The Plantations Owners and Condominium Associations

The Plantations Owners and Condominium Associations

 

Board Meeting – March 23, 2013

The Lewes Public Library – 9:00 AM

 

Minutes

 

The Plantations Owners Board:  Board Members – Elizabeth Wulkan / President, Jim Anderson / Vice President, Sherry Minear / Treasurer, Sal Somma / Secretary, Bob Dickey / Director.

Absent – Jim Anderson, Sherry Minear

 

The Plantations Condo Council:  Council Members – Elizabeth Wulkan / President, Bob Dickey / Vice-President, Sherry Minear / Treasurer, Sal Somma / Secretary, Jim Anderson / Director. 

Absent – Jim Anderson, Sherry Minear

 

Owners’ Forum (15 minutes):

 

President’s Report:

Call to Order – The President, Elizabeth Wulkan, called the meeting to order at 9:00 AM.

 

            The Minutes of the January 12, 2013 Board/Council Meeting were reviewed.  Bob Dickey made a motion to accept the minutes as presented.  Sal Somma seconded the motion.  All Board and Council members approved the motion.   

 

 

Treasurer’s Report:

Sherry Minear, Treasurer, was not present.  Chris Nichols, who had an extended conference call with Sherry Minear earlier in the week, reported on her behalf:  

           

Checking and Savings Balances

 

Owners’ Association:

            MT&T Checking:                  13,403.26

            MT&T Savings:                     40,878.69

                        TOTAL:               $      54,281.95

 

Budget to Actual (YTD): The Budget to Actual balances are strong at this time.  The payments to Reserves are complete.  We are coming out of the 1st quarter in a very strong position.  Most items in the budget are just about 25% done at this time.  The only negative is the Umbrella Insurance, which witnessed a significant increase this year.  We are in good shape. 

 

Delinquent Account Report and Collections / Aging Summary – There was a discussion on the overdue fees.  One unit owner is the most significant overdue.  Sal Somma made a motion to have our attorney pursue a lien on the property.  Bob Dickey seconded the motion.  All Board members approved the motion. 

 

Condo Association:

            MT&T Checking:                  15,622.45

            MT&T Savings:                  122,740.98

                        TOTAL:           $       138,363.43

           

Budget to Actual (YTD):  This looks good, right on target at 24%.  Insurance here is also problematic.  The Reserve contribution has been made.  We are coming out of the 1st quarter in a very strong position. 

 
Delinquent Account Report and Collections / Aging Summary   nothing new to report.  Follow-ups from the attorney have been made, as necessary.  Another option with delinquents - we do have a lien in place, but we can attach a judgment and/or sell property.  This is something to think about.

 

 

 

Property Managers’ Report: (Chris Nichols)

 

Projects:

Owners’ Cash Flow – was reviewed and projected through the 4 quarters for the year (2013), including the Sandie settlement.   Placed within each quarter were projects – 2nd Quarter – Sign Replacement, Parking Lot Removal, Soil/Seeding [of parking lot area]; 3rd Quarter – Pedestal Mailbox (bldg 20 & 22), Pedestal Mailbox (bldg 9), Installation. 

Finally, the Year End Balance was reviewed.  Chris Nichols explained how we would be able to accomplish all of the above listed projects and still end the year with a balance of $ 46,155.92, which is a 15% growth for this year.

      The Reserve Study must be re-done prior to the end of this year.  It must be in place for 2014.  At that time, the dues structure will be redrawn for next year. 
 

      The Parking Lot removal and Soil/Reseeding was discussed and the bids were reviewed.  Also included in this discussion was the relocation of the dumpsters, making allowances for the possible addition of more dumpsters for Recycling.   A portion of the lot will be left in place to accommodate the dumpsters.  

Review Bid to remove parking lot  & reseed it.  Also discussed were the location of the dumpsters and the portion of the blacktop that must remain to accommodate the dumpsters. 

      Elizabeth Wulkan made a motion to accept the Peninsula bid on the removal and reseeding of the Parking lot.  Bob Dickey seconded the motion.  All Board members approved the motion. 

 

      The Replacement of Signs was then discussed.  Sal Somma made a motion to accept the Quillen Signs bid using composite materials.  Bob Dickey seconded the motion.  All Board members approved the motion.  

 

      Chris Nichols then reviewed the bids for the replacement of the mailboxes at Bldgs 20, 22 and 9.  After discussion, Sal Somma made a motion to accept the two bids.  Bob Dickey seconded the motion.  All Board members approved. 

 

Condo Cash Flow - was reviewed and projected through the 4 quarters for the year (2013).   Placed within each quarter were projects – 2nd Quarter – Bldg 18 Structural Work, Bldgs 4 & 5 Siding, Paving – Middleton Circle, [Carter’s Grove will be Seal Coater & Crack Filled]; 3rd Quarter – Bldgs 8 & 13 Roofs. 

Finally, the Year End Balance was reviewed.  Chris Nichols explained how we would be able to accomplish all of the above listed projects and still end the year with a balance of $ 137,790.97, which is well beyond our goal of $ 100,000.

 

Elizabeth Wulkan thanked and congratulated Chris Nichols and Sherry Minear, Treasurer, for being able to accomplish all of the above mentioned work and still maintain an excellent balance for the year.

 

The bids were reviewed for the replacement of the siding (first floor) of bldgs 4 and 5.  Sal Somma made a motion to accept the bid by BallPeen Construction.  Bob Dickey seconded the motion.  All Council members approved. 

 

The roof bids for bldgs 8 and 13 were reviewed and discussed.  Sal Somma made a motion to accept the bid by BZ Construction Services, provided they match the stated price for damaged wood replacement and the warranty.  Bob Dickey seconded the motion.  All Council members approved. 

 

The repaving of Middleton Court was then discussed.  Originally the three areas examined for repaving were Middleton Court, Carter Grove and Boone Hall Road.   It was determined that Middleton Court was in most need of repaving.  Sal Somma made a motion to accept the bid form Jerry’s Paving.  Bob Dickey seconded the motion.  All Council members approved.

 

The two areas not being repaved (Carter Grove and Boone Hall) will be seal coated and crack filled.  Bob Dickey made a motion to accept this bid.   Sal Somma seconded this bid.  All Council members approved.

 

Finally, Chris Nichols reviewed and discussed the need to attend to small cracks appearing on the main road throughout the community.   Bob Dickey made a motion to accept the bid to crack seal the main road throughout the community ($ 1,050.00).  Sal Somma seconded this motion.  All Board members approved.

 

The painting of bldgs 4 & 5 (only the areas resided) and bldgs 13 & 25 (entire bldg) was discussed.  Sal Somma made a motion to accept the bid by NIS Services.   Bob Dickey seconded the motion.   All Council members approved. 

 

Chris Nichols continued to report:

-       Bldg 4 & 5 landscaping ties have been replaced

-       Well-house roof has been replaced

-       Crawl space remediation – ALL bldgs have been completed.   Chris will speak to DryZone about a regular maintenance / check of the dehumidifiers.

-       Clean-up and mulching has begun

-       Bldg 18 Structural work is almost complete

-       Pine trees between bldg 16, 17 and the single family homes are having problems.  They will be looked at.

-       Pine tree on the main road at bldg 20 is growing at a serious angle, leaning towards the bldg.  This will be evaluated.

-       Envirotech is working on the ponds.  Work on the perimeter trees will continue in the spring.  All of this pond work is included in the overall contract.

-       Reporting from David Hutt, attorney, - we are about to receive the March & April payments from Mr. Campbell.  The Survey is being finalized, then it will be recorded in Georgetown – another step closer to finalization of the settlement.  We will receive $ 18,400 from Sandie LLC, $ 6,162 is to go to the Owners’ Reserve (owed from 2011).  For the rest of this year we will have $400 per month for discretionary funds.  This will be paid to the Owners’ Association.  The Finance Committee will determine where the remaining $12,000 goes – to Owners or Condo, to Reserve of Operating.

-       The Parking Lot Removal is now funded out of the Owners’ funds.  For 20 years, the Owners received the money, therefore, the removal of the parking lot & repaving should come from the Owners’ funds.  Once seed is planted, the Condo will take care of the area.

 

Chris Nichols had to depart at this time.  Jonathan Poole took over the representation or SeaScape PM.

 

 

 

 

Committee Reports:

 

Architectural Review Committee (ARC):  Ed Wulkan, Chairperson, reported there have been 5 requests and all 5 have been approved or are approvable.  

 

 

Documents Committee: Elizabeth Wulkan, Chairperson,  reported that she has been writing responsibilities for each committee- as requested by David Hutt, our attorney.  As these are written, they will be posted on the website.

 

 

 

The Landscaping Committee has been very busy planning and working

 

 

 

Finance Committee: Sherry Minear, Chairperson.  This report has already been presented.

 

Flag Committee: Ed Edison, Chairperson.   Ed is not here today.  Jonathan Poole reported that the flag was down for repairs and is now flying.

.

Landscaping Committee: Pat Torielli, Chairperson.  Pat is not here today.  Elizabeth reported that the committee has been very busy – meeting with both SeaScape PM and Scott & Sons (the landscaping company.  They are planning immediate and long term work.   She also reported that they will be meeting with an arborist to evaluate all the trees on a regular basis.  Elizabeth Wulkan has generated a document of responsibilities for the Landscaping Committee. 

The committee has a budget of $ 5,000 to work with for this year.  They plan to review two courtyards each year.  They are also planning to evaluate the entrance water treatment.

 

Nominating Committee:  Ken & Nancy Brooks, Co-Chairs.  Ken & Nancy have nothing to report at this time.

 

Owners’ Forum:  Sue Spencer, Chairperson.  Sue Spencer reported there is nothing new at this time.

 

Security Committee / Gates: –      , Chairperson.  Nothing new to report at this time.

 

Wastewater Committee:  -  Bob Dickey, Chairperson, gave an update on the takeover process.  He reported that the PSC has accepted a Committee member as the community Intervener and they are now allowed to present questions.  At this point, both our and the PSC questions have been answered.  By April 1 testimony on behalf of the owners is expected to be submitted.  The rate increase will then be discussed.  TESI (Tidewater) is requesting a 37.5% rate increase over the first year. 

            On June 5th direct testimony will occur.  The individual serving as Public Advocate has changed.  The PSC has the dual purpose of protecting both the consumer and the company.  Between April 1 and June 5 there will be much discussion, perhaps even an offer from Tidewater??  If the Wastewater Committee were to receive an offer, it would have to be presented to the community (the owners).  There is no quick way to accomplish this, as many owners do not have e-mail.

The purchase price for YMG was $ 400,000.  The plans are for $ 640,000 of remediation.  The expenses include a one-time charge (a $ 16,000 penalty), which we believe should come OFF the purchase price.

 

Website:  Elizabeth Wulkan asked everyone to check our website for the postings of the new Documents of Responsibilities for the committees.

 


New – The Plantations Next Door , a new website, invites everybody to connect and learn about The Plantations.  Plan, share, …….   SIGN UP!  This new venue provides a new level of communication for the community. 

 

 

 

Owners’ Input; (15 minutes)

           

 

Adjourn:

The meeting was adjourned at 10:56 AM.  Bob Dickey made a motion to adjourn the meeting.   Sal Somma seconded the motion.  All Board and Council members approved. 

 

 

Respectfully Submitted,

Sal Somma

Secretary



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