October 17, 2020

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➢ Call to Order

➢ Confirmation of Quorum John McGorry

➢ Annual Report Jerry Iverson

➢ Property Owner Questions

➢ 2020 POA Volunteer of the Year

➢ POA Board Election Results John McGorry

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➢ Jerry Iverson President

➢ Jim Lavin Vice President

➢Corolyn Foster Treasurer

➢ John McGorry Secretary

➢ Jeff Toner Director-at-Large

➢Mike Farage Director-at-Large

➢Dan Kingsbury Developer Rep

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• Dan Davis Community Manager

• Jack Noland Staff Engineer

• Renee Welsh Assistant to the Community Manager

• Terry Bramm ACC Administrator

• Nancy Seyferth Compliance Coordinator

• Barb Ward Client Services

• Angie Hilburger Client Services

• Steve Fitzgerald Facilities Manager

• Ami Brown Managing Editor Cat-Tales

One Change in Personnel

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• We are a community with many dedicated volunteers –hundreds have participated over the past 30 Years

– Ad Hoc Committees (All Closed)Town of St James Fire Department

Town/POA Duties Transition

Nature Trails Waste-Water

Bicycle Safety Polly Gully Exit

Pond Health Woodlands Exit

– Standing Committees• Started with three committees

• Nominating, Rules & Enforcement, ACC (Mandated by Master Declaration)

• Today – 13 Committees

Please thank all past and present Committee members

6

• Activities – social, help get acquainted – Barb McGreevy, Liz Ventura– 15 Members

Architectural Control – preserve harmony andaesthetics in new homes– Elaine Waddell, Steve Corbett– 9 Members

• Communications – gather and disseminate information – Art Hill– 9 Members

7

• Finance – develop the budget, Reserve Fund Study, and ensure financial stability– Mark Harris– 7 Members

• Garden – Manage the community gardens – Al Yoshimura, Ron Gugliotti– 6 Members

• Infrastructure – evaluate and maintainall assets and amenities

– Bill Lendh– 7 Members

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• Investment – Preserve, maintain, maximize investments

– Corolyn Foster (A)– 5 Members

• Information Technology – Oversee all technology programs

– Steve Henne– 4 Members

• Landscape – beautify, maintain , extend common areas & green space

- Craig Farland- 16 Members

$$$$$$$

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• Nominating – identify candidates for POA positions and managevote count

- Paul Askew- 6 Members

• Ponds – maintain health, beauty, and recreational usage of ponds

- Steve Brocker- 10 Members

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• Safety and Security – identify and recommend solutions for the safety and security of the community

- Bob Wright- 8 Members

• Rules and Enforcement –authority to enforce rules and regulations and provides the forum for hearings of members

- Bruce Johnson- 5 Members

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• NC Executive Order 116, March 10, 2020– Declaration of State of Emergency – COVID-19– 36 More Executive Orders issued– Changed our habits, attitudes, and lives

• NC Executive Order 169 (Sep 30) moved NC into Phase 3 – still many limitations

• POA is a “Closed Office” through 2020– Amenities closed for large groups– Beach Club Pool closed– Activities Committee events cancelled– No open meetings – electronic alternatives– Reviewing impact of Phase 3 requirements

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HURRICANE DORIANSeptember 5-6, 2019

HURRICANE ISAIASAugust 3, 2020

Hurricane FlorenceSeptember 14-15 2018

SJP impacted Three

Years In a Row,

All Cat I

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• Hurricane Isaias passed Directly over St James on 3 August ~ Midnight– About 2 inches of rain and wind gusts of 85 MPH

– Overall minor damage

– Few trees down, branches and debris across the community

– POA Cost estimated at $150,000

– TOSJ Cost is comparable

• Thanks to the Emergency Management Team, SJFD, and POA Security for their efforts during and after the storm

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Bertha, Fran 1996

Floyd, Irene 1999

Charley 2004

Ophelia 2005

Ernesto 2006

Hanna 2008

Arthur 2014

Matthew 2016

Florence 2018

Dorian 2019

Isaias 2020

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Declarant 1990

POA 1990 SJFD 1998

TROON 2018TOSJ 1999

BRUNSCO

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Declarant 1990

POA 1990

Actions remaining• Transfer of Stormwater Permits

• Master Declaration recorded on 21

April 1991• Runs for 30 Years

• Automatic 10 Year extensions

• Unless 2/3 of owners vote to terminate

• POA Board Majority by Declarant• Terminated 12 Oct 2019 – less than 50 lots

• Declarants Rights• Runs for 30 Years

• Expires on 21 April 2021POA 1990

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POA 1990

TOSJ 1999

Responsibilities Include: roadways,

sidewalks, bridges, stormwater system,

common areas, landscaping, Woodlands

Park, Waterway Park, Beach Club, Reflection

Park, community gardens, dog parks, dog

registry, gate houses, gate access, traffic

control, ACC, Covenant enforcement, and

communications -- Cat-Tales, WUSJ, Sports

Newsletter, Guide to Living in St James

Responsibilities Include: Town Planning,

Town Hall, Community Center, Recycling,

yard debris, Town Ordinances, Firewise

Program, animal control, and Emergency

Management (with support from SJFD, POA)

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• Active Communications• Guide to Living in St James – annual

• Defines Roles & Responsibilities shown on previous slides

• Cat-Tales – monthly

• WUSJ – weekly

• Sports News-Letter - weekly

• Blast emails – as required

• POA Web Site

• 2021 OIM & Board Schedule• Open Board Meetings: Jan, May, Aug, Nov

• OIM: Feb, Apr, Jul

• OIMs may be virtual – GoToWebinar

• Annual Meeting: October

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TYPE DWELLINGS LOTS TOTAL

MEMBER 4,011 870 4,881

DEVELOPER 1 25 26

BUILDER 16 91 109

TOTAL 4,028 986 5,014

Includes SF, Condos, and Duplex Units

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133 Existing Homes/Lots To Sell

(Not Including Planned)

Sold Out (Builders + Developer) 97%

Built Out – 4,028 Homes (SF, Condo, Duplex) 80%

Current Properties 5,014

Planned

LOGAN HOMES 46

NEW CONDOS 36

82

TOTAL DOMICILES 5,096

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• Town Homes– Built by Logan Homes

– North of Oceanic

– 48 platted

– 46 to be platted - 2021

• New Condo Units– First St James

– Three Buildings – 12 Units each

– Club Villas style

– First Building 2021

94 Units

North of Circle

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• Sales Office located across from Main Gate

• Sales have been very brisk

– June 48

– July 60 [best month in 15 years]

– August 81 [best month ever]

– September 50

• Best 4 months of sales ever

• Moving away from metropolitan areas – COVID, work from home, crime, riots, looting, and

general safety concerns

• Low inventory

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September – Most Closings Ever

68% of All Sales are Resales

2020 DEVELOPER BUILDER OWNER TOTAL

JAN 0 11 29 40

FEB 6 6 19 31

MAR 1 6 17 24

APR 0 7 17 24

MAY 2 7 25 34

JUN 0 6 17 23JUL 1 10 51 62

AUG 1 7 43 51

SEP 3 18 63 84

OCT 0

NOV 0

DEC 0

TOTAL 14 78 281 373

2019 73 93 321 487

2018 100 87 331 518

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101 116

202165 181 181 182

196160

92

34 15 31 44

70

69

34

0

50

100

150

200

250

300

ACC Reviewed

Developer Sponsored Construction

Cottage Lakes, TheTowns

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2020NEW

HOMES

NEW HOMES MODS

CURRENT HOMES MODS

ACC REVIEWED

TOTAL

NEW HOMES CLOSED

IN WORK

JAN 17 13 33 63 13 178

FEB 11 12 34 57 20 169

MAR 9 13 57 79 16 163

APR 13 9 36 58 15 161

MAY 8 11 52 71 16 153

JUN 2 16 65 83 11 144

JUL 7 10 51 68 15 136

AUG 13 11 35 59 18 131

SEP 12 9 52 73 14 129

OCT

NOV

DEC

TOTAL 92 104 415 611 137 NA

129 Homes Under Construction (ACC)

12 Homes by Logan Homes26

• Finance Committee• Developed 2021 Budget and Five-Year Plan

• Updated the Reserve Fund Study

• Both Approved by the Board in July and August

• Documentation• Revised Investment Policy

• ACC Design Guidelines (Annual Update)

• Updated Security Post Orders

• Revised Guide to Living in St James

• Updated RFID Policy

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• General Maintenance• Fixed tripping hazards (86)

• Repaired and stained walking bridges

• PG Bridge raailing replacement

• Repaired storm damage

• Waterway Park• Repaired floating dock supports

and dock railing

• Pavilion • Repaired Roof

• Replaced fans

70 Bridges

in SJP

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• Schedule based on APT Engineering Study (2015)• Full Depth Reclamation (FDR)

– Sections of Moss Hammock, Regency Gate (outbound)

• Mill and Fill– St James Drive (Main Gate to Ridgecrest), Regency Gate, Cedar Crest

• Surface Preservation – Harbormaster, Inverness, Moorings Way, Beach Club Parking

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• Landscape• Renewed contact with Bland landscaping

for three more years – begins 1 January 2021• Excellent performance over past 3 years

• Outstanding support for Hurricane Florence

• Re-sodded Green Mile from front Gate to Reserve entrance

• Ponds• Plant Sale in Spring by Ponds Committee

• 88 Orders for 1,891 plants delivered

• Enhances beauty and health of the pond

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• Oceanic Landscape Project

• Started late 2019 – Completed 2020

• Traffic Circle

• The Towns Berm

• Oceanic road-side hydroseeding

• Mail Kiosks in Oceanic Bay

• Funded by the Developer

• Contracted by the POA

BermBerm

Traffic Circle

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Added four planting areas to Green Mile

Near Reserve Entrance

Small Creek

Near Chapel

Major Creek

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• Grove Gate Sign and landscaping

completed in early 2020

• Fourth Gate into

SJP

• No additional gates

planned at this time

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AMOUNTS IN$1,000

2020 ANNUALBUDGET

EOM AUGUSTACTUALS

END OF YEAR FORECAST

END OF YEAR VARIANCE

OPERATINGREVENUE

$5,024 $3,339 $5,012 ($12)

OPERATING EXPENSES

$4,409 $2,561 $4,382 $27

RESERVE REVENUE

$1,111 $962 $1,105 ($6)

RESERVE EXPENSES

$815 $550 $795 $20

Variances Negligible

EOY Data Subject to Adjustment35

• Increased assessment for 2021 to $950 (4.4%)• Increased size of common areas / cost of landscaping• More roads and increased road repair (Major Expense every year)• Reduced revenue from Road Access Fees due to reduced construction• Increased cost of major contracts due to escalation • Less development of new lots

• No deferred maintenance• Investment in improvements (Beach Club and Parks)• Maintains healthy Reserve Fund

NO SPECIAL ASSESSMENT

2014 2015 2016 2017 2018 2019 2020 2021

$790 $790 $790 $830 $850 $870 $910 $950

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St. James Plantation – most amenities and low annual cost

2021 ASSESSMENT UNITS

BRUNSWICK FOREST $1,956 - $5,340 1,000

COMPASS POINTE $2,040 2,200

LANDFALL $3,387 1,944

PALMETTO CREEK $960 475

OCEAN RIDGE $1,228 1,777

OYSTER HARBOR $1,226 471

PORTERSNECK PLANTATION $1,140 - $2,400 800

RIVERS EDGE $1,783 526

RIVER SEA PLANTATION $1,320 550

SEASCAPE $1,810 533

ST. JAMES PLANTATION $950 5,014

WINDING RIVER PLANTATION $1,456 1,134

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Near Reserve Entrance

Small Creek

Near Chapel

Major Creek

• No major projects in 2021

• Major projects over past 6 years• Woodlands Park Vision

• Pavilion, Amphitheater Seating

• Event Lawn, Additional parking

• Beach Club• Additional parking lot

• Decking, Bath-rooms, Pavilion, pool leveling,

• Grove Gate entry/exit (joint TOSJ, POA, Dev)

• Emergency exit for Woodlands neighborhood

• Polly Gully Bridge and walking/cart bridge

• Waterway Park - Kayak launch & more parking

• POA Cost for these projects ~ $3 Million

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• Landscaping & Pond $ 1,537 (33%)

• Administrative, Rent & Utilities $ 1,360 (29%)

• Security $ 1,133 (24%)

• Repair, Maintenance, Beach Club $ 613 (13%)

TOTAL OPERATING EXPENSES $ 4,643

R&M 13%

5.3% Increase Over 2020

Amounts in

$1,000

Security 24%

Landscape & Ponds 33%

Admin, Rent,

Utilities 29%

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• Reserve Fund is used to pay for major repairs, capital improvements, & storm recovery– Authorized by Master Declaration

– Study has a thirty-year horizon

– Two components – physical and financial analyses

– Updated Annually by Infrastructure and Finance Committees

• Threshold Funding Approach– Sufficient funds to meet all identified requirements

– $4 Million Threshold

– Roadways are the major cost driver -- $15.6 Million

– Includes three Hurricane recovery events – $2 Million each

• Thanks to Mark Harris who lead the RFS 2020

Avoids Special Assessment40

9%

74%

9%

8%

Reserve Fund Status ($1000)

2019 (Audit) $4,338

2020 (Adjust) $310

2020 EOY FCST $4,648

2021 Revenue $1,145

2021 Costs ($825)

2021 EOY Forecast $4,968

NO MAJOR PROJECTS IN 2021Roadways – Major Cost Driver

• Parks and Beach Club $ 75 ( 9%)• Roads, Bridges, Gates $ 610 (74%)• Storm Water System $ 75 ( 9%)• Miscellaneous $ 65 ( 8%)

$ 825

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$-

$1,000

$2,000

$3,000

$4,000

$5,000

$6,000

2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021

RESERVE FUND EOY BALANCE

Florence

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Slight Reduction IN 2020 - COVID

Projected EOY

2016 2017 2018 2019 2020

1,679,193

1,944,0262,058,962

2,202,357

1,995,613

0

500000

1000000

1500000

2000000

2500000

1 2 3 4 5

Gate Entries

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• NC Highway 211 Widening Project• Original scheduled to start in Fall 2018

• Hurricanes Matthew, Florence destroyed many roads

• Required reprioritization of highway funds

• Current schedule – no change from last year

• Advertised November 2021

• Let Date January 2022

• Construction March 2022

• NCDOT just completed re-programming of funds• This project is locked in

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Q - Three questions. Will the vote count be certified by an auditor?

What happens if say there is a 3-way tie or 2-way tie for second? How

does an item, other than a list of candidates vying for election to the

POA board, get on the annual ballot that is mailed to all residents?

ANSWER

1. The vote count is made by the Nominating Committee, a group of

volunteer property owners, chaired by Paul Askew. No outside

auditor.

2. The probability of a tie with the number of votes received is very

remote. If this should occur, there would be a run-off election

among those candidates who have the same number of votes.

3. The Board determines what will be included on the ballot.

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Q - Please help me to reconcile the amount of Annual Assessments to be received against the proposed new assessment amount of $950. I recall we will have, with eventual full buildout of homes in St James, a total of 5,060 homes. Yet when I take the total Assessments to be received and divide by $950, I get 5,107 properties.

ANSWERThe POA Assessments line on the Budget Sheet sent out with the Annual Meeting Package showed the total revenue of $4,852,355. This was based on an assessment of $950 for 5,039 properties. In addition, there are Commercial Billings of $60,220 charged to Troon, and $5,085 revenue from undeveloped acreage. Our current property count is 5,014 properties with additional properties to be added in 2021, which I talked about earlier. The 5,039 properties used to formulate the 2021 Budget was based on the current number and a portion of the additional properties.

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Q - Regarding the 4% increase in the annual POA assessment:

1) Why doesn’t the growth in the # of homes/homeowners in this

community offset the need for an increase in the annual assessment?

2) Why is “reduced development activity” one of the causes for the

increase in the annual POA assessment?

ANSWER

The growth of new properties is no longer occurring. Over the past 10

years, the Declarant continued to add lots (all paying an annual

assessment) to the association. We held the Annual Assessment at $790

for five years because of that continuing growth.

In 2015, there were approximately 4,290 properties paying an assessment.

In 2020, we have 5,014 properties. An increase of about 150 properties per

year. In 2021, we anticipate 58 additional properties will be added. That’s it.

After 2021, there are no new areas to develop. This is the “reduced

development activity” referenced.

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Q - Can you give further explanation of Payroll Expense? How many people does it cover? Who sets the salaries? What do you see moving forward on this line item?

Q - A question for the POA. In looking at operating expenses I see a $730,000 administrative item labeled "payroll reimbursement to CAS". Can you explain that?

ANSWER

The POA Staff is employed by Community Association Services who is under contract to provide our POA staff, accounting, and other services. The Payroll Expense covers the salaries and the benefits package for the current on-site staff of 8 full time personnel and one half time person. The names and roles of all staff member was shown on an earlier slide. The salaries are determined by the Board. We will be adding one additional staff member in 2021 to our facilities management team.

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Q - Does the POA keep track of green spaces and common areas within

the community? I noticed a wooded area on Morningdale and inquired if it

was a common area. No one at the POA seemed to know, so I asked a

realtor at the St. James realty office, and was told there is a lot map, but it

doesn’t show common areas. I suggest that the POA should have this

information, in order to ensure that common areas are protected, and that

developer designated green spaces come under the management of the

POA.

ANSWER

The POA does keep track of all common areas. These areas are identified

in our Asset Management Database (AMD) and are also identified on the

Brunswick County Geographic Information System (GIS). All lots

bordering Morningdale are owned by individuals except the island

between Morningdale and West Medinah. The wooded areas NW and NE

of the Woodlands traffic circle are common areas owned by the POA.

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Q - Are there any plans to add dedicated walking/running/biking paths in

the St. James community? Given the increase in outdoor activities, and

the increase in auto traffic, it would benefit the entire community and make

it much more livable and safer.

ANSWER

There are no plans to add additional dedicated walking/running/biking

paths.

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Q - Security is an increasing concern given the unrest taking place across the US. The

current contract security is totally inadequate for handling a gate rush of the sort that

occurred in St Louis. While the county sheriff is capable, they have a large area to cover

and response time is not adequate. For example, I had a group of contractors

trespassing in my yard to fish in the pond in our backyard. I asked them to leave and

they were belligerent. St James Security is no more equipped to handle this situation

than I was, and the sheriff was 20 minutes away, had they chosen to attack me I was on

my own. Has the POA in conjunction with the Town of St James considered eliminating

the current civilian security contractor in favor of an actual St James town police

department with actual police training and law enforcement capability? The benefit would

be faster response time and deterrence that is not provided by the current security

scheme. There are many towns smaller than St James with police departments. For

example, Vonore, TN near The Rarity Bay Development provides police coverage for

Rarity Bay even though Vonore is a very small town. Beside gate control and speed

enforcement what other value is provided by the current contract security? In what ways

is St James more secure with contract civilian security than actual police? Assuming the

cost for police might be higher has a poll of the citizens of St James been considered to

determine willingness to pay for a police department?

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ANSWER (Security Question)

Neither the POA nor the TOSJ have any plans to establish an armed police

force.

The POA contracts with Sunstates Security, LLC to provide personnel, three patrol

vehicles, and other services. Our 25-person security team control the gates,

actively patrol the community, enforce POA rules, ensures safety of our residents,

and interfaces with the BCSO and the NC Highway Patrol.

The BCSO has 250 sworn and professional staff members and over 100 volunteer

personnel to help fulfill the mission of keeping the citizens of Brunswick County

safe and secure. The BCSO is responsible for crime prevention and for crime

investigation within St James. The NC Highway Patrol is responsible for

investigating vehicular accidents within St James.

When faced with the type of incident you mentioned (persons fishing in your yard),

please call POA Security, who are charged with enforcing POA Rules and Policies.

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Q - The question regarding the change of the name is either incomplete or

set up to solicit a negative response. They should be posed as two

different questions: the first being do we change the name, the second

one would call for name change suggestions or write-ins, but not simply

one choice linked to the yes or no question. The current format could be

perceived as a check box rather than an actual discussion.

ANSWER

This is really a comment – no question posed.

The vote is straight forward.

Retain the current name “St James Plantation POA” OR

Change the name to “St James POA”.

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55

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• IT Committee Chair for seven years -provided leadership for development of or interface to:

• Property and Member Database (PMD)

• Asset Management Database (AMD)

• POA Website

• Provided oversight of all IT related matters for the POA

• Caliber (Accounting by CAS)

• Quickpass Security System

• Hardware

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➢ Approval of 2019 Annual Meeting Minutes➢ Approved as submitted

➢ Two open Board positions (November 2020 – October 2023). New Board Members are:➢ Bill Lendh

➢ Jeff Toner

➢ Total vote counts for each candidate are:

➢ Amendment to the Articles of Incorporation to change the name of the POA ➢ Only 28 % of the 2,630 votes cast voted to change the name

➢ Equates to 15 % of total membership – required 67%

➢ Amendment failed - current name retained

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