Lost Plantation HOA Meeting 07 January 2014 Meeting Location: Danny Jones house Meeting called to order: 6:32 p.m. Attendance: Name Position Held Present Y/N Harry Capwell President No, info submitted Ava Bailey Treasurer Yes Christine McGlynn Secretary Yes Tom Newburn Board Member, ARC Chairman Yes Danny Jones Board Member, ARC Committee Yes Ed Jewell Board Member Yes Tina Tirey Board Member Yes Kim Griffin Bookkeeper Yes Previous meeting minutes shall be posted to the Lost Plantation website http://www.lostplantation.com/index.php?page=minutes, once approved. Christine McGlynn called the meeting to order. New Business: The meeting started with the members of the 2014 board and the bookkeeper introducing themselves to one another. The members then discussed the board positions and general responsibilities, and who would fill each one. Danny Jones made a motion to name Harry Capwell as President, the motion was seconded by Christine McGlynn; the board unanimously agreed. Tom Newburn made a motion to name Ed Jewell as Vice President, Danny Jones seconded the motion; the board unanimously agreed. Tom Newburn made a motion to name Tina Tirey as Pool Committee Chair, and in charge of welcome packets, amenity access and mail collection; Danny Jones seconded the motion the board agreed unanimously. Christine McGlynn agreed to remain as Secretary and to assume the responsibility of Treasurer; the board agreed unanimously. Ava Bailey is relocating in February, and is stepping down from the board. Tom Newburn is also stepping down, but will remain available to help transition ARC to a new committee. Board Positions:
Harry Capwell President Christine McGlynn Secretary and Treasurer Tina Tirey At Large, Pool Committee Chair, Welcome Packets/Amenity Cards/HOA Mail Pickup Danny Jones At Large, Landscape Contract Liaison Ed Jewell Vice President Fiduciary Controls: Christine McGlynn will draft a resolution naming the 2014 board members as authorized check signatories on Lost Plantation HOA s account for the calendar year, and deliver a copy to the bank. Each check drawn requires two authorized signatures in order to be valid. The resolution will also name Kim Griffin, Bookkeeper, as authorized to receive information about the account and make deposits. Each board member needs to visit the bank to submit their information in order to be authorized to sign. Corporation Registration: Christine McGlynn will renew Lost Plantation Homeowners Association, Inc. s annual corporation registration with the Georgia Secretary of State. The entity control number is K948300. The fee to renew is $30, with a due date of 01 June 2014. Old Business Security: Harry Capwell has not yet contacted volunteers for the security committee for 2014. Landscape: Danny Jones brought up that Earthmark s 2013 contract was dated through the end of January 2014. The renewal contract had a period of performance of January 2014 through December 2014. Earthmark requested that we adjust the dates to be February 2014 through January 2015, because that is how the bid was quoted. Ava Bailey made a motion to alter the dates per Earthmark s request, the motion was seconded by Danny Jones; the board agreed unanimously. Maintenance/Projects: Danny Jones will place an order for architectural poles with Mel Northy. This expense was approved in 2013, but the poles were never ordered. Danny Jones will personally pay for the order and the Association will reimburse him for the expense including freight.
Danny Jones has arranged for the pool house doors to be painted, on interior and exterior surfaces. We are waiting for the new door for the utility room to be installed so that all doors are painted in the same visit. Tim Hint will be completing the work of installing the new door and painting all of the pool house doors interior and exterior surfaces. Bob Tippett of Bobco is not able to complete the installation; we will need to get a credit for the work. The refuse and broken furniture in the yard behind the pool house needs to be hauled away. Tim Hint will be able to do this. Danny Jones will speak with Tim Hint to explore options for replacing the message boards at the entrances with a more attractive and functional design. Tom Newburn is waiting for a price per sign for replacement street signs from Buddy Odom. Buddy indicated previously that the City of Pooler uses a prison in Bryan County that does good work for a good price. Tom Newburn presented two sample signs, one with block lettering and the other with italicized lettering. Neither sample matches the existing signage with script lettering and a decorative LP element. Tom will inquire with Sonya Lowery of Lamar Smith to find out who the manufacturer for the original signage was, so that we can keep a uniform aesthetic. Danny Jones called for an estimate to have lighting installed for the chimney and a future flagpole. The holiday decorations need to be taken down. Potholes need filling on Lockner and St. Andrews. Christine McGlynn will contact the City. Entrance signs refurbishment Christine McGlynn has contacted Harbor Signs for a quote; she will circulate it when received. Pool/Tennis Complex: Sand in the sand filters has been changed out by Weed Pools. The pool light replacement is in process, and will be completed before pool season. Christine McGlynn is coordinating with Weed Pools to bring the mechanical systems to full function and address other repair needs in the pool area. Surface Solutions of GA provided an estimate for approximately $11,000 to repair cracks in the pool deck, repair pool ledges that are crumbling, and reseal the pool deck. The board is reviewing the proposal. We need to hire a cleaning service to clean the restrooms and empty the waste receptacles at the pool for the upcoming season. We also need to arrange for a dumpster at the pool through Atlantic Waste. The drainage project adjacent to the tennis court is nearing completion. We will seek bids for the repair and resurfacing of the court. The city plans to hydro seed the common land with rye following completion of the project; we still need to discuss sodding for the spring with them. Operating Permits: Christine McGlynn will renew the four permits for the Association s pools (two swimming pools, one spa and one kiddie pool) with the Effingham County Department of Health. The permit fee is $300 per pool, for a total of $1200, with a due date of 31 January 2014.
Architectural Review/Covenants Enforcement: Tom Newburn has agreed to help with transition of Architectural Review (ARC) responsibilities to a new ARC committee. [Status: Unknown] The Lamar Smith model home/office under construction on Walthour has a red metal roof over the entrance. The metal roof is generating complaints because it is appears to deviate from the materials restriction and styling of the neighborhood. Harry has spoken to them; Lamar is on vacation and Harry is playing phone tag with them. We had volunteers for ARC at the annual meeting in November; we will contact them to get organized for 2014. Concern has been expressed regarding a lack of signage where one road transitions into another, for example, where Keller becomes Roberts Way. The board is considering whether additional signage would be appropriate. Financial: Kim Griffin presented the December financial statement and accounts receivable; there were no questions. Accounts Receivable for January 2014 total $7178.99 attributable to 12 parties. The 2013 year-end balance was $115,430. Bryan Williams, the website developer, added a page containing payment information and a link to PayPal for 2014 dues payment. PayPal is being offered as an electronic payment option. This is new for 2014. The additional cost to pay via PayPal will be built into the payment amount, and shouldered by the homeowner paying his or her dues. The Association s laptop will no longer turn on. A visit to Geek Squad informed us that the cost to diagnose and repair the laptop would be equal to a significant percentage of the replacement cost, and that it may be more prudent to consider replacement. Kim Griffin proposed switching from a desktop run copy of Quickbooks software to the online version, which is cloud based. This would largely eliminate the need for the Association to have a laptop, and would allow the board visibility and the potential to access the data. Ava Bailey made a motion to approve the use and expense of Quickbooks online, the motion was seconded by Tom Newburn; the board agreed unanimously. Ava Bailey will cancel the subscription services associated with the laptop (support, antivirus, etc ). Transition to 2014: Christine has the HOA files and they will go to a storage unit that we will be leasing. The unit is 5 x10 at Moore Storage. Holiday decorations, signage and other Association property will be stored there in addition to the files. Christine McGlynn will purchase a combination lock for the unit to facilitate access by multiple board members.
We need to get the vehicle identification stickers from Dave Scroggs so that Tina Tirey can issue them with Welcome packets and as requested (fee involved) by residents needing additional/replacement decals. Display of the decal on resident vehicles is voluntary. Association email will be jointly addressed by Kim Griffin and Christine McGlynn. Association mail will be collected by Tina Tirey or Christine McGlynn; each has a key to the P.O. Box.; a third key is held by Kim Griffin. Christine McGlynn made a motion to adjourn the meeting; Danny Jones seconded; the board approved unanimously. Meeting adjourned: 8:32 p.m. Next Meeting: 4 February 2014 at 6:30 p.m. at Christine McGlynn s house.