EVRC Board Minutes

Annual Meeting of EVRC Membership October 5^th 2008

Huel Evans opened the meeting with prayer.

Dale Snyder welcomed new members to EVRC.

Dale Snyder requested any additional nominations for Director’s. None were made.

Volunteer election inspectors adjourned to count the ballots.

The 2007 Annual Meeting minutes were read and approved as read.

Treasurer’s Report/ Finance Committee:

The treasurer’s report was presented by Mike Hawkins. It was explained to the membership that there was a $1340 dollar penalty assed to the association by the IRS do to a late filing penalty. The late filing was because of a denied extension by the IRS. Dale Snyder has contacted the IRS to attempt to have this penalty abated.

The following was also noted:

· EVRC bank accounts are protected by the FDIC

· EVRC books have been audited and found to be accurate.

· Two lot assessments have not been collected.

· EVRC emergency funds can only be spent by a vote of the membership.

· EVRC no longer has any CD’s. All monies are deposited in checking and savings accounts.

Architectural Committee Report:

Wayne Bagwell reported for the architectural committee on the various applications it had received and its recommendations for approval of those projects throughout the year.

Maintenance Committee Report:

The board reported on the committee’s actions throughout the year making specific reference to painting of the rails of the spillway, replacement of boards on the public pier, work on the fence at the west side of the dam, and bricking of the pump house.

Lake and Dam Committee Report:

Kent Sargent reported on the committee’s various activities throughout the year making specific reference to the following:

· Completion of the siphoning system installed.

· Installation of rip-rap.

· Kent recognized Bob McClendon for his help on the committee.

· Fertilizer was topped off in March.

· The fertilizer boat was repaired.

· Jay Haffner visited EVRC and made a presentation about EVRC Lake.

· The lake was fertilized for the first time in April and again in July.

· Jerry Smith of Gallet inspected the dam in April

· John Mayer dove on the valve tower and reported some missing boards. No action has been taken at this time.

· Water and mud samples were taken from the lake. Both samples had excellent results.

· Numerous fish spawns have been reported on the lake.

· Good fishing has been reported all year long.

· An issue with gravel coming from the weep holes in the weir box is being investigated. Jerry Smith of Gallet has been contacted for further investigation.

Pool Committee Report:

Dale reported that cracks in the bottom of the pool that had been a nuisance issue throughout the years had been repaired by a SCUBA diver. He also reported Julia Nolen managed the pool in 2008.

Social Committee Report:

Wayne Bagwell reported on the various social events that have occurred throughout the year including the fish fry, spaghetti super, chili lunch, and 4^th of July boat parade. On going plans are for the annual Christmas party and an event to be done in conjunction with the next litter pick up day on November 1^st.

Long Range Planning Committee Report:

Wayne Bagwell reported for Bob Berry on various items discussed by the committee throughout the year such as fish structure for the lake and fish feeders.

Tennis Report:

A new net has been provided for the tennis court. Budgeted funds are being accumulated for future repairs that will be needed.

Old Business:

Siphon System: The siphon system installation was completed in January.
Earthen Pier:
A reminder to all members that all boats (includes canoes, kayaks, & sailboats) on the lake are required to have the EVRC shamrock and lot numbers marked with 3” letters.

Starting in 2009, the lake will be patrolled for compliance and offenders will be notified of non-compliance by the Board of Directors.

New Business:

Restrictive Covenants:

Land Use and Building Type (Page 4)

Motion #4: Revise existing document as follows: “Allow Light Colored Roofs.”

This motion was seconded and approved. After discussion, a motion was then made to allow this motion to be combined with motion #1 submitted by Wayne Bagwell.

Motion #1: “The roof for all future single family dwellings, boat houses, garages,

storage buildings and other structures must be non-reflective”

This motion was seconded and approved as submitted.

Motion #2: Revise existing document as follows: “On lakefront lots, one boathouse

or boathouse/ slip (collectively referred to as a “boathouse”) with a

roofed area not exceeding 27 feet in one direction and 28 feet in the other direction may be erected. Roofed area dimensions do not include pier dimensions. Roof and walls must be non-reflective.

This motion was seconded and approved as submitted.

Motion #3: Add: “Boathouses are to be used only for the storage of boats and

associated equipment; (1) they do not contain bathroom facilities; (2)

they do not have sanitary plumbing or sanitary drains of any kind; (3) they do not contain kitchen facilities of any kind; (4) they do not contain beds or sleeping quarters of any kind that shall be used as sleeping quarters; (5) they do not exceed a single story; (7) roof peak height shall not exceed (20) feet from the full pool level.

This motion was seconded and approved as amended.

Motion #5: Add: “No property owner shall obstruct, alter, or interfere with the

flow or natural course of the waters of any creek or stream without

first obtaining the written consent of the Architectural Control

Committee and a majority of the Board of Directors.

This motion was seconded and approved as submitted.

Quality and Size (Page 5)

Motion #1 Remove the last sentence from paragraph one: “The house or dwelling

must have a minimum appraised value of $35.00 per square foot.”

This motion was seconded and approved as submitted.

Easements (Page 5)

Motion #1 Revise existing document as follows: “Roads, consisting of Emerald

Lake Drive East, Emerald Lake Drive West, Azalea Drive, Shady

Drive, and Magnolia Drive are dedicated to Jefferson County.

This motion was seconded and approved as submitted.

Temporary Structures (Page 5)

Motion #1 Revise existing document as follows: “ When the construction of any

building on any lot or tract is once begun, work thereon must be

completed within one(1) year.

This motion was seconded and approved. After discussion, a motion was then made, seconded, and approved to remove it from the rules.

By-Laws:

Article V Directors

1. Section 4 (Page 2)

Motion Add to the existing document: “Robert’s Rules of Order will be the

official set of procedures for conducting business at all meetings of the

Directors. These meetings shall be conducted in accordance with the

rules of parliamentary practice as laid down in “Robert’s Rules of

Order”

This motion was seconded and then withdrawn by Wayne Bagwell.

Article VII Treasurer

1. Section 5 (Page 3)

Motion Add to the existing document: “The Internal Revenue Service tax form 990 and any other required forms will be completed jointly by the Treasurer, President, and Bookkeeper and filed before May 15^th of each year. The Treasurer, President, and Bookkeeper will verify that all EVRC property taxes have been paid before the end of the year.”

This motion was seconded and approved as submitted.

Article IX Meeting of the Members

1. Section 1 (Page 5)

Motion Add to the existing document: “Additional item requested by any

member to be included on the Annual Meeting agenda must be

submitted in writing by August 1^st in order for the Board of Directors to establish the official agenda for mailing by September.

This motion was seconded and approved as submitted.

2. Section 5 (Page 5)

Motion Add to the existing document: “(e) At the meeting, four (4) inspectors

shall be elected to count and register the votes cast. No director may

serve as an inspector. All ballots containing eleven (11) votes or less

will be counted.”

This motion was seconded and approved as submitted.

3. Section 5 (Page 5)

Motion Add to the existing document: “(f) The Secretary shall submit all

completed Official Ballots (voted either before the meeting or at the

meeting) to the inspectors to be counted. During counting, no

communications may take place between an inspector and any

member except with the Board of Director’s President.

This motion was seconded and approved as submitted

Rules and Regulations:

Motion #1 Rule 8:

Revise existing document as follows: “ All boats shall be a size limit of

eighteen feet as specified by the manufacturer”

This motion was seconded and approved as amended.

Motion #2 Rule 11:

Revise existing document as follows: “ Members must pay $40 (Forty

Dollar) rental fee, plus a $50 (Fifty Dollars) deposit to the corporation to offset additional expenses”

This motion was seconded and approved as submitted.

Motion #3 Rule 20:

Revise existing document as follows: “If any cost is incurred by the Corporation to maintain these areas, the member will be billed the cost incurred for this service”

This motion was seconded and approved as submitted.

Motion #4 Rule 34:

Add to the existing document: “ As used, “old cars, trucks, etc” shall mean abandoned, inoperable motor vehicle, tractor, truck, bus, watercraft, or any other form of device for transportation of persons or property. If a vehicle or other transportation device is non-operative and a current valid license tag has not been issued and displayed for the operation of such automobile or other transportation device (if required by law), or if it is partially dismantled lacking any other major part or equipment necessary to operate safely on the highways, the lot owner will be asked to remove the vehicle from the lot by written notification from the Board of Directors, if the lot owner refuses to remove the vehicle, it is subject to immediate towing at the lot owner’s expenses.”

This motion was seconded and approved as amended.

Motion #5 Rule 37:

Revise existing document as follows: “Lower the lake only when absolutely necessary, as determined by a vote of the membership, to check for sink holes, build boathouses, piers, and remove trash from the lake.”

This motion was seconded and approved as amended.

Motion #6 Add New Rule:

Add to the existing document: “At any regular monthly Board meeting, -members requesting that special items be added to the meeting agenda must submit request in writing to any Board officer at least ten (10) days prior to that meeting in order to be included on the meeting agenda”

This motion was seconded and approved as submitted.

Motion #7 Add New Rule:

Add to the existing document: “Private parties held in the clubhouse, pool, and/or pavilion must end by 10:00 pm and the noise level of any music or other activity must be maintained at a reasonable level as to not disturb clubhouse neighbors”

This motion was seconded and approved as submitted.

Motion #8 Add New Rule:

Add to the existing document: “No signage of any kind shall be displayed to the public view on any lot except one sign of not more than nine (9) square feet.”

This motion was seconded and approved as amended.

Motion #9 Add New Rule:

Add to the existing document: “Limit tube-riding by a boat or pontoon to day light hours.”

This motion was seconded and approved as amended.

General Area:

Motion #1 “Turn off the light on the middle of the Dam.”

This motion failed by vote of the membership.

Motion #2 “Tear down old playground equipment and purchase appropriate new equipment to allow children to play and be safe.”

This motion amended to state “investigate not purchase”. Motion passed.

Motion #3 “Allow members to swim free and begin charging for visitors to swim to pay for chemicals and upkeep.”

This motion failed by vote of the membership.

Motion #4 “Install new indoor/outdoor carpet in the clubhouse. Three (3) different light commercial carpets vary in total installed cost from $1,678 to $1,938 (Lowe’s).

This motion failed by vote of the membership.

Motion #5 “Install a locked swimming pool gate that requires either an electronic pass or a non-reproducible key and replace full-time Custodian/Pool Manager.”

This motion failed by vote of the membership.

General Discussion:

Motion #1 “Install a basketball goal at the end of the tennis court.

This motion was withdrawn.

Motion #2 “Purchase umbrellas for the pool area.”

This motion was seconded and approved as submitted.

Presentation of the 2009 Budget:

The 2009 budget was presented, a motion was made and seconded and the budget was approved. The annual maintenance assessment of $293 per lot will remain.

2009 Board of Directors:

The new board members for 2009 are:

Kent Sargent, Wayne Bagwell, James Carroll, Rogers White, John Mayer, Mike Hyde, Rusty Henderson, Tom Knowles, Seldon McClendon, Kyler O’Neill, and Mike Stowe,

Meeting Adjourned