Apple Valley Farm Board of Directors And Property Owners Association Meeting Minutes Fall 2016 Contents 1 - Board of Directors meeting October 20, 2016 2 - Property Owners Association meeting October 21, 2016 3 - Board of Directors meeting October 21, 2016
APPLE VALLEY FARM PROPERTY OWNERS ASSOCIATION, INC Board of Directors Meeting Clubhouse Meeting Room Lake Lure NC 28746 Thursday, October 20, 2016 9:00 a.m. MINUTES The Board of Directors meeting for Apple Valley Farm Property Owners Association, Inc. was held on Thursday, October 20, 2016 at 9:00 a.m. at the Clubhouse Meeting room. Board Members Present Don Buschini, President Cathy Ford, Vice President Management Representatives Present James Cain, Managing Director Denise Bradley, Property Management Services Call to Order/Certify Quorum Mr. Buschini called the meeting to order at 9:15 a.m. and stated that a quorum was established. Approval of Minutes Mr. Ginsburg moved to approve the minutes of May 6, 2016 Board Meeting as amended, Mr. Buschini seconded the motion and the motion carried unanimously. Financial Report Mr. Cain reviewed September 2016 P & L and Balance Sheet. He stated that there was only one account in arrears. Management was asked to draft an addendum for the rental checks from Rumbling Bald to be written to the farm instead of the owner. Mr. Ginsburg moved to approve the financials, seconded by Mrs. Ford, and the motion carried unanimously. Old Business Farm House Update Mr. Cain explained that the new restaurant that will be opening in the farm house was coming along. He explained the new tenant was making improvements and installed new equipment. He advised he was trying to get an opening date from the tenant. New Business Wi-Fi System Mr. Cain explained that Management looked at different scenarios with the Wi-Fi system, how the weather and trees affected it, and spoke with Northland and Pangea. The Board of Directors approved assembling an ad-hoc committee to provide the steps needed to improve the Wi-Fi system and recommend the best options. The committee contacted Pangea and they made some recommendations. If the association signs a 2 year contract with them, the cost would be more than the current service, but should have faster download and upload speeds. The Board asked to have the code on the front door changed and the password for the Wi-Fi when service is changed. The Board advised they would continue to work with the Committee and make a decision prior to spring of 2017.
2017 Proposed Budget Mr. Cain reviewed the 2017 proposed budget and explained the assumptions Management used in preparing the budget. Mrs. Ford made a motion to approve the budget as amended, with dues remaining the same. Mr. Ginsburg seconded the motion. Motion passes unanimously. Grounds Maintenance Contract Mr. Buschini explained that the scope of work for the grounds maintenance contract has been changed and that Management has received quotes from other contractors. The Board agreed to evaluate the contractors, quotes and work specifications and make a determination prior to the current contract termination. Adjournment There being no further business to come before the Board, Mr. Buschini made a motion to adjourn the meeting and Mr. Ginsburg seconded the motion. Motion passed unanimously and the meeting adjourned at 10:31 a.m. Acknowledged and Accepted by: Don Buschini, President
APPLE VALLEY FARM PROPERTY OWNERS ASSOCIATION, INC ANNUAL MEETING OF OWNERS Friday, October 21, 2016 10:00 a.m. MINUTES The Annual Meeting of the owners of Apple Valley Farm Property Owners Association, Inc. was held on Friday, October 21, 2016 at 10:00 a.m. in the Clubhouse Meeting room. Directors Present Don Buschini, President Cathy Ford, Vice President Management Representatives Present James Cain, Managing Director Denise Bradley, Property Management Services Call to Order/Certify Quorum/Review & Approval of Agenda Mr. Buschini called the meeting to order at 10:05 a.m. Mr. Cain stated that a quorum was established with 32 owners present either in person or by proxy. Approval of Minutes Mr. Efird moved to approve the minutes of the October 16, 2015 as presented, Mr. Owens seconded the motion. The motion passed unanimously. Mr. Efird moved to approve the minutes of the Informational Meeting on May 6, 2016 as amended, Mr. Edmonds seconded the motion. The motion passed unanimously. Financial Report Mr. Cain reviewed the December 2015 and September 2016 Balance Sheet and Profit & Loss statements. Mr. Efird made a motion to approve the financial reports, Mr. Owens seconded the motion. The motion passed unanimously. Old Business None
New Business Election of Board Member Mr. Cain explained that Rick Dobler and Jack Edmonds were the candidates running for the open Board of Directors position. Ballots were provided to each member present with instructions. The ballots were tallied and Rick Dobler was elected for a 2 year term. Board Update Mr. Cain explained that the Board of Directors met on Thursday and approved the budget for 2017. Mr. Cain discussed Wi-Fi and the farm house rental. Mr. Cain stated for new owner purposes that there were tree trim sheets along with lot modification permission forms that need to be filled out for approval on the farms website. There was discussion about the staining of cement pads. Mr. Cain advised no policy has been approved at this time. The Board and Management would like to see how the one lot that has been stained holds up to the weather. Adjournment With no further business to discuss Mr. Buschini made a motion to adjourn, seconded by Mr. Owens, the meeting adjourned at 11:11 a.m. Acknowledged and Accepted by: Cathy Ford, Vice President
APPLE VALLEY FARM PROPERTY OWNERS ASSOCIATION, INC Board of Directors Meeting Clubhouse Meeting Room Lake Lure NC 28746 Friday, October 21, 2016 11:15 a.m. MINUTES The Board of Directors meeting for Apple Valley Farm Property Owners Association, Inc. was held on Friday, October 21, 2016 at 11:15 a.m. at the Clubhouse Meeting room. Board Members Present Larry Ginsburg Cathy Ford Rick Dobler Management Representatives Present James Cain, Managing Director Denise Bradley, Property Management Services Call to Order/Certify Quorum Mr. Cain called the meeting to order at 11:15 a.m. and stated that a quorum was established. Election of Officers A motion was made by Mrs. Ford and seconded by Mr. Dobler to name Mr. Ginsburg as President. The motion passed unanimously. A motion was made by Mr. Ginsburg and seconded by Mrs. Ford to name Mr. Dobler as Vice President. The motion passed unanimously. A motion was made by Mr. Ginsburg and seconded by Mr. Dobler to name Mrs. Ford as Secretary/Treasurer. The motion passed unanimously. Miscellaneous Mr. Ginsburg asked that Management wait to add funds to the road reserve fund. Adjournment There being no further business to come before the Board, Mr. Ginsburg made a motion to adjourn the meeting and Mr. Dobler seconded the motion. Motion passed unanimously and the meeting adjourned at 11:20 a.m. Acknowledged and Accepted by: Larry Ginsburg, President Cathy Ford, Secretary/Treasurer