At the Jan. 6 board meeting, KICA Chief Operating Officer Jimmy Bailey highlighted many of the association’s 2019 projects, initiatives and accomplishments, as well as a few exciting Kiawah Island happenings.
Low speed vehicles (LSVs) have been a frequent topic of conversation since they started appearing on the island a few years ago. Under current KICA regulations, LSVs, which look similar to golf carts but are licensed for road use by the SC Department of Motor Vehicles, were permitted on the island’s roads. In 2018, with increased rental LSV usage on the island, members expressed their frustrations to the KICA Board of Directors, including concerns about operators not following traffic laws and traffic backups on the parkway in the wake of an LSV. In early 2019, the board of directors responded to member concerns, enacting a test program to monitor LSVs and evaluate their impact.
Tony Elder, KICA director of Security, worked with rental company LightningBugz to implement the LSV rental test program. The program controlled the number of rented LSVs that were allowed on the island at any one time and allowed KICA Security to track the GPS of a rented LSV. The board encouraged members to report problems to KICA Security. After approximately eight months, the program ended in December with 28 communications from members in opposition to LSVs, most of which highlighted safety concerns, and two in support of LSVs. Additional complaints about the operation of specific LSVs were fielded by KICA security during 2019.
While the comments received from members were largely against the use of LSVs on the island, it wasn’t a cut and dry decision by the board. (To hear each director’s perspective on the issue, view the Jan. 6 board meeting at kica.us/livestream.) After reviewing the results of the pilot program and evaluating the options, the KICA Board of Directors voted 4-2 to ban LSVs on Kiawah Island, on all KICA roads. The rule took effect on January 6, 2020 and LSVs are no longer permitted on the island’s roads.
Vice-chair Sue Schaffer struggled with her position, but ultimately pointed to several reasons she voted in favor of the ban. KICA’s mission is to provide services that meet the needs of homeowners; the study overwhelmingly showed that these vehicles were being used “almost, if not exclusively, by renters, not by homeowners.” Sue also expressed concern over the amount of staff time used to attempt to track down vehicles that, for the most part, could not be located after a violation was reported. The lack of ability to enforce laws solidified the idea that “we do have a safety issue.”
KICA is currently aware of only four LSVs owned by members. The board granted a limited exception to the ban for those members who had purchased their LSVs prior to the January 6, 2020 board meeting. LSVs that meet all of the following conditions will be allowed to continue to operate:
LSVs that are grandfathered in will not be eligible for replacement or to be transferred with property sale. If you own an LSV that does not have a KICA barcode, you must register your LSV by Friday, Feb. 28, 2020 in order to continue to operate it on the island. Simply complete the barcode application at kica.us/gate to get the registration process started or contact KICA Member Services at 843-768-9194 with questions.
The community association is refreshing the visual identity of the organization to more accurately reflect the look and feel of our Kiawah community. Our visual communications ultimately reflect on perceptions of the island as a whole, and therefore your property’s value, so we are doing our part to uphold the Kiawah brand. In the coming months you’ll see us roll out the new designs, with intentional improvements to functionality, in emails, a new website and an adaptation of our Digest newsletter.
For three decades, the association’s visual identity remained unchanged. In 2019, KICA underwent a brand audit to reflect on how accurately our identity represented the organization today, how our identity relates with other Kiawah entities and how well KICA is supporting the overall brand of Kiawah Island.
Like KICA, all of the Kiawah organizations have grown and evolved over the last several decades. There are many Kiawah Island entities, and many of these entities utilize the signature Kiawah Island script font within their logo and the logos of their sub-brands (like events and groups). Within this sea of Kiawah Island script logos, we found that KICA lacks distinction. Many community members struggle with understanding the different roles of the various entities, and we determined that a departure from the signature Kiawah Island script logo could assist in clarifying the association’s role. The signature Kiawah Island script logo is strongly associated with the island’s brand identity, so although KICA will depart from the script font, KICA will continue to reference the Kiawah Island logo as our parent brand. The Kiawah script logo represents all of Kiawah, and KICA is a member of the Kiawah Island brand family.
KICA’s new logo features a shorebird graphic mark. The shorebird was chosen to draw community members home to Kiawah’s natural landscape and the island’s most prominent identifier, the beach. Shorebirds are part of what makes Kiawah special and they travel with their flock, or their community. This shorebird most closely resembles an oyster catcher, but may also remind you of a sandpiper or willet, birds commonly seen on Kiawah.
KICA’s logotype most prominently features the word “community,” in a welcoming custom typeface. The association exists to serve the community, so the hierarchy of words was intentional. The font of “community” reflects the fluid movement of the original Kiawah Island script, to maintain a visual reference to our parent brand.
Colors convey feelings and associations, so KICA created an inviting palette to remind your of your Kiawah home. Deep Flora and Dewy Fairway are KICA’s most prominent colors. The dark green of Deep Flora cites Kiawah’s dense lush vegetation and the sea green sage of Dewy Fairway mirrors the color of a dew-covered golf course and also the Atlantic at sunset. Dawn Sky, Boardwalk, Brilliant Cloud and Golden Spartina are KICA’s secondary accent colors. Kiawah’s clear blue skies, represented by Dawn Sky, will provide balance to the earthy greens. The sandy grey of boardwalk and bright white of Brilliant Cloud will provide a neutral base for the palette’s colors to mingle. Finally, Golden Spartina reflects the rich orange of winter marsh grass and you’ll see this color being used in design to draw attention.
Within a single photograph, an entire story can be told without a word. Photographs are strong communicators, so KICA has adopted a mindful approach to photography to ensure the organization is representing our community and island accurately. You’ll see beautiful landscapes to remind you of your incredible home and we’ll be sure to capture and share the wonderful moments of community gatherings and island enjoyment.
It is imperative that KICA communicates to our members accurately through the visual elements we share and that we do our part to thoughtfully uphold and enhance the Kiawah brand as a whole. Over the next several months, you’ll begin to see KICA’s updated, strengthened and expanded visual identity introduced throughout the organization and within all of KICA’s communications.
Dear KICA Member,
The Kiawah Island Community Association launched voting for the 2020 Board of Directors Election on Friday, Dec. 27. Community members were emailed (or mailed if requested) their ballot information, which included the number of votes allocated for their property, and for some members this number may have been incorrect.
Before the vote allocation issue was discovered, 240 members voted in the election. 219 members successfully cast their ballot with the correct allocation of votes for their property. Their votes are valid and no action is needed. 21 members cast their ballot with an incorrect allocation of votes. The 21 ballots with incorrect vote allocations are invalid and have been removed. Each of these members will be contacted individually, provided with correct voting information and encouraged to recast their ballot.
The association has now verified the correct allocation of votes for all voting members. Going forward, for anyone who votes online at kica.us/vote, your correct number of allocated votes will automatically populate.
Additionally, for those who have not yet voted, a voting reminder will be sent today by email from our ballot processing partner, Vote-now.com, (or mailed if your ballot information had originally been mailed), so that you can view your correctly allocated number of votes before casting your ballot. Further, Vote-now.com sends a confirmation email after your vote is cast, and it contains a link that permits you to view your completed ballot at any time.
We deeply regret this error and apologize for any inconvenience.
A second unrelated voting issue occurred in the first hour of voting on Friday, Dec. 27. Our balloting service provider Vote-now.com shared the following explanation and apology: “At the opening of the KICA vote, the early voters (15 in total) may have encountered errors on the names listed in the ballot preview or ballot confirmation page. This issue has been resolved and we apologize for this error that may have caused some confusion for the voters. The actual ballots were not impacted and were successfully submitted.”
This election started with some difficulties, but we are confident in the integrity of your voting information and the election.
Please take some time to learn about your candidates or attend Meet the Candidates on Tuesday, Jan. 7, 2020 at 4 p.m. at The Sandcastle, and then cast your ballot to elect board members who you believe will best represent your interests and protect your Kiawah investment. You have until Jan. 30, 2020 at 5 p.m. to cast your ballot.
The Kiawah Island Community Association
– 240 members had cast their ballots.
– While reviewing a member question about voting, it is determined that there’s a potential problem with the allocation of votes.
– KICA Staff begins the process of verifying vote allocations on all 3,846 ballots.
– Staff also instructs its voting partner, Vote-now.com to suspend online voting until the problem is resolved.
– Vote-now.com shuts down voting
– KICA staff resumes ballot by ballot review of vote allocations
– KICA determined that 21 ballots already cast had an incorrect number of votes assigned to them. The other 219 had the correct allocation.¹
– As a secondary control measure, staff cross checked the database information (property type) to the spreadsheet, to make sure there weren’t errors in the database relative to property type, and none were discovered.
¹The number of votes assigned to each ballot is a manual process (see detailed explanation below²) as KICA’s current database does not provide a way to store each property’s vote total and export directly to the third-party vote processor. Instead, the voters and their property type are exported to a spreadsheet, with appropriate vote totals added manually by association staff. This process is subject to human error, and while KICA deeply regrets that error occurred, we accept responsibility for it and are glad it was caught early.
– Review of all ballots completed
– Staff develops action plan for resumption of voting:
– Notify Board of Directors of issue and action plan
– Instruct Vote-now.com to take a snap shot of all 240 votes cast at the time the error was discovered, in order to maintain an audit trail
– Instruct Vote-now.com to take a snap shot specifically of the 21 ballots cast with incorrect numbers of votes
– Instruct Vote-now.com to void and remove the 21 incorrect ballots
– Instruct Vote-now.com to remove registration codes for the 64 members with mailed paper ballots and reassign codes to prevent the improper counting of paper ballots
– Provide Vote-now.com with a revised and verified balloting spreadsheet
– Re-open system to voting
– All corrected data sent to Vote-now.com
– Vote-now.com reopens online voting
– KICA and Vote-now.com offices closed
– Inform candidates and community of issue and resolution
– Vote-Now.com to send voting reminder emails to all members who have not voted
– 21 voters with incorrect and voided ballots to be contacted with new voting codes
– New ballots mailed to the 64 members who had requested mailed voting information
²Explanation of process for preparing ballot information to be transmitted to third party voting partner (whether Vote-now.com or other):
1. Receive excel file of full database from Abacus (KICA member database). Queries run to separate member types (Type A, Acreage, and Commercial) as voting allocations are different for each.
2. Save files as originals and create copies to work from.
3. The database files only identify the property types, so votes have to be manually assigned based on property type.
4. Identify all owners with multiple properties, and customize ballots for each based on their number of properties owned, property types, etc. Copy and save these unique voters to a new spreadsheet. At the same time a “final” spreadsheet is made with a copy and paste of the single owner “type A” properties (both single property and multiple property owners).
5. Similar steps for acreage and commercial properties.
6. The “final” ballot data spreadsheets are sent to Vote-Now.com.
7. Vote-Now.com assigns registration codes to each unique client ID (type A and commercial) and sends the sheet back to KICA to be used in merging the member information into the email sent to each member.
From what we can tell something happened in the merge of the Type A single property owners and the Type A multiple property owners data to cause the sort in the vote allocation column to be off. No other data across columns were out of sync. This caused a complete randomness in the data fields affected. This is a cumbersome process. KICA is in the process of converting to a new, more robust member database, which we anticipate will automate most or all of the ballot data.
Cast your Kiawah Island Community Association (KICA) ballot by Jan. 30, 2020 at 5 p.m. to elect two new board members and assign your proxy to the board secretary to help KICA reach quorum for the Annual Meeting.
All members who complete their ballot will be automatically entered to win a $500 annual assessment refund.
Dec. 27, 2019 – Jan. 30, 2020 at 5 p.m.
Voting information was provided by email on Friday, Dec. 27, unless previously requested by mail. If you had unsubscribed from KICA emails in the past, your voting information will be resent by email from our third-party balloting service, Vote-now.com by Dec. 31.
“85% of KICA property owners are not full-time residents. The Nominating Committee’s recommendations are crucial for people who haven’t had the chance to meet the candidates or aren’t clear on what issues the community will be facing in the next few years.” – Nominating Committee Chair Sue Schaffer
The Nominating Committee is an advisory committee to the KICA Board of Directors. The committee is comprised of members of the community, staff and board members. The committee has two objectives: to identify and recruit candidates to serve on KICA’s board or committees, and to interview and recommend candidates.
KICA received five applications for board service by the Oct. 4 deadline. Brad McIlvain chose not to participate in the Nominating Committee review and two applicants withdrew for this year, including previously announced Philip Mancusi-Ungaro.
The Nominating Committee members highly recommend
for the two board seats.
According to their applications and interviews, the two recommended candidates offer demographic diversity, as well as different skills and professional expertise from each other and from returning directors. One is a recently retired top-level executive at a large advertising agency who has strong technology and communications skills and one is still working as head of a high-end hotel and resort company and of a company that manages planned residential communities. One grew up on Kiawah and one has been coming to Kiawah for nearly 20 years and has owned a home here for more than 10. Both currently have homes in regimes (no returning board members are regime residents) and are part-time residents who live nearby in Beaufort and Charleston.
Sue Schaffer, Amy Jenkins, Steve Ronaldo, Thomas Roberts, Gaye Stathis, Eric Robinson
Learn more about the Nominating Committee.
“We are funding some strategically important things while maintaining a balanced operating budget. I think that’s a positive for the community.”
– Board Treasurer Dave Morley
In this issue of Digest, get an in-depth look at the recently approved 2020 budget. The issue also features an introduction to Kiawah Cares’ community wellness campaign, underway now through Dec. 31.
Make time for exciting events in December, including The Sandcastle Tree Lighting and Our World featuring artist Mary Whyte. This program, with a look at Whyte’s new veteran-focused project, will fill up quickly!
A message from the Kiawah Island Golf Resort to KICA Members:
Kiawah Island Golf Resort Marathon
Saturday, December 14th, 8am
Again this year, we would like to thank the members of our Kiawah Community for taking part in this event. Working hand in hand with Kiawah CERT, Kiawah Conservancy, KICA, the Town of Kiawah and many others, we truly feel the Kiawah Island Golf Resort Marathon unites the Kiawah community like no other event. In 2018, through this coordinated effort, we were able to donate more than $11,000 to local school groups and charities.
Runners on Roads
The 2019 race courses are the same as 2018, covering the west end of the island (i.e. Greensward, Surf Watch Drive and Eugenia) as well as much of the Ocean Park Area. Please use caution while driving.
Complete information about the race can be found at KiawahMarathon.com or you may call the Heron Park Nature Center at 843.768.6001.
Marathon Holiday Market
Friday, December 13th
10:30am – 6:30pm
Large tent outside East Beach Conference Center
We would also like to invite the Kiawah Community to our annual Marathon Holiday Market. Featuring 35+ artisans and local craftsmen, this is a great place for holiday shopping while supporting our local small businesses. Everyone is welcome. Avoid marathon traffic, visit the Market before 2pm.