2014 BOD Minutes

ACMF

Board of Directors Meeting

9-9-2014

The meeting was called to order at 10 am by Steve Barkley.  Present are

Cheryl Wangrin, Jane Suggs, and Susan Barkley.

Minutes from the July meeting were reviewed.  Minutes were accepted.

Financials:  Jane Suggs

Profit and Loss statement  and a Balance sheet were presented.

$30,400 in the General fund.  $74,300 in the Roads fund.  $23,700 Accounts Receivable.

Steve submitted $300 in expenses for the lawn mower tractor.

Old Business

• Woods property Lot 85, Section 4, was purchased by Scott and Maddie King.  Lots 84 and 86 are still owned by Woods.
• Road work is complete, and the expense was slightly over the amount voted on at the annual meeting.
• Cheryl sent a letter to the Bartletts regarding heavy truck fees, for which there has been no response.  Sod has been put down on the property.  Steve to contact the Bartletts.
• New Hope is not available for hosting the annual meeting in 2015.  
• Mowing letters were mailed to 15 properties that are non compliant.
• Entrance lighting to be installed when temps are cooler.
• Wet spot on April Cove and Pelican Point to be addressed again.

Shuck property

Mike has all property acquired except for one property.  He would like to finalize the arrangements.

1.  Property sale and use agreement.  Steve has document, which was reviewed with the attorney.  Will review once more, update the dates, and execute the document.  Property sale is completed.  Financial considerations include a one time payment which should be calculated with 1 less property in the agreement, with the bill being submitted to Shuck.  A clause will be inserted to cover the possibility of Shuck acquiring the one additional property at a future date, with an adjustment of the financial figures.  Lots 10-30 are under this current agreement, and will not be extended past lot 31.

 2.  Deed restriction amendment document conditions reviewed.  

 3.  Amendment to by laws

 The documents will be filed, once everything has been completed and signed.

 New business

• Jane had a sod delivery, and discussion ensued as to the weight and road rules.
• Fall work day--October 18.  9am.  Fence powerwashed, tree limbs, litter pickup, shrub trim,
• September newsletter to be generated and mailed.

Open session ended with the departure of Susan at 11:05am.
The meeting adjourned at 11:45 am.

ACMF

Board of Directors Meeting

July 1, 2014

Meeting called to order at 10:05, by Steve Barkley.  Present are Wanda Rollins, Charles Worswick, Cheryl Wangrin, Jane Suggs, and Susan Barkley.

Minutes from the May 5 meeting were reviewed, amended, and accepted.

ACC Report

Charles Worswick

• Loviette fence is completed.  

• A disabled car parked on Deerwood’s right of way, is unsightly from the weeds growing around it.   Charles will contact the owner.

• Charles will spray the right of way next week.

Charles departed the meeting.

Woods Property Update

Steve Barkley attended the public auction at 9:30 am, to represent the interests of ACMF.  By 1:30 pm, no one had arrived to auction the property.   It is assumed that the auction of the Woods property was contested, postponed or cancelled.  General information indicates that the buyers of auctioned property must obtain their own clear title to any property, which would include clearing the liens.  County records on the property will be monitored, since the law firm handling the property is uncommunicative.

Treasurers Report   Jane Suggs

Invoicing for road fees was done, which would generate $20,800.  Statements were included for those members with past due fees.  The Holloway property is in the process of being auctioned possibly in August, and this is being monitored so that ACMF can apply for any excess funds to be applied towards the lien.

• $22,430 annual dues collected

• Road Maintenance account collected $3680

• Expenditures totalled $6,015 from General Fund.

• $6,500 was deposited into the Road Fund from the sale of Lazy Oaks.

• Checking Account has $29,116.83.

• Roads Fund has $89,996.86.

• Accounts Receivables prior to invoicing is $23,761.  After invoicing, it is $44,561.

Roads Update

• The 2014 plan for maintenance and repair of the roads was reviewed.  A contract will be signed next week for the work to be done.  $30,314 is the minimum, with the work from last year that has deteriorated, to be additional.

• The Bartlett property has had and is planning heavy truck deliveries, but no permits have been filed as of yet.  It is noted that that one heavy truck delivery was done at 3pm, violating the ACMF road rules.  Cheryl will draft a letter to the Bartletts.

• There is a need for more road base on the dumpster road and around the dumpster.  Two loads should be enough and will be added to the road cost. Cheryl motioned, Jane approved, to spend more on dumpster road to smooth and control the weed and mowing problems around the dumpster.

Old Business

• New Hope Baptist Church was contacted about the possibility of hosting the annual meeting in their fellowship hall.
• Open House was cancelled because of limited interest among owners with property for sale, and zero interest from local area realtors representing properties for sale.
• Financial Records will soon be reviewed with Sharon Ridge.
• Mowing letters to be mailed out.
• Entrance lighting equipment and supplies has been acquired and Steve will start the installation soon.

New Business

Corner of Pelican Point and AC where a water line lays, appears to be unusually wet.  The water company will be contacted to check it for a leak.  Cheryl will followup with Pam.

Complaints and Welfare

There is a large coyote roaming the subdivision, mostly chasing deer.  There is a black dog running loose that attacked the lawnmower Steve was using to mow the right of way last week.

The open session was ended with the departure of Wanda Rollins and Susan Barkley at 11:25 am.

ACMF

Board of Directors Meeting

5-1-2014

Meeting called to order at 10am, by Steve Barkley.  Cheryl Wangrin, Jane Suggs, Charles Worswick, and Susan Barkley present.

ACC Report:  Charles Worswick

• Loviettes have called Windstream to bury their cable, and then they can finish their fence.  

• Jane Suggs and Van Wagnon are having dirt delivered, and permits will be submitted.  

Financial Report:  Jane Suggs

ACMF has collected $21,765.  Expenses were $3,100.  Insurance fee of $675 was paid.

$6500 was collected from the sale of Lazy Oaks.  There is $25,922 in the account.  Expenses were submitted for recent subdivision work, by Cheryl and Steve.

• $29,252 in the General Fund.

• $88,650 in the Road Fund.

• $28,130 in Outstanding Receivable.

Schuck Property Update

• Carter property has not been finalized as of yet.  

• One property remains in foreclosure.

• The purchase of Lazy Oaks will change the number of road front lots that will require road fees to be paid.  Four lots with Deerwood frontage to be liable for road fees.

• Permit for the building of a barn is pending, awaiting finalization of the contract.

Annual Meeting Followup  

• Storage lot proposal:  Steve will prepare for the next annual meeting.  To be included in the budget, is the application of road base in the storage lot, to greatly improve the ease of mowing, appearance, and maintenance.

• Road maintenance:  An attachment that was sent to Paul Moore and Butch was reviewed.  The 2 bids, and the areas requiring repair, maintenance, and improvement were discussed in regards to the road plan agreed upon at the annual meeting.  The contractors use different products, which are being reviewed and researched.   The proposed road plan was trimmed to 20K in repairs.

• Cheryl has acquired a copy of the county road regulations, from Clyde Ridge, the County Commissioner.  If AC roads meet the requirements, a petition can be made for the county to accept the roads.  The process takes at least a year, to identify the requirements and evaluate the roads.

• Subdivision flower beds and entrance:  Steve reported on the lighting research.  It was decided to proceed with the LED lighting, for the decreased maintenance and decreased long term cost.

• It is planned to use leftover road base behind the dumpsters.   Charlie will spray weed killer in this area, when he treats the subdivision right of way.  Mower maintenance is also planned.

• Boat ramp parking is completed.

• Jane will follow-up on electronic voting.

• Open House is a closed item due to lack of interest.

• Lot consolidation:  Steve will develop a report for annual meeting

• Susan will contact the local churches about alternate annual meeting site.

• Entrance gate:  Steve will research.

• Jane will send a financial statement to the membership in advance of the annual meeting.

• Financial records will be reviewed by Sharon Ridge and Jane.

 New Business

No new business.

 Old Business

• Jane will spend $225 for Quick Books 2015.  The old version is no longer supported.

• Cheryl sent a letter to the Woods about cleaning their property.  There is an address for the Woods on file now.

 Executive session to discuss liens and collections began with the departure of Charles Worswick and Susan Barkley.

The meeting adjourned at 11:45am.

ACMF

Board of Directors Meeting

3-27-2014

The meeting was called to order by Steve Barkley at 10:05 am.  Attending were Cheryl Wangrin and Jane Suggs.

ACC

No activity to report.

Financials:  Jane Suggs

• Collected $20,000 from January through March.  Expenses were $1,900, in the same period.  The general fund balance is $29,200.  The road fund balance is $81,700.  Receivables are $29,000.  
• There were discussions regarding collections follow-up on three properties.
• Five new liens have been applied.

Shuck Project

President to follow-up with Mike Shuck, questions on two issues:

• Negotiations   

• Clearing of a lien following lot purchase

Annual Meeting Followup

Board reviewed progress on 12 action items identified at the annual meeting.  

Meeting adjourned at 11:45 am.

ACMF

Board of Directors Meeting

2-27-2014

The meeting was called to order at 10:07am by Steve Barkley.

Attending:  Cheryl Wangrin, Jane Suggs, Susan Barkley, Bob and Wanda Rollins

Schuck Project

Steve went to the title company last week and reports that the title search and paperwork for closing is being generated.  Mike had sent $500 earnest money to the title company.  Closing should be next week.  The sales price for Lazy Oaks is $6500.

Financial Report:  Jane Suggs

• Budget discussion was held, with a copy of the approved budget from the annual meeting.  An updated budget with additions and changes from the Shuck proposal, was provided.  
  
• General fund has $29,400.  Road fund has $81,004.  Accounts receivable total $29,600, which includes annual dues.
• Jane presented a map of April Cove, that was created by Van Wagnon for the Southern Oaks Fire Department.
• The liability insurance policy has ended, and a new one is required.  Jane is investigating.

Old Business: 

• Cheryl Wangrin sent thank you notes for the baked goods at the annual meeting.
• Minutes from annual meeting reviewed.
• Storage lot improvements may be postponed until 2015.

       Road Discussion:

• The road budget was approved for $30,000 in 2014. 

• There will be a cost comparison of asphalt/gravel, overlay chip and seal, hot mix methods.  Steve has plans to contact Paul Moore or another contractor, and schedule work for March/April.  

• Cheryl will talk to Clyde Ridge, with Freestone County, about taking over road maintenance and report back to membership.  There is discussion about the boat ramp remaining private, if the county assumes responsibility for the roads.

• Collections efforts will be started in March.  

• Invoices are needed from Jeff Carrell for 2013 and 2014.

• Newsletter will be mailed in March, with annual meeting minutes attached.

• Plans for the revamping of the entrance flower beds will begin.

• Improvements at the boat ramp will continue, with road base being applied.  Steve and Gary volunteered to use their tractors for the work.

• April Cove Open House may be held in May.  Volunteers are being sought.

• Sharon Ridge to review the financial records with Jane.

• Lot consolidation was discussed, and would need a deed restriction amendment.  

• Annual meeting will be held another location.   

• A proposal for a gate installation at the entrance will be presented at the 2015 annual meeting.   

New Business

• Wanda Rollins would like to see road fees increased for multiple lot owners.  

• Wanda suggested that the financial report be emailed out prior to next years annual meeting, in an effort to shorten the meeting.

• Subdivision Work Day will be April 12th.

Good and Welfare

May 3 Scholarship luncheon at New Hope Baptist Church

April Cove Open House possibly May 17th or 24th

Next meeting:  March 27, Thursday  10am.

The meeting adjourned at 11:55 am.

ACMF

Board of Directors Meeting  

1-9-2014

Meeting called to order at 10:00 am by Steve Barkley.  Cheryl Wangrin, Jane Suggs, and  Susan Barkley, present.

Minutes from the 12-28-2013 meeting were accepted.

Financial Report    Jane Suggs

• The Patrick property will be closing soon.
• There appear to be no tax liabilities for “income” that will be received from the sale of ACMF land to Mike Shuck, since it will be deposited to the roadfund and used for the purposes of this non-profit organization.  It will be reported in the IRS annual filing. 
  
• Notices will be sent before the annual meeting, for the collection of delinquent payments, that are “non lien.”   Several more liens may be placed this next year.  

• The next newsletter mailout will include invoices with finance charges for delinquencies.

There is a meeting with George Robinson on January 14.

The remainder of the meeting concerned planning for the presentations at the Annual Homeowners Meeting on February 16, 2014.  

Next board meeting is January 21, 10:00 am

Meeting adjourned at 12:20pm