The Plantations Owners and Condominium Associations
Board Meeting – January 12, 2013
The Lewes Public Library – 9:00 AM
The Plantations Owners Board: Board Members – Elizabeth Wulkan / President, Jim Anderson / Vice President, Sherry Minear / Treasurer, Sal Somma / Secretary, Bob Dickey / Director.
Absent – Elizabeth Wulkan
The Plantations Condo Council: Council Members – Elizabeth Wulkan / President, Bob Dickey / Vice-President, Sherry Minear / Treasurer, Sal Somma / Secretary, Jim Anderson / Director.
Absent – Elizabeth Wulkan
Owners’ Forum (15 minutes):
No one signed up to speak
Jim Anderson called the meeting to order at 8:58 AM.
The minutes of the October 20, 2012 Board Meeting were reviewed. Sal Somma made a motion to accept the minutes as presented. Bob Dickey seconded the motion. All Board and Council members approved.
Sherry Minear, Treasurer, reported:
Checking and Savings Balances
MT&T Checking: $ 21,078.53
MT&T Savings: $ 36,253.84
TOTAL: $ 57,332.37
Budget to Actual (YTD) – highlights – We were over budget on irrigation (had to replace one well), on waste removal with the start of recycling. We were under budget on legal fees, and snow removal. Overall we were slightly over budget.
Delinquent Account Report and Collections - Of the total of $ 47,900 that is due to us, $ 43,000 of that is for Sandie LLC. The remaining unit owners behind on payments have been contacted. Our legal council has contacted those over 61 days.
Checking and Savings Balances
MT&T Checking: $ 42,200.55
MT&T Savings: $ 127,889.76
TOTAL: $ 170,090.31
Our GOAL has been to end year with more than $ 100,000 in the reserve (savings) account. We have achieved it.
Budget to Actual (YTD) - highlights - We are over budget by $ 4,600 in insurance and by $ 10,000 in landscaping. We are under budget by $4,800 in legal fees, and $ 5,000 in snow removal. Overall we are slightly over budget for the year. ON landscaping made 13 payments (one late payment from 2011, also there was also an extra payment for an additional spraying, which is now part of package.
Delinquent Account Report and Collections – Those owners being 61+ days overdue will have legal council contact them. Sherry Minear made a motion authorizing legal council to pursue a lien on the 3rd owner from bottom of the list. Jim Anderson seconded the motion. All Council members voted in favor of the motion.
Sal Somma made a motion to accept the Owners Financial Report as presented. Jim Anderson seconded the motion. All Board members approved.
Sal Somma made a motion to accept the Condo Financial Report as presented. Jim Anderson seconded the motion. All Council members approved.
Architectural Review Committee (ARC): Ed Wulkan, Chairperson. Since Ed was not present, Jim Anderson, who also serves on the committee, reported three applications were approved – one condo veranda that is being enclosed for 2/3 of its area by windows and the other 1/3 by screens. Windows are also enclosing the deck on the bedroom. Another application was to have a tempered glass storm door replaced. The third one was for the Band Board on 3367 Stratford Road to be painted white.
Documents Committee: Elizabeth Wulkan, Chairperson. Since Elizabeth is not present, Chris Nichols reported that the new Owners By-Laws have been signed and are being recorded by the County in Georgetown. Once returned, they will again be posted and circulated to everyone.
Finance Committee: Sherry Minear, Chairperson, reported there is nothing new to report beyond the Financial Reports already given.
Flag Committee: Ed Edison, Chairperson. Ed is not present. Chris Nichols reported the flag is currently down because it was damaged by the high winds of two weeks ago. It will be repaired and flown again.
Landscaping Committee: Pat Torelli, Chairperson. Pat is not here today. Chris Nichols reported that Pat Torelli, Elizabeth Wulkan and SeaScape have formulated Guidelines for the Landscaping Committee. The committee will be meeting with Chris in the coming weeks to review plans for the upcoming year.
Nominating Committee: Ken & Nancy Brooks, Co-Chairs, stated there is nothing new to report.
Owners’ Forum: Sue Spencer, Chairperson. Sue is not here today. Those in attendance were reminded that the committee meets once each month on the first Tuesday.
Wastewater Committee: - Bob Dickey, Chairperson presented an update on the Tidewater takeover of the Wastewater Treatment facility. The Wastewater Committee in now meeting again. Tidewater has filed with the PSC to have the certificate transferred to them. A proposed rate increase will increase the fees from $384 to $530 per year, about 40%. We (the Committee) have asked for INTERVENER status and have received that, putting us at the table for the takeover and rate discussions. There will be a local public meeting scheduled.
The hearing examiner will be getting information to keep the profit margin in line. The Public Advocates’ Office has done a good job in monitoring rates in our surrounding communities. This addition (Plantations and Plantations East) will add 612 customers to Tidewater.
Anyone wanting to join the Wastewater Committee at this time
is welcome. The committee is looking for
individuals with a financial background to assist in working with the
figures. As for a projected timeline,
typically this takes about 7 – 9 months from this point (July –
Jim Anderson added that the committee has asked for much information, but it (the information) doesn’t always come forward until the very last minute.
Property Managers’ Report: (Chris Nichols)
- Structural Issues – Bldg 18 – The engineer’s report has been received and reviewed. Chris Nichols read the most important paragraphs of the report.
The work includes - rebracing trusses, replacing cut trusses, fixing drywall, and bracing existing trusses with plates. There was a discussion on the expenditure and covering the expense. Presently, there is a balance of $ 127,000 in reserve and in each quarter we receive $ 50,800. The Council also looked at other projects planned for the year.
Sherry Minear made a motion to fix the problem using BZ Construction Service. Jim Anderson seconded the motion. All Council members voted in favor of the motion.
Jim Anderson asked Chris Nichols about insurance rate increases – Chris said requests for insurance bids are out now and we are waiting for responses. The rate increases may be up by about 100%. For 2012 the insurance costs were about $ 30,000.
- Roof Replacement – Bldgs 8 & 13 – these are both in very poor condition. They will be done in warm weather, but before September.
- Selection of Parking Lot for Paving (Middleton Circle, Carter’s Grove Circle or Boone Hall Road) will be made at the next meeting. We will review paving bids for three lots (Middleton Circle bldgs 13, 14, 15; Carter’s Grove Circle – bldgs 6, 7, 8; Boone Hall Road – bldgs 4, 5). Each area has large cracks, breaks, and crumbling. Each has been seal-coated in the past. We need to come up with priorities - 1, 2, and 3.
Bob Dickey asked if the parking lots that are not repaved could be seal-coated, as one may be have it repaving postponed for up to 6 years. Chris Nichols replied that this would be planned for.
- Pond fountain repairs – all four fountains have been repaired. All four should have lights now.
- Leaf Clean Up – completed. Using a young start-up company was able to save us some money.
- Roof on Bldg 4 - has been completed
- Gatehouse Heater Issues – there was a significant electrical failure. The unit is 17 years old and is broken at this time. This will be covered under as an Owner, reserve capitol item. The Bid for $1,580.00. The fountains, gates, camera are also on this electrical line. Sherry Minear made a motion to have the gatehouse heater replaced. Bob Dickey seconded the motion. All Board members approved the motion.
- Landscape Tie Replacement Bldgs 4 & 5- project approved last year, but Sandy (Hurricane) leaks caused this to be pushed forward.
- Electric At Bridge – may be scrapped because there are too many underground utilities that have to be dealt with.
- Well House Roof – should be completed this week.
- Crawl Space Remediation – one unit in bldg 3 remaining to be done.
- Parking Lot Closing / Removal – presently there is one bid for $ 23,000. This will be considered for future reference, as additional bids are being sought.
- Recycling Implementation – new dumpster for recycling is in place. Condo owners with recycling bins had their recycling bins removed, but they were not charged for recycling for last year.
- Numerous Leaks – Hurricane Sandy caused numerous leaks. We did more repairs in a few weeks than we did for the entire year. We spent $4,500 on these items.
- Sandie Lawsuit Update – a settlement document has been tweaked and sent onto Mr. Campbell (Sandie LLC’s attorney) last Monday. Sandie LLC is also looking for a quick signing of the agreement. The document must be signed, given to the court, paperwork must be filed to drop case, and then paperwork has to be filed with the county and the judge must bless it.
At bldg 3, a title company has pulled paperwork for the settlement just hours before the closing. The title company insists it will only issue the title insurance when the court dismisses the case.
- RV Park – Cedar Grove Road – there is a proposal by RV World t o create a large RV Park on Cedar Grove Road.
Homeowners’ associations have established a website and distributed flyers to oppose this plan. This will probably increase traffic and bring in large RVs. We will ask to be kept in the loop and stay informed on the situation.
Owners’ Input; (15 minutes)
No one signed up.
We were reminded on the Lady’s Luncheon on Jan 24th.
Jim Anderson adjourned the meeting at 10:25. Sal Somma made this motion. Bob Dickey seconded it. All Board and Council members approved the motion. .