Annual General Membership Meeting Minutes

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ANNUAL GENERAL MEMBERSHIP MEETING MINUTES

March 6, 2011

The Annual General Membership meeting was called to order by Jeanne Jeffery at 2:15 pm in the SpringMillsElementary School, Gymnasium.

Jeanne Jeffery welcomed residents and district representatives. She introduced the current Axford Acres officers: President – Jeanne Jeffery Secretary – Janine Sturm

Vice President – Don HogaboomTreasurer-Amy Schmerer

Payment of dues: You must be current on your dues in order to vote at this meeting.

Roll call of officers and district representatives. There was a quorum with 9 representatives

(District 1 Alternate, 3, 6, 9 Alternate, 10, 10 Alternate, 12, 13, 16 and 17) and 10 residents present.

Don Hogaboom read: The Note of Proof of Mailing: According to Article VIII of Axford Acres by-laws regarding membership meetings, it states that at least 10 days prior to the date of the meeting, a written notice of time, place and purpose of said meeting shall be mailed to each member entitled to vote at said meeting. On January 2011 a notice was mailed to all Axford Acres residents included in your dues bill. It was mailed from the HighlandTownship post office, residents should have received them by the end

of January or early February, which is in excess of the 10-day period prior to our annual membership meeting. Therefore, we have met the by-law requirements.

ELECTION OF 2011-2012 DISTRICT REPRESENTATIVES:

Jeanne stated the election of district representatives and officers usually is a very formal procedure. She would like it to be an informal event. She indicated that district representatives would be elected first.

Don Hogaboom read the district representative’s responsibilities, which are as follows: A district representative should inform their district of association’s activities, meetings, and discussions. He/she should review and be familiar with the deed restrictions in your district, so you are able to direct inquiries to the appropriate people. You shall receive suggestions, recommendations and grievances that pertain to your district and report them to the board of directors. A district rep can be voted in any time of the year. If a district rep is absent each district should have elected alternates to represent the district at monthly meetings.

Jeanne added that if a district representative attends 6 of the 8 meetings held each year, then his/her yearly association dues would be waived. She noted that this does not apply to alternates. She indicated tjat there are 17 subdivisions and the association needs nine (9) districts represented for a quorum.

2011-2012 Board of Directors

District 1
District 1, Alternate
District 2 / Marie Hewitt / District 9
District 10
District 10, Alternate / Don Hogaboom
Julie Davis
District 3
District 4 / Jeanne Jeffery / District 11
District 12 / Tony Durand
District 4, Alternate
District 5 / District 13
District 14 / Janine Sturm
District 6
District 6, Alternate
District 7
District 8 / Elaine Krimmel
Debbie LaRose
Rich Kovanda / District 15
District 15, Alternate
District 16
District 17 / Rhonda Bierl
Richard Russell
Amy Schmerer
Jeff Augustyn

Officers

President / Jeanne Jeffery / M M/J Sturm S/D Hogaboom / Treasurer / Amy Schmerer / President Appoint
Vice-President / Don Hogaboom / M/J Sturm S/J Jeffery / Secretary / Janine Sturm / President Appoint

Jeanne stated that all new representatives will get an association notebook with their deed restrictions, a map of the subdivision, the by-laws, the district rep list, and dividers for monthly minute etc.

Marie Hewitt asked if the association had thought about writing to all the residents in the open districts to try to stimulate interest in becoming a district representative for their district. She thought an article in the newsletter might work also. A discussion followed.

MINUTES – Jeanne Jeffery presented the minutes for the March 7, 2010 meeting. A discussion followed. The minutes were amended.

A motion was made to approve the March 7, 2010 minutes, as amended. M/J Jeffery S/D Hogaboom

The Motion carried.

TREASURER’S REPORT – Amy Schmerer presented the Treasurer’s Report for 2010-2011.

A motion was made to approve the Treasurer’s Report for 2010-2011. M/J Sturm S/T D’Angelo

The Motion Carried.

Tony Durand asked if there were a lot of delinquent membership dues this past year because of the economy.

Amy stated that the past year dues receipt had been good. She indicated that dues are still coming in for the current year. She went on to say that 167 of the 469 subdivision residents have optional dues--the rest are mandatory.

A question was raised about the snow plowing.

Jeanne stated that Axford Acres is one of the few subdivisions in the area that plows their own snow, when there is an excessive amount of snow (over 5 inches). She indicated that OaklandCounty is not able to get to subdivisions as quickly as residents need their roads cleared. She reported that the association implemented a snow plow limit (in excess of 5 inches) to allow for private plowing for the safety of our residents. She also reported that the association does not salt the roads, as the cost would be in excess of $2,000 per drop. She went on to say that the all corners have sand barrels—the association provides the barrels, while the county provides the sand mix. A discussion followed.

Marie Hewitt asked about the cost of snow plowing.

Jeanne stated that Kurt Kilroy has been handling the snow plwoing for a number of years. She reported that he has never raised his fees. She indicated that the association is his main account. She went on to say that she has gotten other bids ($1,300 per push from one and $1,100 from another). She reported that Kurt still remains the lowest bid. A discussion followed.

PRESIDENT’S REPORT – Jeanne Jeffery stated that she wanted to thank a number of residents for their help in making our subdivision a better place to live:

• Don Hogaboom – vice president , handles website
• Janine Sturm – secretary, creating and sending out newsletters, postcards, preparing meeting minutes, etc.
• Amy Schmerer – treasurer
• Julie Davis – keeper of the keys
• Tony Durand – for painting the entrance signs and handling many of the little projects for the sub
• Stacy Hess – for volunteering to chair and coordinate a family Labor Day Party

• Committee chairs:
• Marie Hewitt, Beautification – handles new planting, water, etc. For the sub entrances
• Kevin Stanley, Antoinette Christopher and Byron Carter, Beach – beach maintenance and security
• Ron Rinkinen, Architecture-a thankless job to keep home improvements within deed restrictions
• Carla Moore, Garage Sale – taking care of ads for the sale, as well as maps and flyers at the entrances
• Todd D’Angelo and Ann Taylor, Deed Restriction-a tireless and thankless job–they have been instrumental in making sure deed restrictions are followed–liasons with our attorney in handling continued violations–setting up procedures for deed restriction violators, etc.
• Deb Jess for stepping up as chair of the annual Christmas Party – she coordinated and executed a successful and well attended Christmas Party, delivering collected books collected to the Good Fellows
• Pat and Doyle Carter, Mark and Karen Simonich, Easter Egg Hunt – on a shoestring budget they do a wonderful job every year for our neighborhood Easter Egg Hunt.

Jeanne stated that it was a good year financially. She indicated that she wanted residents to be aware of how are the deed restriction committee has been working to enforce our deed restrictions, so our subdivision remains a great place to live. She felt it had been a spectacular year for deed restriction issues—they had been at a minimum. She explained that six or seven years ago the association began re-educating its residents about deed restrictions with articles in the newsletter, signs at the entrances, hiring a couple residents and eventually compensating committee members to police the subdivision for deed restriction violations, and hiring a lawyer to send official letters and/or take deed restriction violators to court. She reported that the first year the association spent about $14,000 of their dues money to issue letters and/or take violators to court. She was happy to report that in 2010-2011 it was only a few hundred dollars.

Jeanne stated that the association added a new event this year – a ski show in June. She indicated that is was a wonderful event despite the rain. She reported that it got rave reviews. She went on to say that the association has booked the ski show again for this coming June. She went on to say that this year’s theme is “circus”. A discussion followed.

Jeanne stated that each year the subdivision holds its annual garage sale the first Saturday in June. It was another successful year. She indicated that it is scheduled for June 4th this year.

Jeanne stated that there was a new dock installed at the beach this past year. She felt the subdivision looks awesome. She indicated that there have been a number of foreclosures, but all in all our subdivision has held its own. She felt this was largely due to caring residents and a well maintained subdivision. She went on to say that she has seen a number of young families moving in, possibly a good sign the economy is in a possible upswing. A discussion followed.

Jeanne announced this coming year’s calendar will include the following events-dates might be tentative:

Garage Sale–June 4Easter Egg Hunt–April 16 Beach Clean-up–May 7

Ski Show–June 25The Labor Day Party–September 4 Christmas Party–December 3

COMMITTEE REPORTS

ACTIVITIES:

Easter Egg Hunt – Jeanne stated that it would be the Saturday before Easter, April 16th at 1 pm. She indicated that the Carters will be heading the event with the help of the Simonich family.

Garage Sale – Jeanne stated this event is always the 1st Saturday of June—June 4th this year. She reported that the Moores will again be heading this event. She indicated that South Bay Shores along

with the church would like to tag along with our sale. A dicussion followed.

BEAUTIFICATION: Marie Hewitt stated that there is no water at the Kingsway entrance. She indicated that the church had promised that the issue would be resolved, but to date nothing has happened. She went on to say that the association will need volunteers to bring water twice a week

to water the hostas at that entrance. She reported that Jeanne and Ray Jeffery watered them last year.

Marie also stated that she would like to step-down as chairperson for this committee and is looking for someone to step-up to handle the entrances. She indicated that the position involves turning on and off the water, hiring a lawn maintenance service to take care of the grass and edging, arranging for flowers and routine weeding. She reported that once in a while there are lighting problems—bulbs burnt out or damage to the fixtures themselves. She went on to say that Amy Schmerer’s husband generally takes care of the Christmas decorations during that season. A discussion followed.

BEACH: NO REPORT

COMMUNICATION: Janine Sturm stated that she planned to produce a spring newsletter by the end of the month. She asked that any articles be given to her in the next two weeks.

Doug Hogaboom reminded everyone about our website: www: axfordacres.org. He indicated that important dates, deed restrictions, newletters, district reps, etc., could be found at the site. It was again suggested that we put the wesite on our announcement signs at the entrances.

ARCHITECTURE: NO REPORT

LEGAL: NO REPORT

SAFETY: NO REPORT

DEED RESTRICTION: NO REPORT

Todd D’Angelo did mention that boats/trailers and garbage cans seem to be the most common deed restriction violate to date. He indicated that one month the committee sent out 100 cards on these issues.

KEYS: NO REPORT

Jeanne stated that new keys will be issued next year, as we change the keys about every three or four years. She indicated that they have ordered a small supply for the summer. She reminded residents that the first key is $5, however a replacement key is $50.

APPROVAL OF 2011-2012 PROPOSED BUDGET

Jeanne Jeffery presented the proposed 2011-2012 budget to the general assembly. A discussion followed.

The 2011-2012budget is a follows:

COMMITTEE / 2007-2008
ACTUAL / 2008-2009
ACTUAL / 2009-2010
ACTUAL / 2010-2011
ACTUAL / 2011-2012
BUDGET
Income / $23,720.00 / $23,575.00 / $25,135.00 / $23,085.00
Activities:
Ski Show
Garage Sale
Christmas Party
Christmas Party
Easter Egg Hunt
Labor Day Party
Total / 213.00
178.04
867.31
192.34
1116.83
$2,567.52 / $204.75
324.88
850.00
280.59
469.97
$2,259.37 / ______
$1,572.12 / ______
$3,085.15 / 1,000.00
200.00
extra
850.00
200.00
1000.00
$3,250.00
Beach Maintenance / $6,651.64 / $7,854.09 / $7,272.49 / $5,738.03 / $6,000.00
Beach Special Project / 0.00 / 0.00 / 0.00 / 0.00 / 0.00
Beautification / 3,400.64 / 3,021.83 / 4,207.81 / 4,290.49 / 4,000.00
Communication / 1,114.57 / 1,166.42 / 1,492.95 / 1,209.52 / 1,600.00
General Fund / 2,226.70 / 3,550.90 / 2,858.05 / 3,513.92 / 3,300.00
Legal Fund / 8,076.55 / 1,724.50 / 4,119.42 / 2,788.50 / 4,000.00
Safety (snow plowing) / 1,500.00 / 2,834.00 / 1,500.00 / 2,650.00 / 2,400.00
Security / 0.00 / 0.00 / 0.00 / 0.00 / 0.00
Total / $25,537.62 / $21,230.95 / $23,022.84 / $23,275.61 / $24,550.00
Ending Balance / $2,344.05 / $4,372.21 / 3,810.00

Note: Dues were set in 1970 at $20; increased in 1988 to $40 and increased again in 2004 to $60.

A motion was made to approve the 2011-2012 Budget at $24,500.00. M/J Sturm S/A Schmerer

The Motion Carried.

OLD BUSINESS- NO REPORT

NEW BUSINESS- Jeanne stated that there has been reports of arsinic levels in the community well. She indicated that Highland Township is aware of it. She reported that the level is under the guidelines that is considered safe, but there will be a bypass line so there will be no water pulled from the community well. She went on to say that if residents have any questions they should contact Highland Township. A discussion followed.

Marie Hewitt mentioned that there have been some coyotes and a red fox spotted in our area. She wanted residents to be aware. A discussion followed.

Jeanne stated that district reps and residents need to volunteer to help with subdivision projects, so the association can keep dues low. Remember the beach clean-up, clear street drains, etc.

Jeanne stated that she feels our subdivision has never looked better and things are going well. She is looking forward to this coming year.

NEXT MEETING- Tuesday, April 12, 2011 at 7 pm, Spring Mills Art Room

ADJOURNMENT– Jeanne Jeffery adjourned the meeting at 4:05 pm.

Sincerely,

Janine A. Sturm

Secretary