Annual KSPOA Phase I & II Membership Meeting

 Hatteras Realty Office 2nd Floor Conference Room

 November 28, 2014

Meeting Minutes

 

The 2014 Fall General Membership meeting was called to order by President Ron Tasso at 9 AM. Officers and Directors in attendance were VP Paul Bauer and Directors Don Delwiche, Laura Larson and David Scarborough. Directors Doug Hamrock, Dan Neal and Larry Bickner were absent.

President Ron Tasso explained that a change in the Hatteras Realty telephone system has made tele-conferencing less convenient and would not be available for this meeting.

The minutes of the November 2013 General Membership Meeting were distributed to the property owners in attendance for review. President called for corrections and additions; none made, the minutes stood approved.   

1. Treasurer’s Financial Report 

Director David Scarborough distributed a two-sided display of financial data attached). Side one was the Balance Sheet – Trend as of November 27, 2014 which listed Assets and Liabilities (& Equity) for the years, 2010, 2011, 2012 and 2013 year-end, and the year 2014 as of Nov. 27th. The latter total Assets was $86,597. Several outstanding expenses will be paid by year-end and his estimate for the year end 2014 Assets is about $80,000.

The opposite side of the financial report displayed the profit & loss data for 2013 and 2014 plus the budget for 2015. The display included variances between budget and actual for 2013 and 2014 as well as the variance between budget for 2015 and the estimated actual for 2014. Director David Scarborough called attention to the fact that the forecast 2014 year end result includes a 3,000 contribution from the operating account to the Emergency Reserve fund. The Board’s goal is to build a sizable reserve for the repair or replacement of boardwalks should there be major storm damage at some future time. This reserve will hopefully prevent the need for a special assessment should such damage occur.

2. Maintenance Issues

  • Trash Contract – Director Don Delwiche reported that the contract with Hatteras Realty to have the trashcans rolled to the street the afternoon before collection (usually Tuesday and Friday) and to return the trash cans to the houses after collection was in force during the summer months and during the Easter and Thanksgiving holiday weeks including a final service next Monday/Tuesday to lessen the number of cans left at the streets at end of the busy holiday period. Director Delwiche also mentioned that the lack of this service in September and October resulted in an inordinate number of trashcans left at the street for an extended period. In the spring he plans to discuss with Hatteras Realty ways in which the service can be continued during the fall period at reduced frequency so the accumulation of cans can be avoided without adding to the total cost of the program.There was a great deal of discussion surrounding this program and most comments were favorable in that trash is an important concern, especially during the summer months.
  • Trash containers per house – Director Don Delwiche reminded the audience that rental homes must have at least the minimum number of functioning trashcans according to the rule of 2 cans for three bedroom homes, 3 cans for four and five bedroom homes and at least 4 cans for six or more bedroom homes. A survey was conducted during the past several weeks to identify the homes that did not meet the requirement. The owners of these homes will be contacted in the spring and told of the ways in which they can comply with the requirement. Director Don Delwiche reported on the recent findings as follows: There is a total of 166 lots in the development of which 155 are improved lots with houses. Of these, 133 are rental properties as determined by the presence of a rental management sign on the house or of a website address for clients who may rent by that means. The rest are private residences, either occupied year-round or maintained for occasional use by their owners. Owners of these homes are not required to abide by the bedroom-trashcan rule. The result of the survey was that 121 of the 133 rental homes were in compliance. 12 homes were delinquent and all but two of these had a shortage of only one can. The other two were short two cans. These findings will be reported to the owners in the spring so that they can arrange for replacement cans before the summer season.
  • Landscaping – Director Delwiche explained that the Association has contracts with two companies, B & B for the Planting and maintenance of the plantings at the easements located at the entrances to the development and for routine trimming of the cedar trees that tend to invade the boardwalks to the beach, especially on the west side of highway 12; and JB Lawn Care for weed control, mulching and mowing the landscaped areas. He said that the plantings were not looking good these days; deer, fire ants and storm damage have occurred and the plan is to removed dead plants in the spring and replace them with ornamental grasses.
  • Boardwalks – Vice-president Paul Bauer reported that he personally inspected all nine Association boardwalks and found them to be generally in good shape except for an occasional board that should be replaced. There also are places where abrupt changes in elevation can go unseen and the plan is to use paint to make these spots more visible. VP Bauer reminded the membership that the Association is responsible for nine boardwalks which are on property deeded to the Association. All of these boardwalks comply with the latest NPS specifications and are not to be confused with the privately owned boardwalks here and there, especially in Phase I, that are not the responsibility of the Association. The Association’s boardwalks extend from street toward the ocean or from street to street and have signs identifying that KSPOA is the owner.
  • Sand Fencing – President Ron Tasso reported that the sand fencing that had been installed by the Association last year by means of a grant by Dare County had been largely destroyed or buried by hurricane Sandy and funds are not available to replace them. Instead, the Association contracted to have sand fencing installed between the primary and manmade dune line as well as in areas where the primary dune had been washed away by storms and he said he was encouraged by the amount of sand that had been deposited in these areas. The dunes on NPS land beyond the two vacant logs at the intersection of Seaside Street and Ocean View Drive have had considerable erosion due to heavy pedestrian traffic. Surfers park in the Food Lion parking lot and walk across the vacant lots to the beach, however fencing placed diagonally at the dune line in this area have been very effective in catching sand and rebuilding the dunes. The Association intends to add more fencing in trouble spots like this one and encourages property owners to work together to fund and install sand fencing in additional trouble spots. President Tasso recommends that Shane xxx be hired to do this work as he has the approval of the NPS to do this work and has complete knowledge their requirements. Shane’s contact information is available on the KSPOA Website (www.kspoa.org).
  • Signs – President Ron Tasso displayed a sample of a sign that begins, “These Dunes Are Not Made For Walking” that the Association has placed at the KSPOA Boardwalks and at various other points along the ocean dune line. The NPS has given the Association permission to place these signs on the same 4x4 sign posts that they use to post the NPS Beach Rules. A property owner asked if these signs are available in a smaller size that might be suitable for placement on the bulletin boards in rental houses. Drrector Laura Larson will look into this suggestion.

3. Architectural Review

In Director Doug Hamrock’s absence, President Ron Tasso reported that no new houses have been constructed during the past year but there have been numerous improvement or maintenance projects conducted by homeowners. These require the approval of the Architectural Committee per the Covenants to the Deeds unless being done in the context of emergency repairs after a hurricane. Application Forms are available on the KSPOA website along with instructions as to the types of repairs or improvements that must be approved by the ARC. Painting (even when duplicating the same color), refurbishing of exterior stairways, decks, etc, require completion and submission of the application for approval. The application fee of $50 will be waived if the project is minor in nature and does not result in a significant alteration of the original construction in the opinion of the ARC. It was pointed out that in the early days of the development almost all houses were constructed with cedar shakes and had a natural color. In more recent times paint has become popular. The Association limits colors to the Main color, a Trim color and an Accent color.

4. Board nominations and elections

A motion was made and seconded and approved by voice vote to appoint Mr. Robert (Bob) Huang as a new Board Director. President Ron Tasso reported that all of the current board members had agreed to continue their assignments for another year. A motion was made, seconded and voice vote approved to extend the board’s current composition for another year.    

5. Owners questions and concerns

A property owner asked whether the Association provided mosquito control services. President Ron Tasso responded to the negative but said that the County has agreed to treat areas if requested. There were no further questions and a motion was made and seconded to adjourn the meeting.

 

Don Delwiche

 May 31, 2014 - Newsletter

ANNUAL HOMEOWNERS MEETING NOTICE:

9:00 A.M.

FRIDAY NOVEMBER 28, 2014

Hatteras Realty Conference Room

 

What’s New

 Sand Fencing –

 The Board of Directors voted at their Easter board meeting to make necessary repairs to fencing installed in 2013 and to add an additional 250 feet at a total cost of $1,200. As in 2013, the new fencing was placed along the secondary dune line to reinforce low spots and paths where people have cut through the dunes. This effort was completed by May 25, 2014.

 KSPOA’s fencing permit from the National Park Service is good until 2015. The BOD encourages oceanfront home owners to consider installing additional sand fencing in front of your property to provide additional protection from erosion. This year, several home owners added fencing beyond that maintained by the Association and the Board thanks those members for their effort.

 The cost for materials and labor to install 75 feet of fencing is approximately $300; a small investment to protect your property. Shane Coleman (252-995-5192) is the contractor who installed the fencing for both KSPOA and the Greater Kinnakeet Shores Property Owners’ Association. He has our permit, knows the rules, and knows the NPS rangers. We recommend him highly.

 Please note that if you do not use Shane or if you choose to do the work yourself, our permit has very specific NPS rules on how and where the fencing can be installed. Any deviation from these rules can result in removal of the fencing and/or fines by NPS.

These Dunes are Not Made for Walking –

 In a further effort to minimize dune erosion, the Board approved the purchase and installation of signs which encourage visitors to stay on the boardwalks and off the dunes as they walk from their homes to the beach. Pedestrian traffic has directly contributed to dune erosion which led to the sand fencing installation described earlier.

 Eighteen signs will be placed on the boardwalks and at other strategic locations.

Property owners interested in purchasing additional signs should contact Sign Designat 804-794-1689. A minimum order of five signs is preferred.

Website Update –

 The Board has just completed a major review and update of the www.kspoa.org website. Please take a few minutes to review the site and re-familiarize yourself with the covenants, bylaws and policies which are documented on the site.

 The “Policies” page outlines all of the general policies enforced by the Board.

 Particular attention should be given to the “ARC” page which details the policies administered by the Architectural Review Committee with regard to new construction and exterior property maintenance within the subdivision. It is the responsibility of property owners to be aware of these policies and to ensure compliance before projects begin. Unapproved actions may result in significant costs to the property owner to bring the property back into compliance.

 

Continuing Projects

 Trash Can Rollout –  Throughout summer months and high occupancy holidays

Fourth of July Fireworks – $500 donation to support community event

Boardwalk Maintenance –Kinnakeet Shores Phases I and II

Doggy Bags – Doggy bag stations maintained year around

Avon Beach Clean Up – $750 to the Avon Property Owners Association to support the three times a week trash service for the beaches in front of Avon Village.

 

What Needs your Attention

 2014 Association Dues – Invoices for 2014 dues are included with this newsletter. These invoices cover the July 1, 2014 – June 30, 2015 period. Dues are payable upon receipt of the invoice and remain at $175 annually.

 

Architectural Review – New home construction, additions, and exterior renovation projects including painting must be approved by the Architectural Review Committee chaired by Doug Hamrock. Applications should be submitted to Doug with the appropriate application fee. The application fee for new construction or additions is $100. The application fee for exterior renovations is $50. Contact Doug at 252-995-4946 or at This email address is being protected from spambots. You need JavaScript enabled to view it. for more information.

Trash Can Maintenance – Homeowners are required to maintain an adequate number of working trash cans determined by the number of bedrooms in the home as follows:

  • 3 bedroom homes – 2 cans
  • 4 bedroom homes – 3 cans
  • 5 bedroom homes – 4 cans

Later this year, the Board of Directors will conduct the annual trash can audit to confirm homes are in compliance with this policy.  If during your visit this summer you notice a need to replace any of your cans, you may contact the Dare County Sanitation Department at 252-475-5881 to arrange purchase and delivery.

Have a great summer, and if you plan to be on the island at Thanksgiving, please try to come to the annual homeowners meeting as noted on the top of the first page.

Annual KSPOA Phase I & II Membership Meeting

Hatteras Realty Office 2nd Floor Conference Room

November 29, 2013

 

The 2013 Fall General Membership meeting was called to order by President Ron Tasso at 9 AM. Officers and Directors in attendance were VP Paul Bauer and Directors Don Delwiche, Doug Hamrock, Laura Larson and David Scarborough. Directors Dan Neal and Larry Bickner were absent.

 President Ron Tasso explained that the conference room is equipped with tele-conferencing equipment and the membership not able to attend this meeting were invited to participate via phone (during the course of the meeting no incoming calls were received). Attendance at the meeting was notable, however with xxx in attendance in addition to the officers and officers’ spouses.

 The minutes of the November 2012 General Membership Meeting were distributed to the property owners in attendance for review. President called for corrections and additions; none made, the minutes stood approved.       

1. Treasurer’s Financial Report

Director David Scarborough distributed a two-sided display of financial data. Side one was the Balance Sheet – Trend as of November 25, 2013 (Attached) which listed Assets and Liabilities (& Equity) for the years, 2009, 2010, 2011 and 2012 year-end, and the year 2013 as of Nov. 25th. The latter total Assets was $80,577.13. Several outstanding expenses will be paid by year-end and his estimate for the year end 2013 Assets is about $80,000.

The opposite side of the financial report displayed the profit & loss data for 2012 with 2013. Included was the budget for 2014. The display included variances between budget and actual for 2012 and 2013 as well as the variance between budget and actual for 2012 and 2013 and the variance between 2014 budget and 2013 actual (as of 11/25/2013). Director David Scarborough called attention to the fact that the budgeted expense total for 2014 is $25,990 versus the estimated actual for 2013 of $26,948.57.

Director David Scarborough also explained that the Board’s goal is to build a sizeable reserve for the repair or replacement of boardwalks should there be major storm damage at some future time.

[Director David Scarborough mentioned that a line item for Trash Can Income was inadvertently omitted from the Profit and Loss Budget vs. Actual display shown at the meeting. A corrected version of this display is included with these meeting notes.]

 2. Maintenance Issues

  • Trash Contract – Director Don Delwiche reported that the contract with Hatteras Realty to have the trashcans rolled to the street the afternoon before collection (usually Tuesday and Friday) and to return the trash cans to the houses after collection was in force during the summer months and during the Easter and Thanksgiving holiday weeks Director Delwiche also mentioned that most rental management companies instruct their renters to make certain filled trashcans are rolled to the street before they depart on the weekend and the house cleaners check to make certain this occurs so that contracted service is somewhat redundant as well as being the most expensive single expense for the Association. The Board intends to re-visit the issue next spring. In response to a question from the membership Director Delwiche mentioned that there will be one more round of pulling and returning trash cans during the week following Thanksgiving week.

 

  •  Trashcans per house– Director Don Delwiche reminded the audience that rental homes must have at least the minimum number of functioning trashcans according to the rule of 2 cans for three bedroom homes, 3 cans for four and five bedroom homes and at least 4 cans for six or more bedroom homes. A survey done last spring identified the homes that did not meet the requirement and the owners of these homes were notified. Most homeowners complied with the requirement and either directly provided the missing can(s) or arranged with their rental management company to purchase the missing can(s). Several owners failed to take action by the specified deadline and the Association then arranged to have the cans purchased and delivered. The owners were then responsible for paying for the can and its delivery. Since the rental season tends to take its toll on the trashcans the survey will be repeated next spring. Director Delwiche noted that a “functioning trashcan” is one with an operating lid and wheels. Unfortunately repair parts are no longer available for all but the latest trash can model.

 

  • Landscaping – Director Delwiche explained that the Association has contracts with two companies, one for the maintenance of the plantings and for routine trimming of the cedar trees that tend to invade the boardwalks to the beach, especially on the west side of highway 12; and for weeding and pruning of the landscaped areas. A comment was made from the membership that poison ivy had grown up from under the boardwalks at some spots last summer. Director Delwiche said he would negotiate new contracts for 2013 in the spring and will arrange for treatment with herbicides along the boardwalks to prevent the growth of poison ivy and thorn bushes.

 3. Boardwalks

Vice-president Paul Bauer reported that he personally inspected all nine Association boardwalks and found them to be generally in good shape but a couple of areas needed repair. Also, previous floods had raised section of the boardwalks in a couple of area and the transitions were larger than appropriate. These situations will be corrected. VP Bauer explained that the Association is responsible for and has deeded right-of-ways for nine boardwalks all of which comply with the latest NPS specifications but that there are other privately owned boardwalks here and there, especially in Phase I, that are not the responsibility of the Association. The Association’s boardwalks extend from street toward the ocean or from street to street and have signs identifying that KSPOA is the owner.

 4. Sand Fencing

President Ron Tasso reported that the sand fencing that had been installed by the Association last year by means of a grant by Dare County had been largely destroyed or buried by hurricane Sandy and funds were not available to replace them. Instead, the Association contracted to have sand fencing installed between the primary and manmade dune line as well as in areas where the primary dune had been washed away by storms and he said he was encouraged by the amount of sand that had been deposited in these areas despite the dearth of strong winds this season. Several homeowners commented about the heavy foot traffic across the vacant lots along the ocean front near Seaside Drive. The dunes had been worn away by the traffic but the sand fencing the Association placed in these areas has helped restore the dunes. President RonTasso encouraged homeowners to arrange for sand fencing to be installed by the contractor (name?) who has been approved for this work by the NPS.

 5. Signs

President Ron Tasso displayed a sample of a sign that begins, “These Dunes Are Not Made For Walking” that the Association plans to place at various points along the ocean dune line. The NPS has given the Association permission to place these signs on the same 4x4 sign posts that they use to post the NPS Beach Rules. The aluminum signs are $18 each and the plan is to purchase as many as seem appropriate.

 6. Architectural Review

Director Doug Hamrock reported that no new houses have been constructed during the past year but there have been numerous improvement or maintenance projects conducted by homeowners. These require the approval of the Architectural Committee per the Covenants to the Deeds unless being done in the context of emergency repairs after a hurricane. A new application form will be posted on the Association’s website. It will have a check list of the kinds of projects requiring approval. Painting (even when duplicating the same color), refurbishing of exterior stairways, decks, etc, require completion and submission of the application for approval. The application fee of $50 will be waived if the project is minor in nature and does not result in a significant alteration in the Director Hamrock’s opinion (the fee for new house construction is $100 as it requires considerable study and correlation with county building requirements).

7. Board nominations and elections

President Ron Tasso reported that all of the current board members had agreed to continue their assignments for another year. A motion was made, seconded and voice vote approved to extend the board’s current composition for another year.   

 8. Owners questions and concerns

There were no new questions or concerns other than those rendered at the time the above topics were covered. There was general approval with the activities conducted by the board as well as favorable comments about the new meeting spot. The next annual meeting will be conducted at the same location if available.

 

Don Delwiche for Dan Neal,

November 29, 2013