RE: Report on Fourth Annual Meeting of Pt. Trinitie House Representatives

When: January 21, 2006 – 10: AM

Where: Unit 7 – Spinnaker

Attendees by Unit number -
Unit 1 Libbey & Marshall Talton filling in for Barbara Richardson,
Unit 2 John and Anita Coates,
Unit 3 Neil Pettigrew,
Unit 4 Sheila and Michael Deane,
Unit 5, Toni and Ken Conger,
Unit 6 Pat Hersey,
Unit 7 Bucky and Jane Shell,
Unit 8 Dave and Betty Ingram,
Unit 9 Joe Bowman,
Unit 101 Miriam Camp,
Unit 103 Carol and David Stark,
Unit 104 Phil Todd,
Unit 413 Carol Comstock,
Unit 414 Bob Beukema,
Unit 418 Bob Avery,
Villa 2 Deena Douglas-Weatherly.
Also in attendance were Sue Braun, Property Manager and Diane Kidwell, PTA Board member and Information Officer for the Board.

Bucky Shell opened the meeting by thanking everyone for attending the Fourth Annual House Rep Meeting and mentioning that this was the largest turnout ever for a House Rep meeting. He noted that there were three Board members among our attendees, Bob Avery, Dave Ingram and Diane Kidwell, which certainly helps in the Board’s understanding of unit owners concerns. He expressed condolences from everyone to Bob Avery on the passing of Bob’s beloved wife, Grace, just last week.

Diane gave a condensed reading of the January 2005 minutes. The minutes were briefly discussed relative to old issues of concern by the House Reps at the last meeting and whether they had been resolved. Specifically, flow meters have been installed for both pools which will resolve the problem of Sue having to estimate the amount of water usage for the pools and then crediting this expense to the affected units.

Pet droppings are still a problem, but Sue has put up many signs and increased notices to pet owners to clean up. As always, if anyone sees a violation, they should request the person to pick up after their pet.

Discussion was held clarifying the expanded P&L quarterly statements from Sue, which Bucky had been instrumental in initiating for each House Rep. Some members wanted copies of invoices along with the statement. Bucky suggested that this would be almost impossible to do because of costs, i. e. copies, postage. If anyone has questions about this statement they can call Sue for an explanation.

The trash can problem should no longer be a problem. Sue has arranged to have the cans put back to the house after they are emptied. Owners must be sure to put them out to the street for pickup. Pickup days are stated on the unit info sheet in each unit.

The concerns regarding the safety of our decks are being resolved by the Board. They are currently considering bids to repair/replace the decks.

Some of the House Reps have still not returned the results of the polling of their unit owners to elect them as House Reps. Carol Stark shared an example of how she communicates with her other owners to obtain votes on this and other issues.

Motion was made and seconded to approve the minutes as read.

Diane passed around some information from Don Hale regarding the Pt Trinitie website. Don had sent a color copy of the Home page and information regarding the website itself, as well as tear-offs with the home page address. Don is currently running this site through his own web space. He will investigate how we can have our own domain name. This subject will be discussed at the next Board meeting. All the house reps wished to express their thanks for such a great job done by Don.

Bucky reminded the House Reps of our recently revised By-laws and Declaration of Unit Ownership and applauded the leadership of Ken Taylor and his tremendous efforts and diligence together with the entire Board in these revisions which were two to three years in the making.

Bucky briefly reviewed the minutes of the November 2005 meeting of the Board of Directors. Both he and Diane fielded questions regarding the House Reps concern for upcoming major Association expenses, such as pools, tennis courts, observation decks, walkways, etc and suggested that the Association have a five year plan for these expenses. Diane informed the group that the Board now has a very experienced Treasurer who has developed a reserve plan for these expenses.

Unit 1 and Unit 2 are concerned about the building of an observation deck/gazebo at the north end of the beach front. They have polled their unit owners and are not in favor of this construction.

Diane advised both John, and Libby Talton who was representing Unit 1, that the results of their polling needed to be sent to the Board. Discussion was also held regarding the necessity of widening the walkway to the oceanfront as well as the soundfront. Again, this needs to be brought to the Board. The House Reps felt that they need to have a representative to voice these concerns to the Board. A motion was made by John Coates that House Reps oppose an observation deck/gazebo at the north beach access and seconded by Libby Talton. Motion approved by House Reps. This matter will be taken to the Board by an appointed Representative.

New Business – Sue reported on the decrease in our real estate taxes this year due to the revaluation of properties and the ensuing tax rate reduction. Spinnaker taxes went from $2,711 last year to $1,356 this year; Soundfront went from $2,331 to $1,195 and the Skipjack went from $1,437 to $492. This good news was well received by all.

Diane reported she did not have an insurance report at this time. She is currently working with the insurance agent to understand and clarify the recent Insurance Bureau change in rating classification from dwelling fire policies to commercial rating. When this situation is settled there will be an up to date report sent to each House Rep.

Libby inquired about the Executive session held in December 2005 and why the house reps were not informed of the subject matter. Dave Ingram explained that matters discussed in Executive sessions are generally personnel matters and are not shared with the general membership. Bob Avery explained that any major change that the Board may make would be relayed to them in due time. Libbey explained that she understood the Board had put Sue, the property manager, on probation. She asked Sue if that was correct and if she was at the December meeting and if so, was she given any guidelines to improve her situation. Sue stated she was at the meeting and started to read the requirements/guidelines. Diane said she felt that this was not the proper forum in which to be discussing this as it was an Association matter handled by the Board. Miriam expressed strong feelings that the Board acted improperly. Diane stated if the House Reps feel strongly about this issue they need to make their feelings known to the Board by attending a Board meeting.

Dave stated that the House Reps are more active now and are all working together. A unit owner used to come to the Board with complaints only to be sent away discouraged because the Board didn’t want to discuss it. They felt it should be handled within the owners unit. Organizing the House Reps and appointing reps to attend the Board meetings would be an excellent way to speak for all the unit owners.

Carol Stark feels the current Board is faced with so many more issues than past Boards because of the deterioration of the common properties due to the age of the units.

Bucky asked for discussion regarding the House Reps organizing themselves. Bucky motioned to appoint a Chairman, Vice-Chairman, and Secretary. Motion seconded by Bob Beukema.

Bucky first asked for volunteers – Bob Beukema volunteered to serve as Chairman, Sheila Deane volunteered to serve as Vice-Chairman, Miriam Camp volunteered to serve as Secretary. The group agreed that the next meeting will be held at Bob Beukema’s unit #414. The time and day in January 2007 will be decided at a later date.

A motioned was made by Libby and seconded by Pat, that the Chairman take to the Board a request that the Association bear the expenses of annual House Rep. Meeting.

Bucky opened discussion regarding the Duties of the House Reps. Diane has passed around a draft she condensed from Bucky’s list and Don Hale’s list.

Each item was discussed and revisions suggested. John Coates reiterated his concern regarding whose responsibility it is to report maintenance problems and preventative measures on the exterior of our units. Sue advised that she personally tours the grounds each week however if there is something of concern, the owner of that unit should report this to her. She will either have it fixed or take it to the Board if she needs authorization for a repair.

Diane will re-type the Duties For House Representatives and it will be sent with the Minutes. Diane will take the document to the Board to be placed in the Policy and Procedures Manual.

Bucky asked for Comments or Suggestions from the House Reps.

John advised the group that as of Jan 1, 2006 all new or replaced AC and heating units need to be Seer 13 instead of the 10’s we currently have. We will no longer be able to get parts for 10’s when the current supply is exhausted. We will be facing $5,000 to $6,000 per unit.

John asked about the Policy and Procedures Folder. Diane told him that it is a “work in progress” set up by Ken Taylor for the Association which outlines duties of the property manager, groundskeeper, pool maintenance, unit agent duties, etc.

John suggested selecting an exterior color/stain for Port Trinitie. He also wishes to know how he can maintain improvements, i.e. new decks.

Bucky discussed the recent waterline breaks and the old polybutylene material that they are made from. Eventually, all the polybutylene pipes will have to be replaced. Bucky motioned that the new House Rep Chairman advise the Board that since it is the responsibility of the Board to replace/repair outside water lines, the House Reps strongly recommend the Board entertain bids to replace all polybutylene water lines and not wait to patch repairs when they happen. Carol Stark seconded the motion. Vote was unanimous.

The members thanked Bucky and Diane for all their past and current efforts in the organization of these annual house rep meetings. They also thanked Sue for her 20 years of dedication and untiring service to Port Trinitie.

Bucky and the group thanked Jane and Betty and others for the excellent refreshments they so caringly prepared for all of us.

Meeting adjourned at 2:45 PM

Report on Third Annual Meeting of Pt. Trinitie House Representatives

When: January 29, 2005 - 10:00 AM

Where: Unit 7 - Spinnaker

Attendees by Unit number - Unit1 Dick and Noret Dovel, Unit 3 Neil Pettigrew, Unit 7 Bucky Shell, Unit 8 David Ingram, Unit 9 Joe and Kathy Bowman, Unit 10 Bob Hill, Unit 102 Vinson and Diane Harris, Unit 104 Richard Mills, Unit 414 Bob Beukema, Unit 418 Bob Avery. Also present were Sue Braun, Unit Agent and Diane Kidwell, Information officer for the Board of Directors.

Bucky Shell opened this meeting by welcoming and thanking all who attended. He noted that there were three Board members in attendance. This meeting was originally scheduled for January 22nd, but due to inclement weather, it was re-scheduled for the 29th. Several other house representatives who were planning to attend unfortunately could not meet the re-scheduled date. We look forward to seeing them at next year’s meeting.

Bucky began by reading last year’s meeting report and reiterated concerns which are still outstanding as well as issues which had been resolved. He then asked Diane to address the representatives regarding this year’s insurance situation and also to report any pertinent Board items of interest.

Diane distributed a current insurance report detailing insurance coverage and premiums for 2004 to 2005. Fire coverage on Units 1 -10 increased to $657,700 from $632,400 with a premium increase averaging $400 per unit. Diane is currently researching why we had such a large increase. Units 101 - 104 coverage increased from $526,300 to $$557,400 with a premium increase of $168.00 per unit. The soundside unit’s fire insurance coverage increased an average of $16,000 with an average premium increase of $175.00.

She reminded the house reps that the Board minutes went out to all unit reps with a suggestion to disseminate these Minutes to the other unit owners. She reminded everyone that on major issues presented to the Board for action, a majority vote must be obtained by the house rep from the unit owners.

Diane advised the house reps that at the Board’s direction, she was working on obtaining an engineer’s report on what would be involved in preparing the road at Port Trinitie for eventual take over by the NC DOT. She emphasized that this does not mean the road will be dedicated to the State - it is just a request for an estimate to bring the road up to State’s standard. The road is currently common property owned by Port Trinitie Association. The road is 20 years old and will, sometime in the not too distant future require maintenance and repair which is very costly. The engineer’s report can take 6 months to a year from our request. Discussion was held regarding what impact a public road would have at Port Trinitie. No action on this would be taken until all property owners were notified.

The issue of an impending increase in Association dues was also discussed. This will be discussed at the next Board meeting.

Discussion was held regarding a group of Currituck citizens petitioning the Board of Commissioners to shut off beach access at Corolla. It may be a good idea for concerned Pt. Trinitie owners to contact the Dare County and Currituck County commissioners with their feelings regarding a possible beach closure. The newspaper report of this matter is very new. Diane will keep us posted if anything looks like it will be seriously considered by the Board of Commissioners.

Bucky asked Sue to report on the recent re-valuation of property in Dare County and how it affected Pt Trinitie. Sue advised that Oceanfront units 1-9, 11 are valued at $760,000 ($380,000 unit), Soundfront 414 - $336,500, Soundfront 415, 418 - $335,000, Skipjack building $552,000 for entire building. The county and other taxing entities are required to publish revenue neutral tax rates in revaluation years. Dare county’s neutral rate will be about $.22 per hundred dollars in property value. For Duck, the neutral rate is about $.07.

Discussion was held regarding the Work for Hire Agreement between each unit and Sue. Diane referred to a draft “Policy and Procedures Folder” which was prepared by Ken Taylor, the Board’s President. Ken had stated that within this folder is a list of duties for the dwelling unit agent, as well as grounds, maintenance, Assoc. property Manager, pool maintenance, etc. Ken stressed that this is a draft and each unit may elect to add or delete these duties to fit their individual unit needs. A copy of the “Agent Duties” is attached for consideration by each unit.

Bucky re-addressed the duties for House Representatives and Dave Ingram motioned that the Board be asked to consider including Duties for House Representatives in their Resolutions.

Also, a motion was made and seconded that the Board include reference to the annual house representatives meeting in their Resolutions.

Bob Hill, Unit 10 addressed the group regarding his proposed plans to construct a stairway from the second level front deck to access his front yard for grilling, groceries, etc. He feels this would be more convenient than going through the house. His proposal was presented to the Board at the November meeting and Ken Taylor suggested that he first obtain approval from the owners of Unit 9 and then perhaps the other unit owners should be surveyed as such a change in the front structure may definitely affect the aesthetic appearance overall. Joe Bowman of Unit 9 will survey his unit owners and inform the Board by the March board meeting as to their feelings. The House reps took no action on this item.

Power washing, cleaning, painting was discussed at some length. Richard Mills detailed what contractors had explained to him. No one wants to pay such high costs, but all agree that something has to be done to preserve the units. If the units are power washed and painted each unit may be looking at between $5,000 - $7,000 minimum. These figures were based on estimates that Phil Todd had secured from local contractors. Bucky noted that the Board will make this decision and then bill the individual units.

Bucky re-addressed the issue of an Umbrella Agreement for the hiring of a property manager/agent. This matter was fully addressed at last year’s meeting and a majority vote (11 yes 3 no) of the attending house representatives requested that the Board amend the By-laws so that the Board will have authority to contract for a Property Manager under an umbrella contract for both the common properties and the individual condo units.

Bucky expressed his disappointment that the President or the Board not only omitted any reference to this in the revised By-Laws and Declaration of Unit Ownership, but that the Board did not see fit to explain why they rejected this request. He received no notification of any action or lack of by the Board. Discussion was held and it was decided to send this back to the Board for reconsideration or resolution. All attending were in favor with the exception of one house rep.

Other Issues of Concern from House Reps:

A major concern was the fact that the Skipjack units and the villas are on one water meter. Also the pool on the Oceanside is filled from the meter and the flower beds, etc are watered from this meter. Sue explained how she estimates each units usage. This issue will be discussed further at the Board meeting.

Owners who don’t clean up after their pets. Sue will highlight this in the house rules. There is a county ordinance against this. Each owner has a right to speak out against a violator.

How is D&D Services paid when they do a job for a unit. Sue stated that D&D is paid by the job and not by the hour. Sue bills the individual unit.

How to request something be done - Inform Sue of the problem. If nothing happens, inform her again. If still no action - no one seemed to know the answer to this. Should you call your house rep and have them negotiate with Sue to see what the problem is? Should we ask the Board what to do? Reference was made to a flow chart prepared by Don Hale last year outlining how items should ideally be handled. This subject was not settled.

Every house rep should checked quarterly statements carefully. Unit owners who do not pay need to have immediate action taken against them. This should be stated in Agent Duties in Work for Hire Agreement. Perhaps incorporate the same time elements for overdue notification that are in the By-Laws for the Association.

Board should have a sign on every deck stating the weight capacity or number of people limit. This can be a liability issue for the Association. Sue also advised that the decks will soon, if not currently, need reinforcements. Send this to the Board.

Some concerns expressed regarding the keys on the utility box at each unit. Everyone knows the keys are there. Maids, workers, deliverymen, servicemen, guests, etc. Insurance won’t pay if a burglar has a key to enter. Each unit needs to address this with the other owners. We are all adults, we should all have keys to our vacation house and not rely on finding it when we get there. If a unit doesn’t want Sue to leave a key on utility box, she can give maid a key for that unit. Keys can be kept at the office by the soundside pool. If someone forgets their key, they will be charged accordingly.

Can something be done about the trash cans. They need to be picked up and brought back to the unit. Who is responsible for this? Unit reps need to address this with the other unit owners. Sue will also include this matter in the house rules.

A report of this meeting is to be sent to each House Rep and to the Board members. The House Rep should disseminate this report to the other owners in the unit for their comments or questions. In this way the House Rep can better represent the feelings of the majority of the other owners.

Bucky again thanked everyone for attending and Diane for taking minutes and preparing the report and we all thanked Jane and others for great refreshments. The meeting adjourned at 2:30PM

Submitted by
Diane Kidwell, Secretary
Port Trinitie Association
February 9, 2005

RE: Report on Second Annual Meeting of Pt. Trinitie Unit Representatives

When: January 24, 2004 – 10:00 AM

Where: Unit 7 - Spinnaker

Attendees by Unit number: #1 Dick and Noret Dovel, #2 Fred Carpenter, #3 Neil Pettigrew, #4 Don & Julia Hale, #5 Toni & Ken Conger, #6 Patsy Hersey, #7 Bucky & Jane Shell, Diane Kidwell, #8 Betty & David Ingram, #9 Joe and Kathy Bowman, Jane & Bob Moss, #11 John & Jane Renick, #102 Vinson & Diane Harris, #103 Richard Lee, #104 Phil Todd, Richard Mills, #414 Bob Beukema. Also present was Sue Braun, the Property Manager.

Bucky Shell opened this meeting by welcoming and thanking all who attended. It was a great turnout for a bitter cold weekend in January. Lots of hot coffee and refreshments were available.

The primary purpose of this meeting was to discuss matters of mutual concern and to develop a list of duties for House Reps. Bucky distributed to each unit rep a working draft of house rep duties and discussion was held on each duty:

1. A majority (2/3rds or 7 votes) is required to appoint a house rep. E-mailing all the other unit owners for this vote was suggested

2. The House Rep serves as the main contact between the unit and the property manager and Board of Directors. Phil Todd moved that an Information Officer be appointed by the Board to apprise all House Reps when important matters need to be relayed to all unit owners. Motion was seconded and approved.

3. A dollar amount needs to be established for expenditures made by the House Rep or other owners vs. expenditures made by Property Manager. Don Hale distributed a very comprehensive flow chart detailing the procedure to follow for certain types of expenditures. The amounts would need to be agreed to by the majority of the unit owners for their individual unit.

4. Request an expanded quarterly P&L statement from the Property Manager. It is the responsibility of the House Rep to review this statement and inform the other owners of the unit's financial condition. Lengthy discussion was held regarding notification of any owners who are in arrears in payment of their dues. This is utmost important. It was moved, seconded and approved to have Property Manager notify House Reps on the quarterly P&L statement of anyone 60 days in arrears. Motion was also made, seconded and approved to have expanded quarterly P&L statements issued henceforth, showing detail, i. e. checks issued, bills paid, etc.

5. Survey owners concerning major improvements to the unit, i. e. new carpet, furniture, etc. Set up priority list. All major purchases require 2/3 majority vote. (7) Each 1/10 share is entitled to one vote.

6. Request that the Property Manager inform the house reps of emergency replacements or maintenance with estimated cost and the house rep will inform the other owners of the expenditure.

7. Attend annual meetings or ask another owner to represent your unit. All House Rep are also invited to each Board meeting.

Discussion was also held regarding the rental of unit weeks. Toni Conger suggested that Sue collect a $100 security deposit and inspect before returning the deposit. It was decided that this could be a matter to discuss and vote on by each unit. This would be a separate requirement to be inserted in the contract between the owner of the unit week and the rental agent.

A suggestion was made that the membership be informed earlier regarding the annual meeting time, place and agenda. Also suggested was a request for a 24 hour turnaround time after informing the Property Manager of a necessary repair.

Patsy Hersey announced that her husband, Ross, had been working on a website for Port Trinitie. Address www.geocities.com/Port-Trinitie. Suggestions for material for this site can be e-mailed to Patsy at mspat337@yahoo.com.

Diane Kidwell distributed a report regarding the insurance coverage on the condo units and fielded questions regarding same. The House Rep will disseminate this information to the other unit owners.

Bucky Shell reminded everyone that the Board is in the process of revising/amending the Dec. of Unit Ownership and the By-Laws for Pt. Trinitie. He again presented a proposal for consideration which would have the Board of Directors contract for a Property Manager for the management of the condos. He distributed a copy of this proposal to each House Rep.

Lengthy discussion was held regarding this proposal and a motion was made to request that the Board of Directors amend the By-laws so that the Board will have the authority to contract for the Property Manager under an umbrella contract for both the common properties and the condos. This does not mean that we are advocating bids for a new property manager. This motion was seconded and passed with majority (11 in favor, 3 nays) vote. This will be taken to the Board.

Discussion was held regarding having an annual meeting of the House Reps during the first weekend of shutdown. Richard Mills motioned that the Board consider this. Motion was seconded and will be taken to the Board.

Bucky again thanked everyone for attending and we all thanked Jane and others for great refreshments. The meeting adjourned at 2:00 PM

Submitted by Diane Kidwell Secretary Port Trinitie Association

February 18, 2004

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