April Cove Maintenance Fund, Inc.

Property Owners Annual Meeting Minutes, DRAFT

February 8, 2020

Call to Order

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

Introduction of Members

Steve & Susan Barkley, Lots 30, 31;  Lorenza Cresci, Lot 94; Bill Groce, Lot 8; Mike Harris, Lot 60; Kris & Melissa Horner, Lot 5; Scott & Mati King, Lots 33-35, 36A, 36B, 36C, 83-86, 88-91; Debbee Nyman, Lots 41, 42; Billy Roberson, Lot 12; Bob & Wanda Rollins, Lot 114; Bob Russell, Lot 24; Jane Suggs, Lot 4; Van & Patricia Wagnon, Lot 7; Gary & Cheryl Wangrin, Lots 116, T3, 56.  A total of 19 people were present, representing 14 memberships and 32 votes that included 1 proxy vote. Quorum was established.

Minutes of the 2019 Annual Meeting

The motion to accept the minutes was made by Van Wagnon and seconded by Bill Groce.  Motion passed.

Appointment of Election Inspectors

Election Inspectors for 2020 will be Patsy Wagnon, Debbee Nyman, and Carla Harris.

Reports of Committees

ARCHITECTURAL CONTROL COMMITTEE

Mike Harris reported a decorative fence was approved for one property.  The home on Tall Oaks was approved and remains under construction. The garage construction on Tall Oaks was approved and is nearly complete.

MAINTENANCE COMMITTEE

Scott King reported on 2019 Work Day and announced an upcoming Work Day for April 18, 2020.  Scott thanked the 2019 mowing volunteers and asked for volunteers to help weedeat at the storage lot.

GOOD WILL COMMITTEE

Wanda Rollins reported on 2019 activities that included a neighborhood pot luck dinner, Memorial Day “Meet n’ Greet”, and visits to new neighbors.

Reports of Officers

PROGRESS REPORTSteve Barkley

Steve reported there are 141 lots in April Cove, with an increase of 3 properties that are voting and billable from 2019.  There are 81 property owners, including WHP who now owns 3 lots, but is not avoting/billable member.  There are 48 homes. Homes have been built by 59% of April Cove’s property owners.  There were 7 property transactions in 2019.

The Board of Directors sent compliance letters regarding deed restrictions, mostly concerning vehicles, travel and utility trailers.  The electrical project at the front entrance was completed with the installation of a new timer, new conduit and wiring on the East side.   A locking steel mailbox was installed on April Cove property by the dumpster road, with a savings of $56 a year from the US Postal box that was cancelled.  Members are reminded to change the mailing address for any automatic bank payments used for April Cove dues and fees. Flagpole installation discussed at the last annual meeting will be a 2020 project.  All members present desire to continue the flagpole project. Report was given on 2019 road maintenance, and a five year plan going forward was described. Scott King will assume responsibility for road maintenance and upkeep in 2020.  Scott King sent four newsletters to the membership. Susan Barkley reported on the April Cove website. Cheryl Wangrin was thanked for keeping Facebook updated. 

FINANCIAL REPORTKris Horner

Kris reported on account status.  Collection letters have been mailed for delinquent accounts.  Mike Harris made a motion to accept the 2019 report, and it was seconded by Bob Russell.  Motion passed.  

BUDGET FOR 2020Kris Horner

Kris presented the proposed budget for 2020.  Melissa Horner made a motion to accept the 2020 budget, and it was seconded by Jane Suggs.  Motion passed.

NEW BUSINESS

Kris Horner recommended to update financial management with an online system.  A motion was made by Jane Suggs to direct the Board to move forward with electronic Quickbooks, and it was seconded by Van Wagon.  Motion passed.

A deed restriction change was proposed by Van Wagnon, regarding property upkeep.  Of concern are the number of cars in any given driveway and the maintained condition of any improved property.  There was much discussion and different points of view were expressed. It was noted that the proposed deed restriction changes have the potential to affect property owners who are compliant with the current restrictions.  There was no consensus on the wording for the proposed deed restriction change, and there were no proposals for enforcing the deed restrictions.   

The change to deed restriction section (g.)  was worded by Van Wagnon as follows, with the proposed changes in red: 

(g.)  No lot, tract, or other part of this addition shall be used for the storage of building material except during a period of construction.  No lot, tract or other part of this addition shall be used for the storage of metal, junk, chemicals, commercial equipment, inoperable vehicles, or any other type of unsightly, dangerous, or hazardous materials or equipment.  Any inoperable vehicle which remains on any lot or tract more than (10) days, and which in the opinion of the Architectural Control Committee constitutes an annoyance, hazard or detriment to the appearance of the addition, may be removed at full cost of the owner of the lot upon which the vehicle is situated.   With respect to improved lots, no vehicles may be parked on any grass or yard areas not improved as driveways or parking areas.  No residence shall have more than (4) vehicles parked in any driveway on an ongoing basis. Additional vehicles shall be kept in garages.  Additional vehicles belonging to visitors will be allowed on a short term basis and will be at the discretion of the Board of Directors. No vehicle larger than a 1-ton pickup truck, motor home, travel trailer or utility trailer may be parked or kept on the street in front of, or on the side of, or in the driveway of any lot or tract, except that such vehicle shall be there incident to approved construction upon said lot or tract, or present on a temporary basis involving the pickup or delivery of good or materials to a property owner.

Van Wagnon made a motion to amend section (g.) in the deed restrictions, requiring a secret ballot vote by the entire membership, and it was seconded by Bill Groce.

Van Wagnon proposed a second deed restriction change, to section (h.) as follows, with the proposed changes in red:

All lots and tracts shall be maintained at all times in a sanitary, healthful and attractive condition.  No inoperative appliances, furniture, incinerators, burn barrels, rusted or inoperative grills or any other items in disrepair shall be visible from the street.  The owner or occupant of any lot or tract shall keep all weeds thereon cut, and in no event shall any owner permit the accumulation of garbage, trash, or rubbish of any kind on his property.   Any dead landscaping plants, tree limb litter, dead bushes and/or trees shall be removed or replaced in 90 days.  Every owner whose lot contains a residence shall make every attempt to avoid an unsightly accumulation of leaves in the fall.   Leaf accumulation shall only apply to lots that contain residences.

A similar debate regarding the 2nd proposed deed restriction change ensued.  Van Wagnon made a motion to amend the deed restriction section (h.) with a ballot vote by the membership and it was seconded by Bill Groce.  

ELECTION OF OFFICERS

There were no nominations from the floor for new officers.  Steve Barkley, Scott King, and Kris Horner agreed to serve another term in their respective positions.  Assistant Treasurer position is eliminated. ACC members are Bill Groce serving 2 more years, and Cheryl Wangrin serving 1 more year.  Billy Roberson joins the ACC for a 3 year term. Mike Harris will serve as AAC alternate.

GOOD AND WELFARE

The lake level is 3.5 feet under conservation level.  Members are encouraged to support local businesses and the annual Chili Supper and Cake Sale on 2-29-2020 that benefits the SOVFD.  Community Care Club is accepting donations for their annual garage sale.

Jane Suggs made a motion to adjourn the meeting, seconded by Patsy Wagnon.  Motion passed. Meeting adjourned at 3:44 pm.