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Carolina Shores Homeowners Association Post Office Box 460, Owings, MD 20736 October 2, 2007 TO: Carolina Shores Homeowners Association Members FROM: Carolina Shores Homeowners Association RE: Amendment of Covenants Enclosed for each of you is a copy of the 2007 Minutes. As you will note, the owners present in person and by proxy at the meeting voted to amend the covenants, Section 15, to allow for the installation of plastic culvert pipes of the type approved by the State at the end of the lot driveways. The covenants provide that sixty seven (67%) of the lot owners must approve any amendment, and we would appreciate your approval of this amendment. Section 15 would be amended to read as follows: “Section 15. ‘Road ways, Right of Ways and Driveway’: The road ways and right of ways constructed throughout the Properties are for the common uses of Declarant, Lot Owners, and Lot Owners of the future development of the Properties and their respective heirs, successors and assigns. There will be no on-street parking allows within the Properties. All driveways constructed on any Lots shall be paved with either asphalt or concrete for a distance of at least 20 feet from the adjoining paved roadway. Only concrete culvert pipes or plastic culvert pipes of the type approved by the State of North Carolina are to be used and the ends of the culvert pipes used for driveways must be capped to prevent erosion. Any damage by driveway connections to the private road shown upon said plats, or to the ditches or shoulders or the road, or to the flow of drainage water along said road, shall be repaired at the expense of the Owners connection such driveways, within thirty (30) days of notification.” (Underscoring provided for emphasis only to show the proposed wording change.) If you are in agreement with the proposed change, please sign below and return this memorandum to: Susan K. Reid, Carolina Shores Homeowners Association, Post Office Box 460, Owings, MD 20736. Thank you in advance for your cooperation in this matter. Lot number(s):_________ __________________________________________ Signature of Lot Owner Date:_____________________________________ MINUTES OF THE CAROLINA SHORES HOMEOWNERS ASSOCIATION September 15, 2007 The annual meeting of the Carolina Shores Homeowners Association was held on September 15, 2007 at the Country Kitchen restaurant, 436 Carteret Street, Bath, NC. Present were Mr. John Picariello (Lot 12), Daniel McTyre (Lot 16), Paul Weiland (Lots 21 and 28), Francis Wayne Winterwerp (Lot 22), Louise Beirne (Lot 26), Kenneth and Phyllis Lumsden (Lots 36 and 37), Edward Mihalak (Lot 56), Mark Franken (Lot 63), Teriann Duda (Lots 66 and 67), Jerry Braxton (lot 82), Heinz and Ulla Stoiser (Lot 87), Susan Reid (Lot 88) and Judith Roche (Lot 90). Proxy votes were received from Michael Bosko (Lot 2), Don MacLeod (Lot 3), Yvonne Farmer (Lot 6), Yvonne Johnson (Lot 7), Mary Vitelli (Lot 8), John Olszewski (Lot 15), John Donohue (Lot 17), Robert L. Beurkens (Lot 29), Donna Bergin (Lots 31 and 39), Frank Measamer (Lots 32 and 35), Richard Morris (Lot 33), Karen Smith (Lots 38 and 40), John Taylor (Lot 44), Mike Keating (Lot 48), Donald MacLeod (Lot 49), Stephen Shaw, Jr. (Lot 50), Simon Stroud (Lot 54), Robert Wood (Lot 57), Stan Dodson (Lot 58), Clare Halsey (Lot 59), Karl Nadolsky (Lot 60), Scott Ames (Lot 69), Dan Jacobs (Lot 72), Wendie Alderman (Lot 73), Byran L. Fordham (Lot 74), Mary Hitchcock (Lot 84), Donald Feuerstein (Lot 89). The meeting was called to order at 1:00 p.m. by Susan Reid. Louise Beirne acted as Chairman of the meeting, and the proceedings were recorded by Susan Reid, who acted as Secretary. A quorum was announced by the Secretary and the meeting proceeded. Upon motion made, duly seconded and unanimously approved, the Minutes from the 2006 annual meeting were approved as written. The Chairman advised that the septic permits for the lots at Carolina Shores have expired. The original permits obtained by Timberline were valid for five (5) years and expired in July. She advised that if owners currently have their lots on the market, are considering selling or are considering building, it is important to reapply for a new septic permit with the Health Department. The Health Department’s number in Washington, NC is: 252-946-1902. The Chairman also advised that she knew of two (2) lots in Carolina Shores which did not re-perk; i.e., were denied renewal of their septic permits. The Homeowners Association is assisting these lot owners with their appeal in every way possible. The Chairman advised that soil quality, drainage and fill dirt levels are important components of the septic system which the Health Department will be looking at for renewal. Discussion ensued, and the lot owners were advised to obtain a copy of their original septic permit to review the approved location and type of septic system, and were strongly urged to retain a local septic contractor to assist them with the process of renewal. Susan Reid advised that she had renewed her permit (Lot 88) and had relocated the site of the house on the renewed permit. Further discussion ensued concerning the different types of septic systems which might be required for renewal. The Chairman advised that the Health Department is not issuing blanket renewals; they are requiring reapplication and retesting of the lots for septic permits. A list of local septic contractors is attached to these Minutes. The Chairman advised that water control letters are being sent to lot owners from the Division of Water Quality concerning the disruption of the riparian buffers on waterfront lots. She advised that our community is in an area which has a lot of rules concerning disruption of the wetlands. Because lot owners are renewing their septic permits, there is a lot more government traffic in our community and they are looking at the lots for possible violations of any sort. Although lot owners were told by Timberline that they could mow their lots to the water and hand-cut the marshland, this was not true. There is a riparian buffer 30’ back from the water and marshland which cannot be disturbed, except that you are allowed to cut a 6 foot path to get to a pier, if you have one. The letters threaten at $25,000 fine and a five (5) year restoration plan to be put into effect. The most important thing you can do if you receive a letter is to call the Division of Water Quality immediately. A brochure concerning the riparian buffer rules is enclosed with these Minutes. Discussion ensued and lot owners were advised to contact Amy Yount at the Division of Water Quality if they have any questions as to what they are or are not allowed to cut or trim. Amy Yount’s telephone number is 252-946-6481. She is very helpful in telling you what you can or cannot cut and how to trim your trees and bushes in the buffer zone. Further discussion ensued and lot owners were advised to hire a local contractor should they wish to bush hog or clear their lots. A list of local bush hogging contractors is attached to these Minutes. The Chairman advised she is continuing to work very hard to ensure the common areas are maintained. However, lot owners are coming down a week after the mowing and complaining about how high the grass is. Last year, we had a land maintenance company coming out of Wilson, NC and they did a very good job of maintaining the common areas and berms. However, they were very expensive and they mowed more frequently than they were authorized to and could not provide with dates of mowing. They were only paid for the mowing which was authorized, and we are still working on a compromise of the other charges. Ken Lumsden (Lots 36 and 37) is now mowing the common areas (6-8 acres) every 14-15 days from approximately May through October. Discussion ensued concerning the cost of maintaining the common areas and the maintenance of the undeveloped lots. Annual dues are used to maintain all common areas and the berms on the roads owned by the Association. The Chairman advised that approximately one-third (1/3) of the lots in Carolina Shores are up for sale and discussion ensued concerning what should be done to keep up the property values. Further discussion ensued, and it was agreed that the Treasurer was authorized to expend up to $8,000 annually for maintenance of the common areas. Discussion ensued, and it was agreed that weed killer would be used on some of the common areas to keep down growth. Lot owners are encouraged to clean up and bush hog their lots at least twice a year to make the community more desirable for owners and prospective purchasers. Discussion again ensued about how to utilize the $10,000 received from Timberline for the boat ramp and the beautification of the community. The Chairman reported that there are now three (3) boat ramps within five (5) mles of the Carolina Shore community. We want to spend the $10,000 rather than have it applied as a discount to dues. Possible options included building a picnic pavilion on the common area, street lighting, changing the community entry signs, etc. It was agreed that Louise Beirne and Ken Lumsden will look into the cost of replacing the entry signs, Ken Lumsden will get an estimate for building a picnic pavilion and Judy Roche will report on street lighting costs. These reports will be presented at the 2008 meeting for consideration of the lot owners. Pier lights which stayed on all night were also discussed as an aesthetic intrusion and it was agreed that this was within the control of the Architectural Review Board. Lot owners are advised to include all proposed exterior lighting in their building plans submitted to the Architectural Review Board. 2 Acting as Treasurer, Susan Reid presented the 2007-2008 budget for the Association. Discussion ensued. As previously stated, the budget for mowing and upkeep of the common areas was increased to $8,000.00 and a line item for long term liabilities (future anticipated major expenditures) was added to the budget. Upon motion duly made, seconded and unanimously approved, the budget for 2007-2008 was approved subject to the above changes. Susan Reid, Chairperson of the Architectural Control Committee, advised that one (1) house plan was submitted and approved. She further advised that this lot owner was merely assessing whether or not it was feasible to build, and there was a good possibility that this house would not be built. Discussion ensued concerning the sale of lots by Timberline and the problems owners are having building within the CAMA lines, which were not disclosed by Timberline until settlement. Lot owners were advised that Susan Reid has a copy of all plats showing CAMA lines and setbacks within Carolina Shores which are available to owners upon request. Discussion ensued about the penalty for lot owners who do not finish the exterior of the homes within one (1) year after the start or construction, as provided in the Bylaws. It was agreed that Susan Reid would contact a local attorney to find out what legal remedies are available, and would report back to the Board. Upon motion duly made, seconded and unanimously approved, it was resolved that the Board could take such action as it deemed appropriate based on the attorney’s advice. Teriann Duda, the Vice President, brought up the possibility of getting together as a community for next year’s meeting; i.e., having a picnic, clean-up morning, volleyball game, etc. to entice owners to make the trip to attend the meeting and get to know their co-owners. Discussion ensued concerning what we can do to have a community get-together, rather than just asking owners to make a long journey simply to sit in a meeting for a couple of hours. Further discussion ensued concerning making the meeting more fun, and asking anyone who has a line item to be discussed at the meeting to get it to Susan Reid at least one (1) month prior to the meeting so it can be included in the mailing and agenda sent to all owners giving them notice of the meeting. Discussion ensued concerning the fact that many owners may not know contact names and telephone numbers for the Association. Upon motion duly made, seconded and unanimously approved it was decided that that next year’s annual meeting would encompass an entire day and include some fun activities for the owners and their families. Discussion ensued concerning concrete culverts versus plastic culverts. The Bylaws provide for permanent concrete culverts; i.e., once construction is complete, a concrete culvert must be in place. The Chairman advised that the plastic culvert pipes are approved by the State; in fact, the State will install them for free (possibly only on county roads) if the owner gets a permit and buys the pipe approved by the State. Further discussion ensued concerning whether or not to amend the covenants to allow plastic culvert pipes and, if so, how to accomplish this. After a review of the Bylaws and covenants, upon motion duly made, seconded and unanimously approved, it was agreed that Susan Reid will send a letter to all lot owners of Carolina Shores and upon the written approval of sixty seven percent (67%) of the lot owners, the covenants will be amended to allow for the installation of plastic culvert pipes of the type approved by the State of North Carolina. Further discussion ensued, and it was decided that upon approval of a majority of the lot owners Susan Reid would coordinate with a local attorney to ensure that the covenants are amended in a legal manner and recorded with the land records of the community. Discussion ensued concerning a shed in disrepair on Lot 11. As Chairman of the Architectural Review Board, Susan Reid advised that approval for a shed on Lot 11 had not been 3 approved and she would send a letter to the lot owner requesting its removal and/or application for its construction and repair. Further discussion ensued concerning the condition of the boat on a lift on Lot 85. As discussed at last year’s meeting, in addition to being an eyesore and having a negative impact on property values, there is concern that the boat lift is about to collapse, which will create an environmental hazard for the creek. If the boat and lift are allowed to fall into the creek, it may cost more to remove them than the lot is worth. It was agreed that Mrs. Beirne would contact CAMA and/or the Division of Water Quality to see if the State and/or county would intervene with the lot owner based on the environmental concern. The Chairman then called for election of officers of the Association. Louise Beirne (Lot 26) was nominated for President; Teriann Duda (Lots 66 and 67) was nominated for Vice President; Judy Roche (Lot 90) was nominated for Secretary and Susan Reid (Lot 88) was nominated for Treasurer. Upon motions duly made, seconded and unanimously approved, the aforesaid individuals were duly elected as officers by majority vote. Discussion ensued concerning the lack of building on the lots in Carolina Shores and whether or not there was anything the Association could do to force time limits on building. The Chairman advised there was nothing legally which could be done at this point. The Chairman asked everyone present at this year’s meeting, and all lot owners, to think about improvements they want made to the common areas and get them to either her, Susan Reid, Teriann Duda or Ken Lumsden so they can be presented in the notice of the meeting for 2008. The contact numbers are as follows: President and Board Member – Louise Bierne, 252-944- 5149; Vice President – Teriann Duda, 252-975-2265; Treasurer and Board Member– Susan Reid, 410-257-5630; Board Member – Kens Lumsden, 252-944-5462. There being no further business to come before the meeting, upon motion duly made, seconded and unanimously approved, the meeting adjourned. ________________________________________ Susan K. Reid, Secretary of the Meeting Dated: October 2, 2007 4 SEPTIC INSTALLATION CONTRACTORS – CAROLINA SHORES Vaughan Well & Septic Tank Service (Gopher Vaughan) 766 Lizzard Slip Road Washington, NC 27889 252-946-9891 Walker Septic Systems (Wiley C. Walker) 2473 Pocasin Road Pinetown, NC 27865 252-927-4828 Smith Septic Systems 66 Smith Shore Road Belhaven, NC 27810 252-964-4204 252-964-6940 (fax) Ronnie Revels Septic Tank Service 3550 Fire Department Road Williamston, NC 27892 252-792-6025 Braxton Septic Tank Service 9900 US Highway 17 North Vanceboro, NC 28586 252-244-0713 Peele’s Backhoe & Septic Tank Service 4394 US Highway 17 Williamston, NC 27892 252-792-8198 ______________________________________________________________________________ BUSHHOGGING/MOWING CONTRACTORS – CAROLINA SHORES** Kenneth Lumsden 104 North Main Street Bath, NC 27808 252-944-5462 Vaughan Well & Septic Tank Service (Gopher Vaughan) 766 Lizzard Slip Road Washington, NC 27889 252-946-9891 ** NOTE: Other contractors may be available. If you have difficulty contacting either of the above mowing contractors, please call Louise Beirne or Susan Reid for additional names.
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