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August 26, 2017
TO: WPA
BOARD
FROM: Madeline
Y. Claveloux
RE: TWO
QUESTIONS REGARDING EXPENDITURE OF WPA
FUNDS
- $7,950 FOR REMOVAL OF TREES FROM
PRIVATE
LOTS ON THE CANALS
CC: THE
WEDGEFIELD EXAMINER
I reviewed the file for the expenditure of $7,950 to remove fallen trees left from last falls hurricane, on private canal lots. The board had indicated from the board table, “that lot owners had been notified.” Review of the file indicated that there was only one bid related to the scope of work despite the fact that the board had reported two bids from the board table. The second bid, by scope of work alone, appeared related only to work on the landing, with no mention of canals. There wasn’t a signed contract in the file. I had asked to review related invoices, and payments, and there was only one invoice in the file, that of the vendor. We were informed from the board table that funds had been transferred to the depleted emergency fund to cover the expense of this tree removal. There weren’t any invoice/assessments to the private lot owners where the trees were cut, nor did the board indicate from the board table, that the expense related to private lots, would be billed to the lot owners.
All of these observations of file, and fact, are very concerning, compounded further by the fact that I also reviewed the correspondence file, and there were at least two letters from canal lot owners stating that they had paid to remove the fallen trees from their lots, and asking the board to notify their neighbors to get their trees removed. Additionally, all members were told immediately after the storm, to get their storm related debris to the roadside if they wanted them picked up by the contractor who had been hired, at the association’s expense (emergency fund). Additionally, at one point during the legitimate removal from the road side, with the emergency funds running down, the board chastised residents for putting things at the road side, and running up costs, with debris unrelated to the storm. All this leaves some residents wondering how months later, that our board expenses the emergency fund to remove trees on private canal lots.
I reviewed the file for the expenditure of $7,950 to remove fallen trees left from last falls hurricane, on private canal lots. The board had indicated from the board table, “that lot owners had been notified.” Review of the file indicated that there was only one bid related to the scope of work despite the fact that the board had reported two bids from the board table. The second bid, by scope of work alone, appeared related only to work on the landing, with no mention of canals. There wasn’t a signed contract in the file. I had asked to review related invoices, and payments, and there was only one invoice in the file, that of the vendor. We were informed from the board table that funds had been transferred to the depleted emergency fund to cover the expense of this tree removal. There weren’t any invoice/assessments to the private lot owners where the trees were cut, nor did the board indicate from the board table, that the expense related to private lots, would be billed to the lot owners.
All of these observations of file, and fact, are very concerning, compounded further by the fact that I also reviewed the correspondence file, and there were at least two letters from canal lot owners stating that they had paid to remove the fallen trees from their lots, and asking the board to notify their neighbors to get their trees removed. Additionally, all members were told immediately after the storm, to get their storm related debris to the roadside if they wanted them picked up by the contractor who had been hired, at the association’s expense (emergency fund). Additionally, at one point during the legitimate removal from the road side, with the emergency funds running down, the board chastised residents for putting things at the road side, and running up costs, with debris unrelated to the storm. All this leaves some residents wondering how months later, that our board expenses the emergency fund to remove trees on private canal lots.
After my review, I’m left with two questions for the
board for clarification.
1) Did the
board assess the private canal lot owners for their share of the expense for
tree removal on their lots? If so, why
weren’t we told, and how did you assign their share, when the scope of work
details canals, but not lots?
2) If the board
has not assessed the private canal lot owners, please reference the section,
and specific language in the governing documents that allowed the board to use
WPA funds, for the tree removal on private lots.
Thank you for your time and attention to my
questions. I look forward to your
response.
