I hope that everyone had a great year in 2016 and hopefully a great start to Let this be the year that we come together to make Yacht Cove a

Transcription

1 I hope that everyone had a great year in 2016 and hopefully a great start to Let this be the year that we come together to make Yacht Cove a great place to live. I am very proud of this community and I think that if we worked together we can make Yacht Cove an even better place to live. We all need to pitch in to do what we can even if it means volunteering some time, helping a neighbor or checking on the elderly in the community. We need people on all of the committees. If you have some time that you can volunteer see Chuck Hudson for a list of the committees. We are especially in need of a person to head up the pool committee as well as members to serve on that committee. We are having problems with people adding onto their patios or building patios, tearing down walls in their units, putting up fences and basically just doing a lot of construction without getting approval from the office. If you are doing any type of construction in or around your unit you need to get approval from the architectural and structure Committee. We are still experiencing problems with people violating the parking rules and regulations, problems with people not picking up their dog poop, and people letting their dogs run without a leash. Not knowing the rules and regulations is not an excuse. Anyone can download a copy of the rules and regulations from Property Management Solutions website. I would advise all residents of Yacht Cove to get familiar with the By-Laws and the Rules and Regulations.

2 BOD Minutes Yacht Board of Directors Meeting December 12, 2016 MINUTES Welcome Jim Combs Meeting was called to order at 7:05 p.m. by Jim Combs. In attendance was Jim Combs, President; Chuck Hudson, Vice President; Warren Hoffman, Treasurer; Robert Ready, Director and Maria DeHart, Secretary. 7:06 p.m. Combs suspended the Board Meeting for a report from the Budget Vote Meeting Update on Quorum Status Voting Committee Voting Committee reported it was still verifying the quorum status and asked that we proceed with the Board Meeting and they would update us when ready. 7:09 p.m. Yacht Cove Board Meeting Reconvened Treasurer Report Warren Hoffman Hoffman reviewed budget and actuals on Budget Sheet handout. Yacht Cove has collected more income than budgeted due to collections of delinquent accounts. Hoffman and PMS have put in place an earlier collections process so that residents are being notified after being late in 30 days because the fines add up quickly. The earlier start on collections has helped residents have a better opportunity to pay the fines before they get to the $1,000s which makes it harder to pay off. Good news is the clubhouse rentals have really picked up which is helping generate extra income. We are planning to have higher expenses in December because we are going to complete several yearend projects that have been planned, such as the new HVAC for the clubhouse, drainage swells behind several buildings to help get the water away from the buildings and basements, etc. Secretary Maria DeHart November Meeting Minutes Secretary DeHart handed out November YC Board minutes for review. Being there were no changes from the board or the residents, Combs motioned to accept the minutes as presented; Hudson 2 nd the motion; motion passed.

3 BOD Minutes Continued Neighborhood Food Drive Update - Your Neighborhood Watch Committee is participating in a Lexington County Sheriff's Dept. Annual Food Drive. Thanks to Lee with PMS we have a box at the clubhouse for collecting can goods and dry goods. Please feel free to drop off items between now and January 10th. We may have missed the Lexington County Sheriff's dates but we are supporting them by having this food drive. Also, I was asked about donating dog and cat food - yes, please feel free to donate unopened bags of dry pet food. If Sharing God's Love doesn't take it, we will take the pet food to Pets, Inc. Annual Meeting Announcement The Yacht Cove Homeowner Meeting is taking place on January 12, 2017 at 7:00 PM at the Yacht Cove Clubhouse. No Board Applications were turned in so there will be no election ballot being mailed. Also, according to our By-Laws, any action taken at the Annual Meeting must be by an affirmative vote of a majority of the owners (which is 51% of the total ownership of the Common Elements). Therefore, we will need a majority of the owners to be represented at the Annual Meeting to take any binding actions, including the election of Directors. There have been several questions regarding the board terms and why two seats were open for election, it is because we are required to have staggered board seats but because of resignations and lack of candidates running, the board terms became all off schedule. When the current board was seated, we were attempting to get back on schedule of staggered board seats so that while board seats turnover, the community doesn t lose of the historical knowledge of the board members at one time. This announcement lead to a good discussion from the residents present at the meeting about what all does serving on the board or a committee entail such as a time commitment, what are the exact board terms, etc. The group recognized the importance of having fulltime residents serving on Yacht Cove Board and on committees because that is the best way to make sure Yacht Cove continues to improve and stay informed with all that is happening in the community. Director s Report Robert Ready Ready deferred to Lee Kimpel with PMS to give report.

4 BOD Minutes Continued Vice President Report Chuck Hudson Hudson wanted to share with the residents that we owe a big thanks to PMS for the hard work they have done in the year they have been working with Yacht Cove. Hudson also encouraged others to get involved in committees and consider the board. Hudson stated that it really takes about six months or more to understand the operations of Yacht Cove. We are a big property 398 units with over 1,000 residents with a budget over $1 million. It takes time to get up to speed. It has been made easier since PMS is there to help guide us. Hudson also shared that he has made up hats to wear that says Make Yacht Cove Great Again for anyone willing to wear them because this is the reason why he joined the board to bring Yacht Cove back to being the Jewel of Lake Murray. Hudson also announced after the Holidays, he is going to organize a volunteer work day and he is open to suggestions of what people would like to see done. So please see him with any ideas. Activities Committee Bunco has been cancelled for December. Christmas Party was poorly attended which was a disappointment to those that spent time planning it. The committee is going to meet after the Holidays to determine how to move forward next year. Boating Committee no report. Pool closed for the season Voting Voting Committee came out to report and quorum of 58% had been meet and they were tallying votes. They would be back to report the final outcome when completed. Volunteering for the 2017 Voting Committee are Brian Loper, Chair; Janet Boyer, Chris Felone, Dave Fouty, Janis Hogan, Gail Massaro and Brad Stinson. Buildings and Structures Dan White is going to pull the committee together after the Holidays to address Exterior Changes and Interior Changes packets. Property Management Solutions - Lee Kimpel with PMS reported that 25 work orders had been completed in November including several new roof leaks. Both Sammy and Buster were using some vacation time between now and the end of the year. Gate hits are continuing to happen. Some of the gate hits are intentional because we can see it happen from the cameras. At least 3 people have received gate hit letters with a fine of $200 for a gate hit so DO NOT tailgate in because several gate hits have happened because of tailgating.

5 BOD Minutes - Continued Clubhouse is rented almost every Thursday and most weekends in December. The gate will be open for those rentals. City of Columbia has notified Yacht Cove they will be doing a major repair and maintenance job on the City owned sewer lift station at Cove Court. The City has assured us that they will not block off Cove Court and they will not leave a mess in Cove Court and that there will be NO stop in sewer service during their time working on it. Adjournment 7:38 p.m. Combs moved to adjourn; DeHart 2 nd the motion. Meeting stood adjourned. Budget Meeting Convened at 9:54 PM with Voting Chairman, Brian Loper reporting that the budget did not pass based on Yacht Cove s current By-Laws and Master Deed. Quorum was recorded at 58% with 46.5% voting affirmative and 11.5% voting negative. Budget Meeting Adjourned at 10:00 PM Treasurer s Report By Warren Hoffman

6 By now you should all know that the proposed increase in 2017 Regime Fees did not pass in December. Therefore, Regime Fees will be the same in 2017 as they were in This required the Board to rework the 2017 budget and required several cuts in services. To help with the need for additional income to support our operating expenses, at the Board meeting, the Board passed a motion to assess $ per unit as provided in our By Laws, Article VI, Paragraph E. This assessment is due in full by or before April 1, You can pay it all at once or in 2 or 3 equal payments between now and April 1st. Please make a notation on your check showing that the payment is for the BOD special assessment. If not paid by April 10, 2017 this assessment will become delinquent and subject to the penalty provided for in Article Vi paragraph H. We presented the revised budget at the Board meeting, which included the revenue that will be generated by the BOD special assessment. This final budget still had a negative balance, and without additional income, additional reductions in services, and/or good luck with future repair needs, we will need to draw upon our Reserve Fund to make up the shortfall. We will continue to struggle in 2017 with not having enough financial resources to meet our obligations as an Association for repairs and maintenance to our property. Hopefully, as future requests for increasing fees come before the Homeowners, they will pass. Finally, I have completed my third year as the Association's Treasurer and will be transitioning off the Board as they reorganize. While we have much to do, we have also accomplished much and I feel that support continues to grow for improving our community. Thank you for your support and patience over the past three years and I look forward to working from the other side of the table to move our community forward. Please see next page for the Treasurer s Report.

7 Treasurer s Report Continued December 31, 2016 December 2016 Over/ Under Budget YTD 2016 Revenue Budget Actual Month YTD Budget Actual Budgeted Regime & SA1 Income $ 103, $ 101, $ (1,601.60) $ (1,106.04) $ 1,237, $1,235, SA3 income $ - $ $ $ (948.00) $ 59, $ 58, Other Income $ 2, $ 2, $ (320.67) $ (2,966.47) $ 46, $ 43, Subtotal $ 106, $ 104, $ (1,776.27) $ (5,020.51) $ 1,343, $1,338, Not budgeted Boating Fees $ - $ 3, $ - $ - $ 56, $ 56, Insurance (Flood) $ - $ - $ - $ - $ 14, Capital Improvements $ - $ - Delinquent Assessments $ (35,000.00) $ 77, TOTAL $ 106, $ 108, $ - $ - $ 1,365, $ 1,487, Expenses Budget Actual Month YTD Budget Actual Budgeted Operating Expenses $ 108, $ 97, $ 10, $ 30, $1,296, $1,266, Not Budgeted Boating Fees $ - $ 3, $ - $ - $ 49, Insurance (Flood) $ - $ 8, $ - $ - $ - $ 14, Capital Improvements* $ - $ - $ - $ - $ 95, TOTAL $ 108, $ 109, $ 10, $ 30, $1,296, $1,425, Net Difference $ (1,362.85) Net Difference $ 61, Bank Balances Operating $111, Prepaids: $28, Reserves MM $298, Unbudgeted Expenses Insurance $57, Insurance Repairs Banco Pop Loan Security $106, Security Reserve for Siding Loan w/ Interest Incl. TOTAL $573, Collections Amount Units Work Orders $1-$172 $ Completed 35 $173-$999 $13, Closed Out / Previous 10 $1,000+ * $38, Roof / Ceiling 2 Rebuilt Steps TOTAL $51, Road Repair / Misc. Notes: * Legal action pending on 17 units totaling $44,057.96

8 Neighborhood Watch Committee by Maria DeHart and Jackie Boyland Our new Deputy Resident Kevin Steele started work on January 1st. The Yacht Cove Board and Lee Kimpel met with Deputy Steele on January 12th and really liked him. There was good conversation about ways Yacht Cove could work better with Lexington County Sheriff and Irmo Fire Department. Interestingly, Deputy Steele lived at Yacht Cove years ago - he thinks on Windward Way! Deputy Steele plans to attend the February Yacht Cove Board Meeting to meet the residents. Please plan to attend and give Deputy Steele a warm Yacht Cove welcome. The Neighborhood Watch Committee is looking for more members, if interested please contact Maria DeHart or Jackie Boyland. The Neighborhood Watch Committee meets 4 times a year and works with Lexington County Sheriff Department and Irmo Fire Department to help make Yacht Cove a safe place for families. Boating Committee Report by Mike DeHart It is a NEW year, so dry storage yearly fees are due before February 10th. After February 10th late fees will be added. There are a few smaller dry storage spaces available. Wet slips in the marina are full. Water has been turned off on the docks. Boating Committee has approved the renovation of D Dock with the new aluminum decking. Starting 2017, proof of boating insurance is required on any boats in Yacht Cove. Please proof of insurance to ycboating@hotmail.com before February 10th. New Resident Information Yacht Cove welcomes the Platt family who reside on Shoreline Drive to our community! When you see them, please welcome them as well and help them feel at home.

9 Other Important Information By Property Management Solutions The City of Columbia will be performing rehab construction of the Yacht Cove pump station located on Cove Court and it appears the work will take place in mid-january This project will take 6 to 8 weeks to complete if all goes well. Residents should not be affected in anyway other than there will be additional vehicles and equipment in the Cove Court area. Front gate clickers are available and for sale at a cost of $35.00 each and it is not necessary to turn in the old gate cards to purchase a clicker. Each Yacht Cove unit is allowed up to two (2) clickers. If you are interested in purchasing a clicker stop by the on-sight Yacht Cove office between the hours of 11AM-1:00PM. Please make your checks payable to YCOA. FRONT GATE REMINDERS: PIZZA DELIVERIES. This pertains to not only pizza deliveries but also for any other service company that you have visiting your home. It is your responsibility to make sure they know how to gain entrance when they come to the front gate. There is no one generic code as there was in the past for any of the service companies that deliver or do work in Yacht Cove. Although companies like UPS, ATT, Longs Drugs, the State Newspaper, City Water, and several others do have codes dedicated specifically to them. On a daily basis, there will be a logjam of vehicles on the visitor side of the front gate due to visitors not knowing how to gain access. Please be aware of this and make sure those coming to your home know what they will need to do. There is a 4-digit number next to your name in the callbox that will automatically call the number listed. Give your guests this 4-digit number and that will save them the time of scrolling to find your name. By simply punching in those 4 digits, the callbox will dial your number and you will hit 9 to let them in. We can now enter any area code, cell phones, and up to 2 phones per unit into the gate system. If you would like to change or add a phone line, please stop in the YC office to update your numbers. LANDSCAPERS: Yacht Cove has hired Straight Line Landscape from Lexington SC to handle our landscaping needs for Straight Line has worked on projects here at YC for the last 18 months and now they begin the task of managing our landscaping. They will not operate like past crews so expect positive changes. They have been on site since the 1 st of the year doing a major cleanup of the entire property, including locations that have been completely ignored for some time. Straight Line

10 brings not only a professional crew but the equipment to properly manage a property as large as Yacht Cove. Other Important Information Continued They are in the process of learning the ins and outs of the property and in a very short time they will bring Yacht Cove to a new level of landscaping beauty. We are very excited to have them on board and look forward to seeing what they will do for us. FOR SALE: The Lexington Yacht Cove office has a limited supply of Yacht Cove license plates available for just $15. They will be sold on a 1 st come 1 st serve basis. Office hours are 11-1:00PM Monday-Friday. Board of Directors The Yacht Cove clubhouse is available for rent to residents and non-residents. Jim Combs, President jimco95@yahoo.com To book your event or for more information, contact Property Management Solutions at the onsite office or call the Lexington office at (803) Chuck Hudson, VP Chuckhudson319@gmail.com Warren Hoffman, Treasurer warren931@gmail.com We invite you to visit our website at pmsolutionssc.com where you can conveniently access some on-line services such as submitting an Architectural Request, Work Order Request, or a Grievance/Comment/Suggestion Form; make on-line payments; etc. REMINDER $150 Special Assessment due by April 1st. After April 1st, late fees will assessed. Maria Dehart, Secretary mh_0322@yahoo.com Robert Ready, Director rready516@yahoo.com

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