Board Members present were; Tony Taffar, Eddie Carson, Rodney Matthews, Russ Mixon, Keith Harris, Randy Eblen, Charlene Wentworth and Rick Penniston. Also present was Greta Maddox with Seaside Residential Management, Inc.
There was a prayer to bless the meeting. All joined in the Pledge of Allegiance to the Flag.
Tony Taffar welcomed everyone to the 2018 meeting and verified a quorum. Tony thanked the group for all of the volunteers throughout the year for maintenance, cleanup, storm recovery, organizing events as well as donating time and/or goods. As we go through the reports if there are items for open discussion on the report topics, we can discuss them then. All other items can be discussed in the open discussion section of the meeting. Tony asked that when the POA Members speak from the floor, that they state their name(s) for the purpose of the minutes.
Charlene spoke to the group about the Villagers that had passed since the last annual meeting. There was a moment of silence in their honor.
Tony asked that each of the new homeowners / members please stand up and introduce themselves.
Approval of the minutes from April 29, 2017:
Tony Taffar asked if everyone had seen the minutes from the last annual meeting and asked if we wanted to dispense with the reading of the minutes to save time, if so, would someone make a motion to dispense with the reading of the minutes. Deborah Dixon made a motion from the floor to dispense with the reading of the minutes, a 2nd on the motion was made from the floor by Wanda Matthews, a vote was taken and the motion to accept was approved. Tony then asked that we vote to accept the minutes as distributed. A motion to accept the minutes as distributed was made from the floor, a 2nd on the motion was made from the floor by Jerry Shepp, a vote was taken and the motion to accept was approved.
Tony Introduced Greta to start the reports.
Management Report:
Greta Maddox with our management company, Seaside Residential Management reported that they are the ones responsible for collecting dues, monitoring covenant violations, contacting home owners via phone, mail or email with regards to any covenant violations. Update from this past year; we had the dock built, we have a lawsuit in process for the insurance issue; we currently have an ongoing project with the culvert and the Army Corps of Engineers. Also, we do have dock insurance in place for the new dock. The insurance for the dock covers for named or unnamed storms for wind and water damage. Different level storms do have different deductibles.
Greta stated that they normally send out invoices using QuickBooks email but also send via regular mail. If anyone wants to change the way they receive their invoice please let us know. There is also another email list we use for Tansi Village activities, such as pot luck suppers, oyster roasts and /or parties. Please let us know if you want to be on that email list as well. As you leave today, please verify all of your contact info for us.
President’s Report:
Eddie Carson introduced himself and the rest of the board. Everyone should take a look at the dock if you haven’t, it’s beautiful. There were a lot of new details to the dock that should be noticed, the hand rail edges were routed smooth, the ramp the floater is wider than before and the floater is longer. Eddie commended Keith on the contact for the dock, we got a good deal on the lumber and the dock because if his work.
Eddie expressed thanks for everyone who helped out throughout the year with the events. For the 4th of July event, we are selling raffle tickets for a golf cart that will be given away the night of the event on the 7th. The goal with the raffle tickets is to get all the weekend’s events, band, food and the kids slide paid for. Also make sure to buy your rubber ducks for the Memorial Day duck race, which helps with clubhouse repairs.
Treasurer’s Report:
Keith Harris stated that a financial report and budget was posted around the room. We finished 2017 with a little over $76,000 in the bank. At year end we were able to made a capital contribution of $40,000 into the reserve account. As of April 30th, we have $132,896 in the bank. Of this amount $100,000 is in our reserve account.
The loan on the dock project that Eddie spoke about was $180,000 at 4.75%, which is a great rate for a commercial loan. This makes our payment about $2800 per month. 100% of the wood was replaced on the dock as well as the pilings. A question from the floor; “How long is the dock loan?” Keith answered that it is a 7 year amortization with a balloon that rolls over a period of time.
Committee Reports
Pool:
Rodney Matthews reported that the pool house was in bad shape and we had wood replaced and it was painted. We had to buy 12 new chairs for the pool area. We have some new umbrellas for backups if we need them. Reminder, it is in the pool rules that the last person or persons that leave the pool daily are to put the umbrellas down and make sure the lights are off and the doors are shut for the bathrooms. There are a couple of items on the showers that need to be fixed but that will be completed soon.
Dock:
Russ Mixon reported that he and Rick handle the dock. The power has not been run yet but we have most of the conduit to get it done. Thanks to Bruce Mead and Mark, they found about 1000 more feet that we can use to run to the building. The water was working, but the last freeze took it out. We will be repairing the water soon. Hopefully before too long we will have lights and receptacles on the dock.
Roads:
Tony reported that we are working to get some of the drain covers replaced. The rippling on the causeway will be covered in new business with the culvert
Codes:
Eddie Carson stated that he did not have any code issues to review at this time, but wanted to remind everyone that even if the Tansi B.O.D. approves of a change that ALL changes must meet the county codes and be approved by them. There are a lot of things that we may approve that Beaufort County may not approve.
Grounds:
Russ stated that we have had a lot of people cleaning up and improving their properties, but one of the biggest issues we have are the dumpsters. We still have people placing yard debris, furniture and large pieces of junk into the dumpsters. The dumpsters are for household garbage only and absolutely no fish or shrimp heads.
Clubhouse:
Charlene Wentworth reported that we replaced 10 azalea bushes around the clubhouse. Pest and termite control have been set up for the clubhouse. There have been some new events added. We have had a Thanksgiving Dinner, Christmas Party and Dinner, Easter Sunrise Service with Brunch, Cinco De Mayo celebration, Spaghetti Dinner with a wine tasting, the 4th Annual Pig Pickin, Corned Beef Dinner, Oyster Roast, Memorial Day Duck Race and the BIG 4th of July event. After some of the events we have added bingo.
Old Business;
Lawsuit Update
Eddie Carson reported that after speaking with Tom, our attorney, we have a good case underway. All of the parties in the lawsuit have been served. The case appears to be online for early to mid-2019.
New Business;
Wish List
Tony asked Keith to review the “Wish List”. Keith stated now that we can start to focus on items other than storm repair, he posted a list around the clubhouse with a few items on it. Because we don’t know the true cost of the causeway culvert issue things may stay on the wish list longer than normal. Improvements that are underway of just completed are the extension of the floater, power and water to the dock, repairs and painting of the pool house, a new fountain aerator for the pond and replacing the grates for drainage.
Future items to be looked at are; a drainage study and improvement plan, new windows for the clubhouse, chiller for the pool, painting of the clubhouse, cover over the mailboxes, new flooring for the clubhouse, leaning palm trees at causeway that we will have to fix. One of the biggest things we have been talking about are improvements to the community greenspace. Items we have discussed are a basketball goal and raised gardens. This a broad brush of things that we have been discussing.
From the floor, Gene Farmer asked that should we not have some say so on what goes on the greenspace? Keith answered, that we would handle it like any other business, bring it up at a meeting for a vote. Gene agreed that it should be that way when everyone is paying dues. Keith agreed and stated that anytime we make a change that involves the community, everyone should be involved. Gene then asked, who on the board authorized [the small driveway] behind AJ’s lot? Gene stated that he went to Eddie and asked him about it before it was done and he did not get back to him. Eddie corrected Gene and stated that it was completed when he was asked about it and that they had already discussed it. Gene continued and stated that he was upset about it because nobody had a say in it and it was not voted on. Eddie again stated that it was completed when they spoke about it and he brought it to the board and the board had decided that it was an improvement to that small section of the greenspace because he had cleaned out the ditch and was keeping that area clean. Eddie also stated that because it’s the greenspace, anyone has the right to drive on it. Gene stated that it was wrong and everyone knows its wrong. Rodney asked if Gene remembered what it looked like before, Gene stated it was grass. Rodney stated that it was actually undergrowth and bushes and that he cleaned all of that up. Gene once again stated that no one gave him permission and it was not right. Tony intervened and thanked Gene for the input and question. Tony went on to explain that when AJ built his house there was an area adjacent to the lot on the greenspace that was just “natural” undergrowth. When AJ put his house and driveway in, he cleaned up that area on the greenspace behind his house and put gravel in connecting the back of his driveway to the road on the side. Tony continued to state that it was completed before it was brought to the board and looking back it should have been brought to us prior to it happening. Tony said that we could go ahead and throw it to a vote while everyone is here. We understand and he understands that it is the greenspace and it is not part of his place. We look at it as an improvement because it is easier to maintain from a landscaping standpoint. Because it is greenspace anyone is allowed to go and drive on it and park there. Tony posed the question to the group and asked how they wanted to handle it, take it to a vote? Several POA members from the floor stated we should vote on it. There was some discussion on the floor that Tansi entertain selling that small section to AJ. Tony stated that the motion would be to leave it as it or to change it back, but it still remains Tansi’s property.
Jerry Shepp made a motion, that we leave the section of Tansi’s greenspace in discussion as is. Gerald Lindley 2nd the motion, there was not discussion, a vote was taken with only 3 opposed, so the vote carried. Tony restated that it is small section of common greenspace owned by Tansi that AJ can maintain if he wants to, but it is Tansi’s property.
Gene asked if this applied to everyone and the greenspace? Tony stated that if there is an improvement, it is still useable by everyone and does not impede traffic and… Gene interrupted and stated that what you are saying is that, as long as it doesn’t not impose on someone else’s property it’s ok for someone to just do what they want to? Eddie jumped in and reminded everyone going forward that any improvement plan should be brought to the board before any work is done. The mistake here was that it was not presented to the board prior to the work being done. Once again Eddie stated that any improvement project must be presented to the board before the work on the project has begun.
Recap of the Village Rules
Randy Eblen stated that was going to review some of the high points of the village rules. There has been some discussion to create a Golf Cart Rule document similar to the Pool Rule document that everyone who owns a golf cart on the island must sign. Some if the items that we would ask for acknowledgement on are rules on speed limit, age limit, insurance limits, lighting after dark, overloading the carts and obeying the traffic laws. A reminder, as parents you are 100% responsible for any damage your kids cause while on that cart. As far as the dock rules go, just a reminder that it’s dock carts only on the dock. Wheelchairs are allowed on the dock but no bikes, golf carts, skateboards, etc. We do have a Tansi Village dock cart, thanks to Cutis. If you use it, take all your stuff down, unload and bring back so someone else can use it. There should be no long-term docking of a boat at the dock. For the dumpster please remember it’s for household garbage only. Don’t’ block the dumpster, don’t overfill them, no shrimp heads or fish parts. Also, please flatten your boxes before you put them in. Pool Rules are posted on the website, but here are just a few reminders of the main ones, Pool is open from 7am until sunset, no glass, no smoking, no diving, no children under 14 without supervision, only diapers designated for swim are allowed, clean and appropriate attire only, don’t’ prop the entry gate open, no animals or pets, trash must be disposed of and if you are the last ones out…please drop the umbrellas, turn off the bathroom lights and shut the door.
From the floor, Are the pool codes working, we never got a code when we moved in. Another from the floor stated they forget their code and asked how do they get a code. Rodney stated that they are working and to see him after the meeting for a code.
From the floor, Sherry McMichael asked about the golf cart rules, you stated that we would require golf cart drivers to obey the traffic laws, are we going to require golf cart drivers to be 16? Randy stated, not at this time, that the rules he was referring to were basic traffic rules, obeying speed limits, right of way, stopping at stop signs, etc.
From the floor, Deborah Dixon asked that we still look into her previous request of putting a hand rail between the bathrooms at the pool. Russ and Rick are looking into putting the handrail up within the next week between the steps to also close the gap that is there.
Causeway Repair
Tony stated that around 20 years ago, not sure of the year, but there was a permit to put the pipe in place on the causeway. Over the years, it has washed out around the pipe and caused some damage to the causeway. Over the last couple of years with all of the flood waters the washout has become worse. You can really see it bad on the right side as you are coming in. We were looking into fixing and improving that and in the process the Corp of Engineers has told us that we are not in compliance. They had permitted it with 3 pipes of a certain size and the board at the time had only 1 pipe of the wrong size installed. They have us in violation now and can fine us if we don’t correct it. They are working with us and Russ is meeting the Corps of Engineers. Greta just got back a quote for an engineering study. Based on the quote of just the study, looks like its going to be pretty costly.
From the floor, Deborah Dixon asked if the causeway was on the primary projects list? Tony stated that it had to be done, so yes.
From the floor, No Name Stated asked if we had already hired an engineering firm yet? Greta stated we have not hired them, we just had one provide a quote. Would we like another quote? Greta stated yes. He stated he would make a phone call to see if the person he knows would like to quote it. He works with Carolina Engineering. Russ stated our quote was from Phil Waters at Low Country Engineering. Russ also stated that the quote for the study was around $19,000 so, the project itself would be at least $100,000. The engineering firm told us that they could help us settle with the Corps of Engineers. They said the issue is that we did follow their directive on the permit and we didn’t have a study done at the time to change it.
From the floor, Shery McMichael asked how would we get on and off the island during the repair? Tony stated that we address that when the plan for the repair is created. Tony also stated that we would do the asphalt repair to fix the rippling after the causeway culvert is repaired so we are not paving twice.
From the floor, No Name Stated asked if it would be better if we put in a small bridge with diverters? Tony stated that we could look at, but would go with the recommendation of the engineering firm.
From the floor, Tara Farmer asked if we were going to do it the right way this time or just enough to satisfy the Corp of Engineers? Tony stated that we would do it correctly this time so it will last. We will do what the engineering firm says we need to do.
From the floor, Deborah Dixon asked if we could put rocks on either side of the causeway to keep it from washing out? Tony said that was a good idea and that was part of the project possibly that Keith had on his list with regards to the leaning palms on the causeway.
From the floor, No Name Stated asked if we can get a security gate at the end of the causeway? Tony said that there has been talk about that in the past and the issue is the number of people that come in and out with boats and trailers and how to make it work overall with our community.
Tony asked if there are any more questions on the Causeway Project? [none] Ok, that was all of the New Business we had, just as a reminder, if you have any questions about anything you can ask the board members anytime. You can also contact Greta for information and all her contact info is on the table. Also, the financials are always available at Greta’s office. The Golf Cart issue that we have talked about this for years as long as we can maintain the safety of the people riding and the people out walking, etc., we want to keep it as lowly regulated as possible. We have to look going forward, protecting the liability of the Corporation of Tansi Village. In the future if it gets out of hand, then it will be yall’s decision to put the tougher rules in place such as requiring a cart driver to be a licensed driver.
From the floor, Shery McMichael asked will insurance be required on the golf carts be in that document? Tony said we are still looking at what we want to put together for the golf cart document down the road.
Tony reminded everyone that the board meeting schedule is posted on the bulletin board, the website and the Facebook page. The meetings are open to everyone and if you want to speak about something, just show up. If you don’t want to come and sit through an entire meeting, just let state your case to any of the board members and we can present on your behalf.
From the floor, Robbie Rimes asked have we thought about how we are going to pay for the causeway? Can we do a special assessment like some other communities do, where each homeowner pays a certain amount so we don’t have to borrow so much money? Tony said it is something we can look at once we get a better understanding of what we are looking at from a cost standpoint.
Tony continued, now we are finished with our New and Old Business and we are now in the Open Discussion from the membership part. If you would, please state your name so we can have it on the record. The floor is now open to anybody.
Open Discussion from Members;
- Tara Farmer, with the causeway when you get the engineering plan back and have the cost info on the project, can we call a special meeting so the membership knows what to expect and how much its going to cost. Otherwise we would have to wait until the next annual meeting. Greta stated that typically when we have a big project like this, we bring in the engineer and have one or two town hall meetings to go over the details. We want to educate everyone we can prior to any special assessment. After the education meetings we would have to have a special meeting for the vote if a special assessment is deemed necessary.
- Mark Williams asked if there was any thought in just doing away with the causeway pipe? Tony stated that we have to follow what the Corps of Engineers allows us to do based on the study.
- Robert [no last name] brought up the issue with 110 Tomahawk that needs to be cleaned up. There is still debris from the first hurricane and trash all in the yard. Also, there is an issue with dead rats inside the property. He knows we have sent letter but is there anything else that can be done? Tony stated the dead rat issue is a county health dept issue that they should be called. Also, after so many letters, Tansi has the right to pay for the clean-up and charge the owner. Tara Farmer suggested we put a lien on the property and Great stated because they already owe money there is a lien on the property. Sherry McMichael stated that she had called the county on another property next to her with dead rats in the yard and they came out and said that they could not do anything due to the condition of several trailers that they had passed coming in. Tony said we can clean up the outside but we can not enter the property.
- Tony Belesky just got back from a 3-day trip where there was a high school kid that was in a neck brace from falling off a moving golf cart. She also suffered a nasty head injury. I know its hard and we don’t want to insult friends and family. The fact is, its all in the hands of the parents. What I see now are kids driving the carts with their toes, carrying boom boxes, texting, not paying attention. These things are too distracting. You are discussing rats and causeways, which are important, but when someone gets killed or is paralyzed other things will pale in comparison. I am concerned with the safety of the kids, number one. This falls on the parents.
- Eddie stated that he will have a special meeting this afternoon since there are so many kids on the island already to discuss the golf carts with all of them.
- Jennifer Tuckwiller suggested that we hold a class for golf cart safety and they have to sign off on the rules. Then the parents need to enforce the rules. See something say something. Tara stated that she blows a fog horn when she sees the kids doing something wrong on the golf cart so if you hear it, check your kids. Mark Williams likes the idea of a class.
- Eddie made a motion to set a time to meet with the kids today immediately after this meeting. Rodney 2nd the motion, all were in favor, vote carried. Meeting will be held at 11am. Eddie stated for this to work the parents need to be consistent and work together. As a parent you see any kids doing something they should not, then you call them out on it. It was suggested that we also do a meeting on the 4th of July weekend.
- Curtis mentioned that we should also call out drivers of motor vehicles who are speeders as well.
- Deborah Dixon suggested that at least one parent should be at the meeting with the kids as well so they understand the parents agree with the board.
Election of the board members;
Tony stated that we have 5 seats rotating off the board. Deborah Mixon made a request of the board, because of the situation with the lawsuit and the post hurricane events and all of you knowing the ins and outs of what’s going on, would you be willing to accept the nomination to stay on the board until all of this is settled?
Tony opened the floor for nominations;
Kristy Smith asked of those on the board who are rotating off, would any of you be willing to stand for reelection?
Deborah Mixon nominated the 5 board members that were coming off to run again.
From the floor Kristy Smith was nominated and she declined the nomination.
Wanda Matthews made a motion to close the floor to nominations. Deborah Dixon 2nd the motion, there was no discussion. Vote was taken and it was unanimous.
John Tuckwiller made the motion to accept all nominations by acclamation in leu of an election. Pinky 2nd the motion. A unanimous vote was taken. The vote elected the following people back on the Tansi Village POA, BOD;
Eddie Carson [1yr], Rick Penniston, Rodney Matthews, Tony Taffar, Russ Mixon
Adjourn:
The motion to adjourn was made at 11:27am by Wanda Mathews and Kristen Taffar 2nd, a unanimous vote was taken.
Respectfully submitted,
Randy Eblen
Recording Secretary