Traditions at Old Carolina HOA Meeting Minutes September 21, 2016 7:00 PM Call to order. Bill Haunert called the meeting to order at 7:00 p.m. We are here to discuss the status and issues for the community, not an IJGA update as we currently have retained an attorney to enforce transparency with the IJGA detail plans and to validate the 4 party agreement. We will update the community as we receive new information through the New web site portal. I. Roll call. In Attendance: Frank Limbert President, Bill Haunert - Director, Kathy Bear Secretary/Treasurer, Hank Haddad Director. Absent, excused David Champoux. 20 community members attended. II. Approval of minutes from last meeting. Frank Limbert motioned to accept April 2016 Board Minutes and Hank Haddad 2 nd the motion. III. Financial Report. Kathy Bear read the Treasurer's Report as of August 31, 2016. Total Cash amount was $268,460. Total Accounts Receivable $7,169. Prepaid Insurance is $2,105.91. Total Assets were $277,736. Hank Haddad motioned to approve the financial report and Frank Limbert 2 nd. Management Report CCAM Common Area Maintenance: Patty gave her brief report stating that this Board of Directors is the best of all the communities she manages and because of their efforts, the Board has reduced expenses to the Traditions community and their efforts should be applauded. Collections: We collected $ 2,091 in debts that were over 90 days past due in August 2016. There are 8 owners currently making payments on payment plans.
Hank Haddad motioned to approve the management report and Frank Limbert 2 nd. IV. Old Business a) Road patches were completed on Phase 2 between the gate and Canters Circle for 92.50 and Hawthorne Ct sinkhole was completed for $1,000, guaranteed for 1 year. b) Installed 8 port DVR and connected new Phase 2 gate camera for $1,254 to replace non functioning DVR and camera. c) Gates Readers at both gates were replaced under warranty, re welding at Phase 2 completed for $1600, and wiring replaced at pressure pads in front and in back of Phase 2 gate since the pavement has worn down and exposed the wiring to damage from tires and traffic. Frank Limbert motioned to accept and Kathy Bear 2 nd. Frank added that a clock for the pool irrigation was replaced for $415 and Carpet Cleaning for Clubhouse and Fitness room was completed for $228. Kathy Bear motioned to accept and Frank Limbert 2 nd. Sheriff s Authority on Private Roads within the Community The Board of Directors do hereby resolve and agree to subject the private roads within Traditions at Old Carolina to the South Carolina Uniform Act Regulating Traffic. Frank Limbert motioned to accept and Kathy Bear 2 nd and all voted unanimously in favor of the resolution. V. New Business a) Road repairs 3 estimates needed to get current pricing on Trotting Hill Lane road from gate to Canters Circle - Frank explained that he and Kathy were in the process of reviewing the Balance Sheet reserves and the previous road study which had indicated that the first road to be completed per the study was Bridle Path Lane in 2023. Trotting Hill Lane work will be done as a priority due to the deteriorating condition and while not a cheap project, the expense will be taken out of our Road Reserves. Once this is completed, the next priority is sealing the roads throughout. Price estimates and detailed quotes are being done currently. b) Phase 2 Gate wheels and maintenance contract - Frank discussed the need to get prices on 2 spring loaded dolly wheels to counter balance the weight and take the pressure off of the large gates. Frank explained that the gate operator hinges were the weak link and needed to be re welded for the second time and were reinforced
at the post. While that was being scheduled, Frank contacted the manufacturer to discuss the need for a new bolt for the operator arm that be greased to reduce wear on the brass bolts. The manufacturer agreed and there are now 4 new grease fitted bolts installed. Frank said Kathy monitors the gates on her phone and contacts him when there are gate problems. She noticed the Phase 2 gates operating erratically one morning and called him to come over and look at the wiring loops that were exposed in the ground around the entrance. 1 loop was replaced and the remaining loops were checked and sealed but we have not received the invoice for this yet. c) New portal for Community updates and communication Bill Haunert discussed the new portal available at www.traditionsoc.com for communications to all owners of the Traditions at Old Carolina and urged residents that have not yet registered, to please register so that all owners will have access to the information. d) Member Concerns New trees planted along Trotting Hill Lane past the gate, which were described by the installers as 10 trees from the IJGA was surmised to be designated as possible replenishment as punishment for taking down a large tree in Phase 1 without a permit. Is management company being replaced and who decides, community or Board? Frank indicated that the Board negotiates the management contracts and firms for the community. Kathy noted that the contract renews in December and Patty said that if anyone has issues with the management company to please send them to her attention. Are the gates better off than before? Frank answered that yes we are better off than previous years of paying for the lease on gates and never owning them and added that we used to pay maintenance on gates as well as the lease. Now we have 2 years left on a lease a$718 monthly cost with a 7% interest rate that the Board is wanting to pay off and save the $1,250 in interest. What would then remain is just the maintenance costs annually. We paid $3,000 for a lightening hit to the ground which went into the Hargray routers at the gates and damaged all of the gate equipment. Frank and Kathy met with Palmetto Electric to discuss surge protection at both gates and the need to protect every wire coming into the equipment would be a daunting task. We are awaiting the write up on the assessment from Palmetto Electric. Sheriff s Authority is still on our to do list, to present the plat/survey with handwritten speed limit and stop signs without a costly survey for potential
approval by Beaufort County Sheriffs Department. Frank and Kathy will schedule an appointment now that the major community issues and projects are more stable and the above resolution was unanimously approved. The Phase 2 gates will remain open weekdays from 3:30 to 6:30 pm to reduce wear and tear on the gates. The Board has been discussing the potential for assessing gate fees to contractors, since we are the only gated community to not charge for contractor access. Rosehill was noted as charging $25 per day or $300 annually. It was noted that without a gate guard to collect and enforce these fees, large contractors are going to be easier to notify and access than the smaller contractors that may end up charging these fees back to their customers. It was asked if the IJGA was paying for gate access stickers and the Board explained that they had supplied the requested information, forms and cost to the IJGA but that they have not purchased the stickers but are using an access code to gain entry for all of the vehicles at the kiosk. Frank explained that the kiosk road area still needs support work done and that this had fallen to the bottom of the list but is still necessary to move forward with. What about overdue association fees? Patty noted that owners receive a warning notice, a late fee and then another final notice before a judgment is filed which then turns into a lien on their property. CCAM handles this process as a part of their management contract except for the filing fee for the judgments. Kathy noted that of the remaining A/R of $7,169.84 that only $3,717 of it is dues and even less of this amount is due as of September. Patty explained that the 8 owners on payment plans are the only owners overdue in their fees at this point. Even though the IJGA was not on the agenda to discuss, a resident asked if there may be another meeting scheduled soon with the IJGA. Bill noted that we had met with Andrew and submitted the ad hoc committee details and are working through the attorney we hired to expose the list of things required in detail before the IJGA can come back to us and the community. The board agreed to email owners when a new piece of information is posted to the portal to notify all owners of activity to be reviewed. These emails will be sent to all owners, so that those who have not had an opportunity to register for the portal can do so with the email as a reminder.
The annual meeting package will be mailed out October 7 th with the budget, proxy forms and applications for the 3 open Board positions. VIII. Adjournment. Frank Limbert motioned to adjourn the meeting and Hank Haddad 2 nd the motion.