2015 BOD Minutes

2015

ACMF

Board of Directors Meeting

July 18, 2015

Steve Barkley called the meeting to order at 10:05 am.  Attending:  Mike Shuck, Cheryl Wangrin, Jane Suggs, Susan Barkley

Minutes from the meeting on 3-7-2015  were reviewed.  Mike Shuck made a motion to approve the minutes, and  Steve Barkley seconded.  Minutes from the meeting on 4-18-2015 were also reviewed.  Mike Shuck made a motion to approve those minutes, and Steve Barkley approved.

ACC

Steve reports that the ACC has received no formal applications for upcoming projects.  There has  been correspondence regarding a gate for one members property, and a query about April Cove’s policy regarding large vegetable gardens.

 Financial Report:  Jane Suggs

Will Bortko is ill, and Jane Suggs is temporarily performing some of the treasurer’s duties.  

• $14,750 has been collected on 2015 road fees.  $64,000 has been spent on road repairs.  The road fund has $48,800.  

• $12, 291 has been collected for the general fund, with $8,777 in expenses, including the new laptop and lawnmower repairs.   

• The general fund has $49,309.

• Total accounts receivable total $32,623, which includes $21,000 in liens.

The $64,000 road cost was discussed, since $45,000 was the approved budget amount.  The Board of Directors has discretion to spend 20% over the approved amount.  There was considerable damage to April Cove roads that occurred after the annual meeting, much of which was caused from one member’s heavy truck deliveries for construction.  This member was approached, and he graciously agreed to pay $8800 for the extra repair expense.   The road plan for 2016 was discussed.

Mark Ellis made a $200 donation to the general fund.  

Old Business:

• A donation to the Southern Oaks Volunteer Fire Department for $500, will be included in the 2016 budget.

• The new trailer parking pads in the storage lot have been completed.

• Road maintenance and repairs have been completed.

• To install a gate at the entrance would cost between $7,000 to 10,000.  A survey will be mailed this fall, with the Fall Newsletter.

• Discussion regarding the expense of US postal mailings, when emails would be more practical and less costly.   Currently 60% of the communications are electronic, and 40% are with US mail.  At issue, are the lack of email addresses for these members.

• Signature cards at bank have been signed, except for Will who has been ill.  Jane Suggs has been allowed to continue with deposits to the account.

• Tarrant Regional Water Permit for the boat ramp has arrived.

New Business:

• There have been some property sales, and the membership and customer list need to be updated.

• Good Will Committee took a meal to one member, and visited a homebound member.

• Fall Work Day is scheduled for October 17th.

• There is a serious electrical issue at the entrance, that will require a professional repair.  Neither of the side lights are working and the sprinklers are not coming on.  

• Steve proposed the installation of a dusk to dawn light at the dumpster to improve safety.  It would be advantageous to have both water and electrical capability in this area.

• The water leak at April Cove and Pelican Point is addressed.   

• Will Bortko will be unable to fulfill his treasurer duties for an indeterminate amount of time.  The BOD has authority to appoint a replacement for the remainder of the year.  

• Steve is taking the new laptop to a repair facility to have it unlocked.  It is anticipated that programs will need re-installation.  Jane has financial records on her computer.  

• One property has generated a few complaints regarding upkeep and will be handled.

Executive Session begins with departure of Susan Barkley and Cheryl Wangrin.

The meeting adjourned at 12:00.

ACMF

Board of Directors Meeting

4/18/15 

Meeting called to order by Steve Barkley at 10:00 am.

Directors present were Steve Barkley & Mike Shuck.  Will Bortko is ill.

Financial report:  Treasurer absent – no report

ACC report:  No ACC member present – Shuck has filed paperwork on Horse Barn

Old Business:

1.  Reviewed follow-up items from Annual Meeting. ACMF computer has been purchased.

Recommend $500 contribution to SOVFD by ACMF for approval in 2016 budget.

Road Maintenance scheduled as soon as wet weather clears.

Work has started on Storage Lot parking pads – complete on Work Day – 5/9/15.

Website has been created by Susan Barkley – aprilcove.org.

Entrance Gate Survey will go out with Summer 2015 Newsletter.

Mike Shuck will get formal estimate for Entrance Gate Installation.

2.  Scott King landscaping project materials have been delivered as required.

3.  Steve Barkley posted the TRWD permit at the Boat Ramp/Doc.

4.  Steve Barkley wrote letter to xxxx regarding the xxxx property/debt.

New Business:

1. Work Day is May 9th:   Mike Shuck will email membership a reminder notice.  Steve Barkley will post notice on bulletin board near the dumpsters.  Work items include completing storage lot parking pads, trimming weeds and limbs on storage lot and around dumpster, touch-up of front entrance flower beds, trimming limbs along right of way, maintenance of dumpster road, & culverts

2. Steve Barkley to provide Community National Bank with information regarding the election of new Board Members Shuck & Bortko for changing signature cards on ACMF Bank Account.

Meeting adjourned at 11:20 am

ACMF

Board of Directors’ Meeting

March 7, 2015

 Steve Barkley called the meeting to order at 10:00 am.   Mike Shuck, Will Bortko, Cheryl Wangrin, Jane Suggs, Scott King, Susan Barkley, Van Wagnon, and Rick Tidwell present.

Minutes from the board meeting on February 4 were reviewed.  The motion to approve the minutes was made by Mike Shuck and seconded by Cheryl Wangrin.

Scott King has a landscaping project and presented information to the Board.  The project requires multiple deliveries of heavy materials.  The plan is to bring the deliveries to the entrance of subdivision and offload materials onto smaller vehicles for transport to the King property.  Scott will pay applicable fees at the end of the project.  Appreciation was expressed to Scott for his proactive compliance with the rules and consideration for the roads.

Welcome to the new Board and ACC members.  

 Architectural Control Committee   

Van Wagnon reported that the Shuck fence was approved with a contingency.   Mike submitted an ACC Application for a barn on former lot 27 and also plans to build a hay barn on his property outside of April Cove.  

Van will acquire and maintain ACC records from Charlie Worswick.

Financial Report  Jane Suggs

Jane reported on the First 3 months.  

• Since January, $10K has been received in dues, and $7K was collected in December.

• Expenses are normal, with an insurance invoice for $677.

• Accounts with a large balance might benefit from a CD to grow the money.

• Accounts Receivable: $28,400, most of which are liens.  Currently there are 9 liens.

• The 2015 Budgets shows $48,000 invoiced, with $39,600 expected income.  Expenses estimated at $61.870.  Road Fund expense will be $45,000.  Road Fund account begins with $86,000, and is expected to end with $65,400.   General Fund expenses will be $16.680.   General Operating Account starts with $48,843, with an ending balance estimated at $47,600.  Community National Bank continues to hold the accounts.

• Signature change for the accounts at CNB will be done with new board.  Minutes, or a document signed by the president must be shown.  Any check over $500 must have 2 signatures.  

Old Business

• Jane and Cheryl using thumb drives for distributing board information to the new members.

• Steve reported that an HP Pavilion 17 with full size keyboard, number pad, 17” screen, and Microsoft Office can be purchased for under $1,000.  QuickBooks has already been purchased.

• Cheryl distributed a detailed list of VP responsibilities.  Jane distributed a list of Treasurer responsibilities.  Secretary duties were discussed.

• Steve Barkley replaced the entrance lighting with 2 LED’s in each of the 2 beds.

 New Business:

• Debris in the culvert under the dumpster road has a reduced flow, and grading could be improved.  

• Storage lot parking pad will be completed by the end of Work Day.  Van Wagnon and Steve to prepare the site beforehand.

• Steve reports that the road contractor is ready to start repairs when weather permits.

• Steve will purchase the laptop for April Cove.

• Sharon Ridge can review the financial records every year or two.

• A survey will be sent out regarding an entrance Gate, and a solid proposal will be developed for the next annual meeting.

• Cheryl explained her plans for an April Cove Good Will Committee.

• The new April Cove Website is being developed.

• The annual meeting was discussed, as to what went well and what could be improved.  Suggestions included a donation to the SOFD, and a “Burn Ban” sign at entrance when appropriate.  

• Work Day is scheduled for May 9.

• Next Board Meeting:  April 11th at 10am.

• Mike and Cindy Shuck will be doing the newsletter quarterly.  

 Meeting adjourned at 11:40.  Executive session has started, with departure of Cheryl, Jane, Susan, Rick, Van, and Scott.

ACMF

Board of Directors Meeting

February 4, 2015

 Meeting called to order at 10:02 am, by Steve Barkley.  Cheryl Wangrin, Jane Suggs, and Susan Barkley present.

NEW BUSINESS   

• Jane’s Excel program is not working, making it difficult to access reports.

•  A property owner sent a letter requesting not to be billed for maintenance fees.  Steve will respond.
  

• Cheryl went to the County Tax Office to check if any new taxes had been paid on properties that have liens.  No new taxes have been paid.  

• Johannsen house has been rented.

The remainder of the meeting was dedicated to preparations for the annual meeting, and the  presentations to be given.

Meeting was adjourned at 11:45 am.

ACMF

Board of Directors Meeting

January 21, 2015

The meeting was called to order at 10:02 am by Steve Barkley.  Jane Suggs, Cheryl Wangrin, and Susan Barkley present.

• Minutes from the last meeting were accepted with corrections.

• There was no new business on the agenda.  

• The officers made plans for the annual homeowners meeting and for the presentation of their materials.  

• The next planning meeting will be held on February 4, 2015, at 10:00 am.

The meeting adjourned at 12:22 pm.

ACMF

Board of Directors Meeting

1-8-2015

Meeting called to order at 10:05 am, by Steve Barkley.  Cheryl Wangrin, Jane Suggs, and Susan Barkley present.

ACC   

• No activity to report.

FINANCIAL REPORT   Jane Suggs

• Profit and Loss Statement was submitted and discussed.  The subdivision mower has been listed as a “fixed asset” with depreciation.  It was decided unanimously, to remove the mower from the balance sheet.

• Steve will submit the mower expenses.

• Inspection will be done with Sharon Ridge.

OLD BUSINESS

• Shuck’s lots have been consolidated, and Steve will file the paperwork in Fairfield.

NEW BUSINESS

• The  Holloway property did not sell at auction, and Freestone County ISD  and the Hospital District now own that property.  These entities will be billed for applicable dues and fees.

• Cheryl is preparing the next newsletter.

• Annual meeting preparations were discussed, and jobs assigned.

The meeting adjourned at 11:50 am.