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February 28, 2014

Call to order: The first try, on January 31, 2014 did not have a quorum and the ballot counting had resulted in a 2-way tie for one position, so another meeting was set, all official paperwork, ballots and envelopes had been mailed to all owners, and this meeting was called to order by Manager Michelle Davis called this second Annual Meeting to order at 3:00 pm.

Appointment of Impartial Committee to Count Ballots: Mike Platt, Linda Franzyk, Ted and Tony Manna offered to count the votes. At the first scheduled Annual Meeting, the count resulted in Brenda Dowd, Dennis Filler, Evelyn Bourke and David Mark receiving the highest number of votes, so they will be Board members. This count was to obtain the other 1 members between Betty Conant and Paulette Guthrie.  

Collection of Ballots not yet cast: All were submitted, so the volunteers started the procedure of opening and counting the secret ballots.
Certification of Proxies: Manager stated that we had received 39 proxies and had 19 units represented in person, for a total of 58 units. We needed 51 units to certify the meeting and that was met.

Approval of Minutes from Previous Annual Meeting: Michelle read the minutes of the January 31, 2014 meeting aloud. Dennis Filler motioned to approve them, Brenda seconded, all in favor.

Financial Report: Michelle stated that as of Dec 31, 2013, the Regions Operating Account has $3,381 and the Sunrise Bank Operating account has $37,764 for a total of $41,345. The Reserve Account at Sunrise has $203,344 and FBC account has $25, 063 for a total of Reserves account of $228, 408. We have Accounts Receivable of $41, 527, but are working diligently with the attorney to get those paid or foreclosed. The year ended with $329 under budget. 

Voting Results on Vote #1: The Board of Directors proposes to amend Section 19.8 of the Declaration to read as follows: (Words underlined are the changes being voted on)
19.8 Pets. No pet shall be permitted on any of the common elements not specifically designated by the Board of Directors.  Pets which are a nuisance to other unit owners may be required to be permanently removed by action of the Board of Directors.  Unit owners may not have more than two (2) domesticated pets. No pet shall weigh more than twenty (20) pounds or be over fourteen (14) inches in height at the shoulders at maturity.    

The following types of animals are strictly prohibited on Condominium Property:  Canines other than dogs; felines other than cats; and insects, reptiles, amphibians, and fish provided they are confined in an aquarium or terrarium.  The following dog breeds are considered aggressive and are strictly prohibited:  Akita; Alaskan Malamute; Chow Chow; Doberman Pinscher; German Shepard, Pit Bull; Staffordshire Bull Terrier; Presa Camario; Rottweiler; Siberian Husky; Wolf Hybrid or any variation of the foregoing which are of a mixed breed.  The foregoing restriction shall in no event be applied retroactively after its adoption.  
There were 56 votes in favor of passing this amendment to Section 19.8 of the Declaration and 2 votes not in favor. This did not pass as we needed 74 votes from the 98 units able to vote.  

2. The Board of Directors proposes to amend Section 20.1 A of the Declaration to read as follows:

A. Sale. No unit may dispose of a unit or any interest therein by sale without approval of the Association, except to his or her spouse or another unit owner.  No one individual, corporate entity, partnership, or other form of business entity shall own more than two (2) units at any given time.  

There were 53 votes in favor of passing this amendment to Section 20.1 of the Declaration and 5 votes not in favor. This did not pass.

3. The Board of Directors proposes to accept title to a small piece of land upon which a portion of a privacy wall which bounds the Village Square Community is situated.  This privacy wall does assist in providing privacy to the Village Square Community.  The current owner proposes to convey title to this real property to the Association for free.  The current property taxes on this property are $2.00 per year.  The Association estimates that it will incur charges in the neighborhood of $50.00 annually to maintain this portion of the wall.  Vote “Yes” if you are in favor of getting title to this property.  Vote “No” if you are not in favor of getting title to this property. 
There were 33 votes in favor of passing this amendment to accept the privacy wall and 20 votes not in favor. This did not pass.

Unfinished Business: None.

Owner Input: None. 

Results of Ballot Count: The votes were close between Betty Conant and Paulette Guthrie, but Betty had the most votes. Michelle welcomed Betty back to the Board of Directors. Michelle reported that Brenda Dowd, Betty Conant, Evelyn Bourke, Dennis Filler, and David Mark were your volunteers for the 2014 Board of Directors. 

Adjournment: There being no further business, the meeting adjourned at 3:35 pm.

Organizational Meeting
The meeting started at 3:45 pm.

Evelyn motioned Brenda as President, Betty seconded, all in favor. 
Betty motioned Evelyn as Vice President, Dennis seconded, all in favor. 
Betty motioned Dennis for Treasurer, Evelyn seconded, all in favor. 
David motioned for Betty as Secretary, Evelyn seconded, all in favor. 
David accepted Director at Large with all in favor. 

Everyone agreed to schedule the next meeting for Friday, March 28th at 1 p.m. Michelle stated that she would not be able to attend, but Lynn would be present. All agreed that the meeting time is still good for everyone: The Fourth Friday of the month at 1:00 pm. 

Evelyn requested that we research and review painting and new roofs for several of the buildings. David requested we look into gutters and downspouts on the buildings. 

Maintenance Man: Evelyn agreed to oversee John on a daily basis and would direct him to tasks that needed his attention. He would no longer call into Lynn’s cell phone and would report directly to Evelyn. The tool allowance was disbanded. It was agreed by all to continue John with 25 hours, a cap in mileage reimbursement of $25 per month, and would continue to receive cell phone reimbursement of $15 per month for the association to use his personal cell phone to contact him. 

There being no further business, the meeting adjourned at 4:08 pm


Lynn Hiott, LCAM #35322 and Michelle Davis, CMCA, AMS, LCAM #17226
Community Association Managers