- Call To Order: The meeting was called to order at approximately 9:04am, by Tony Taffar. Present at the meeting were the following Tansi Village POA board members; Robbie Brown, Tony Taffar, Eddie Carson, Charlene Wentworth, Russ Mixon, Rodney Matthews, Rick Peniston, Randy Eblen, Patty with CCAM and Matt with CCAM.
- Minutes: Tony Taffar asked if there were any questions on the draft copy of the minutes that were distributed from the December 17th meeting. The minutes were read by the BOD, Charlene made a motion to accept them. Russ 2nd the motion, vote was taken, all approved as written.
- Manager’s Report: Patty Miller reported for CCAM. Patty stated that we are having issues with the flood insurance claim, the insurance company has denied the claim, stating we did not renew the policy in the specified time frame. This was the reason an adjuster has not been out here yet. However, she stated, CCAM has all the documentation to show that they were in compliance with the renewal. Patty said that she has sent an appeal to the insurance company on our behalf as well as reached out to an attorney, on CCAM’s dime. Patty stated that the attorney that CCAM hired stated that we were in compliance.
Tony asked Patty what the outcome would be? Patty stated we have the appeal pending and responded that the outcome should be in our favor per the attorney that CCAM hired. Patty expects a response back by mid-March. Patty also stated that she consulted advice from an insurance agent to see if we should go ahead and get things fixed. That agent said we probably should wait on the appeal. Tony asked that if the appeal is rejected, them what is the outcome? Patty stated we would not be covered.
Matt suggested that we discuss the issue in executive session after the main meeting. CCAM wants to make sure that the situation is taken care of leaving the least amount of liability for Tansi Village as possible.
Patty stated that we have all the information for the SBA loan for the dock. Right now, we are in document exchange mode with them. Patty will have the info soon on the loan.
There were several questions from the B.O.D. about the HVAC quotes we had for the clubhouse. Patty began to go through the quotes but it was evident that she had not done her research and was questioned on the details of the quotes by Tony and Eddie. It was agreed that we should get the quotes clarified and corrected for further board review.
- President’s Report: No report at this time. Moving his items to executive session.
- Treasurer’s Report: Robbie Brown reviewed the balance sheet and report submitted by CCAM in January. Robbie reported that currently we have right at $22k in the Union Bank Operating Fund, another $6k in Palmetto State Bank and $64k in reserves.
Robbie stated to Patty that according to what we have seen they [CCAM] are not billing the correct amounts with some people that have multiple lots. Robbie stated that we had given them [CCAM] an updated schedule of assessments. Patty stated they only billed what they were given by Bundy, the BOD agreed that this was incorrect. Patty could not answer why they were still billing the incorrect amounts.
The 2017 budget needs to be made and Randy asked Patty where it was. Per our last meeting, Patty stated that she would annualize our 2016 financials to create our 2017 budget, but stated at this meeting she did not do that.
Tony asked Patty if the tax returns had been started, Patty stated that they had been started. Tony also brought up an issue where we were charging past dues where we should not be. Patty could not answer that question. Tony questions the deed filing expenses, once again Patty could not answer that question. Patty stated that she would need to get clarification with their bookkeeper Terrise. Matt stated that they would need to get clarification.
Tony stated that they would also need clarification on the extra expenses for the lawn care.
- Committee Reports
- Pool:
- Rodney stated most of the piles of debris around the pool area were cleaned up. Th rest of the pile will be removed on the 12th. Rodney will be contacting Patty’s pool service about the pool and David Roof about the pool codes.
- Pool:
- Dock:
- Tony asked CCAM if we had any quotes on the dock yet. Patty stated we are on the list for Steadfast and O’Quinn. Atlantic said it would eb a year before he could even quote it. Eddie stated that he talked to Steadfast and O’Quinn early in February.
- Roads:
- No issues to report. There is some debris left that needs to be cleaned up. FEMA has come in a couple times in January per Russ and Charlene.
- Codes:
- Eddie Carson reported that he had received the blueprints for AJ and Deanne’s new property. Janet Rutland has to have her dock repaired and going through DHEC and the county. A motion was made to extend allowing campers in while repairs are being made by Tony, Rodney 2nd and a unanimous vote was taken. Campers will be allowed until April 30th. There is a single wide off of the foundation that needs to be moved. CCAM is going to contact the owner of 14 Tomahawk Trail, the single wide that is off the foundation.
- Grounds:
- The cleanup continues
- Clubhouse:
- Charlene stated the clubhouse floors behind the stove needs to be looked at. All of the floor insulation is on the ground and will be part of the insurance claim.
- Old Business
- We need all the quotes for the HVAC in hand soon to make a decision by 3/15 to move forward.
- New Business
- Charlene has been working with our mail person to see what condition the mailboxes are in. Also, she is working with the USPS to what boxes we have left to offer and to have the larger boxes re-keyed for package delivery. We will also need someone to check the Tansi mailbox at least once a week.
- Water heater in the clubhouse needs to be looked at
- We also need a new light fixture in the back closet
- Upcoming events
- Potluck on March 7th, 6pm bring a dish
- April 1st, cleanup day at 9am
- April 1st, Board planning meeting for the annual meeting
- Annual meeting of the members, April 29th at 9am.
- Open Discussion from the Members
- Ms Hamilton stated that she got one coupon book for two lots but it had the wrong amount on it. They paid $1400 and it should have been only $1200. She also stated to CCAM that there was no reason why they could not have been paying our bills on time.
- No other members had any topics.
Tony stated that we need to address the management company issues at this time and their liability to our insurance
issues.
Matt stated that in our shoes, he would probably do the same thing, that they had made some mistakes and he takes
on full responsibility for those mistakes. Tony made the motion to terminate the contract with CCAM and requested a
peaceful transition. Eddie 2nd the motion and the vote was unanimous.
- Rodney made the motion to adjourn and Tony 2nd it. Unanimous vote.
Respectfully submitted,
Randy Eblen
Recording Secretary