THE COVES AT WILTON CREEK OWNERS ASSOCIATION BOARD OF DIRECTORS MEETING June 16, 2014 Meeting Called to Order: President Godwin Jones called the meeting to order at 9:30 am. Present were Board Members Godwin Jones, Scott Campbell, Ric Bauer, Jack King and Dave Marchant, Steve Sohles and Gil Paradies. CBM was represented by Jennifer Williams and Dana Schotts-Neff. Owners Forum: Owners were given the opportunity to address the Board. Proof of Meeting Notice: President Godwin Jones stated proper notice of the meeting was duly made via E-Bits and the website. Approval of Agenda: A motion was made, seconded and unanimously approved to adopt the agenda. Approval of Minutes: A motion was made, seconded and unanimously approved to approve the minutes of the April 21, 2014 Board of Directors meeting. Management Company s Report: Jennifer Williams reported: 1 She was substituting for Amy Wygans (the new manager) who was not able to attend due to prior scheduled vacation. 2. Provided approved invoices to accounts payable for payment 3 Prepared financial statements for review at meeting. 4 Issued checks for invoices received. 5. Issued reimbursement checks as needed 6 Compared CBM s owner report to owners list on The Coves website to ensure consistency. 7 Responded to e-mails from Owners and Board members. 8 Maintained and updated www.smartstreet.org as it is an additional resource for Coves owners. 9 Prepared disclosure package for new owner. Made adjustments as requested by Board President and adjusted process to ensure the certificates are reviewed by the Board President prior to distributing the package. 10 Informed the Board President of the change in managing agent from Rodney Thompson to Amy Wygans. 11 Prepared the Board Package for the Board meeting today. 12 Researched matters related to the Agenda items. 13 Processed first installment to Sydnor our of reserves for the new wells. 14 Ordered statements to be mailed for second installment of the annual assessment. 15 Provided the billing register for water collected by Sydnor to Ric Bauer 16 Corresponded with the Board and Committee Chair regarding the water quality report. Ric Bauer said he had the 2013 Water Quality Report as of 6/9/14 and will ensure that it is mailed to all owners. 17 Two Board members from the Coves had attended the CAI Education class. 18 Conducted inspection of the Coves with Steve Sohles this date with items to be discussed during the Executive Session. Officer s Reports: President: Godwin provided a summary on legal and legislative issues discussed at the CAI seminar which he and Jack King attended. We are in compliance with the changes to the law including the approval for placement of solar panels, the payment of late fees and the charges imposed on disclosure packages. It was emphasized that we need to read, follow and stay within
the wording of our documents. Also, informal meetings, which are conducted to discuss issues, must be posted advising of the meeting just the same as for a regular board meeting. However, any decision made during this meeting, must be deferred to a regularly scheduled meeting for any vote or other formal conclusion. Decisions or confirmations by e-mail are not acceptable. Emergencies may have to be resolved promptly without the notification process but the handling of the emergency is to be resolved at the earliest opportunity following the handling of said emergency. He also stated that we are following the rules relative to entering an Executive Session. A motion to enter the Executive session should state the reason for the session. Decision for actions decided during the Executive Session are then voted on after returning to the regular meeting. If there are no actions to be taken the minutes after returning to the regular session should state that no actions are to be taken on the decisions made during the Executive Session. Also, anyone can have access to review certain documents with a five day notice. However, documents relative to home owner s files, contract proposals and attorney billing statements are excluded. Our voting process is in agreement with the guidelines presented during the meeting. The vote count for the candidates is not to be announced. Only the winner(s) of the votes should be announced. Vice-President: Steve Sohles Reported on the CAI education seminar that he and Jack King attended. He felt it was a good refresher course for current board members and recommended that future board members attend these sessions for both personal and community benefit. Items discussed during the Executive Session are to be assigned a case number to protect the privacy of those concerned so that when voted upon when returning to the regular session the vote is by case number without further identification of the individual(s) involved. Steve also commented on the guidelines for the Owners Forum process. Our process with an agenda slot identified and with a 3 minute time limit per owner falls within the guidelines presented at the seminar. Secretary: Gil Paradies The membership roster continues to be updated with the change in new owners and submitted to Dave Mower/Carolyn Schott... Treasurer: Jack King reported on his attendance at the CAI seminar during which the attorneys emphasized that board members have legal and fiduciary responsibility while representing the community. Should any board member(s) object to a specific action taken during the meeting the name(s) of those objecting and approving should be recorded. 1 The financial statements included in the Board package, submitted by CBM, serve as a complete picture of our financial situation. 2 Operating cash at the end of May was $4,000 with a reserves cash of $571,000. 3 The work performed on wells 7 and 8 may not affect our liquidity depending on the timing of revenues and expenses. The benefit of performing service on these two wells this year will result in a savings of $10,000 by December 2015. 4 Income and expenses are generally in line with the budget. 5 Plans are underway to start the 2015 reserve study which is needed for the budgeting process for next year and will take into account the changes to the water/sewer rates. A discussion relative to the funding to place wells 7 and 8 on line followed Jack s report. Godwin presented a Resolution Reserves and Water System (copy attached) which outlines
the budget and reserves impact and the recommendations for actions needed to accomplish this mission. Specifically the Resolution resolves to: 1. Use net income before Reserve contribution to fund wells 7 & 8. 2. Forego budgeted Reserve contribution for 2014: a. if remaining net income is positive, add to Reserves b. If remaining net income is negative, subtract difference from 2015 budgeted contribution. 3. If a cash flow problem is anticipated cash in the most recently purchased CD from Chesapeake Bank forfeiting interest since purchase in January 2014. 4. Inform Owners of change in budgeted contribution to Reserves. A motion by Ric Bauer to approve the Resolution was seconded by Jack King and unanimously approved by the Board. Committee Reports: Communications Committee: Carolyn was absent. Godwin reported that at times our website has been inaccessible and the provider had been contacted. Social Committee: Jack King reported for Laurie King: 1. Thirty-five attended the Memorial Day Potluck 2. The July 4 th event is scheduled for July 5 Finance Committee: Covered under Treasurer s report Water and Sewer Committee: Ric Bauer: 1. Published a newsletter in May. 2. Sewer committee met last Friday 3. New meters installed for the Villas and Mariners Point plus clubhouse. 4. The DEQ permit was completed and submitted as of May 22. 5. The cross connection and backflow preventer survey has been completed and to be sent to the owners. 6. The water utility plan is underway but pending the outcome of the new water rate usage plan. 7. Results of testing of wells 7 & 8 reported. Well 8 will require a survey to establish a 100 X 100 ft plat since it is on the Villas property. 8. Pending projects to be investigated for cost and timing include a pump house dresser coupling on well feed line and storage tank valve replacement. 9. Historical data regarding water consumption was presented with an anticipation of a revised water rate plan. A proposed rate plan was presented but no decision was made at this time pending further analysis, input and recommendation from the Water/Sewer Committee. Built into the analysis is an increased rate for high consumption users. Godwin requested that a copy of the analysis and present recommendations be submitted to the board 10. Plan to meet with Sydnor in order to prioritize capital improvement projects and to schedule contracted routine maintenance for the year. 11. The next committee meeting is schedule for August 11 at 9:00am. Building and Grounds: Scott Campbell reported: 1. Clubhouse doors sanded and painted. 2. Forty gallons of stain/sealer had been applied to the pool and clubhouse deck after replacing twelve deck boards around pool. 3. New toilet installed in clubhouse restroom
4. Dead trees removed from boat ramp and entrance road 5. Clubhouse and boat ramp roads repaired by filling in cracks and applying two coats of sealer. 6. Lights repaired in clubhouse and basement restrooms. 7. A KEEP OFF sign was attached to grating on the pond along Wilton Coves Drive. Godwin requested an inspection and recommendation regarding the surface of the tennis court. Also the Leland Cypress trees are dying and are becoming a routine issue for removal. No decision to remove all the trees at one time and the replacement thereof was made. Architectural Control Committee: Gil Paradies reported that the application to construct a home on Lot 65 (Heron Point Lane) was approved. Progress has been slow and the owners have been advised of the time limit to complete construction. It was also brought to my attention that an owner on Turtle Point Lane had clear-cut the bank facing Turtle Pond without input from the ACC. There appears to be weakness in the RPA rulings relative to our ponds. Saluda provided no help in the matter stating that earlier rules would be the guideline they would follow should a building permit be submitted. CBM was requested to send a letter to the owner advising that the ACC should be notified in these matters prior to performing any changes to the exterior of the property and that the debris that resulted from the cutting of the trees, etc be removed. Godwin commented that Mariners Point is planning to remove the diseased pine trees along the bank facing the Wilton Creek. Removing the trees by barge was suggested since the road structure would not support the heavy weight of the trucks and trees. The use of the boat ramp to unload the trees from the barge to the trucks was not agreeable since the ramp and roads would still be subject to damage. It was suggested that the sand ramp north of the bridge be considered as a location to transfer the trees to trucks. Dams and Ponds Committee: Dave Marchant: 1. Godwin reported that he had contacted Franklin Mechanical on three occasions to repair/replace the standpipes on the ponds. There appears to be no interest by Franklin Mechanical. Godwin also called Earth Resources for recommendations but have yet to hear from this company. 2. A quarterly inspection of the dams is due. 3. A resident asked about the algae growth. It appears that nature has taken care of the growth issue and no further action is needed at this time. Old Business: None New Business: 1. The Process for Board nominations was discussed. Godwin reminded the Board that there are three vacancies to be satisfied at the next election. It was concluded that a nominating committee should be appointed to identify potential candidates. Early advertising via E-Bits for candidates was considered. This method would also communicate to the membership the need for community participation. Godwin said he would formulate an appropriate message for the next E-Bits which would encourage participant response. The August meeting will be last opportunity to agree on the process of obtaining and naming interested candidates. 2.The need for Revision of our Documents was discussed. Guidance by an attorney, familiar with home owner community documents, is recommended. Godwin contacted LeClaire-Ryan to obtain an estimate which has not yet been received.
Ric Bauer encouraged continued contact with LeClaire-Ryan on a controlled expense basis to determine what changes need to be made and the cost associated with this effort. Godwin will continue to pursue this issue with Le-Claire-Ryan. Executive Session: A motion was made, seconded and approved to enter executive session to discuss delinquent payments and violations. Return to Regular Session: The Board unanimously agreed to pursue the actions discussed during the Executive Session. CBM is to issue appropriate letters/notices. Adjournment: A motion was made, seconded and approved to adjourn at 12:31pm. Submitted by: Gil Paradies Gil Paradies, Secretary Approved by Board on August 18, 2014