The meeting was called to order at 10:09 a.m. Julia Lee relayed the sad announcement that Paul Shaver, the president of the association, had passed away this past July in a four wheel ATV accident at his residence in Virginia. Mr. Shaver will greatly be missed by all that had the privilege of making his acquaintance. Mr. Shaver also served the Board of Directors for Ocean Pines Interval Owners Association, Inc. and Barrier Island Station Kitty Hawk Condominiums Association, Inc., was a Co-owner of the Black Pelican Seafood Restaurant, as well as Barrier Island Station, Inc. and multiple other corporations. Ms. Lee stated that business continued to run as normal as could be expected. Mr. Shaver's estate wishes to keep everything the same as Paul wanted.
Julia Lee introduced the directors, David Stauffer, Calvin Barton, Robert Allen, Linda Gray, Bob Lane, the Property Manager, and herself. Julia Lee announced that Paula Scott Dehetre was not able to attend the meeting due to a previous appointment.
Continuing, the first order of business was to determine if there was a quorum present. Representatives of five hundred eighty-six weeks were required to be present or to have submitted a proxy. Forty-one weeks were represented in person, Barrier Island Station represented ninety-nine weeks, and one thousand thirty-two valid proxies were submitted to the secretary for a total of one thousand one hundred seventy-two weeks represented, which constituted a quorum.
Julia Lee requested a review of the minutes from the last meeting. Robert Allen asked that on page 3 of the packet, page 2 of the minutes, 7th paragraph, last three words be changed from "taking a loss" to "absorbing a loss". After no further discussion a motion was made to approve the minutes, as written except for the one noted change. All were in favor, none opposed. The motion was passed unanimously.
Julia Lee announced that two director's seats (David Stauffer and herself) were open for a two-year term and requested nominations from the floor. A motion was made and seconded to re-elect David Stauffer and Julia Lee. All were in favor, none opposed.
Julia Lee requested a review of the audited financial information and proposed budget. Julia Lee pointed out a new line item that was added this year to the proposed budget for special reserve item - septic upgrade. This item will be a two-year item to complete. The original plan was to build a wastewater treatment plant on-site, however, due to concerns that it would spur more development this could not pass for approval by the town of Duck. In lieu of this, our engineer, with the aid of Dare County has devised a system, which would be installed as a repair and not subject to Town approval.
Bob Lane explained in detail that we have, by design since inception, had a system which ran from septic tank straight to low pressure fields which has had a very high rate of failure due to the condition of the influent forcing replacement of the drain fields at a cost of up to $30,000.00 per field. With the addition of the proposed Advantec system in place, the effluent will be cleaned and will provide prolonged life to the fields. Eight pods will be phased in over the next two years and located in the fields away from the units. The approximate cost to complete the system is $300,000.00.
Cal Barton inquired if there was money already allocated for the treatment plant. Bob Lane replied that three to four years ago it was approved to borrow the money needed. Julia Lee explained that the maintenance fees would go up $15.00 a year for two years, and $22.00 a week per year for two years would go to the special reserve item, then after two years the maintenance fees could go back down.
Discussion was held on the difference between a septic tank and sewage treatment. Bob Lane explained that we would be better able to handle surges with this new system. It was explained that with this system the influent is received in a series of tanks that would dilute and recirculate the influent before going to the pods for further treatment. This sort of design is necessary here as we have no central sewer available and everything is on-site.
Robert Allen inquired if it would have saved us money by building a plant on-site. Bob explained that it is close to the same cost; however the restaurant and office building may not be included in the Advantec system where they were included in the treatment plant design. As the Town would not allow the plant, the County did agree with the use and although we could not build a plant on a repair permit we could put the Advantec system in place with a repair permit and by-pass Town approval. An owner inquired if we already had someone that would come to operate and take samples on the system. Bob Lane replied, yes, we have that in existence. It was explained that Bob Lane holds all necessary licenses in North Carolina to operate waste water treatment operations
An owner inquired why repairs and maintenance - contract was up and going down. Julia Lee explained that it is not a flat fee contract and it is based on last year's expenditures. Items such as grass cutting, carpet cleaning and septic pumping are all under repairs and maintenance - contract. Bob Lane stated that septic tank pumping is not a regular item, and may not be needed one year. It also can be affected by timing. Normal pumping is $0.12 a gallon and emergency pumping cost $0.20 a gallon for Saturday and Sunday service.
