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CAROLINA TRACE ASSOCIATION http://www.ctaincnc.com

MINUTES of June 4th, 2019, CTA BOARD OF DIRECTORS MEETING

David Smoak, CTA President, called the meeting to order at 7:02 p.m.

ATTENDANCE: DIRECTORS or ALTERNATES

Eagles Nest Kathy Jelen Highland Woods Chuck Popke South Landing Dan Eastham

Golf East Jerry Keith Lakewood Charles Wick Southwind Doug Burnett

Golf North Mike Saulino Laurel Thicket Dave Carmony Stonegate Joe Dunne

Golf West Mallard Cove Lisa Doscher Village at Trace Sharwynne Blatterman

Harbor Creek Mike Dussault North Shore Bill Glance Woodfield Elaine Bednarcik

Hidden Lake Ken Harden Sedgemoor Chris Viverette Wdmr/Trentwood Larry Hrvatin

OFFICERS

President and Chair of the Executive Committee David Smoak

Vice President and Chair of the Security and Safety Committee Ken Harden

Treasurer and Chair of the Finance Committee Assistant Treasurer

Cal Saltzman

Secretary Oscar Roberto

Guests

Utilities Vince Roy CT Fire Dept.

Ernie Violon Ernest Clemons

Kate Woods Nate Mahaney

APPROVAL OF MINUTES – Stonegate proposed 2 motions to amend the May Minutes (See Attachment #1). The motion 1 passed, the motion 2 did not. The minutes of the May meeting have been amended as voted.

PRESIDENT’S REMARKS –

The President informed that the new Security contract has been awarded to SPA. The contract is renewable for 3 years.

The current sticker technology is been discontinued and new estickers will be required when the system stops working. This will require also new sensors at the gate.

The President is forming a Nominating Committee to select candidates for the 2020 Board.

FINANCIAL REPORT – See Attachment #2.

Capital Bank will be issuing credit cards to Board members to eliminate the use of personal accounts for Board business.

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The Internet and phone lines for the gatehouse will be switched to Spectrum. The new provider offers higher connection speeds and lower monthly costs.

SECRETARY – No report.

COMMITTEE REPORTS

Executive Committee – Reported by the President.

Security & Safety – Security Log is Attachment #3.

See the CERT Report as Attachment #4

Traceway Roads & Maintenance (TRAM) – Completed projects include Highland Woods tree cutting, painting of yellow line on Traceway, testing of rumble strips and watering system for the gatehouse flower bed.

The Committee is working on the 2020 Budget.

CTCC Liaison – Ken Harden reported that drainage work is being done on holes 3 & 4 in the Creek course, new sod will be placed in the Creek course and irrigation lines will be fixed.

Utilities Report – Vince Roy Carolina Water Services has filed a new price increase request with the Public Utilities Commission..

CT Fire Dept – Citizens Academy was very well received and want to plan new sessions for different POAs. The 2020 Carolina Volunteer Fire Dept. budget has been approved.

School Bus Stop Group – The School Bus Stop Group had a meeting to inform members of the upcoming changes to the North Exit and the plans for accommodating the student’s movements to and from the school bus stop. They expressed confidence that TRAM is paying attention to their needs and expect the transition to be successful.

More participation of school age parents is encouraged as there were not many in attendance to the meeting. The next School Bus Group meeting will be in August before classes start.

OLD BUSINESS - North Gate Update – Duke Energy installed the electrical drop to bring power to the North Gate area. An electrician will be completing the work now that there is power.

David Smoak introduced documents outlining the revised North Gate Plan and design of the gate (Attachment #4). A motion was made and modified to approve the current plan budget of $33,900. The motion passed by a voice vote.

NEW BUSINESS

NEXT CTA Meeting – Next meeting is scheduled for July 2nd, 2019.

ADJOURNMENT – The meeting was adjourned by the President at 8:25 pm.

Respectfully submitted by,

Oscar Roberto, Secretary, Carolina Trace Association

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Attachments: Attachment #1: Motions proposed by Stonegate POA Attachment #2: April 2019 Treasurer Report Attachment #3: Security Log April 2019. Attachment #4: CERT Report to the Security Committee Attachment #5: North Gate Plan

STONEGATE MOTIONS TO AMEND THE MINUTES FOR 5-7-19 CTA BOARD MEETING

Motion #1- Old Business :b. Stonegate Pond . Eliminate first sentence . Add [Ref. 10 December 2018 Estimate]. . Add STONEGATE DISAGREES WITH THIS STATEMENT because the final TRAM design actually reduced the draining capacity(flow area) for Carrs Creek by 57% (from 12.6 sq.ft. down to 5.4 sq.ft. The minutes would then read :The Roads and Ground Committee stated that the work completed covered most of the previous estimate and that the contractor was asked to expand the new drain to double the surface area in order to increase the draining capacity to the desired level provided in the earlier estimates.[ Ref. 10 December 2018 estimate]. Stonegate disagrees with this statement because the final TRAM design actually reduced the draining capacity (flow area) for Carrs Creek by 57% (from 12.6 sq.ft. down to 5.4 sq.ft.) Motion #2-Add to Old Business the discussion on the Stonegate 3-15-19 memo to CTA. Add the documentation Stonegate submitted to support the 3-25-29 memo as an attachment to the minutes. The minutes would then read: STONEGATE MEMO OF 3-15-19 TO CTA Stonegate POA requested a response to its 3-15-19 memo to CTA regarding the hiring of the engineer to provide a recommended design. The CTA president advised it was a joint decision by the CTA Executive Committee and TRAM Committee not to hire the engineer to work with TRAM on a recommended design,Ref:J. Thomas Engineering Inc Proposal [$5,850] dated 2-11-19. This decision negated the CTA Board approval. The Stonegate documentation to support the 3-15-19 memo is included as Attachment #5------------or alternate wording in place of an attachment: " Stonegate submitted, for the CTA records evidence from CTA records to support the 3-15-19 memo. The CTA evidence included: 3-10-18 e-mail from David Smoak ,re: hiring engineer, replace culvert with larger design to handle more overflow. 11-6-18 CTA minutes. TRAM report: an engineer has been hired. 12-14-18 CTA minutes. TRAM report: engineer is drafting recommendations.

Attachment #1

Attachment #2

CATEGORY WEEK WEEK WEEK WEEK WEEK TOTAL

1-4 5-11 12-18 19-25 26-31

ACCIDENT 1 0 1 0 0 2

EMS 0 5 3 1 1 10

PATROL RESPONSE 4 7 8 10 1 30

PATROL HOURS 192 336 336 336 288 1,488

SHERIFF PATROL 2 7 7 9 2 27

SCHEDULE PERMITS 875 1,274 1,266 1,264 1,252 5,931

ACTUAL PERMITS 793 1,092 1,071 1,078 1,017 5,051

UNSCHEDULE GUEST 8 19 18 3 10 58

FIRE ALARM 0 0 0 0 0 0

UNLOCKED DOORS 0 0 0 0 0 0

VANDALISM 0 0 0 0 0 0

CITIATIONS 0 0 0 0 0 0

CTGP 2 14 15 14 3 48

GOLFERS 287 196 130 290 138 1,041

CTCC 166 87 128 197 85 663

SECURITY LOG FOR THE MONTH OF MAY 2019

Attachment #3

Attachment #4

Intro/Background:

The use of both North/South Emergency Exits has increased dramatically over the past 6 years. Beginning with the paving of those roads at a cost of $140,000 to the community, these exits have been used for numerous snow, ice, hurricane and flooding events. Even accidents at the Traceway/Hwy 87 intersection have necessitated the temporary opening of one/both of the emergency exits and a large number of residents have become familiar with using them. However, maps are still handed out at the Gatehouse showing these exits when we have serious, impending weather events since so many residents are still unfamiliar with them.

An engineering report commissioned by our now-defunct Long Range Planning Committee analyzed our structural assets, to include Traceway. One of the leading recommendations was to stop applying more layers of asphalt as part of our road maintenance, in some areas there are 18 inches of asphalt! In those areas, future asphalt layers may require the milling/grinding down of the multiple layers which dramatically increases the cost of road maintenance. Other techniques such as slurry seal, resurfacing, etc were recommended to extend the use of our existing asphalt, several POAs have already been applying these technologies. One of the major complications of using these technologies is that those products require a longer cure time for optimal results. Blocking lanes of heavily travelled Traceway by the POAs for resurfacing will be difficult enough, but with only the main exit at Hwy 87, resurfacing many of those sections of road near the highway are functionally impossible.

There are numerous reasons to support the extended use of the emergency exits, but it is essential to recognize that future maintenance of Traceway is dependent on reducing traffic through our one main gate. Other reasons given specifically for the North gate include:

● Increasing traffic along Hwy 87 (also possible quarry traffic) so diverting more residents to Cox Mill Rd will improve safety

● Resident savings; allowing more direct routes to northern destinations will save residents both time and money

● Reduced speeding/road rage - Residents feeling constrained by our 25 mph speed limit will have a more direct route to state-controlled roads

● Reduced road wear/tear - allowing traffic more direct routes bypassing the main gate will enhance the serviceability of other assets such as our bridges and sections of Traceway

● Reduced main gate congestion/resident incidents - Whereas thousands of residents drive/interact with our security every day at the main gatehouse, providing an automatic, unmanned location will allow many to avoid using the main gate for months at a time

Negative reasons given:

● Increased annual support costs and capitals reserve spending ● Reduced personal/property security if unauthorized residents gain access ● Reduced safety/access for children/parents that have had almost singular use of these

areas for several years and have developed their own process and routine.

Attachment #5

CTA North Emergency Exit Automatic Gate Plan (vers 2) P H A S E 0

Phase 0 Contractor bids, planning and reviews

January - November

Phase I Site preparation, electric drop, light pole, meter install, internet

April 2019 200 Survey 700 Drawing 550 (pole) 1300 (elec) $2700

Phase II Gate Installation, automation equipment; Cameras, asphalt,, etc

June/July 2019 4,500(gate) 14,000(auto) 3,000(cam) 2,500 (asphalt) 3,000 (site/tree) 2,000 (misc) $29,000

Phase III Bus Stop Modifications/ Procedures additional fencing, shelter

July/Aug 2019 1,000 (fence) 1,200 (carport) $2,200

Phase IV Process review; Plan for South Gate

Oct-Dec 2019

$33,900 Phase 0 has been and will be an ongoing process of meeting with contractors, getting bids, reviewing options. Phase I - Confirmation of site selection at N. Emergency exit. CTA Vote to authorize site prep. Electrician, Duke Energy, Spectrum Phase II - POA vote on gate options and contractor. Work begins after school year ends with additional Security options, tree clearing, asphalt. Phase III - Meeting with North Bus Stop parents to discuss/listen to adjustments for child safety/bus loading, first meeting scheduled June 2 Phase IV - Final modifications, process review and plan for South gate in 2020 (depending on budget process)

Narrative/Update: Phase I has evolved, whereas Duke Energy is still scheduled to install a power drop/light pole o/a June 4, we were informed a private electrician was needed for installation of the pole/meter and a circuit box is needed anyways for the Phase II, ideally this work is done prior to Duke’s service connection. Asphalt work has been delayed to Phase II. When considering the Internet provider to allow video uploading of security cameras, the slower max upload speed of DSL would prevent more than one camera from being streamed. Installation and service with Charter/Spectrum is being pursued with possible implications for a unified service with the Gatehouse phone/internet service. Phase II has also evolved and merged with Phase III. Central Security is our existing gate contractor for the main gate and has continued to be the only contractor to actually provide the required bids. There two options for gates are between our existing “barrier arm” design, which is not recommended for an isolated, unsupervised location and a swing gate, which will require a subcontractor to install swing-out gates and Central Security would modify them for automatic operation. Central Security has also submitted a competitive bid to install two streaming cameras at the location which would feed into the Gatehouse monitoring system, one of those cameras would be dedicated to recording license plates. This phase will also include tree clearing and previously approved asphalt widening of the roadway to accommodate a turnaround area as previously discussed and marked on attached drawing. At the completion of Phase II, the North Emergency exit will be fully functioning and in service. Phase III , this was Phase IV under the old plan. Discussion with school bus parents regarding improvements and gate procedures will be discussed and implemented. Phase IV , was Phase V under the old plan. Depending on FY 2020 budgeting process planning and review for South Emergency Exit will proceed. The major complication that will impact ANY future gate automation is the near-obsolescence of the existing “e-sticker”/LR-911 system used by our thousands of residents. Manufacturer support by Galaxy is ending rapidly and Central Security has only quoted the newer LR 3000 reader which will require new technology “estickers” be issued to all vehicles using the new gates. These new “e-stickers” have a greater range than current stickers and can be mounted simply underneath the side view mirrors, the cost will be approximately $10 each. In the near future this upgrade will be required for all residents since support for our existing readers will be ending soon.

Voting Motions Options:

1. Approve the entire north gate project with a budgeted total of $30,000 but allow a 10% overage up to $33,000 to install child safety/shelter items.

2. Approve installation of essential north gate items (Phase II) up to the budgeted maximum of $30,000, supplemental spending decisions for Phase III will be made later

3. Recommend design changes, defer further spending approval