The meeting was called to order at approximately 9:03am, by Tony Taffar. Present at the meeting were the following Tansi Village POA board members; Tony Taffar, Eddie Carson, Charlene Wentworth, Russ Mixon, Rodney Matthews, Rick Penniston, Randy Eblen, Keith Harris and Greta Maddox with Seaside Residential Management.
Minutes:
Tony Taffar asked if there were any questions on the draft copy of the minutes that were distributed from the April 29th meeting that was held after the annual 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:
Greta Maddox stated she had received the box of items from CCAM. Will be starting to get everything into QuickBooks. She and Tony met on the 5th and she has pages of notes and tasks. Greta stated that AmeriGas will be picking up the propane tank and we will get credit for the unused propane. She went to the bank to get the new check signer forms completed. Greta also stated that she talked to Turbeville Insurance and we have an E&O policy, and umbrellas policy with a million-dollar limit, a property and casualty policy with a building limit of $220k. Turbeville did tell Greta that we had an “All Other Perils” policy that did not renew in 2016 and she will be following up to see why. Greta went over a list of action items she will be working on.
a. She will be sending out a Welcome Letter via email and USPS
b. Will be creating all of our docs in Google Docs
c. Greta and Tony met on reporting changes, trying to simplify them
d. Accounting method will be changing back to cash vs accrual
e. She will look at the collections policy for review and revision if needed
f. Going to check on the status of the SBA loan
g. Greta will be following up with CCAM for any outstanding checks then move to just 2 accounts, 1 operating and 1 reserve accounts.
h. A couple of changes were made to the budget for expenses
i. Meeting expenses reduced
ii. Bump up the dumpster expenses
iii. We are raising the reserve to $2k per month vs the current $1k per month
iv. Reporting will be simplified for accounting, basic P&L and Balance Sheet
i. Greta will be meeting with Matt from CCAM and see where we are with all the issues from the hurricane and the fees for Feb and Mar that we incurred.
j. Greta will also follow up with the E&O insurance carrier for CCAM.
President’s Report: Eddie Carson stated he nothing to report today.
Treasurer’s Report:
Keith reported that, COH as of March 31st was $131,862.18 that includes a little over $67,000 in reserves. Keith Harris reported that he had spoken with Kristin Bowers and she is willing to do an audit on our books this year again.
a. Tony brought up that the property taxes were paid late. That they were paid in March vs the Feb 15th due date. We will be seeking to get the late fees reimbursed from CCAM.
Committee Reports
Pool: Rodney Matthews
Rodney stated that he had to replace both salt sensors. There was a problem with the emergency phone at the pool, Century Link replaced all the lines and told us we need a new phone. Eddie stated he would look for a replacement phone online. Rodney also stated that he will speak with Patty of Patty’s Pool service about the winter months payments. David Roos and Rodney worked on the gates and got them back working.
Dock: Eddie Carson
Greta will be looking over the quotes. So far, we have 3 quotes. We need to look into the SBA loan as soon as possible. The last dock was financed through Enterprise bank, so we should look at them as well as Palmetto as options in addition to the SBA loan for financing. Eddie stated that he would like to reach out to Nick’s and get a quote from him. We should give him a deadline of Friday to send the quote and then proceed with Sea Island if we need to. SBA loan will be 1.5% and the bank loan will be around 4.5%. It was brought up that Greta should get with Kim and Mark Williams to see how they did their SBA loan. Tony brought up that we should make sure that the handrails are built back just like they were before. Keith will reach out to Joey Haywood to see if we get a slot locked in with him with a lower amount.
Roads:
Tony reported that the speed bumps will be painted yellow by Bruce Mead. There were two storm drains found and they were cleaned out. There will need to be a couple of storm drain lids replaced. There is a pothole on Arrowhead that needs to be addressed. It will be cold patched for now, but Dave will be bringing back something from New York to fix.
Codes:
Eddie Carson reported that there is another new home setting up. Also, Mike Lott built a larger porch and will be submitting a drawing.
Grounds:
i. After the cleanup, Russ stated that he still needs to go back through and make a list of all properties that need attention.
ii. Russ stated that we do have a rental that we need to address.
Clubhouse:
Charlene had a request from one member to borrow 2 of our tables to use at a Catt Island for a yard sale. We stated that she could not since it was off Tansi. Marie Deggler is donating a table and chairs for the porch of the clubhouse. Wanda will help with clubhouse while Charlene is gone. We will need to replace some screens soon as well as to replace the outside door of the office. There was some discussion on modifying the mailboxes to allow us to create a drop box if the mail slot goes away in the office door.
Old Business
a. Insurance / loss issues – Already discussed earlier in management report.
New Business
a. Surveillance cameras – Tony brought some examples of surveillance cameras and signs for us to look at and we made decisions on the choices we would go with.
b. Insurance Policies, combined - as Greta stated earlier, we have a couple of different policies with Turbeville that we need to look at. We may also in the future look at Kinghorn as our Agency.
c. Pool Bathroom cleaning – stay with the volunteers
d. Dates for Future Meetings – 6/10, 8/12, 10/28, 12/9, 02/10, 03/TBD, 04/TBD
e. Keith made a motion to increase the reserves to $2k per month, Rodney 2nd the motion and all voted with unanimous approval to start in May 2017.
f. 4th of July events will be the weekend of the 1st
Open Discussion from the Members
a. No members present
Adjourn: Rodney made the motion to adjourn and Keith 2nd it. Unanimous vote.
Respectfully submitted,
Randy Eblen
Recording Secretary