{"id":819,"date":"2018-06-04T22:22:07","date_gmt":"2018-06-04T22:22:07","guid":{"rendered":"http:\/\/chestnuthillplantation.org\/?p=819"},"modified":"2018-06-04T22:22:07","modified_gmt":"2018-06-04T22:22:07","slug":"april-2018-hoa-meeting-minutes-2","status":"publish","type":"post","link":"https:\/\/chestnuthillplantation.org\/april-2018-hoa-meeting-minutes-2\/","title":{"rendered":"April 2018 HOA Meeting Minutes"},"content":{"rendered":"
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CHP HOA Meeting Minutes \u2013 4\/30\/2018<\/h3>\n

Meeting Start: Approx. 6:30pmBoard Members in attendance: J.J. Gentry, Larry Newton, Jan Talkish, and Jeremy Catoe
\nAbsent: O\u2019Neil Gilliam
\nAttendees: 16 Residents
\nReview of Last Month\u2019s Minutes – N\/A
\nPool Repair Update – As previously reported, DHEC (Department of Health and Environment Control) is insisting that the pool be resurfaced, due to cracks and uneven concrete. These issues were caused by shifting roots from trees planted around the pool years ago. To date, all trees in the immediate pool area have been removed, so this should stop further and future damage (this will also help prevent the pool filters and drains from getting clogged by tree needles and approve the overall appearance of the pool). As reported last month, the HOA (via Carolina Pools, our pool management company) originally received an estimate of $30,000 to make the repairs necessary to the pool area \u2013 this includes resurfacing of the pool area to seal cracks and even out the pavement ($20,000), as well as fixing the grass section at the right hand side of the pool, which needs to be resurfaced with concrete ($10,000). A competitive second quote was solicited, and this quote came in at $15,000 for the new section, and approximately $21,000 – $23,000 for the resurfacing (total $36,000 – $38,000).<\/p>\n

\nThe HOA Board\u2019s original plan was to have all repairs made prior to the opening of the pool this year (May 19), however, to do so would mean exhausting pool repair funds AND dipping into reserve emergency funds. Both pool contractors have recommend waiting until the fall to make repairs, as it allows more time to complete the project and will cost less (their off season). Carolina Pools has spoken to DHEC about making alternate plans to keep the pool open this season, and DHEC has decided that \u2013 as we are actively seeking competitive bids and have committed to making the necessary repairs \u2013 the pool may open on schedule and repairs may wait until the fall.<\/p>\n

\nThere has been an issue with vandalism at the pool. The bathrooms were trashed and the toilets were clogged. Also, the showers were left running. All of this may have contributed to the damage to the septic system. Several pool lights were broken as well. All of these items will have to be repaired before the pool opens.
\nPool Rules\u2013 New rules were handed out at the meeting \u2013 rules are basically the same as last year, with minor changes. Rules will be mailed out to all residents as well as posted to the HOA WEBSITE.
\nThe pool will OPEN Saturday, May 19 and will close for the season on Saturday, September 16.
\nSome residents have requested that the pool season be extended due to warmer weather in the
\nbeginning of May and well into the Fall \u2013 to do so would mean extending our contract with
\nCarolina Pools, which means additional costs for pool maintenance and lifeguards. At this time,
\nthe pool contract is already in place for this year, but the issue can be revisited in October, during
\nthe budget meeting, for the 2019 pool season. An extended pool season would also depend upon
\nhow many residents would actually access the pool during these extended dates. The Board may
\nconduct an informal poll at a later date to get resident feedback.<\/p>\n

\nOne pool rule that must be more strenuously enforced is the 5 foot clearance\/safety zone
\nsurrounding the edges of the pool. DHEC has stated that this area MUST be kept free of chairs
\nso individuals can move freely around the pool \u2013 this is a SAFETY ISSUE. Therefore, chairs
\nCANNOT be moved up to poolside. We have caught flack for this in the past, so it must be
\nfollowed or we face possible pool closure. Lifeguards will be advised to remind residents to
\nkeep chairs out of the 5 foot zone, and to enforce the safety rule. Residents who ignore the rule,
\nor argue with lifeguards who enforce it, are subject to losing pool privileges. The Board will
\nfind a way to mark off the safety zone for this season, and will look into making more permanent
\nmarkings when the pool is resurfaced.<\/p>\n

\nIn order to curb vandalism and other issues, additional cameras will be added to the pool area.
\nAll cameras will be visible, and will record both video and audio, and signs will be in place to
\nremind residents (and lifeguards) that they are being filmed. One camera will be positioned on
\nthe gate, so the Board can keep track of who is entering and exiting the pool, and the other
\ncamera(s) will focus on the pool and seating areas. Video from cameras will only be available to
\nBoard members and law enforcement if necessary, Aside from helping to catch vandals, the
\ncameras will also help with some of the resident\/lifeguard issues that have come up in the past.
\nLifeguards will be advised to discuss all issues with residents within camera view. Residents
\nwho have a complaint about lifeguard behavior while on duty will now have video\/audio backup
\n\u2013 this should eliminate the \u2018He said\/she said\u2019 debate that often accompanies complaints about
\nlifeguards texting, leaving the pool area, etc.<\/p>\n

\nAs always, if you have questions or concerns regarding changes to the pool rules, or the use of
\ncameras, please contact the HOA board via the CHP website.<\/p>\n

\nSecurity at the Clubhouse Complex \u2013 due to increased vandalism and trespassing, security will
\nbe increased at the clubhouse complex. Additional security cameras will be installed, and
\nrandom checks by the City of Columbia Police Department will also be increased. Individuals
\nfound trespassing or loitering at the complex after hours will be asked to leave \u2013 those who
\nrefuse may be subject to arrest. Individuals who commit vandalism will be dealt with either by
\nfining the individual (or parents, if the vandal is a minor), or arrested and prosecuted.
\nRecent acts of vandalism include broken locks on gates, hiking information boards being shot up
\nwith a BB gun, destroyed lawns\/hiking trails due to dirt bikes\/go carts\/golf carts\/, destroyed
\nsigns, broken light fixtures around the complex and within the pool area, and trashed bathrooms
\nat the pool,
\nVandalism accounts for a LARGE amount of money spent from the budget to make repairs!
\nMany items that the HOA would like to purchase from its \u2018wish list\u2019 never come to fruition
\nbecause the money is instead used to make repairs. If you see, or hear of vandalism within the
\ncommunity, please contact the HOA Board.
\nNature Day \u2013 The recent Nature Day event was a huge success! Turnout was great, and fun was
\nhad by all! The HOA Board would like to thank the members of the Social Committee for all
\ntheir hard work in making this wonderful day a reality. The Board would also like to thank those
\nresidents who gave additional donations and all the residents who volunteered their time to assist
\nwith the running of the event. It\u2019s the people of CHP who make it a great place to live!
\nWebsite Update \u2013 The Communications Committee is pleased to announce that the new CHP
\nwebsite is live, and in Beta testing! The website has been completely re-vamped, and serves to
\nnot only improve communications within the community and the various Boards, but also to be
\nused as a tool to market the community and bring in new residents. CHP residents can now find
\nneeded documents, rules and covenants, HOA meeting minutes, answers to frequently asked
\nquestions, a calendar of upcoming events, clubhouse information, and much more on the
\nimproved site: www.chestnuthillplantation.org Advertisement space will soon be available for
\nsale, and monies received will be used to pay for the website fees.
\nThe site will constantly be updated and maintained by the Communications Committee, and
\nresidents are invited to send in ideas, pictures of the community and events, and comments. All
\nsubmissions should be made to the Committee via the website contact email. The
\nCommunications Committee will mail out an announcement postcard to all CHP residents, and
\nsmall signs with the website address will be placed throughout the community.
\nThe Board wishes to thank the members of the Communications Committee for all their hard
\nwork!<\/p>\n

HOA Violations \u2013 Board members have been receiving numerous reports of rules and covenant
\nviolations. While the vast majority of community residents follow the Rs&Cs, and maintain
\nattractive properties, there are some residents who need a \u2018nudge\u2019 to make changes. Henceforth,
\nat least 1 time per month, a Board member and CAMS employee will drive through the
\ncommunity in a marked CAMS vehicle, looking for major issues. CAMS maintains a
\ndatabase on a computer tablet of all residents and their addresses, and can use this tablet to take
\npictures of properties and generate a letter to those in violation. It should be noted that all
\npictures will be taken from the CAMS vehicle or from the street \u2013 the Board member and
\nCAMS employee will NOT go on to your property.Residents in violation will have an allotted time schedule to make repairs or remedy the issue \u2013
\nresidents who fail to make changes will be fined. Further information about the new inspection
\nprocess, and the more significant violations, will be mailed to all residents as well as posted to
\nthe CHP website. As always, residents with questions are invited to contact the Board, via the
\nwebsite.<\/p>\n

AirBnB Concerns \u2013 A resident in attendance expressed concerns to the Board about home
\nowners who have signed up their property as part of the AirBnB program. Residents have
\nquestioned whether this is allowed, as hosting one\u2019s home as a short-term or vacation rental may
\nbe considered a \u2018business.\u2019 Residents are also concerned about the rotation of strangers who rent
\nthese homes in their neighborhoods, their access to paid amenities (like the pool, tennis courts,
\netc.), and parking issues that often arise. The Board members state that, as with long-term
\nrentals, it is up to the home owner to make sure that individuals renting the property are aware of
\ncommunity rules and covenants, and the owner can be held liable for issues that may arise,
\nhowever, questions of the legality of renting out the home, and whether or not an AirBnB home
\nis considered a \u2018business\u2019 remain unknown. At this time, the Board agrees that additional
\nresearch on the matter is needed before they can make a decision as to whether or not the homes
\nin question violate the HOA standards, rules, and covenants.<\/p>\n

Power Outages – A resident in attendance brought up the issue of power outages within the
\ncommunity, and wondered if there were more reliable options other than SCE&G available to
\nresidents. Unfortunately, according to the board, SCE&G is the only electric company that
\nsupplies the neighborhood. Long time residents report that power outages used to be more
\nfrequent years ago, and that there have been marked improvements over the years.<\/p>\n

Playground Access – Two members of the Communications Committee asked if the playground
\ncould be modified to include a special, handicapped swing with safety straps. It had come to
\ntheir attention (via the unofficial Facebook page) that at least one child in the community would
\nbenefit from such a swing, and the inclusion of play at the playground with other children. It
\nwas made clear that the child\u2019s family has not asked for the special equipment \u2013 this is purely a
\nresident driven request. It is the feeling of these ladies that every child \u2013 regardless of disability
\n\u2013 should be able to enjoy the playground and time with other children.<\/p>\n

The Board has asked that the family be contacted, and encouraged to set up a meeting with the
\nBoard Members. The Board agrees that ALL children should have access to the playground, but
\nboard members do not know what changes would be needed to make it more accessible. A
\nCommunications member has agreed to contact the family and share the Board\u2019s invitation.
\nRoad Construction \u2013 The City of Columbia has started preliminary work on the road
\nimprovements to be made to Lost Creek Drive. The road needs intensive repair, which will
\ninclude completely digging it up, repairing the foundation, and then repaving. The city is
\ncurrently taking bids on the job so there is no available timetable, but there will be delays, some
\nroad closures, and possibly some night work. A City of Columbia Public Works Representative
\nhas requested holding a meeting for community residents to answer questions and concerns
\nregarding the roadwork \u2013 that meeting will be announced at a later date as more information
\nbecomes available.<\/p>\n

Volunteers Needed \u2013 the Board is seeking volunteers to help with minor repairs, system checks,
\netc. at the pool, prior to opening day on May 19. If you are interested, please contact the Board
\nvia the CHP website: www.chestnuthillplantation.org.<\/a><\/p>\n

Meeting Ended at approximately 8:15pm<\/p>\n

Next Meeting: To be announced, due to Memorial Day Weekend<\/p>\n

rmc\/Comm. Comm.<\/p><\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n

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Contact Us<\/h3>\n
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For all of the CHP HOA Contact information click here.\u00a0<\/a><\/p>\n

Otherwise, complete the form below and we will be back in contact with your soon!<\/p>\n

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