MINUTES

AAPOA Meeting October 7, 2007

Called meeting to order at 7:10

Members present – Vern, Loyd, Tim, Rosemary, Claudine, Harvey

Minutes read clarified the position and terms of being on the board.  Discussed having elected officials on the board – only 3 seats will be presented.  Vern and Tim were elected at one time.  Need to have 3 of those that have not been elected in – Rosemary, Mignon and Matt.  There have been resignations of Frank and Mignon.   Need to have an election and vote at the next scheduled general assembly.  Need to have a nominating committee and have that person run at the next meeting.  Nomination can also be made from the floor.   Concerns about having an election only one time a year – can have a special election for the purposes of having the seats filled.   Anyone can contest an election if we do not run things the correct way.   The following year, put forth 3 more.  There is only one vacancy at this time (Mignon).  

Recommendation for expired term- there are interested parties that would like to be on the board.   Tim indicated that we could appoint Harvey temporarily to fill the position.  Rosemary stated that we need to have the general meeting.  Tim questioned that we do not have to function with one less slot – we can make the recommendation for a temporary position.
Vern made motion to appoint Harvey until the general meeting.  Tim seconded.   All in favor – Rosemary abstained.

Tim moved to approve the minutes and Vern seconded as accepted.

Presentation – Webpage - presentation by Steve – there has been work on the website – original talks with Paul and now currently Loyd.  Layout presented – need more clarification of the look of the site with the home page and then what is presented within the site.  All photos can be changed.   May replace some of the mailings that are currently being sent out.   Will have to get a determination from the community as to whether they would like to have it mailed or if people can view on line.   Automatically send out the newsletter to the email addresses so that they do not have to go to the website to see it directly.   Can also have the minutes made available to the site for people to view.   Can always change things around as well.   Can use ausable acres.org. - may look in the future for advertisement for future offset for cost to the association.  Local interests can link to the calendar of events.  Should have the list of events in the area.    Will anticipate having this ready as a working site by mid-November.   Steve will continue to work on this and allow the board members an opportunity to view and browse through the site for feedback before it is presented to the general public.   Steve@suloffdesigns.com is where to contact him and he would like to have pictures of the area.   Claudine will get him the discs that have been presented to her for the past newsletters.     www.ausableacres.org


Old Business

Shuffle Board Deck – Tim and Jim tore up the decking around it and has been removed.  

Dock – has not been fixed – need to find a volunteer to follow up – will be done in the spring

BBQ will be fixed in the fall

Parking area – by the trail heads.  No meeting was set up to date.   Need to pursue this.

New Business

Architectural Committee – recommending that there is an abolishment of this committee and allow it to go back to the board..  Only received one new plan in the past month and there is a dry time in the winter.   Not sure what is going to be in the future and there are limited sales in this area.   Market is flooded at this time with homes that are for sale.   The recommendation from one member to have a meeting every 2 weeks.  Marlene feels that there should be an outside contractor and have the builders support this with a fee.   If there is a plan that is received, then it will be approved or not approved by the Board.   Timeliness is important and there can be a problem if there is not a meeting scheduled, it can be problematic.   In the past, plans would be approved by the president or vice president.  It can be done in this way – if it a simple plan.  If it is questionable, then there should be a meeting.  The builders are presenting the information needed and are the builders that have worked with the board in the past and the Town has cooperated as well.    There have been no modulars this year and they all have been stick built.   If there is a question, there needs to be a presentation to the Board.
Vern made the motion to abolish the committee;  Loyd will determine and if there is anything in question, then a meeting will be held if something did not meet the standards that has been held in the past.

Tim seconded; all in favor and approved.

Vice President – officers are able to be chosen by the Board.   Vern does not want to do this at this time.   Rosemary questioned the duties of the vice president – cannot have a meeting unless there is reason for it.   Questioned what would be delegated – need a person to put time and effort into the job to relieve the duties of the president.   Should be someone that is here full time or the majority of the time to make the meetings.   There are numerous duties that can be done without having the title of the vice president.   Need to hold off on this until there are more board members available to make this vote.    Rosemary will accept this position if the board supports this.

Newsletter – need to have this out before the next general meeting.   Claudine will do this before the next meeting in December and will talk to Sylvia about taking on this task.

Ideas-website; GEMS information;   lease turned down; trail around the pond; tally on building permits and houses built in this area; parking availability for the trailheads; volunteers needed for working on the trails to try to organize teams to go out a few times a year to go maintain and care for; association membership (what it entails) Additional items can email Claudine to put into the letter. 

Membership Cards – Ginny wanted to know if they still were needed for next year.   Members only should have the cards – clear way to show that this is an advantage of joining the association. Yes this should be done.

Welcoming letter – Loyd has been doing this – Ginny sends the new addresses to Loyd and he sends out the letter to new homeowners and land purchases.  Rosemary will take over this position – letter is written and she just has to send it out in a packet. 

Other

Complaint about a house with a trailer and car- filled a trailer with household features – as they are remoldeling the house.   The code enforcer has been there and has issued them with a summons to appear and they would have to get rid of the trailer and car – both are not registered.  

Clear up day – need to start enlisting the members of the community.  Paul has the signs and can post them.  Tim will call Paul to ask him to organize this for the fall cleanup. 

911 signs – there are about 9 signs that need to be delivered.   Vern will take them to the houses to have them post.  

Vern made the motion to adjourn; Rosemary seconded; all in favor; meeting adjourned at 8:58 pm.