Westbury Park Residential Association, Inc.
Minutes of Board Meeting
March 19, 2015 at 6:30 PM
Call to Order:
Mr. Pete Popovich called the meeting to order on March 19, 2015 at 6:35 PM at the Comfort Suites
in Bluffton, SC. Other Board members in attendance were Arlene Spiegel, Meg Engler and Louis
Nelson. With only four members present, this did not represent a quorum. Mr. Popovich noted
that Greg Black resigned this morning. Matt Flewelling represented CCAM.
Introduction of new property manager:
Ms. Patty Miller was introduced as the new property manager representing CCAM. She discussed
her background and qualifications.
Community Comment Period:
Pete reminded all members of the rules of decorum during the meeting and that there will be a
community comment period for owners to voice questions or issues. Owners disrespecting the
rules will be asked to leave and the Board will enter into Executive Session. Owner’s comments
are limited to three minutes. Questions outside the comment period may be submitted tonight
and will be answered by email from CCAM or a Board member.
The owner of 61 Regent addressed the Board regarding damage from a fallen tree which resulted
in protrusion of a 6 inch PVC pipe in addition to it being an eyesore. Matt noted that Ocean
Woods has quoted on it.
The owner of 53 Regent noted the light is out on the 278 sign. He noted that kids are coming
through the fence from The Estates. Matt noted that Ocean Woods has a landscape bid which will
provide screening material to address this problem. This will be discussed later in the meeting.
Mr. Borden noted that the trade name for the management company is CCAM but understands
that there is another name that is being used and questioned what the name was. Matt indicated
the name is Beaufort Rentals LLC. In responding to another question from Mr. Borden, Matt
indicated that two original CCAM employees have been retained and that there is one full time
inspector that inspects once weekly and another employee that inspects twice weekly.
Approval of Minutes:
A motion with made and seconded to approve the February 19, 2015 minutes. All were in favor.
Reports:
a. Management Report: Matt gave the Management report.
i. The siding on the pavilion is nearing completion and looks good.
ii. A new address sign has been replaced however it is a two sided sign which was
ordered in error. CCAM will replace it at no cost to homeowners.
iii. Outstanding maintenance issues: 1) Matt is getting a topographical survey to
determine the scope of the drainage problem behind the townhomes prior to repairs
Westbury Park RA Minutes of Board Meeting
March 19, 2015
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being made. The survey will help determine that the appropriate decision is made. 2)
A bid of $500 to repair the pothole at the end of Westbury Park Way has been
received. 3) the company that was to do the electrical repairs at the gates did not
show up and was let go. A bid from a second company of $3500 has been obtained.
iv. Landscaping items –
1. The bid from Ocean Wood to screen the area behind the townhomes includes 30
plants totaling $1650. Matt recommends getting another bid for this work.
2. Matt recommends completing the screening for the well pump at the end of the
alley for $520 which includes irrigation repairs.
3. The traffic circle on Saville and Westbury Park Way needs attention and it was
Ocean Woods recommendation to finish off the area with pavers to prevent
vehicles driving over the area. One bid from Ocean Woods for $665 has been
obtained. Matt noted that a school bus was observed driving over the area and he
will ask the bus company to pay for at least a portion of the repair. Owners
expressed concern with pavers being a constant maintenance issue if not properly
installed with a strong base and also talking to the fire department about access by
emergency vehicles.
4. Matt discussed a bid received for $14,000 to address select areas between the
sidewalks and roadways as the grass is dead and irrigation does not work in all
areas. This bid would include about 6000 square feet of area.
v. Compliance issues - Matt presented a schedule for owners to complete various tasks
including exterior maintenance, mulching, removal of holiday decorations, lawn
damage, power washing, etc. Owners not in compliance by the deadline would be
sent a reminder letter to make the necessary repairs/maintenance. The Board
approved the schedule presented by Matt.
vi. Collections – Matt reported that $10K has been collected since January 1st, 12 owners
are making payments under payment plans, 13 have judgements, 6 are in foreclosure
and 1 owner in is bankruptcy.
b. Financial Report – Matt reviewed the financial positions of the association; the report was
sent to the Board in advance for their review. CCAM is reviewing whether some cash could be
moved to the reserve account and will make a recommendation in the next two months.
c. Security Committee report: Pete advised that the Board and CCAM meet with Custom
Security to review cost of the gates and to finalize the termination of the contract. Pete will
arrange the meeting with Custom Security.
Old Business:
a. Electrical Repairs – As discussed earlier, a bid of $3500 was received for electrical repairs to
the entrances and throughout the community. A motion was made and seconded to approve
this project. The motion passed with all in favor.
b. Signage repairs and maintenance – Matt indicated that he is working on a quote for sign
repairs and maintenance.
c. Alleyway drainage issue – Bids for $10K and $12K have been received. It is Matt’s
recommendation to determine the scope of the problem before proceeding with repairs. A
topographical survey is pending and then we will meet with the engineer to develop a plan.
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March 19, 2015
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d. Landscape bids – Matt presented three landscape bids (area behind townhomes, screening for
the well pump and pavers for traffic circle) for the Board’s review. A motion was made and
seconded to approve all three landscape bids for a total of $2,835. The motion passed with
all in favor.
New Business:
There was no New Business.
Adjournment:
The meeting adjourned at 7:13 PM.
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March 19, 2015
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