April Cove Maintenance Fund, Inc.

Property Owners Annual Meeting

February 21, 2016

Call to Order

The meeting called to order by Steve Barkley, President, 1:30 pm, Lakeside Methodist Church.

Roll Call

Attendance: Steve & Susan Barkley, Lots 30­31; Mona Hamilton, Lot 59; Scott and Mattie King, Lots 33­36C, 83­86, 88­91; Tom and Marie Marusa, Lot 9; Tom & Debbee Nyman, Lots 41­42; Sharon Ridge, Lot 17, Lots 106­110, T1­T2; Bob & Wanda Rollins, Lot 114; Mike and Cindy Shuck, Lots 10R, Jane Suggs, Lot 4; Van & Patricia Wagnon, Lot 7; Donald & Barbara Walton, Lot 77; Gary & Cheryl Wangrin, Lot 56, Lot 116, T3; Charles Worswick, Lots 92­93. A total of 22 people were present, representing 13 memberships with 44 votes. Full proxies were presented for 3 members representing 3 votes. Total of 47 votes were present. Quorum was established.

Minutes of 2015 Annual Meeting

Minutes from the 2015 Annual Meeting were distributed in March 2014. The motion to accept the minutes as written made by Sharon Ridge and seconded by Bob Rollins. Motion passed.

Appointment of Election Inspectors

Election Inspectors for this year will be Patsy Wagnon, Tom Nyman, and Cheryl Wangrin.

Reports of Committees

ARCHITECTURAL CONTROL
Van Wagnon reports that ACC approval was given to Shuck for the white fence that adjoins April Cove’s entrance. A variance was given to Shuck for temporary fencing and for the roof pitch on a horse barn. No new dwellings have been built this past year.

MAINTENANCE
Mike Shuck reported on 2 work days and thanked all participants. Among the tasks completed in 2015, were: new LED entrance lighting; reconfiguration of the entrance sprinklers; right of way mowing by Steve Barkley; repairs and maintenance of dumpster road; $3,000 improvement to the storage lot for 3 parking pads; lighting and sprinkler controls at the entrance were damaged from a lightening strike and new ones were installed; and a dry hydrant intake visibility marker. Special thanks to Gary Wangrin, Van Wagnon, Scott King, and Steve Barkley for their volunteer efforts in the repairs, and for their personal equipment that was used.
Future Maintenance projects may include: drainage culverts, a front gate, and lighting at dumpsters/storage lot, and electricity to the mower shed.

GOODWILL COMMITTEE
Cheryl Wangrin reports that the committee is a small, informal group that meets and welcomes new neighbors with baked goods and small gifts, sends cards to members who are ill, and takes meals to members who have been hospitalized or very ill. Current members are herself, Susan Barkley, Wanda Rollins, and Debbee Nyman. Activities also included a Memorial Day Meet and Greet, a Fall Brunch, and a Christmas Cookie Exchange. Cheryl has created and distributed an April Cove Directory. A small line item amount in the budget is requested to help defray expenses, since the costs were absorbed by the committee members in 2015. Participation from April Cove members is welcomed.

Reports of Officers

PROGRESS REPORT​  Mike Shuck
There are currently 138 lots in the subdivision, 4 non­residential, and 134 residential, with 46 homes. There are 87 property owners including WHP which owns 6 lots but is not a member and not invoiced. There are 65 owners of single lots and 22 multiple lot owners owning a total of 74 lots. Lot 113 owned by ACMF. One lot owned by Freestone County, from tax foreclosure.

1.) Amendments and Filings ­­

The Management Certificate was filed at Freestone County.
2.) Communications to the Membership ­­

Three newsletters were distributed in 2015, and 1 in January, 2016. Susan Barkley created a new April Cove website on Aabaco. AprilCove.org remains the domain, and the site retains the same information as the previous website. There is a new email account, AprilCove416@Yahoo.com, which is also accessible from the website.  There is a new Facebook page, April Cove at Richland Chambers Lake, which is a free and public page. Access to the website has been improved and content is updated more frequently.

3.) Compliance Issues ­­

Letters to remind owners to mow were sent.
4.) Collections and Liens

­­ One new lien was filed this year.  A new laptop was purchased, and Microsoft Office and QuickBooks were installed. The dedicated laptop is to be used by the treasurer for ACMF business, which should better protect privacy of members’ financial information.
The Southern Oaks Volunteer Fire Department gave a presentation to members 11­7­2015.

FINANCIAL REPORT  ​Steve Barkley
Steve reported that the General Fund started with $45,009 as of January 2015 and as of the end of 2015 had $46,601 cash on hand. General Fund cash received totaled $14,547, and expenses for the year were $14,007. Major expenses included road base for the storage lot, timer controls for the entrance, the new laptop with QuickBooks and Microsoft Office, and mower repairs. The Road Fund started with cash on hand of $85,789 and ended with $52,732. Road Fund cash received was $17,487 plus a special payment of $8,800 from a member compensating for road damage from construction vehicles. Expenses for 2015 totaled $64,030. Combined accounts receivable as of yearend total $27,075 with $25,894 (96%) of that being due from 12 accounts of which 9 have liens filed. As of Feb. 15, 2016, cash on hand for the General Fund is $60,035 and the Road Fund has $60,482 with combined accounts receivable being $34,779. Freestone County has been invoiced for the lot they own and responded that they are exempt from HOA assessments. Tom Nyman made a motion to accept the financial report and seconded by Cindy Shuck. Motion passed.

BUDGET FOR 2016​  Steve Barkley
The proposed budget for 2016 was reviewed with the total expenses budgeted for the General Fund of $21,020 and $35,000 for the Road Fund. The major expense under Repairs and Maintenance includes a new entrance gate. Barkley presented the results of the gate survey conducted after the 2015 annual meeting, and 13 members were in favor of a gate with 4 opposed. Mike Shuck presented a proposal from Lawson Landscape for the installation of an entrance gate, with a cost of $10,250. The floor was open for discussion, and a vote was taken of the membership present, with results of 28 for the gate and 18 against. The motion passed, and the Board will move forward with the purchase and installation of the gate.

1) A​pril Cove Lighting and Electrical Project for the 2016 Budget
Steve presented a proposed budget item for electrical lighting and power at the storage lot and dumpster areas. The estimated cost with volunteer labor would be $500.
Gary Wangrin inquired as to whether a new mowing tractor should be considered in the budget. Steve will evaluate the condition of the mower over the next year and make a recommendation at next year’s meeting whether to keep the current mower or purchase a new one.
2) R​oad Maintenance Plan and Budget
2015 road maintenance costs were explained. The 2015 road budget was $45,000, but spring rains caused additional damage. Deed restrictions allow for a 20% budget item overrun, to cover $55,000 in cost. Damage from a member’s heavy trucks increased that total to $64,000.

The member agreed to pay for the extra damage. Steve reviewed the current road plan and proposed to spend $34,000 to 35,000 for road maintenance in 2016. Road deterioration along April Cove is impacted by the water flow and culvert drainage to the ponds. Drainage improvements are needed in these areas. The floor was open for discussion.

Van Wagnon made a motion to increase each owner’s road fee by $50. Tom Marusa seconded. There were 19 (17 according to Cheryl’s notes) in favor of the motion, with 28 against. The motion failed.
Van Wagnon made a motion to accept the proposed budget including the gate and the electrical and lighting project at the storage lot/dumpster areas. Barbara Walton seconded. The motion passed with none opposed.

Old Business

None.

New Business​­­

Van Wagon volunteered to help with electrical work at dumpster/storage lot.

Good and Welfare
The lake level as of this mornng is 315.03.
The Southern Oaks Volunteer Fire Department is hosting its annual Chili Supper and Cake Auction March 5.
New members to April Cove this year are Steve and Crystal Ashford, and Mike and Sandy Dozier who share ownership of the home with 2 of their children. Connie and Bill Harry’s home is for sale.

Elections
Nominations for the 2016 Board of Directors were: Steve Barkley, President; Scott King, Vice President; Sharon Ridge, Treasurer. There were no other nominations. Charlie Worswick made a motion to accept the proposed Board, and Don Walton seconded the motion. The motion passed with none opposed.
Mike Shuck was nominated to replace Van Wagnon on the ACC. Billy Robertson and Ricky Tidwell will continue on the Committee. Van Wagnon was nominated to serve as the Alternate. Charles Worswick made a motion to accept the nominees, and it was seconded by Jane Suggs. The motion passed with none opposed.

Tom Nyman made a motion to adjourn the meeting, and it was seconded by Van Wagnon.  The meeting adjourned at 2:59 pm.