OCEAN RIDGE MASTER ASSOCIATION, INC. SPECIAL MEETING OF THE BOARD OF DIRECTORS

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1 OCEAN RIDGE MASTER ASSOCIATION, INC. SPECIAL MEETING OF THE BOARD OF DIRECTORS OCTOBER 23, 2013 MINUTES Pursuant to call, a Regular of the Board of Directors of the Ocean Ridge Master Association, Inc. ( ORMA ) was held on Wednesday, October 23, 2013, commencing at 8:30 AM, in the Member of the Plantation Club, located within Ocean Ridge Plantation, Ocean Isle Beach, North Carolina. I. Call to Order and Opening Comments: Directors present were Lin Bradley, Frank Burianek, Eric Edgerton, Lynn Furman, Becky Noble, John Powers, Ron Sorice, Mickie Underhill and John Wehner. Also present were Management Representatives Martha Sue Ludman, Gail Miller and Jim Cranford. John Wehner, President of ORMA, served as Chairman of the meeting and Lin Bradley, ORMA Secretary, served as meeting Secretary. Mr. Wehner called the meeting to order at 8:30 o clock AM and began by welcoming everyone and thanking them for their attendance. II. Approval of Prior Minutes: A. Special Board July 25, 2013 Upon motion of Lynn Furman, seconded by Becky Noble, and carried, it was: MOVED: That the Minutes of the Special Board, held July 25, 2013, be approved as written. B. Organizational Board September 28, 2013 Upon motion of Lynn Furman, seconded by Mickie Underhill, and carried, it was: MOVED: That the Minutes of the Organizational Board, held September 28, 2013, be approved as written. III. Special Business Items: A. Committee Chair & Board Rep Appointments The Board discussed the appointment of the new Committee Chairs and Board representatives to standing committees where applicable. Mr. Cranford recommended and the Board agreed to the addition of three new Committees AED, Ocean Ridge Singers and Welcome. The POL was directed to send the Committee Purpose Statements to the Committee Chairs for review and revisions to the membership structures of each Committee. After discussion and on motion of Lynn Furman, seconded by Frank Burianek, and carried, it was: MOVED: That the following Committee Chairs and Board Representatives be appointed for the administrative term. Ocean Ridge Master Association, Inc. Regular Board Minutes October 23, 2013 Page 1

2 Committee Committee Chair Board Representative Access & Safety Carol Schuster Lin Bradley Activities N/A AED Art Thompson N/A Budget & Finance Mickie Underhill Frank Burianek Communications John Powers N/A Community Impact Ed Gutknecht Ron Sorice Facilities Dick Duffy Lynn Furman Long Range Planning John Wehner N/A Nominating Ron Sorice N/A Ocean Ridge Singers Howard Ray N/A Property Dennis Hand Becky Noble Maintenance Rules & Regulations Hugh Carano Eric Edgerton Welcome Linda Anderson N/A Regarding the appointments of the Budget & Finance and Long Range Planning Committee Chairs, It was the consensus of the Board that a policy be established whereby the role of the Board Treasurer will include serving as Chair of the Budget & Finance Committee; and further, that the role of the President will include serving as Chair of the Long Range Planning Committee. On Motion of Lynn Furman, seconded by Frank Burianek, and carried, it was: MOVED: That the Board approve the establishment of a policy whereby the role of the Board Treasurer will include serving as Chair of the Budget & Finance Committee. On Motion of Mickie Underhill, seconded by Lynn Furman, and carried, it was: MOVED: That the Board approve the establishment of a policy whereby the role of the Board President will include serving as Chair of the Long Range Planning Committee. B. Access & Safety Committee Budget Proposed Hwy 17 Entrance/Speed Control Mr. Bradley provided a brief background and history of the charge of the joint Access & Safety and Property Maintenance sub-committee formed to make recommendations regarding the use of speed tables, speed bumps and other means to control speeding in the community, as well as access through the Highway 17 gate. After careful consideration, the joint committee recommended the installation of a vertical barrier gate at the lane entrance adjacent to the real estate office at a cost of approximately $20, After a lengthy discussion and on motion of Lynn Furman, seconded by Eric Edgerton, and defeated by a vote of seven (7) against and two (2) in favor, it was: MOVED: That the Board approve the proposed Access & Safety budget request in the amount of $20,000 for the installation of a barrier gate at the Highway 17 entrance. Ocean Ridge Master Association, Inc. Regular Board Minutes October 23, 2013 Page 2

3 C. Property Maintenance Walkway Cost & Funding Mr. Cranford advised the Board that the repairs and asphalt application to the walkways had been completed in phases 1, 2 & 3 Ocean Ridge Parkway, Brookshire Place and Abbington Place. After the final calculation for the linear square footage, the work was completed at a cost of $80,055, which was far less than the original proposal of $142,564. The expenditure was funded from existing reserves. D. Rules & Regulations New Mailbox Proposal. Mr. Wehner stated that he had met with the Architectural Standards Committee (ASC) regarding an exception to the guidelines for the new mailbox unit proposal as previously approved. Mr. Wehner is awaiting a formal letter from the ASC with their decision regarding the proposal. E. CAI (Community Association Institute) Memberships Mrs. Ludman stated that the new Board members had been added to ORMA's CAI membership on renewal and that they would soon begin to receive information in the form of regular mailings, s and monthly magazines. F. ORMA Board Schedule The Board reviewed and agreed to the following meeting scheduled for Town Hall Town Hall ORMA Annual Wednesday, January 8, 8:30 AM Plantation Club Member Monday, January 20, 6:30 PM Plantation Club Member Wednesday, March 12, 8:30 AM Plantation Club Member Wednesday, May 14, 8:30 AM Plantation Club Member Monday, June 16, 6:30 PM Plantation Club Member Wednesday, July 9, 8:30 AM Plantation Club Member Saturday, September 27, 10:00 AM Plantation Club Member Organizational BOD BOD Members Only Special BOD BOD Members Only Saturday, September 27, Wednesday, October 22, Wednesday, November 12, (Budget ) 11:30 AM Plantation Club Member 8:30 AM Plantation Club Member 8:30 AM Plantation Club Member Ocean Ridge Master Association, Inc. Regular Board Minutes October 23, 2013 Page 3

4 IV. Other Business A. Ratification of Road Striping Expenditure On motion of John Powers, seconded by Eric Edgerton, and carried, it was: MOVED: That an expenditure, in the amount of $10, for road restriping, which was approved by an earlier vote of the Board, be ratified; and further, that this expenditure be charged to the Road Restriping Reserve Component. B. Mr. Cranford presented a proposal to the Board for a storm water repair on Lindgrove Place in the amount of $1, On motion of Lynn Furman, seconded by Frank Burianek, and carried, it was: MOVED: That the Board approve an expenditure in the amount of $1, for storm drain repairs on Lindgrove Place; and further, that the expenditure be charged to Storm Water Maintenance. V. General Comments by Board Members 1. Mrs. Underhill stated that in follow-up to a complaint by a resident, that it is important that the golf course maintenance personnel use the walking paths on a very minimal basis. Mrs. Noble stated that she would address the concern with the golf course maintenance staff. 2. Mr. Furman stated that there should be a resolution to the use of reflectors throughout the community. 3. Mr. Furman noted that numerous s and correspondence had been sent and received from property owners regarding the request for a tiered assessment plan. He inquired as to the level of response by the Board and management to the communications. Mr. Cranford stated that proper responses have occurred on the subject over a period of several years. 4. Regarding the Old Georgetown Road entrance, Mrs. Noble stated that in response to a communication received from the NC Department of Transportation she has requested a meeting with NC DOT representatives. To date she has not received a response to the request. 5. At 10:30 AM on a motion duly made, seconded, and carried, the Board entered into Executive Session to discuss a potential legal matter. The meeting reconvened in Open Session at 10:40 AM. The Board agreed that in order to provide consistent responses to correspondence received from property owners regarding association business, such communications and responses will be circulated to the full Board for comment before a response is sent. 6. Mr. Cranford stated that the budget was completed and ready for review and consideration by the Board at their November 13 meeting. 7. Mr. Wehner reported that the Association received a refund of $10,000 on the flood insurance premium for the Beach Club property. He stated that additional monies may be received based on an incorrect rating by the insurance company. Ocean Ridge Master Association, Inc. Regular Board Minutes October 23, 2013 Page 4

5 V. Adjournment Submitted by: Upon a motion duly made, seconded and unanimously carried, the meeting was adjourned at 10:40 AM. Lin Bradley, Secretary Approval Attest: John Wehner, Chairman Dated: Ocean Ridge Master Association, Inc. Regular Board Minutes October 23, 2013 Page 5