October 11, 2014
1. Call to order: The meeting was called to order at 9:00 AM. Present were Donna Chrisley, Christy Smith, Mike Mohrfeld, Tony Taffar, Eddie Carson, Carol Todd, and Robbie Brown. BAM was not present.
2. Minutes: The draft minutes from the August 9, 2014, Board meeting were read, but will be sent to the Board by email for review and acceptance.
3. Reports from Committees:
3a) Treasurer’s report: Carol Todd went over the financial report included in the meeting package. The pool gates costs were shown as $4,079.26. The sewer system transferred to BJWSA has been removed from the assets list.
3b) Pool Report: Eddie Carson reported the pool closed for the season. Donna Chrisley said the gates recently opened without a code entered and this should be checked on. The question was asked should we close down the pool for the winter (turn pump off and restart in the spring). What would we save; what would the additional cost be for cleaning the pool in the spring after no pump operation? It was decided to gather information and discuss by email before next meeting. We should go from there to have BAM update the pool cleaning contract to address the decision.
3c) Dock report: Mike Mohrfeld reported the lumber for deck repair was here, but it was not the right kind (#1 lumber, more expensive that what was needed). It was decided to have a work day on November 8, starting at 9:00, and do dock repair, remove the porch screen door, do cleanup around the clubhouse, and provide lunch for the workers.
3d) Road report: See old business
3e) Codes report: Christy Smith said she had approved one request and another was in process.
3f) Grounds report: Donna Chrisley reported the mowing crew did not show up the previous Thursday and she would check to make sure they hadn’t started the winter schedule. The work done recently by the contractors has been satisfactory.
4. Old Business:
4a) Pool Deck repair: We need to get Dave Payne (with the local DHEC regional office and who does the pool inspections) to provide a specific list of repair items needed. From there, develop a scope of work to prepare a request for pool repair bids. Eddie Carson will schedule a meeting with Dave and develop the scope of work, with intent to finish with scope of work by December.
4b) Bylaws update: The bylaws and covenants have been retyped by Robbie Brown and edited to include recent changes. These have been emailed to Debbie Eblen and Donna Christly. Discussion included updating all wording to remove errors, misspellings, etc. It was noted that at the 2013 annual meeting it was decided to add definitions of “guests” and “visitors” to cover how they would have access to the pool and other amenities. This needs to be included in the by-laws/covenant update. The documents will be updated and resent.
4c) Road sealing update – estimates: BAM received a bid of $16,867.00 for Atlantic Asphalt to seal coat the roads. Dave Wentworth was looking for a more effective coating to be applied than what they proposed. It appears neither Atlantic Asphalt nor South Eastern Asphalt can meet the needed coating project requirements. Lane Construction is reviewing the requirements and will submit a bit. We will wait on further information.
5. New Business:
6b) Drainage: Donna Christly has meet with Shane Johnson (DHEC) on the island drainage issue. He suggested not attempting to address individual areas but investigating runoff from the entire island. He suggested seeking assistance from Beaufort Jasper Water Sewer Authority on what assistance may be had. Federal assistance may be available for remediation.
Dumpster emptying should to go to one a week during October-March. Donna Christly will get with BAM to set up this recurring schedule.
6d) Donna Christly has received a letter, which she read, from a Tansi member regarding a dog that attacked her dog while they were walking around the island. Mike Mohrfeld made a motion to draft a letter for Board review regarding the incident, mentioning the Beaufort Co. leash law, and to clean the property up within 30 days of receipt per the Tansi covenants. Tony Taffar seconded and the motion passed.
Have the letters been sent to those determined to need their yards cleaned up? If not, we need to reference letters already sent to those members.
6. Open to members:
Will the ditches be cleaned to improve drainage? What about those concrete driveways that may have blocked existing ditches? We need to coordinate drainage repairs with any future road coating.
Christy Smith suggested we resend pool rules and access information next year, and cover at the annual meeting. We can prepare wording for this before the annual meeting.
Mike Mohrfeld made a motion to adjourn (11:03 AM), seconded by Tony Taffar, and passed.
The next Board meeting is set for December 13, 2014, at 9:00 AM.
Respectfully submitted,
ROBERT J. BROWN JR.
Recording Secretary