dewees island property owners association inc. … · 1/16/2016  · progressive dinner; ghost tour...

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DEWEES ISLAND PROPERTY OWNERS ASSOCIATION INC. – MINUTES January 16, 2016 DEWEES ISLAND PROPERTY OWNERS ASSOCIATION INC. Regular Meeting of the Board of Directors Meeting Minutes January 16, 2016 Landings Building, Dewees Island SC. Board Members Present: Anderson, Easterlin, Hines, McIntyre, Plemmons, & Zitzman Board Members Present via Phone: McDevitt Board Members Absent: Duncan, Schwaibold Staff Present: Kim Knight, Catherine Kovacs, Chris Dugan. I. President David McIntyre began the meeting at 8:30 a.m. with the Open Forum where owners may speak to the board about questions and issues of concern. II. Two owners were present. No issues were presented to the Board during the Open Forum. Mr. McIntyre called the official board meeting to order at approximately 8:35 am. The Secretary stated there was a quorum. III. A motion was made, seconded, and unanimously passed to approve of the Minutes of the Regular Meeting of the Board of Directors dated November 21, 2015. IV. The Environmental Resource Board Report, the Communications Committee Report, the Nominating Committee Report, and the Wetlands Committee Report were presented. The preceding reports, and all other reports were submitted in writing. Copies of the written reports are attached as Attachment A. Discussion followed. Larry McDevitt verified that he will not be running for a second term. V. Reports of Officers A. Treasurer’s Report 1. Audit Report – presented by Brandon Renaud

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Page 1: DEWEES ISLAND PROPERTY OWNERS ASSOCIATION INC. … · 1/16/2016  · progressive dinner; Ghost tour Happy Hour each Friday as people volunteer; another chef dinner at the Huyler House

DEWEES ISLAND PROPERTY OWNERS ASSOCIATION INC. – MINUTES January 16, 2016

DEWEES ISLAND PROPERTY OWNERS ASSOCIATION INC. Regular Meeting of the Board of Directors

Meeting Minutes January 16, 2016

Landings Building, Dewees Island SC. Board Members Present: Anderson, Easterlin, Hines, McIntyre, Plemmons, & Zitzman Board Members Present via Phone: McDevitt Board Members Absent: Duncan, Schwaibold Staff Present: Kim Knight, Catherine Kovacs, Chris Dugan.

I. President David McIntyre began the meeting at 8:30 a.m. with the Open Forum where owners may speak to the board about questions and issues of concern.

II. Two owners were present. No issues were presented to the Board during the Open Forum. Mr. McIntyre called the official board meeting to order at approximately 8:35 am. The Secretary stated there was a quorum.

III. A motion was made, seconded, and unanimously passed to approve of the Minutes of the

Regular Meeting of the Board of Directors dated November 21, 2015.

IV. The Environmental Resource Board Report, the Communications Committee Report, the Nominating Committee Report, and the Wetlands Committee Report were presented.

The preceding reports, and all other reports were submitted in writing. Copies of the written reports are attached as Attachment A. Discussion followed. Larry McDevitt verified that he will not be running for a second term. V. Reports of Officers

A. Treasurer’s Report

1. Audit Report – presented by Brandon Renaud

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DEWEES ISLAND PROPERTY OWNERS ASSOCIATION INC. – MINUTES January 16, 2016

2. POA Financial Reports – presented by Chris Dugan

a. Action for Chris to get detailed

information on reserve fund.

b. Request for clarification of MVC

proceeds.

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DEWEES ISLAND PROPERTY OWNERS ASSOCIATION INC. – MINUTES January 16, 2016

Dewees Island POAYTD Statement of Operations

Period Ended December 31, 2015

2016 Budget YTD Budget YTD Actual POA

Public

Safety HH Marina MV Cottage Variance Explanation

Income

Ferry Service 115,000 28,750 21,497 21,497 - - - -

Miscellaneous 4,800 - 347,443 347,478 (35) - - -

YTD favorable variance due to posting of

sale of MVC and finance charges on

delinquents accounts.

Sale of Foreclosed Lots - - - - - - - -

Interest Income 7,000 1,750 1,337 1,269 - - 69 -

Labor 200 50 - - - - - -

Skiff 1,000 250 - - - - - -

Cart Rental 8,000 2,000 2,325 2,325 - - - -

Equipment 10,000 2,500 2,027 2,027 - - - -

Room Rental 40,000 10,000 6,115 - - 5,645 - 470

YTD unfavorable variance due to

seasonality of rentals.

Slip Rental 108,000 27,000 26,175 - - - 26,175 -

Slip Rental/Parking 18,000 4,500 4,500 - - - 4,500 -

EPB Contribution to Public Safety 6,180 1,545 1,545 - 1,545 - - -

Utility Contribution to Public Safety 22,660 5,665 5,665 - 5,665 - - -

Total Income 340,840 84,010 418,630 374,596 7,175 5,645 30,744 470

Expenses

Wages 675,079 179,035 201,294 140,879 39,237 14,708 6,470 -

YTD unfavorable of variance due to

accrual of December 31 payroll.

Administrative 122,661 18,811 26,210 23,571 523 1,570 546 -

YTD unfavorable variance due to

accounting transition costs, and real

property taxes.

Insurance 208,671 52,168 51,650 23,493 4,284 12,417 9,287 2,169

Expenses on Acquired Properties - - - - - - - -

Commission Expense 9,000 2,250 1,529 - - 1,411 - 118

Legal 30,000 7,500 12,669 12,669 - - - -

YTD unfavorable variance caused by

Tinkler defense costs, and legal costs

associated with accounting transition.

Utilities 72,700 18,175 21,122 8,852 4,344 5,142 1,419 1,365

YTD unfavorable variance due

stormwater taxes.

Housekeeping 6,000 1,500 1,460 - - 1,260 - 200

Equipment/Supplies 16,250 4,250 1,461 1,156 31 275 - -

Fuel 67,580 16,895 13,754 13,647 108 - - -

R&M 109,829 29,376 39,559 23,240 4,524 5,500 2,281 4,013

YTD unfavorable variance associated with

ferries, golfcarts, PS fire extingushers,

Parker repairs.

Other 37,300 4,717 4,500 4,500 - - - -

Marina Reserves 48,000 12,000 8,000 - - - 8,000 -

Total Expense 1,403,070 346,676 383,208 252,007 53,051 42,282 28,004 7,865

POA Total Ordinary Income(Loss) (1,062,230) (262,666) 35,422 122,590 (45,876) (36,637) 2,740 (7,395)

ERB 2016 Budget YTD Budget YTD Actual

Income 35,024 8,756 24,020

MTD favorable variance of due posting of

income from lot sales.

Expenses

Payroll 82,654 20,814 23,163

YTD unfavorable variance due to accrual

of December 31 payroll.

Admin 13,335 3,463 2,314

Operating 29,580 7,845 11,761

EPB Total Expense 125,569 32,122 37,238

EPB Income (loss) (90,545) (23,366) (13,217)

Total Income (loss) (1,152,775) (286,032) 22,204

Detail By Funds

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DEWEES ISLAND PROPERTY OWNERS ASSOCIATION INC. – MINUTES January 16, 2016

3. Delinquencies

4. Bank Account Diversification

a. A motion was made, seconded, and

unanimously passed for Kim Knight to

have authority on opening accounts

with a third and fourth bank and as best he can

evenly distribute the amount balances in each bank

to minimize the risk from bank failure.

a. Finance Committee Formation The Board formed the Finance Committee and selected Bill Easterlin as Chairperson and Dave McIntyre, Dwight Plemmons and Tim Zitzman as members.

B. Manager’s Report – Kim Knight reported on several

matters:

(1) the ferry fleet status, (2) Internet options Island-wide

(3) data list (4) Huyler House elevator rebuild, (5)

staffing and (6) maintenance.

VII. Old Business

A. Outsource POA rental golf cart fleet

i. A motion was made, seconded, and unanimously passed to approve

outsourcing of golf carts on terms of the contact the POA received (see

attachment C).

B. Huyler House – Administrative Fee for Dewees Rentals

In addition the Board increased the fee for all Huyler House guest suites to $75 for

all suites rented under the free nights for lot owners program. Dewees Rentals is

authorized to extract a service fee from the transaction equal to the amount of $75

less the cleaning fee.

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DEWEES ISLAND PROPERTY OWNERS ASSOCIATION INC. – MINUTES January 16, 2016

VIII. New Business

A. POA Annual Meeting

i. Keynote speaker

ii. Theme: Lake Timicau

B. Marina Renovation Permits

i. Kim authorized to get quotes/designs from marina.

C. Shared Parking City of IOP

Break adjourned approximately 11:50 a.m. Resumed meeting at 12:00 p.m. Staff exited the meeting at 12:15 p.m. The meeting resumed for Executive Session after lunch at approximately time 12:30 pm

IX. Upon motion duly made, the meeting was adjourned at

approximately 3:00 p.m.

Respectfully Submitted, Kim Knight Secretary Dewees Island POA Inc. Minutes Prepared by: Catherine Kovacs, Island Administrator Dewees Island POA Inc.

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DEWEES ISLAND PROPERTY OWNERS ASSOCIATION INC. – MINUTES January 16, 2016

Attachment A

A. Dewees Island Architectural Resource Board Report No Report. B. Environmental Program Environmental Program – Staff Report December 2015 – January - 2016

Lori Sheridan Wilson, Environmental Program Director & ARB Coordinator

o Impoundment depth survey o Lake Timicau restoration project coordination o Assisting in DNR/FWS winter Monarch tagging project o Island Tour for Kiawah Naturalist Group o ISS Shorebird surveys o Deer camera survey o Landscape Tech interview, training and supervision o Landscape Maintenance; blowing, trimming, litter collection, etc. IOP Marina and

Dewees Island community spaces, road maintenance. o Participated in the Audubon Christmas Bird Count o Researched and participated in meetings for future Shorebird community

education. C. Archives Report Archives Committee Report - January 2016 No meeting has been held since my taking over as chair person. Items on the agenda for the next (soon to be scheduled) meeting are: Planning for the dedication of the Memorial Garden on Home Owners weekend. Planning a permanent continuing support system and financial management of the memorial garden, including discussion of current accounting.

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DEWEES ISLAND PROPERTY OWNERS ASSOCIATION INC. – MINUTES January 16, 2016

Transcribing the tape made at the Eric Poplin talk and making an identification system for the display cases where these items are stored. Review of the previous tape made by Poplin on the archival digs on Dewees and decision re: how to use same. Finishing photo sorting and scanning and update of house owner’s book. Discussion regarding update of display in the Landings to reflect the 1st 25 years of the POA (IPP) history. Future project ideas. Submitted by Barbara J. McIntyre Archives Committee Chairperson D. Arts Council Report No Report. E. Communications Committee Report Promoting Dewees in Strategic Markets: I. Upcoming events which will bring to the island individuals that fit the profile for our marketing. A. The Brass Quartet of the Charleston Symphony Orchestra will perform on Sunday, February 14th at a catered Brunch in the Huyler House. The second year they have chosen Dewees as a performance venue, we have an opportunity to showcase the best of Dewees: unspoiled nature. Open to owners, your friends and guests and patrons of the Symphony. The cost is $80 per person. Please consider sharing this delightful event with your Valentine. B. Kelly Cullpepper, a prominent professional photographer out of Charlotte, is developing 2 photography workshops to be held on Dewees. He has a large following of students for which Dewees’ low country nature provides a new venue to shoot. There will be a 4 day/4 night class and a 2 day/2 night weekend class. It will be open to all interested photographers. A wonderful promotion for Dewees through his invitation lists. Kelly’s Blog and extended photography interest. Dates and prices to be determined.

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DEWEES ISLAND PROPERTY OWNERS ASSOCIATION INC. – MINUTES January 16, 2016

II. Spoleto Festival Auction - We will place a weekend Dewees Experience in the Spoleto on line auction beginning February 15th. Nationally promoted, the scope of this auction has grown over the years we have been participants. 3 night stay in the Huyler House with nature tour, etc. This requested item sells well and brings interesting guests to us. III. Guidelines for Living on Dewees are now ready for the Board’s preview. With the number of new owners purchasing lots through foreclosure and tax auctions, we find a strong need for practical, helpful information for the simple things that we do every day which are particular to Dewees. The final draft of The Owners’ Guide, second in the series that Judy volunteered to design and produce, will be available at the Jan 16th Board Meeting. We saw the Real Estate Guide at our last Board meeting. The Visitors/Renters Guide will be the third and final gook. This is a tremendous commitment on Judy’s part to prepare these How To booklets for reference and resource materials for living and enjoying Dewees. We and the staff are coordinating to make certain contact information and policies are current and accurate. Communications plans to have The Owners’ Guide available as a hand out at the Annual Meeting. Extra copies available for sale. Real Estate Report Sales: House on Lot 20 - Jeff Deal, seller Jim & Marcia Decker, buyers (also own Lot 69) Lot 22 - Hines/ Pettus, seller Dr. Joe Gillespie, buyer Lot 87 - Bank Foreclosure, seller Guido Evangelista, buyer Pending: Lot 3DI - sold at tax auction - year for seller to redeem F. Social Committee Report Social events thus far in 2015 April 5-----Sunday Sunrise Service April 29—Drayton Hall tour May 9------Vietnamese dinner at Huyler House May 15-----Turtle Team Kick Off at Happy Hour 5:30 p.m. May 24-----Memorial Day Celebration Games at 4:00p.m. Feasting at 6:00 p.m. June 4------Riverdog ball game June 20-----Savage Solstice 6:30 p.m. June 26-----Shorebird Presentation by Conservancy at Happy Hour

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DEWEES ISLAND PROPERTY OWNERS ASSOCIATION INC. – MINUTES January 16, 2016

July3--------Sand Art Contest 4:30 p.m. McIntyre Happy Hour July 4-------Bubber’s Beach Run/Fun, Cart parade & ice cream, fireworks at Mosers July 12-----Dewees Within 1:30 p.m. Savages Mint Juleps—cancelled Aug. 14----Intern Farwell—Conservancy to do Sept. 6----Labor Day weekend. Damnitball with Michael Ross in charge Oct.10-----Blind Cart Race Oct. 31----Halloween with people mover or possible BYOdinner & scary movie at Huyler House Nov. 7-----Annual Fish Fry (Pending OK with Bill Easterlin & Cassandra McLeod) Dec.31----New Year’s Eve at Huyler House 7:30 with fireworks at 8:00 BYO chili. McAlhany’s after 9:00 Possible events: Working on Chef dinner at Huyler House; Valentine’s orchestra again; progressive dinner; Ghost tour Happy Hour each Friday as people volunteer; another chef dinner at the Huyler House G. Public Safety Committee Report No Report. H. Wetlands Committee Report The Wetlands Committee met on November 20, 2015. The POA Board asked us to assess the impact on the wetlands of having a cart path constructed through lot 88. Members of the POA Board, ERB, DI community, Kim Knight and Lori Sheridan-Wilson were also present. Years ago a cart path existed that ran from lot 88 through undeveloped lots 137, 136, and 135 skirting much of the freshwater wetlands (see the map below). A new path would have to be developed which would not encroach on private property. Potential routes were flooded by the recent heavy rains making walking the entire site impossible. It was obvious that the only practical way to have a cart path traversing lot 88, which would not disrupt the wetlands, would be by constructing an extensive bridge system. If the POA Board thinks the cost/benefit of such a cart path is warranted, the Wetlands Committee could follow up with further studies, however the Wetlands Committee is recommending not to pursue the building of a cart path at this time. Sincerely, The Wetlands Committee: Faith Schwaibold, Chair Richard deMayo, Lesa Kastler, Diane Kliros, Rick Miller, Carroll Savage, Tim Zitzman, Kim Knight, Lori Sheridan-Wilson

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DEWEES ISLAND PROPERTY OWNERS ASSOCIATION INC. – MINUTES January 16, 2016

Key to the following map: Red- lot 88 property line Purple- old road routeGrey- Lake Timicau Lane and Old House Lane Blue - Wetlands

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DEWEES ISLAND PROPERTY OWNERS ASSOCIATION INC. – MINUTES January 16, 2016

I. Nominating Committee

Report January 11, 2016

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DEWEES ISLAND PROPERTY OWNERS ASSOCIATION INC. – MINUTES January 16, 2016

The Nominating Committee received nomination forms from five candidates for the POA Board

before December 20, 2015. We met by phone to consider the candidates on January 6, 2016.

After much debate, we concluded that four of the five candidates are qualified to serve on the

POA Board as measured by the standards established in the revised Bylaws: Peter Cotton,

Reggie Fairchild, Larry McDevitt and Dwight Plemmons. We concluded that the fifth candidate

is not yet qualified to serve because at present he has no experience at the Association or with

its committees, or other appreciable volunteer or community service. We have informed the

candidates of our decision, and are looking forward to meeting with the fifth candidate to

explain our decision and encourage him to participate in other Dewees programs and

community activities.

We request that the Secretary post the names of the four approved candidates on the

community website in accordance with the Bylaws no later than January 19, 2016.

Respectfully submitted,

Margaret Errington Scottie Hoffman

Alex Kliros

Scott Ward

Tim Zitzman

ATTACHMENT B FLEET STATUS 1/10/16 Last Report 11/17 2015

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DEWEES ISLAND PROPERTY OWNERS ASSOCIATION INC. – MINUTES January 16, 2016

State of the Fleet

Since our report in November, the fleet has undergone her regularly anticipated maintenance by our crews and staff as well as our usual contracted support. Over the past few months we have had a number of issues that needed to be attended to due to our wintering of the fleet and engine exchanges. The following is a short summary of our fleet vessels and their status. Islander (Status: In Service)

The Islander made her yearly appearance to the Pierside Boat Works yard, and due to her heavy usage and number of hours on her engines, it was decided that she was in rotation for the swap of the same for her rebuilt standbys. However, with this replacement have come the following issues. First, several control modules needed to be replaced due to failure. After troubleshooting by Yamaha, the modules were found to be in need of recall, and as such were also computer checked for variances within their operations. This resulted in a number of related diagnostics wherein we/Yamaha’s Engineers found the computer for the engines was also a major reason for the failures within the modules. The computer was thus also changed. Performance has been slightly hindered due to throttle linkage issues that have been corrected. Breeze (Status: In Service)

The Breeze is seeing her service on a regular basis. As long as the weather permits, she will continue to be our small count ferry. As an accolade to Marine Propulsions and their support and maintenance, she had had outstanding history of performance since their (MP’s) takeover of her support contracts. The Parker (Status: In Service)

Since the last report, continues standing by and awaiting her call to service. She is an outstanding vessel for her intended function, and again is seeing good service, maintenance and support by Marine Propulsion. The Skiff (Status: In Service)

She is continuing to provide staff and contractor support as needed, but due to her age and hull condition, as well as electrolysis related issues, she is in need of replacement in the future. This is becoming a concern as she is taking on water at a rate faster than should be considered acceptable for our back-up safety vessel. While the pumps keep her in service when she is tied at Dewees, their overuse is not in our best interest. This is less of an issue at the IOP marina as she rests on a jet dock, removing her from direct water flotation. Please feel free to direct any further questions to me.

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DEWEES ISLAND PROPERTY OWNERS ASSOCIATION INC. – MINUTES January 16, 2016

Capt. Al Kemp Dewees Island POA Port Captain COMCAST- POSSIBLE INTERNET UTILITY FOR DEWEES ISLAND The POA is currently organizing a test of a possible wireless Internet network for Dewees Island. The idea is to channel Comcast business cable by our own wireless network from Dewees - Isle of Palms Marina to the Landings Building. If this project proves viable we will then attempt to broadcast to the Huyler House and Public Works and to houses on the island. Many things need to be thought through with this project as the POA will become an Internet Utility providing a service to all residents on the island. We will need to consider the business plan for this project. The first thing to do is to prove if we can get a reliable signal to the island. DATA LIST The master contact list for Dewees Island Property Owners Association is complete for uploading to the website address book. Having been in and around the office during the travails of Catherine assembling this list over the last many months I feel this is a major effort and a credit to Catherine’s tenaciousness. This is the first time we've had a list that is as current as this since Lois left. I am aware of other major associations around the country that after six months of effort have 80% compliance. So Catherine’s 90% is great. HUYLER HOUSE ELEVATOR REBUILD Please see the bid we received from our elevator contractor to rebuild the Huyler House elevator to make it more reliable and user-friendly. This is way in excess of our $30,000 budget. We have asked the contractor to go back over the bid to see if we can meet our goals without a major rebuild of the elevator.

A Schindler modernization offers a number of benefits which have been outlined below:

Advantages with Schindler Modernization Risks from Deferred Modernization

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DEWEES ISLAND PROPERTY OWNERS ASSOCIATION INC. – MINUTES January 16, 2016

Smooth, reliable performance as a result of precision engineering, expert installers and quality components utilizing digital technology Miconic technology has been proven with 50,000+

installations globally, stable platform, high reliability and offers superior ride quality

Poor reliability and potential for higher injury claims and legal costs. Higher operating costs and lower customer satisfaction. Longer wait and travel time for tenants, unreliable ride quality and less system reliability when a car is taken out of service.

Compliance with the latest safety and ADA codes Potential for higher injury claims and legal costs

Long term product support with parts replacement and maintenance. Schindler’s Service Excellence offered long after the modernization.

Lack of consistent technical expertise. Short lifecycle of parts support and design obsolescence.

Improved service from Schindler’s Remote Monitoring (SRM) which offers constant monitoring of the elevator equipment and operation and will automatically assign a service call to the technician and provides the four most likely fixes. Allows us to return your car to service more promptly with a higher likelihood of correctly fixing it the first time.

Longer periods of downtime due to troubleshooting. Increased disruptions for tenants and lower customer satisfaction.

Financing may be available based on standard credit qualifications

Project Scope - Bank A

Number of Units 1 Capacity 2000 Type Hydraulic Speed 100 fpm

Unit Numbers 01 # of stops 2 Machine Location Remote # of openings 2 Front, 0 rear

Description of Work Included

in Proposal Machine Room

Tank unit and Miconic HX control. Tank unit includes new submersible pump one single speed AC motor, valve, hush kit, and all necessary piping in machine room

Replace

Machine Room Wiring Replace Door Operator Front Harmonic door operator Replace Hoistway Door Equipment Front 2 Set(s) of Hoistway Door Panels per car; Floor (Typical) Reuse 2 Inter Lock(s) per car; Floor (Typical) Replace 2 Closer(s) per car; Floor (Typical) Replace 2 Pick Up assemblies per car; Floor (Typical) Replace Car and Hall Fixtures

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DEWEES ISLAND PROPERTY OWNERS ASSOCIATION INC. – MINUTES January 16, 2016

2 Hall Stations Replace Replace car riding lantern Replace Main Car Operating Panel with Position Indicator Replace Car and Hoistway Car Roller Guide Assemblies Reuse Hoistway Wiring Replace Car Wiring Replace Jack Assembly Cylinder and Piston Reuse Packing Reuse

All other systems and components not noted above will be reused and integrated into the new elevator system.

Terms and Conditions

1.

Our price for the work proposed is $108,869.00 including appropriate tax. This price is firm for 90 days, and thereafter subject to change without notice.

**Please note: price includes 12 months of new productive service with includes regular

time maintenance and regular time callbacks **Please note: price includes $13,000.00 allowance for cab interior finishes

STAFFING

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DEWEES ISLAND PROPERTY OWNERS ASSOCIATION INC. – MINUTES January 16, 2016

Peden Dunn our existing landscape maintenance person has taken over from Robert Fischer as the new head of maintenance. Peden's is doing a very good job in this new area and is very dedicated and enthusiastic about his job. Miles Arnette commenced his job as Landscape Technician on January 1, 2016. Miles is responsible for maintaining the vegetation, signage, roadways, boardwalks and trails for access and aesthetics. I’ve have taken the opportunity of the staff changes to revise the reporting requirements of the staff. Terry Schwartz has qualified as Operator in Charge of the Utility Company and will only be working 15% of his time for the POA. Terry will no longer be supervisor for landscape maintenance and general maintenance. Peden Dunn will report directly to me, Kim Knight. Miles will report to Lori Sheridan Wilson who in turn reports to me. Since Joan retired December 31 Chris Dugan has taken up the accounting reins for the company reporting to me. MAINTENANCE Apart from their regular tasks the maintenance staff is focused on the following projects:

● Island wide road grading and completion of the repair of Myrtle Dock and 6 Pipes Road. ● Improving the landscape and building level of maintenance of Isle of Palms Dewees Island

Marina, Huyler House and the Landings Building. ● Huyler House - complete pressure washing the building and repair areas of immediate

concern.

ATTACHMENT C

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DEWEES ISLAND PROPERTY OWNERS ASSOCIATION INC. – MINUTES January 16, 2016

Dewees Rentals Golf Cart Rentals – Outsourcing Huyler House Administrative Fees

Hi Kim, I agree that your idea of the POA retaining ownership of the carts makes the most sense. Let's treat this like we would treat property management. I have attached a copy of our rental cart management agreement for the board to review.

Emily

A. Huyler House – Administrative Fee for Dewees Rentals

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DEWEES ISLAND PROPERTY OWNERS ASSOCIATION INC. – MINUTES January 16, 2016

Please see below the administrative fee that Dewees rentals is requesting of the POA to provide her services: Hi Kim,

As far as coordinating free lot owner and auction nights, I can offer a flat rate of $50 per reservation to provide the same services that I provide for paying renters. I can deduct that from POA statements as well.

Let me know when you've had a chance to review, and have a great holiday!

Emily Annual Meeting Planning

Dewees Island Property Owners Association Inc. Annual Meeting

March 18 & 19, 2016 Friday Evening, March 18, 2016 6:30 PM Members Only Cocktail Party Saturday, March 19, 2016 7:30 AM Coffee and Pastries 9:00 AM Property Owners Association

Establish Quorum & Call to Order

President’s Report

Treasurer’s Report

Auditor’s Report

Election of Directors

Island Manager’s Report

Environmental Program Board Presentation

Guest - Dewees Island Conservancy

Guest – Lake Timicau Project -Ducks Unlimited

Open Forum

Announcement of Election Results

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DEWEES ISLAND PROPERTY OWNERS ASSOCIATION INC. – MINUTES January 16, 2016

Adjournment

1:00 PM Traditional Low Country Feast Marina Renovation Permits I have a question for the Board whether it wants to initiate the process for the permitting of our Marina renovation. Marina reserve budget request $12,500. Kim, I might suggest you consider is to initiate the regulatory permitting process for the proposed marina replacement now/soon. Unfortunately, we’ve seen the timing of permit application review by the agencies grow over time (often well over a year for the “simplest” of projects), so having permits in hand and ready to go when your funding is in place could be very advantageous. Also, the permits from OCRM and the USACE (which would be required for your replacement project) are valid for a period of 5 years and can generally be easily extended for another 5. This new permit would be based on a Joint Permit Application to the US Army Corps of Engineers and SCDHEC-OCRM. We typically charge a flat fee to conduct a pre-application meeting with the agencies and then prepare and submit the application, including signed/sealed permit drawings, required narrative, forms, etc. For a marina/dock permit, this typically ranges from $5,000 to $7,500 depending on the complexity of the project, available information, etc. After submittal there is generally some level of coordination required with OCRM and the USACE, particularly if the application is placed on public notice (which this very well may). Even with the pre-application meeting it is impossible to fully identify what comments may be received from the agencies, other commenting agencies such as USFWS, NMFS, and the general public. What we do to provide a means of responding to these inquiries is set up a time and materials allowance. For most marina permits we set this, initially, at $5,000. Some may be used, all may be used (and more) if public hearings are required, etc., or none may be required if things sail along smoothly. Something else you’ll need with a new permit application, if you do not have a current one, is a signed/sealed survey of the critical line at your site. The survey has to be certified/verified by

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DEWEES ISLAND PROPERTY OWNERS ASSOCIATION INC. – MINUTES January 16, 2016

OCRM and submitted with the permit drawings. The OCRM certification has to be conducted within 5 years of your permit submittal as well (so older surveys may not be viable). Something to work out as you move forward with the process, but this can present another minor cost item (somewhat simple at your site due to the bulkhead which essentially establishes the critical line). We do not do this (survey) work, but can facilitate to ensure it is appropriate for the application. Shared Parking City of IOP From: Marshall, Kirby [mailto:[email protected]] Sent: Wednesday, December 02, 2015 5:04 PM To: Kim Knight <[email protected]> Subject: Isle of Palms Marina Kim, Good evening. I am following up on some of the stakeholder discussions that were held a month or so back about the potential redevelopment of the Isle of Palms Marina. One thing that came up was the potential partnership with you guys (Dewees POA) or the Wild Dunes Yacht Harbor folks about sharing some parking space. Is this something that would be in the realm of possibility for you to consider? Do you even have spare space in the summer? Perhaps a very controlled/limited number of spaces for IOP marina staff, etc.? As you are aware there are a number of uses next door at the IOP marina site and parking is a major issue. Any feedback (non-binding, of course) would be very helpful. Thank you! Kirby From: Kim Knight [mailto:[email protected]] Sent: Monday, December 07, 2015 9:20 AM

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DEWEES ISLAND PROPERTY OWNERS ASSOCIATION INC. – MINUTES January 16, 2016

To: Marshall, Kirby <[email protected]> Subject: RE: Isle of Palms Marina Kirby, Parking is a major issue for us as well. The Board is interested in the least discussing the issue with you to see what the City have in mind for us. But yes, include us in the discussion. Regards, Kim Kim A Knight General Manager Dewees Island SC. 843 568 3991 ------------ From: Marshall, Kirby <[email protected]> Sent: Monday, December 07, 2015 9:25 AM To: Kim Knight Subject: RE: Isle of Palms Marina Thank you Kim. We are in the throes of our site parking assessment for the IOP Marina site now. I’ll circle back if/when we have something concrete to discuss. Best Regards, Kirby