Debbie Walker Bookeeper Yes Don Fletcher Volunteer, Pool Committee No Jason Pridgen Volunteer, Pool Committee Yes

Transcription

1 Lost Plantation HOA Meeting 14 May 2013 Meeting called to order: 6:39 p.m. Attendance: Name Position Held Present Y/N Harry Capwell President Yes Dave Scroggs Vice President Yes Ava Bailey Treasurer Yes Christine McGlynn Secretary Yes Tom Newburn Board Member, ARC Chairman Yes Danny Jones Board Member, ARC Committee Yes Hugh Summers Board Member No Debbie Walker Bookeeper Yes Don Fletcher Volunteer, Pool Committee No Jason Pridgen Volunteer, Pool Committee Yes Previous meeting minutes shall be posted to the Lost Plantation website once approved. Decisions rendered by the board via shall be stated and acknowledged by the board in the minutes of the next scheduled board meeting for official recordkeeping purposes. The April 2013 meeting minutes were approved off line, via for posting to the website, and a formal approval was restated at the May 2013 board meeting. Note: The May 2013 board meeting was originally scheduled for 15 May 2013, and was later rescheduled for 14 May 2013 to accommodate a board member s availability. Christine McGlynn made a motion calling the meeting to order; Harry Capwell seconded. The meeting was started with a discussion of the financial statements. Debbie Walker, Bookkeeper Debbie Walker distributed a copy of the current financial statement to the Board. The April 2013 ending cash balance is $192,649. There is an outstanding accounts receivable balance of $21,209, now down to $15,846. Willowpeg paid their invoice balance in full on 08 May We are at 97% of budget and member assessments stand at approximately $20K outstanding. Significant expenses for the month:

2 Rewiring and replacement of entrance lights $6950 Pool repairs (fencing, door, pipe and ceiling repair, etc...) $650 Pool pergola 33% deposit $2260 Entrance signs $450 There is a Willowpeg and LP barred from amenities use list at pool. This is the first year for Willowpeg residents to be included on the list; they were added at their request. Pool Status: The pool gate is not working and needs to be repaired. There is an ongoing problem with feral cats at the pool. Humane traps may be set and the captured animals will be turned over to an appropriate agency. There is construction debris and old, broken furniture that needs to be hauled away from the storage area at the pool. We will arrange for a small dumpster. Quotes are being obtained by Jason Pridgen and Don Fletcher for repair/replacement of the pool security system and amenity access control. New umbrellas for the tables, new seat cushions for the pub chairs and a large umbrella on a heavy sled were purchased for the pool facility. A Lost and Found bin was added at the pool at the request of residents. Found items will be disposed of after one week if unclaimed. [Status: No Change] Christine McGlynn recommended that we contain all pool chemicals in a locking, ventilated, fire cabinet, preferably outdoors. Most, but not all chemicals are housed external to the pool building. Hugh Summers was in full agreement. Hugh is particularly concerned about chlorine product storage. The pools are saltwater; however, chlorine is used for shocking and sanitizing the pools. [Status: No Change] The door to the storage room at the pool house is significantly corroded, with the ventilation panel at the bottom of the door missing. Harry will screw a metal mesh sheet over the damaged area to secure it until the door is replaced. We will seek quotes for replacing the compromised door with a new steel door, and for repairing the roof leak in the pool house, from the contractor scheduled to build the pergola. Christine McGlynn made a motion to replace the door with another steel door; Tom Newburn seconded the motion; the board agreed unanimously. We will have the pergola contractor install the replacement door. The door frame and jambs are fine; only the door slab requires replacement. [Status: In Process] Pergola Status: The budget for the pergola was set at $7500; we obtained a quote for $6750. We have only been able to get one bidder to put in for it: David Tippett, dba BOBCO. The estimated turnaround time upon project commencement is one week. The job is being funded

3 incrementally 33% at start/33% partway through/34% at completion. Work is in process. Materials are being cut off-site to minimize contaminating the pool water. [Status: On Hold] Tables for the pergola will be ordered once the pergola approaches completion. The footprint of the new pergola will differ slightly from that of the existing pergola. [Status: No change] Weed Pools previously recommended that we upgrade from a 2 cell system to a 3 cell system. We are leasing the controller for $75/mo. We should look into purchasing a controller outright. [Status: No Change] The pool house ceiling fan, located in the breezeway is broken. Jason Pridgen was tasked with purchasing a new ceiling fan from Lowes and calling an electrician to install it. The fan gets broken by stray golf balls, thrown items, and kids whipping towels at it. [Status: Updated] Pool furnishings: 1. At the start of the season there were 5 good umbrellas and 9 tables able to accept umbrellas. Additional umbrellas were purchased. 2. Pub Chairs the seats are in disrepair; seat cushions were suggested to extend the useful life of the chair. Eight cushions were purchased Chaises had a broken arm piece. Jason Pridgen is looking into replacement parts vs. replacement chaises to save money. *Note: there was money allocated for pool furnishings in the 2013 budget. [Status: Complete] Jason Pridgen expressed concern about access to the propane tank from within the pool complex. Trimming back of landscaping has made the gap between the landscaping and the fencing more apparent. We need about 15 of fencing to close the gap to the first tree. The additional fencing will not block the access of the propane servicer to the tank. We have 2 pieces of fencing we can repurpose; we will have Dave Tippett (Pergola contractor) install it to close the gap. This installation will also serve to close off the backside of the pool. The board was in agreement that these improvements will produce a positive safety impact. The propane tank that supplies the hot tub has not been re-filled. There is still propane left from last season. We will have the tank filled this season, as we do not pay to lease the tank from Shepherd Propane. If we do not refill, the tank may be pulled. Jason Pridgen recommended that we consider adding a safety box to cover the emergency shutoff. Kids keep hitting the button and it completely shuts down the hot tub system. The hot tub has been serviced. At your own risk signs will be procured for the pool and No Children Allowed signs will be procured for the hot tub. Jason Pridgen was dismissed from the balance of the meeting.

4 Old Business: [Status: In Process] We do not have a collection policy in place with Willowpeg. Amenity cards for delinquent homes will be deactivated. Discussion was had over whether to assess a single $25 late fee for the entire single Willowpeg invoice, or $25 late fee per home on each of the 13 delinquent homes. Steve Schmidt, the Willowpeg Treasurer (and former Willowpeg President), and Debbie Walker spoke on this matter. Willowpeg has its own collection process and fee schedule. We should get a share of their late fees since we are carrying the burden of the pool cost. Ava Bailey and Steve Schmidt will meet and discuss a go forward plan; the final determination will be put up for board approval. Ava Bailey is going to the courthouse and will look up the agreement between Willowpeg and Lost Plantation. There has been one occurrence of late payment of the Willowpeg invoice. [Status: Not Stated] An agreement was discussed multiple times during the prior four years about the cost share policy for amenities. When we are under budget, the cost share participants should realize a benefit; when we are over budget, they should pay in as a special assessment. Debbie Walker will send a copy of what had been drafted previously to the board for review. [Status: In Process] Griffen Electric completed installation of LED lighting on and along the brick entrance walls. The light posts in the medians will be installed at a later date; the supplied posts were only 10 ft. tall and were not adequately tall to light the entrance effectively. Debbie Walker circulated the Mel Northy catalog and the board selected a light post design, which comes in 12 and 14 foot lengths. Don Walker will obtain shipping quotes for the selected poles. Harry Capwell is coordinating with Lamar Smith to have their sign removed from the St. Andrews entrance median to make way for light post installation. [Status: No Change] The Lamar Smith builder s trailer located at the front of the neighborhood will be removed at some point, and replaced by a model home that will contain the Lamar offices. [Status: Not Started] The PVC border at the St. Andrews Rd. playground will be removed - pricing to be obtained by Harry Capwell and submitted to the Board for approval. Work to be performed once the material purchase is approved. [Status: In Process] Dressler Rd. playground work, scheduled for November 2012 has not yet been completed. Rare Earth has been approved to do the work; work will be completed on Wednesday of next week. Monthly treatment for ants has been scheduled with the landscape contractor; additional treatments shall be applied by Tom Newburn as needed. [Status: Updated] Irrigation at both entrances was damaged during the Fort Howard Road construction in The City of Rincon has been notified of the damage and the City needs to schedule repairs. Harry Capwell is pursuing remedial action. City is withholding payment to the contractor who caused the damage until it has been remedied. Harry met with the city engineer, waterworks and Seaboard to status. The estimated time for the remedy to be made is days from today. No new information

5 was available at the time of this meeting. It was noted that there have been surveyors doing work at the entrances, likely in advance of repair work. Seaboard will be making the repairs. [Status: In Process] Poles for traffic and street signs within Lost Plantation are to be reviewed for maintenance and/or replacement with architectural poles by Tom Newburn. Maintenance activities are also to include installation of top finials where missing, and replacement of misspelled or worn street signs. It was noted that some of the stop signs are installed very low in most cases this is due to the pole having been felled and reinstalled. It was also noted that the stop signs are not quite at the 6 ft. level. Architectural posts and toppers will be ordered and shipped to Harry Capwell s home for storage until installation has been arranged. [Status: Not Started] Flags and poles need to be installed at the entrances before Memorial Day. Harry Capwell has the flags and poles. He will help Ava Bailey with getting them put up at the entrances. [Status: In Process] Regarding Williamsburg and use of LP Amenities, Harry Capwell has been working with Atty. Mickey Kicklighter to have a contract drawn up. [Status: Updated] Neighborhood security patrols had previously been discussed with respect to using the Rincon Police Department; it was noted that the Effingham Sheriff s Department has more latitude with respect to enforcement within the neighborhood boundaries. Of note, the Sheriff may enforce the state laws concerning golf cart operation on public roads. This program has not started yet. Harry Capwell is handling scheduling and control of the program. Special concern will be given to times such as Halloween, Christmastime and time periods where issues such as drunk driving and driving through yards have been noted. The Effingham County Sheriff s Department has offered us overtime officer coverage at a cost to us of $100/day. The scheduling will be dependent on when the officers elect to work over time. The city of Rincon has restated that they are trying to take in all of our roads, which may make them a viable option in the future. The board will approve any scheduled service and payment may be approved by any board member, provided that the schedule has already been approved. Concerning golf cart use on the roads, we need to petition the City of Rincon as a community to have the state laws adopted at the city level for enforcement. [Status: Updated] Tennis court repairs are on hold pending action by the City of Rincon to repair or replace/relocate the underlying sewer pipe responsible for the subject damage. The board approved engaging Mickey Kicklighter to send a letter of notice to the City demanding that the City schedule work necessary to repair the underground pipe; Harry Capwell has been assigned this task. The City Manager discussed with Harry Capwell moving the drainage pipe, now located under the tennis court, to the area under the cart path bordering the pool and tennis court. Concern was expressed regarding timing of the repairs in conjunction with pool season. It was also decided that Harry Capwell would be responsible for pursuing the City s scheduling and completion of the work. The city has begun survey work at the tennis courts a sign that things are moving forward. [Status: In Process] A discussion was had concerning a credit card option for dues payment. The convenience may reduce the amount of dues that are paid late. Debbie Walker indicated that it was not previously permitted, but that it was now allowable. The processing fee cost impact was a concern.

6 Christine McGlynn suggested looking into a payment aggregator such as PayPal. Any processing fees that are incurred on a transaction will be passed on to the homeowner making the payment. BB&T has a formal HOA payment service available. Christine McGlynn is looking into options and will present to the board at a later date. [Status: In Process] The city completed installation of stop signs on Walthour, converting the intersection with Merion to a three way stop. The signs were installed on municipal posts; architectural posts will need to be purchased for conformity. New Business: Tom Newburn, ARC Chairman Tom Newburn indicated that there were ARC approvals. 1. There was previously a Lamar Smith request for a new home plan with an additional detached garage to be located on St. Andrews Road. The plans were discussed and impact to the adjacent properties and golf course were discussed. The primary indications for disapproval were the lack of similar home plans within the neighborhood, the inability to guarantee permanent maintenance of the wooded buffer, impact to the view of adjacent properties, historical denial of detached garage structures and the anticipated reaction of Lost Plantation homeowners. The board completed a written vote and the project was denied by a majority. Lamar Smith has now requested approval for the same plan to be located on Walthour. 2. A new front door was approved for Hugh Summers home on Jasper Ln. 3. There is a residence with an 8 tall fence requiring remedy. Fencing must be 6 or less in height. 4. A play structure was approved for a residence on Walthour. There have been multiple complaints surrounding the barn-style shed on Walthour. The project was proposed and approved, however the structure has a height that surpasses that of the privacy fence around the yard. A significantly elevated concrete pad compounds the height issue. The Hanratty lot on Lakeview needs to be cleaned up. Danny Jones, Board Member, ARC Committee, Landscape Contract Delinquencies and amenity access we will post names and addresses only at the pool. Denial of amenity access can be based on delinquent payments or undesirable behavior; reasons for denial will not be posted on the list. Of note, the monitors have not been controlling access. Pine straw was applied sparsely, and is breaking down and/or settling. There is poor coverage in many areas. The cul de sacs have little or no pine straw.

7 The pool will not be planted with annuals until the entrance sprinklers have been repaired because Earthmark wants to do a single planting (for cost efficiency). Danny will obtain quotes for repairing the entrance irrigation system. We will consider going forward and making the repair and then presenting the bill to the city for reimbursement. The city has failed to make repairs in a reasonable period of time. We have budget contingency to cover the repair costs. A sign is under consideration for the chimney on Ft. Howard road. Quotes for a sign and for spot lighting will be sought. The benches at the St. Andrews playground are broken. The board approved procuring a pair of backless benches with rabbit shaped supports. The benches are ready and will be installed in May. Danny Jones and Harry Capwell will be going to pick up the benches together. Danny Jones has been issued a check to pay Southern Precast. The total expense was $ The gate needs to be removed from the Dresler playground. Tom Newburn has volunteered to complete this task. Cart traffic is cutting through LP property adjacent to the playground. The traffic is primarily Williamsburg residents visiting Lost Plantation who travel off of the cart path. Attempts to discourage this traffic have been thwarted. Christine McGlynn suggested post and board fencing along the problem area, which would be in the same style as the fencing at the entrances. Hugh Summers inquired about signs for the playgrounds. Harry Capwell asked Danny Jones to order the signs at Lovett s: one for each playground, and for each of the major common areas a total of 5 signs. Tom Newburn noted that teenagers have been intimidating people who are at the playground with their kids. The teens have also been urinating down the playground slides. The board approved ordering the signs from Zebra Graphics; approvals were made via and are restated in the minutes for acknowledgement and documentation purposes.. The signs will be made at a cost of $47 each, for a total of $235. [Status: Completed] The area inside the white fence at the front of the neighborhood has been cut back by Earthmark. The new home at 408 Plantation Pl. has been completed. The children at play sign and post that had previously been taken down may be replaced. Ava Bailey, Treasurer, Yard of the Month The April Yard of the Month was 510 Lakeview. The May Yard of the Month was 306 St. Andrews. 434 Walthour was nominated several times.

8 Liens have been placed on 6 homes. More delinquencies will be coming on 90 days of aging, requiring liens. A motion was made to consolidate the amenity card management and have Ava Bailey manage the task. The motion was seconded by Ava Bailey. Willowpeg continues to express interest in joining the LP HOA. The lots within Lost Plantation have been confirmed as at least 80% privately owned by residents, giving the homeowners a majority vote (versus the developer) in LP HOA concerns. Hugh Summers, At Large Board Member Hugh Summers has been reviewing the insurance coverage of Lost Plantation Homeowners Association. He met with our current broker, Billie Dasher. Hugh presented our existing policy coverage and made several recommendations for coverage increases. Of note was the replacement coverage for the pool house and coverage for equipment and electronic systems. Adding an umbrella policy was also discussed. Harry and Hugh will discuss and propose the limits of coverage we need and then come back to the group with the numbers for approval. It was also discussed that we need to obtain insurance certificates for our contractors (landscape, pools, propane, electrician, etc.). We need to be added to their policy and we need to be collecting and retaining the certificates at the time of contract. Christine McGlynn, Secretary Record of Board decisions rendered via May 11, 2013: An updated schedule of fines and fees was issued for upload to the Lost Plantation website. May 10, 2013: Approval was given to purchase zip ties for re-securing the tennis court wind screens. Approval was also given for using volunteer effort to complete the task of installing the zip ties. April 30, 2013: Bookkeeping Agreement was signed to secure the services of Debbie Walker for Lost Plantation HOA administrative services. April 25, 2013: Playground Signs were approved for order. Signs are $47/pc. For a total of $327.

9 Harry Capwell, President A motion was made by Harry Capwell to adjourn the meeting. Ava Bailey seconded the motion; the board unanimously approved. Next Board Meeting: 11 June 2013 at 6:30 p.m. at the home of Dave Scroggs. Debbie Walker will not be in attendance for the June or July meetings; her items will be provided in advance via . Meeting adjourned: 8:01 p.m. Minutes respectfully submitted by: Christine McGlynn, Secretary