- 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; Tony Taffar, Eddie Carson, Russ Mixon, 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 May 6th meeting. The minutes were read by the BOD, there were corrections submitted. Rick made a motion to accept them with corrections. Eddie 2nd the motion, vote was taken, all approved as written.
- Management Report:
- The welcome letter went out
- The SBA loan requires a change to our by-laws, the loan would have to be tied to assessments, so we can’t pursue the SBA loan unless we amend the bylaws.
- All of the P&Ls for 2014, 2015, 2016 and YTD were submitted to Ray at Enterprise bank, sent the budget and the CCRs. Told him 200,000 for a 5 to 7 year term. He will start working on getting the approval ASAP. The bank will need a formal quote on the dock project prior to the loan execution.
- Keith stated that he was working on getting the quotes together.
- Tony asked what the difference was between the SBA and Enterprise bank loan, Greta stated that the Enterprise bank loan would be around 5%, the SBA loan would be around 1.75%.
- There was discussion on amending our by-laws to go through the SBA process at a later date possibly to pay off the Enterprise loan and/or for future projects.
- QuickBooks is all set up and we are moving forward
- We sent 6 letters to owners with hurricane damage that has still not been addressed
- Greta met with Matt from CCAM, to see where we were with the money that is owed to us plus the status of the issue with the dock. He says move forward with the attorney so his insurance will kick in start the process of the claim. Greta has spoken to 3 lawyers, 1 wants to do it on contingency and the other 2 want to do it hourly. We did get a partial refund, but Greta sent them a note because their math was off, so CCAM is sending the remainder of that refund plus the money for the penalty for paying the property taxes late. She is also talking to CCAM about their collection fees that should have never been billed due to the late mailing and the coupon books being messed up.
- Greta met with Brian with Turbeville and one of the questions that came up was “why is the replacement amount different from the coverage amount?” Replacement is listed at $200,000 and the coverage is listed as $220,000. So, the total coverage is ok. Brian is reviewing our Auto Owner’s polices to make sure we are covered correctly and if he finds anything he will let Greta know. One of the items he already has pointed out is that we have no “hired non-ownership auto liability” coverage, for example when someone is driving for an errand like picking up ice for the community party and an accident happens. He is also looking into our list of endorsements. Brian did confirm that our liability umbrella is correct, $1million/$2 million is good.
- Greta finalized the agreement with Patty with Patty’s Pool Services. We did sign up for the lower cost in the winter vs the “open months”. There was some discussion on which way the contract should be done, Greta will clarify the “open months” with Patty and follow up with the board.
- Tony asked if Greta knows why Patty charged us the $1000 in April? Greta will double check on that.
- A distribution list has been developed for the homeowners that we have emails for. New emails will be added as they come in.
- We need to establish an official collection policy. Keith, Tony and Greta will be getting together on this.
- President’s Report: Eddie Carson stated he nothing to report today.
- Treasurer’s Report: Keith reported that, COH is $116,719 that includes $69,231 in reserves. We made the change in the last meeting to change our reserves to $2000 per month, the total includes the change. Greta stated she would double check to make sure the change went into effect. Keith had a question on the AR aging summary, looks we have nothing over 60 days. Greta stated the AR would not be accurate for this year due to the management company change. Greta stated that for April, CCAM books were used and for May, it would be hers. Keith stated that Kristen Bowers will be doing an audit for us.
- Tony reviewed the collections fees issue with CCAM. Tony also reviewed the Michael Arrant lien issue. We should look through the minutes to see if we can see where CCAM stated that they would place the lien on the Arrant policy. Keith stated that we need to clean this kind of stuff up.
- Greta stated that she would mail out to everyone and see how they want to be invoiced and contacted. Also send out a SASE to have the property owner’s information updated on the card that will be in the letter.
- Randy stated he will search out the Arrant issue in the past minutes.
- There was discussion on when the 2nd bills go out via email and mail and when they would be called “late”. It was decided to send the email and hard copies out early to avoid them arriving just before they are due.
- Greta stated she would look into the issues of deleted items and accounts from the April financials that Tony brought up. It appears that CCAM may have deleted some accounts.
- Committee Reports
- Pool: Rodney Matthews
- Rodney was not present. Russ stated the gate post maybe rotted off at the ground. We need to check it and get it fixed if it needs it. Eddie and Russ discussed options to fix the post.
- Eddie stated that he replaced the phone on the porch.
- Pool: Rodney Matthews
- Dock: Eddie Carson
- Discussion in Old Business
- Roads: Tony Taffar
- Bruce Mead painted the speed bumps and will be painting stripes
- Codes: Eddie Carson
- Mark Williams lot was signed off on
- Per Russ, Chris Faire aka Fuzzy asked about the carport from his sister’s lot across the street. He wants to move it over to his lot, came in to discuss, [in open discussion from members].
- There was a question and discussion about the minimum trailer sizes dimension requirements for different lots. We looked at the square footage requirements for the campers and mobile homes. Mariam Williams wants to purchase a “park model” camper to place on her lot that is 12ft by 40ft, that meets the minimum 480 square foot requirement if we consider the “park model” camper a mobile home. Since there is nothing in the bylaws stating that a camper cannot go on an “M” lot. Eddie made a motion to approve, Russ 2nd the motion. Unanimous vote to approve.
- Grounds:
- letters were sent out by Greta to those property owners who still have hurricane damage asking for the update on their progress
- Greta will get quotes on dumpsters from waste management
- Clubhouse: Charlene Wentworth
- Charlene was not present. Rick reported that he ordered the new outside office door.
- Eddie asked about clubhouse charges. Tony stated that for private events the clubhouse is $25 for the day.
- Old Business
- Fourth of July Plans
- Emails went out about the plans. Association will be doing the dinner, the hot dogs that are donated can be used for the community dinner. The rest of the fixings can be purchased at Sam’s. Eddie stated he would take charge of this. The Cook Off will be Saturday night. All the games will be at the clubhouse this year.
- Use of Google Docs
- Greta has loaded all of our financials into Google Docs.
- Distribution list will be added to the tansivillage@gmail.com account
- Dock Replacement
- Contract: We have a contract with Sea Island Docks whose bid was $156k for as built. Keith will get Greta the contract. With that quote, we may be able to add a floater, Keith will look to see if we are even able to add a floater. Keith also talked to Mike Reeves with Cox Espy about the lumber prices and we may have some room there for cost reduction. Dock work should begin mid to late August. The total build will take 5 to 6 weeks.
- Once dock is built, Tony asked Greta make sure we are covered properly with insurance for our dock.
- Loan / Repay: we have two options with the loan, Enterprise bank at 4.5% but the SBA loan could save us 3%. To do the SBA we need to change the by-laws. We need to amend the by-laws to address special assessments. The question arose if we need to send a letter to the membership stating that we need to change the by-laws so we the board can institute special assessments so that we can get approval for the SBA loan. Greta will be taking this paragraph from our bylaws, page 8, section 5.4, to the lawyer for review to see if we need to get approval from the membership as well as review the language of the amendment that will need to be added. We all agreed that we would use the SBA loan to pay off the Enterprise bank loan.
- Legal Action with CCAM:
- Matt sold CCAM last month.
- Greta spoke with Dean Haskell an attorney from Bluffton, who wants to be paid hourly. His approach would be to sue everyone named as an owner of all of the businesses listed on the contract. Dean Haskell states that this is a Breach of Contract lawsuit.
- Greta needs some help putting the packets together to detail the damages for the suit.
- Discussion was made whether to go hourly vs contingency with the suit.
- Discussion was made to go with Tom Woodruff on contingency. Russ made a motion to go with Tom for the lawsuit, contingent on us looking at the quote from Dean Haskell and not liking his quote. Keith 2nd, no discussion and all voted, unanimous vote was taken.
- Fourth of July Plans
- New Business
- Tony asked Greta to send over notices of new resident / owner info to the board. Jerry McClintock sold his place and the new owners had questions if they had a fee to pay.
- Greta brought up that we should think about adding on-line payment as an option, $300 per year and the owner pays the fees.
- There was discussion regarding the email that went out about the “underage” golf cart drivers that went across the road causing some issues. Tony stated that he believed that the Sherriff’s Dept. has already talked to them. Eddie stated that they were licensed drivers.
- Open Discussion from the Members
- Chris Faire, he came into the meeting to ask if he could move the carport from across the street on his sister’s lot to his lot. The one corner would be 10ft from the road and the other 14ft from the road. It would be from 104 Tomahawk to 107 Tomahawk. Eddie made a motion to approve, Randy 2nd the motion, no discussion, unanimous vote was taken to approve.
- Randy made the motion to adjourn and Rick 2nd it. Unanimous vote to adjourn.
Respectfully submitted,
Randy Eblen
Recording Secretary