August 9, 2014
The meeting was called to order at 9:00 AM. Present were Donna Chrisley, Christy Smith, Mike Mohrfeld, Tony Taffar, Eddie Carson, Debbie Eblen, Sherry McMichael, and Robbie Brown. Also present was Bob Bundy, BAM.
2) Minutes: A motion to approve 06/7/14 Board minutes, as corrected, was made by Christy Smith, seconded by Debbie Eblen, and passed. The draft minutes from the 2014 Annual Meeting were reviewed for completeness and accuracy.
3) Manager’s report: Bob Bundy presented the manager’s report for BAM. His report is attached. There were no additional charges by BAM since the last Board meeting.
4) Reports from Committees:
4a) Treasurer’s report: Donna Chrisley went over the budget. She has removed a number of outstanding balances which cannot be identified from long past actions.
Tarsi’s fixed asset list continues to show the sewer system, which has been transferred to BJWSA. We need to address this, using an appropriate depreciation schedule. This is necessary for reporting to the IRS and for properly balancing our books. A documenting paper trail must be provided as part of this process.
As of this date we have a projected annual deficit of $28.00; Bob Bundy stated that BAM pays the bills as they are received.
When the pier water pipe bust last year we had a $600.00 water bill; BJWSA will be contacted to see if they will lower bill as they have for others in this situation. BAM will notify us if any future bills are out of line.
At a previous annual meeting the membership voted to change action time from one year to three months for non-payment liens, and increased charges from 5% to 10% for late fees. We need to prepare next year’s budget in December, so should we have a planning meeting?
4b) Pool Report: Christy Smith reported that earlier this week water was coming from the pump house, on further inspection the filter housing was leaking. The collar to the housing had broken, but was replaced by Friday. Eddie Carson is set to oversee pool bathroom floor replacements after the pool season closes.
4c) Dock report: Mike Mohrfeld said the caps have been installed on the floater pilings and the new life ring has been placed. The light bracket is broken, some planks are split and some joists need sistering. Is it possible to set up a work day in October? 300’ of 2x4s should be enough to complete dock repairs. A john boat would be needed for some of these repairs. Mike will make a complete list of repair items.
4d) Road report: Bob Bundy reported nothing new. Dave Wentworth is working on sealing bids, which are expected to cost ~$12,000.00.
4e) Codes report: Christy Smith reported no requests for changes/additions.
Old Business:
5a) See notes on minutes above.
5b) Pool valve: It is under the concrete deck so cannot be replaced for now.
5c) Pool deck repairs: We need to wait to fix fill valve piping until deck repairs are made but we need to be sure what all is really needed to be done. Bob Bundy suggested asking the DHEC inspector what he has issues with so we can to all that is required at one time. We also need to be sure of water fountain requirements so we can make a bid package before budgeting funds. (Mentioned to be addressed are: foot sprayer, water fountain, and coping.)
5d) pool maintenance: Is the pool being vacuumed as appropriate? Pool vacuuming and tile cleaning may not be in the contract and should be considered for inclusion next year. Donna Chrisley made a motion to table discussion for now, seconded by Tony Taffar, and passed.
5e) Pool gate locking installation: The contractors are working on the conduit, and the system should be in place the following week. Donna Chrisley requested we inspect before final payment and asked we document her disapproval of the cost. Sherry McMichael asked to be noted on this as well. Board members as well as BAM are to inspect the installation. Mike Mohrfeld made a motion that a board member as well as the management company oversee and inspect contract projects for final approval. Seconded by Donna Chrisley and approved.
5f) Enclosing screen door: For now, we will screw the doors shut and move steps to replace the existing bathroom step, and will follow up with replacing the section of wall to remove the door opening. Add this to October workday?
5g) Pool rules: these have been adopted and sent out to members. Some have already been returned signed.
5h) Bylaws: Donna Chrisley, Debbie Eblen and Robbie Brown are the committee to complete updating of the Bylaws and Covenants. Robbie will send the updated drafts for the committee’s review. Planned completion of this task is to be by November.
5i) Road sealing: see above.
5j) A/C for kitchen: Some funds (from Mike Mohrfeld) have been set aside for this project. Discussion was held, ending with decision to wait on this project.
5k) Golf cart safety: This issue centers on kids driving carts in an unsafe manner. After discussion, we will send email out on need for adults to supervise the cart use, including cell phone use while driving. For this use last year’s email wording with addition of cell phone use concerns.
New Business:
6a) Communications: Mike Mohrfeld noted number of emails to BAM. Discussion included more frequent meetings and designation one contact person: we will go to bimonthly meetings (next meetings October 11 and December 13 with no November meeting) and Donna Chrisley will act as liaison to BAM.
6b) Drainage issue on island: Donna Chrisley and the grounds committee will take the lead on identifying the worst drainage areas for consideration of remedies.
6c) Complaints on residents renting: One person has been identified and Bob Bundy will send letter addressing.
6d) Complaints on yard cleanup and old equipment storage: Bob Bundy will send letter with Covenant wording.
6e) Swage system on balance sheet: Done.
7) Open to members:
Concerns about pool rules, cost of pool gates. Some members not getting emails and would like information posted on the bulletin board. At the next annual meeting we need to be sure all information is sent to the members.
Further concerns about the need for two gates when one should have been installed to limit costs. Some don’t like losing the door from the porch to the pool area. Concern was expressed that we are spending funds on the pool when other items need attention. We should have a maintenance list so we can work out priorities.
Debbie Eblen mentioned the gates would have prevented the earlier closure of the pool for cleaning due to nonmembers fouling the pool.
The causeway road was mentioned as a concern and Bob Bundy mentioned the next road project would likely include causeway renovation.
A streetlight was reported as being out and SCE&G will be notified. The slippery floors in the pool bathrooms were mentioned and it will be replaced this fall with more appropriate tiles.
We continue to have renters and we need to continue efforts to control this. VRBO is a website that can be checked for renter listings.
Our website will be updated as material is provided.
Mike Mohrfeld made a motion to adjourn, seconded by Sherry McMichael, and passed.
The next Board meeting is set for October 11, 2014, at 9:00 AM.
Respectfully submitted,
ROBERT J. BROWN JR.
Recording Secretary