November 20, 2008
Port Trinitie Association
P.O. Box 1674
Kill Devil Hills, NC 27948
sjb@beachaccess.com
www.port-trinitie.org
Dear Port Trinitie Owners:
On November 8, 2008 at 1:00 p.m., Port Trinitie Association held its annual meeting at the Hilton Garden Inn in Kitty Hawk.
The Board of Directors met from 9:00 a.m. until noon. The following Board members attended this meeting:
Roy McLeod, President-Port Trinitie Association (PTA)
John Kip, Vice President-(PTA)
Don Witosky, Treasurer-(PTA)
Marshal Talton, Secretary-(PTA)
Don Hale-(PTA)
Chuck Harris-(PTA)
Deena Douglas-(PTA)
Dan Tully-Port Trinitie Home Owners Association (PTHOA)
Susan Keith-(PTHOA)
Other Port Trinitie owners that attended the Board of Directors meeting were: Julia Hale (PTA), Libby Talton (PTA), Margaret Larosa (PTA), Diane Kidwell (PTA), Dick and Noret Dovel (PTA), Bob Beukema (PTA), John Coates (PTA), Robert Libby (PTA), Bruce Gordon (PTHOA), Bob Avery (PTA) and Carol Stark (PTA)
In addition to the above, the following Port Trinitie owners attended the general meeting: Chris and Melody Cobb, Kathleen Libby, Jim and Janet White, Bruce Rossing, Dennis and Dorothy Donat, Gail Hudson, Jim Vasoti, Rick Strauss, Jerry and Anne Brittingham, Nancy Cecil and David Stark. Also attending both meetings were guest Adam Kaspar and our Property Manager, Sue Braun.
President Roy McLeod opened the meeting by introducing our two new Board members, Deena Douglas and Chuck Harris. He also welcomed our new owners at Port Trinitie, Chris and Melody Cobb, Jerry and Anne Brittingham, Jim Vasoti, and Dennis and Dorothy Donat.
Roy reviewed improvements made to the community facilities and condos during the fiscal year ending September 30, 2008. Details are provided in the enclosed Property Manager’s notes. This year a new water meter will be installed with plumbing to the ocean side pool. A new handicap access will be built at the oceanfront.
November 20, 2008
Port Trinitie Association Annual Meeting
Page 2
Don Witosky reviewed some of our expenses. Please refer to your annual financial statement for details. Don stated that last year’s improvements cost $43,000.00 and that we will need to spend $19,500.00 on new projects for the coming year. Don also stated that we had a $7,500.00 surplus and that we will keep a reserve in the amount of $25,000.00. The monthly fees have been lowered and will begin January 1, 2009. Please review the breakdown of fees sent to you in your annual package. Future projects will be discussed at the March Board of Directors meeting.
Roy McLeod stated that we have a new accounting firm, Johnson, Burgess, Mizelle and Straub. He also stated that we will be seeking bids for pool service, landscaping and community services. Roy also reported that Sue Braun’s contract for Property Management was approved by the Board. He reported that several owners, at their own expense, had sought a legal review of the MOA and the Boards action in adopting it. The attorney’s letter was presented to the Board at its meeting this morning and will be the subject of a special called Board meeting. Roy expressed his appreciation to the Board of Directors for all of the time and effort they contribute to Port Trinitie.
In a general question and answer period, Diane Kidwell stated that we have the beach plan for our condo insurance and that it may go up. All condos should make sure that they have adequate funds to cover rising costs and expenses for their home. Also mentioned was the use of the boat ramp. The grass will be cut back to make it easier to use. A private property sign will be installed and grass seed will be planted behind the Villas building.
Roy McLeod announced that the March Board of Directors meeting will take place the second Saturday in March at condominium #417 on the sound side.
The meeting adjourned at 2:00 p.m.
Our special thanks to Bob Avery and Diane Kidwell for their many years of service on the board. We are pleased that Diane will continue to take care of our insurance needs.
We wish all of you a happy and healthy holiday season.
Sincerely,
Sue J. Braun, Property Manager
for
Roy McLeod, President-PTA
Enclosures
We had a very productive year at Port Trinitie and many improvements were made. Following is a summary of completed projects, supporting notes and monies paid during the fiscal year ending September 30, 2008:
1. Sue Braun worked with Sandy Cady to have the DOT clear the west side north of the 1406 sound side access road to prevent traffic accidents.
2. A sound side pool cover was installed-$1,646.78. An ocean side pool cover was installed-$1,755.81.
3. A no parking sign was installed at the north end of the Villa/Skipjack area to prevent driveways from being blocked-$45.00.
4. A new oceanfront trash can was purchased for beach trash-$90.00.
5. New gazebo rope was purchased-$693.88. Labor costs for installation were $300.00 for the sides and $50.00 for the end.
6. Gazebo roof shingles were replaced twice due to storms-$590.00.
7. Tennis court fence repairs-$581.80.
8. South oceanfront step repairs-$279.37.
9. New ditch with gravel installed around the tennis courts-$2,000.00.
10. Ocean side pool resurfacing-$7,650.00.
11. South east boundary from Quarterdeck Drive to Condo #12 surveyed-540.00.
12. Six new lounge chairs purchased for the pools-$256.00.
13. Tennis court resurfacing-$9,205.00.
14. Boardwalk to ocean side pool and pool ladder base repairs-$273.60.
15. Repairs to ocean side pool fencing-$656.43.
16. North beach access replaced-$12,712.50.
17. Three new safety drains installed on pools-$410.00.
18. A new vacuum release safety system installed at the ocean front poo1-$1,478.53.
19. The sound side pool pump was hard wired and a new in line chlorinator was installed-$407.71.
20. A new sound side walkway was built-$6,725.00.
21. New wood trim added around the sound side pool to replace the old rope-$313 .99.
22. A new sound side pool shower was installed and repairs made to the water fountain-$177.61.
23: New sound side walkway lights installed-$638.00. Gazebo lights installed $199.54.
24. Gate hardware and adjustments made to ocean side pool-$350. Lattice enclosure for the new oceanfront trash can-$250.00. Tennis court wood border installed-$600.00. A new platform installed by the north access walkway-$300.00.
In addition to the above, many minor repairs were made to the oceanfront steps, fence lattice, boardwalks, pool phones, pool showers. Trees were trimmed as needed, minor pool equipment was purchased and there were several storm clean ups.
PORT TRINITIE ASSOCIATION Property Manager's Notes by Sue J. Braun November 8, 2008 Page 2
Concerns and Complaints
This is based on owner's reporting to Sue Braun and Community Service Reports.
1. Pool Issues -
Water left running to the point of overflowing the pools.
Several injuries at the sound pool due to leaving the vacuum lines running.
Pools not clean.
2. Grounds -
Mowing uneven.
Sand spurs not taken care of.
Mowing sandy areas that do not need mowing.
No new seasonal plants and no flowers at the entrance or in beds.
Vines growing up the side of the sound side office building.
Sewer pipe broken by mowers at the Villas causing brown flowing sewage that covered part of the tennis courts.
Mowing too close to the tennis courts during resurfacing.
Weeds growing up through pool boards and boardwalks.
Weed killer used too late around the tennis courts. Small cracks forming. Dead weeds not pulled up at the tennis courts.
Landscapers do not return calls and ignore requests.
3. Trash -
Almost all of PTHOA cans were out all of the season with bags or trash/debris beside them.
4. Mischief -
Unoccupied condos were entered and doors and windows were unlocked and left open to allow rain to come in. Thermostats were changed to very low temperatures.
The new gazebo rope was cut several places on each side with a knife.
Page 2 items are more thoroughly documented in the Community Services Reports that were filled out twice a week by Sue Braun and D & D Services. Prior to Community Service Reports, Sue Braun took notes and sent a copy to President, Roy McLeod.