passed.
Open Discussion: no members were present at point.
Mike Mohrfeld has asked to speak at the next Board meeting.
Discussion was held on checking CCAM references and their managed facilities. We discussed possible items to reduce monthly contract charges in counter-offer. If any additional management companies can be identified ASAP we need to investigate their interest. Randy Eblen made a motion to move forward on completing review of information for vetting CCAM, Bo Stillinger seconded, and motion passed. Randy will take the lead on calling references.
Adjourn: Randy Eblen made a motion to adjourn (11:05 AM), seconded by Bo Stillinger, and the motion passed.
Respectfully submitted,
Robbie Brown
Recording Secretary