- Call To Order: The meeting was called to order at approximately 9:02am, by Tony Taffar. Present at the meeting were the following Tansi Village POA board members; Tony Taffar, Eddie Carson, Russ Mixon, Keith Harris, Randy Eblen, Charlene Wentworth as well as Greta Maddox and Rose Ewing with Seaside Residential Management.
- Minutes: Tony Taffar asked if there were any questions on the draft copy of the minutes that were distributed from the October 28th meeting. The minutes were read by the BOD. Keith made a motion to accept them, Eddie 2nd the motion, vote was taken, all approved as written.
- Management Report: Greta Maddox
- Greta sent out an idea for a collection policy
- Greta called Waste Management to get a new dumpster because the door is missing; it has not been replaced as of yet. Last time it took about 2 months to get replaced.
- We have received everything we need from sea island dock builders that we need, Certificate of Insurance, W-9 and the final bill. We still need the invoice for the work that he is going to do. Keith stated that the work is almost completed, Greta asked that Keith let her know when it ok to send the final check.
- Propane tank is gone
- We have taken SCEG off budget billing
- Sent letters to the flooded properties that are still in disrepair. We have been able to speak to all of them.
- 579, Mr. and Mrs. Foster were given landscaper info and gave them a price, just waiting on a response.
- Edwin, got 2 quotes for removing the trailer. $5k and $4k, not cheap due to them having to take them apart piece by piece. We are getting the $4k quote to him and will follow up.
- 10 Tom Tom Trail is just $50 to clean up; using the same landscaper as on the Foster’s place.
- Lot 70 trailer is habitable, so we cant force them to remove it
- Collections are doing pretty good, only a few past due. As we catch them they are sending in their payments.
- Thank you letter and check has been sent to Lee Whittle for pool repairs
- Talked to Tom Woodruff, Patty was served, Matt was Served, Everett was not served, because it has gone to his insurance company and an independent adjuster to see if his insurance is going to cover it.
- OCRM and the storm culvert issue; they have a couple of engineers that are willing to come out here, Ward Edwards and/or Low Country Engineering. OCRM has assigned us a case manager and as long as we resolve this issue they will not fine us. We just have to have the engineer come in and present a solution, then we take it to them for approval. Russ will be the local contact when the engineer needs to talk to someone local.
- We had one right to re-purchase, 12 Indianhead Trail. There was some discussion to make our own form for closing attorneys to use for the right to repurchase so the information will always be consistent.
- Aerator for the pond vs a pump. The exact replacement for the pump we have is around $1500 to $1700. Tony stated that we will talk more about this in new business.
- President’s Report: Eddie Carson stated that he didn’t have a specific to report.
- Treasurer’s Report: Keith reported that, the operating account has $44,938; the reserve account at Palmetto Bank has $103,193 comprised of two items, the typical reserve account with $81,000 and then the balance of what we borrowed for the dock around $21,800 for total COH of $148,131. The final bill on the dock has been received but will not be paid until we sign off on the work. We were able negotiate a better deal on the lumber which allowed us to extend the floaters. The original design had a 60ft floater and we were able to go to a 120ft floater. We will end up spending approximately $7k or $8k over our original budget but it is money well spent by doubling the size of the floater and adding in conduit for electrical. The ramp will now be 5ft wide vs the old width of 4ft. Tony asked when the payments for the loan for the dock kicks in. Keith stated that we are paying interest only through the end of the year and then the payments kick in after the first of the year.
- Committee Reports
- Pool: Rodney Matthews
- Rodney was not present, but Russ reported that the pool had been closed up for the season.
- Tony asked about the $900 bill for Patty’s pool repair. Rose stated she would look into it and email us next week.
- Pool: Rodney Matthews
- Dock: Eddie Carson
- Dock was discussed during the Treasurer’s report.
- Roads: Tony Taffar
- Tony noticed had no new issues to report
- Codes: Eddie Carson
- No requests have been made.
- Charlene stated that on the corner of Tomahawk and Indian Head, that little section that Tansi owns, right now there is drain that is being covered by some refrigerator shelves. We need to get a grate or something for is. Russ stated that he has the grating for this.
- We have had 2 complaints that Tansi land is being used by property owners; one for a driveway and one for a building. There was some discussion from the floor about these two lot plats and see what we need to do about it. One was 71 Tomahawk and the 2nd is the 1st place on the left when you come in on the causeway. Tony stated that we will need to take a look at this.
- Grounds: Russ Mixon
- Russ has nothing. Tony noticed that some debris by the weeping willow trailer. They have been contacted.
- Clubhouse: Charlene Wentworth
- Charlene stated that tonight is the Christmas party. Holes needed to be closed in attic and we have caught some vermin. Russ and Tony proposed that we hire an exterminator to come in and sweep the building and secure from vermin. Rose stated she will contact the exterminating companies and get quotes and see what they can do. Jan 20th we have our annual spaghetti dinner and wine tasting as well as a reptile showcase. April 7th is set for the 3rd annual oyster roast with Joe Todd.
- Tony brought up the annual meeting and we set the date for May 12th.
- Charlene stated that tonight is the Christmas party. Holes needed to be closed in attic and we have caught some vermin. Russ and Tony proposed that we hire an exterminator to come in and sweep the building and secure from vermin. Rose stated she will contact the exterminating companies and get quotes and see what they can do. Jan 20th we have our annual spaghetti dinner and wine tasting as well as a reptile showcase. April 7th is set for the 3rd annual oyster roast with Joe Todd.
- Old Business
- Collection Policy: Greta stated that our current policy does not give us enough freedom to go after folks with legal action unless the property owner is a year behind. There is a state statute which states there is a lien on the property when there are delinquent dues and currently our covenants state the same. Currently we don’t assess late fees and interest. Invoices are due 30 days from the invoice date, then reminder notice is sent. At the late point, we can assess interest from the due date and late fees. After 3 months they are suspended of their rights and privileges. At 9 months it says we can cut off the sewer service. Tony asked if the sewer service portion had not gotten changed. He thought it had been changed when the covenants were changed. Greta stated that after a year we can move forward with lien if a satisfactory payment plan is not in place. As a last resort we can foreclose on a property owner. Most folks we are eventually collecting on, but we want them to pay in a timely manner so the money is in the operating fund.
- A couple questions are do we want to do late fees and or interest 30/60/90/delinquent
- Tony suggested that we add the “past due’ date on the invoice so the past due date is clear.
- There was some discussion on taking credit cards for fees.
- There was discussion on what the late fees should be how they should be shown on the invoice. There was discussion on a flat $25 per assessment or billing a % of the assessment as the late fee.
- Eddie made a motion to add the late fee of 10% of the original amount due; Randy 2nd the motion, a vote was taken and it was unanimous.
- Greta will be sending out invoices end of Dec.
- Greta will re-write and send out to the B.O.D.
- A couple questions are do we want to do late fees and or interest 30/60/90/delinquent
- Collection Policy: Greta stated that our current policy does not give us enough freedom to go after folks with legal action unless the property owner is a year behind. There is a state statute which states there is a lien on the property when there are delinquent dues and currently our covenants state the same. Currently we don’t assess late fees and interest. Invoices are due 30 days from the invoice date, then reminder notice is sent. At the late point, we can assess interest from the due date and late fees. After 3 months they are suspended of their rights and privileges. At 9 months it says we can cut off the sewer service. Tony asked if the sewer service portion had not gotten changed. He thought it had been changed when the covenants were changed. Greta stated that after a year we can move forward with lien if a satisfactory payment plan is not in place. As a last resort we can foreclose on a property owner. Most folks we are eventually collecting on, but we want them to pay in a timely manner so the money is in the operating fund.
- New Business
- Engineering for the causeway
- Greta reported on this during her report
- Eddie asked if there are grants that can help us with the cost
- Annual Meeting
- May 12th will be annual meeting and we will need the minutes online for the next meeting
- Pond Fountain
- Should go to an aerator versus the pump and fountain? We need to do our research on both options. The question was posed; can we have the pond maintenance company maintain the pump? Rose will follow up with them. Eddie will be contact for the pond.
- Communication after major events
- Charlene had one the residents approach us and stated that maybe we increase our communications after major events such as hurricanes.
- Plan for the Future
- Keith stated that we have been in “break/fix” mode for the last few years. We need to bring back the “Wish List”. Drainage, Floor in Clubhouse, etc. There are 3 major areas; Infrastructure, Amenities and Increase property values.
- Tony asked for the management company to send a management report out to the BOD.
- Engineering for the causeway
- Open Discussion from the Members
- We have a debris dumpster in the neighborhood for about a year that needs to be removed.
- Curtis made a donation of a dock cart. Urged the board to make a sign for the cart that it is Tansi property.
- We need a sign for the dock, “Dock Carts Only”
- Charlese made the motion to adjourn and Randy 2nd it. Unanimous vote to adjourn.
Respectfully submitted,
Randy Eblen
Recording Secretary