August 10, 2013
The meeting was called to order at 9:00 AM. Present were Mike Mohrfeld, Tony Taffar, Eddy Carson, Debbie Eblen, Christy Smith, and Robbie Brown. Also present were Donna Christly, Bob Bundy and Sam Moore (attachment 1).
The minutes from the June 6, 2013 meeting were read. Mike Mohrfeld made a motion to accept as written, seconded by Debbie Eblen, and the motion was passed.
Bundy Appraisal and Management (BAM) Manager’s Report
BAM provided a report on activities since the last Board meeting (attachment 2). Several items were discussed in detail:
Causeway repairs - two bids have been received, with differing approaches to correcting issues and work to be done (attachments 3 & 4). OCRM is reviewing the permitting history of the culvert installation. It was noted that the installation has worked for nine years, costing less than $7000 when done.
Mike Mohrfeld made a motion we table taking final action on causeway repairs until next Board meeting. Debbie Eblen seconded the motion. Eddy Carson noted we need to handle this issue in person and not by email. The motion passed.
Pool lights – Christy Smith noted we are past the second quarter and the pool light have not been installed. Mike Mohrfeld has talked to DHEC about pool light requirements. A lighting survey check will be needed at work completion for DHEC approval. If lighting level is approved, DHEC will issue change order to allow night use of pool. We need to include the requirement of this survey in final contract (attachments 5 & 6).
Tony Taffar made a motion to prepare and submit the application for pool lighting to DHEC and proceed with best bid meeting requirements. Mike Mohrfeld seconded the motion. A question was asked about accompanied minors in pool area; there is signage that children under 14 must be accompanied. The motion passed.
Treasurer’s Report:
Debbie Eblen – There is no more “petty cash,” for minor items persons should obtain approval for expenditures and be reimbursed.
Attempts have been made to reach those who haven’t paid their assessments this year. Returned mail/emails have been addressed for corrections so that notice has been given. A proposal was made to submit demand letters September first to those in arrears (attachment 7). Late fees would be added after contact (but no received payment).
Debbie Eblen made a motion to prepare demand letters to those delinquent mail them on September first. Tony Taffar seconded the motion. The motion passed.
A discussion was held on communicating with members. A list serve was suggested as a quicker way to send emails.
Tony Taffar made a motion to set up a list serve for batch emails. Debbie Eblen seconded the motion. The cost was expected to be approximately $ 75. The motion passed.
A general discussion was held on the proposed budget (attachments 8 & 9). This included setting up a reserve fund and the need for workman’s comp insurance.
Mike Mohrfeld made a motion to accept budget as presented with $1000 set aside in a separate account and to further research workman’s comp insurance needs before acting further on that issue.
Tony Taffar seconded the motion. Bob Bundy will research the workman’s comp insurance needs. The motion passed.
Bob Bundy will email final treasurer’s report.
Pool issues: Debbie Eblen – The pool fill valve doesn’t work as needed so the garden hose is used to fill pool. This may need to be properly fixed at some point. A general discussion was held on pool needs such as new umbrellas, chairs, etc. It was noted the treasurer can approve up to $500 without board approval. The treasurer should be contacted before purchasing items to be sure they can be reimbursed.
Dock: Mike Mohrfeld – A few items need repairs, including two lights, but dock is in good repair.
Roads: Robbie Brown – Discussion of roads noted current focus is on the causeway, but some areas on the roads need repair. A suggestion was made that Dave Wentworth, who is here in the fall and worked with NY DOT, should be contacted for thoughts on how repairs could be addressed.
Codes: Christy Smith – She said one drawing had been sent in for building changes, which could be approved.
Old Business:
Pool issues – BAM is looking into bathroom repairs. Also the intent is to have pool light contractor selected by next board meeting. The goal is to have all repairs/improvements (pool lights, bathroom repairs, and pool locks) completed by March 1, 2014. Members will be notified of pool closing date by email after contacting present pool maintenance company on extending contract for this year (and possibly extending the closing the pool to the end of September).
The bylaws have been updated (wording to address the use of a management contractor may need further work). Bob Bundy is looking into the process of filing these changes. Tony Taffar and Mike Mohrfeld will review as well and provide information next Board meeting.
Mowing – we will keep the present contractor (new) on for this year.
Discussion was held on possible A/C for the kitchen area if funding will allow. There is service line that was used for an exhaust hood still in place, which would reduce costs.
New Business:
Mail delivery – often put in wrong boxes, not delivered, damaged packages. The postmaster has not helped, may need to seek another path for resolution. If the local postmaster cannot resolve issue we may need to take another approach for resolution.
Kids in golf carts. Several incidences were noted recently by members seeing them operate carts in an unsafe manner. It was noted that we need to address when it happens, preferably to their parents/guardians. Law enforcement may be too extreme a response except in the most serious of cases.
Cut back trash pickup in fall/winter. Pickup has been reduced during the winter in past years. BAM will look into this possibility.
Flag on causeway. It has been replaced.
Eddy Carson liked the July 4th party. He wants to hold group party for Halloween (November 2nd).
The event will be placed on tansivillage.com calendar. It was agreed that as this would be open to all members there would be no charge for the clubhouse.
The September 28th fishing tournament will be held on the weekend of September 27th and 28th.
Mike Mohrfeld made a motion to adjourn. Eddy Carson seconded the motion. All approved.
The next Board meeting will be on November 9, 2013 at 9:00 AM.
Respectfully submitted,
Robert J. Brown Jr.
Recording Secretary