BY-LAWS OF APPLEFIELDS OWNERS
ASSOCIATION, INC.
ARTICLE SECTION PAGE
I. Name
and Location 3
II. Definitions 3
III. Membership: Suspension of Membership 4
IV. Property
Rights: Rights of Enjoyment 4
V. Board
of Directors: Number: Election:
Nomination: Removal: 4
Compensation: Action Taken Without a Meeting: Term of Office
VI. Meetings
of Directors: Regular Meetings: Special Meetings: Quorum 6
VII. Power
and Duties of the Board of Directors:
Powers 6
VIII. Committees 8
IX. Meetings
of Members: Annual Meeting: Special Meetings: 9
Notice
of Meetings: Quorum: Proxies
X. Officers and Their
Duties: Enumeration of Officers: Election of Officers: 10
Term: Special Appointments: Resignation and Removal: Vacancies:
Duties
XI. Assessments: Creation of the Lien and Personal Obligation
of Assessments: 11
Purpose
of Assessments: Basis and Maximum of
Annual Assessments:
Method
of Computation When Using the Consumer Price Index: Special
Assessments
for Capital Improvements: Uniform
Rate: Quorum for an Action
Authorized
Under Section 3 and 5: Date of
Commencement of Annual
Assessments: Effect of Non-Payment of Assessments: Remedies of the
Association: Subordination of the Lien to Mortgages: Exempt Property
XII. Books
and Records 15
XIII. Corporate
Seal 15
XIV. Amendments 15
XV. Miscellaneous 16
XVI. Animal
Control Laws 16
XVII. Common
Ground Parking 16
BY-LAWS OF APPLEFIELDS OWNERS
ASSOCIATION, INC.
ARTICLE I - NAME AND LOCATION
The
name of the corporation is Applefields Owners Association, Inc., hereinafter
referred to as the "Association".
The principal office of the Association shall be located at Box 408,
Romney, West Virginia 26757.
ARTICLE II - DEFINITIONS
Section
1. "Association"
shall mean and refer to Applefields Owners Association, Inc. its successors and
assigns.
Section
2. "Properties
shall mean and refer to that certain real property described in the Declaration
of Covenants, Conditions and Restrictions, and such additions thereto as may be
hereafter brought within the jurisdiction of the Association.
Section
3. "Common
Area" shall mean all real property owned by the Association for the common
use and enjoyment of the members of the Association.
Section
4. "Lot"
shall mean and refer to plot of land shown upon any recorded subdivision map of
the Properties with the exception of the Common Area.
Section
5. "Member"
shall mean and refer to every person or entity who holds a membership in the
Association.
Section
6. "Owner"
shall mean and refer to the record owner, whether one of more persons or entities,
of the fee simple title to any lot which is a part of the Properties, including
contract sellers, but excluding those having such interest merely as security
for the performance of an obligation.
Section
7. "Declarant"
shall mean and refer to FRANK WHITACRE, INC., its successors and assigns, if
such successors or assigns should acquire more than one undeveloped Lot from
the Declarant for the purpose of development.
Section
8. "Declaration"
shall mean and refer to the Declaration of Covenants, Conditions and
Restrictions applicable to the Properties recorded in the Office of the Clerk
of Court, Hampshire County, West Virginia.
ARTICLE III - MEMBERSHIP
Section
1. Every person
or entity who is a record owner of a fee or undivided fee interest in any Lot
which is subject to the covenants of record to assessments by the
Association. The foregoing is not
intended to include persons or entities who hold an interest merely as security
for the performance of an obligation.
No owner shall have more than one membership. Membership shall be appurtenant to and may not be separated from
ownership of any Lot which is subject to assessment by the Association. Ownership of such Lot shall be the sole
qualification for membership.
Section
2. Suspension of Membership:
During any period in which a member shall be in default in payment of an
annual or special assessment levied by the Association, the voting rights of
such member in the Association may be suspended by the Board of Directors until
such assessment has been paid. Such
rights of a member may also be suspended, after notice and hearing, for a
period not to exceed thirty (30) days, for violation of any rules and
regulations established by the Board of Directors governing the use of the
Common Area and facilities.
ARTICLE IV - PROPERTY RIGHTS: RIGHT OF ENJOYMENT
Each
member shall be entitled to the use and enjoyment of the Common Area and
facilities as provided in the Declaration.
Any member may delegate his right of enjoyment of the Common Area and
facilities to members of his family, his tenants or contract purchasers, who
reside on the property. Such member
shall notify the Secretary, in writing, of the name of any such delegee. The rights and privileges of such delegee
are subject to suspension to the same extent as those of the member.
ARTICLE V - BOARD OF DIRECTORS: SELECTION:
TERM OF OFFICE
Section
1. Number. The affairs of the Homeowners Association shall be managed by a
Board of seven (7) directors, who shall be members of the Association.
Section 2. Election. Each elected
member to the Board of Directors shall serve a two-year term. This is retroactive to those members elected
to a three-year term in 1987 /or 1988.
Thus, their term will be completed in 1990 /or 1991. Election to the Board of Directors shall be
by secret written ballot. At such election,
the members or their proxies may cast, in respect to each vacancy, as many
votes as they are entitled to exercise under the provisions of the
Declaration. The persons receiving the
largest number of votes shall be elected.
Cumulative voting is not permitted.
Section
2.1 Nomination. Nomination for election of the Board of Directors shall be made
by a Nominating Committee. Nominations
may also be made from the floor at the Annual Meeting. The nominating Committee shall consist of a
Chairman who shall be a member of the Board of Directors, and two or more
members of the Association. The
Nominating Committee shall be appointed by the Board of Directors 90 days prior
to each Annual Meeting of the members and shall serve to the close of such
Annual Meeting. The Nominating
Committee shall make as many nominations for election to the Board of Directors
as it shall in its discretion determine, but not less than the number of
vacancies that are to be filled.
Section
3. Removal. Any Director may be removed from the Board, with or without
cause, by a majority vote of the members of the Association. In the event of death, resignation or
removal of a Director, his successor shall be selected by the remaining members
of the Board and shall serve for the unexpired term of his predecessor.
Section
4. Compensation. No
Director shall receive compensation for any service he may render to the
Association. However, any Director may
be reimbursed for his actual expenses incurred in the performance of his
duties.
Section
5. Action Taken Without a Meeting.
The Directors shall have the right to take any action in the absence of
a meeting which they could take at a meeting by obtaining the written approval
of all the Directors. Any action so
approved shall have the same effect as though taken at a meeting of the
Directors.
Section 6. Term of Office. Directors
shall assume office at the first regular or special meeting of Directors
following the Annual election. Said
meeting must be held within 90 days following the Annual election. Directors shall hold office until succeeded
in office, unless the Director shall sooner resign, be removed, or otherwise be
disqualified to serve.
ARTICLE VI - MEETINGS OF DIRECTORS
Section
1. Regular Meetings. Regular
meetings of the Board of Directors shall be held monthly without notice, at
such place and hour as may be fixed from time to time by resolution of the
Board. Should said meeting fall upon a
legal holiday then that meeting shall be held at the same time on the next day
which is not a legal holiday.
Section
2. Special Meetings. Special
meetings of the Board of Directors shall be held when called by the President
of the Association, or by any two (2) Directors, after not less than three (3)
days notice to each Director. In the
event of an emergency, the three day notice may be waived, if all seven
Directors waive the notice in writing.
Section
3. Quorum. A majority of the number of Directors shall constitute a quorum
for the transaction of business. Every
act or decision done or made by a majority of the Directors present at a duly
held meeting at which a quorum is present shall be regarded as an act of the
Board.
ARTICLE VII - POWER AND DUTIES OF THE BOARD OF
DIRECTORS
Section
1. Powers. The Board of Directors shall have the power to:
[a] Adopt and publish rules and regulations
governing the use of the Common area and facilities, and the personal conduct
of the members and their guests thereon, and to establish penalties for the
infraction thereof;
[b] exercise for the Association all powers,
duties and authority vested in or delegated to this Association and not
reserved to the membership by other provisions of these By-Laws, the Articles
of Incorporation, or the Declaration;
[c] declare the office of a member of the Board
of Directors to be vacant in the event such member shall be absent from three
(3) consecutive regular meetings of the Board of Directors; and
[d] employ a manager, and independent
contractor, or such other employees as they deem necessary, and to prescribe
their duties.
Section
2 Duties. It shall be the duty of the Board of Directors to:
[a] cause to be kept a complete record of all
its acts and corporate affairs and to present a statement thereof to the
members at the Annual Meeting of the members or at any special meeting, when
such statement is requested in writing by one fourth (1/4) of the Applefields
owners who are entitled to vote;
[b] supervise all officers, agents and employees
of this Association, and to see that their duties are properly performed;
[c] as more fully provided herein, and in the
Declaration to:
[1]
fix the amount of the annual assessment against each Lot at least thirty
(30) days in advance of each annual assessment period, and as hereinafter
provided in Article XII;
[2]
send written notice of each assessment to every Owner subject thereto at
least thirty (30) days in advance of each annual assessment period; and
[3]
foreclose the lien against any property for which assessments are not
paid within thirty (30) days after due date or bring an action against the
owner personally obligated to pay the same.
[d] issue, or to cause an appropriate officer to
issue, upon demand by a person, a certificate setting forth whether or not any
assessment has been paid. A reasonable
charge may be made by the Board for the issuance of these certificates. If a certificate states an assessment has
been paid, such certificate shall be conclusive evidence of such payment;
[e] procure and maintain adequate liability and
hazard insurance on the property owned by the Association;
[f] cause all officers or employees having
fiscal responsibilities to be bonded, as it may deem appropriate;
[g] cause the Common Area to be maintained; and
[h] establish and maintain a reserve
account. Said reserve account to be
funded annually in an amount determined by the Board and to be held to provide
for the maintenance, repair and replacement of the Association's real and
personal capital assets.
ARTICLE VIII - COMMITTEES
Section
1. The Association shall appoint a
Nominating Committee as provided in these By-Laws. In addition, the Board of Directors shall appoint other
committees as deemed appropriate in carrying out its purposes, such as:
[a] A Recreation Committee which shall advise
the Board of Directors on all matters pertaining to the recreational program
and activities of the Association and shall perform such other functions as the
Board, in its discretion, determines.
[b] A Maintenance Committee which shall advise
the Board of Directors of all matters pertaining to the maintenance, repair or
improvement of the Properties, and shall perform such other functions of the
Board, in its discretion, determines;
[c] An Audit Committee which shall supervise the
annual audit of the Association's books and approve the annual budget and
statement of income and expenditures to be presented to the membership at its
regular Annual Meeting, as provided in Article XI, Section 8(d). The Treasurer shall be an ex-officio member
of the Committee; and
Section
2. It shall be
the duty of each committee to receive complaints from members on any matter
involving Association functions, duties, and activities within its field or
responsibility. It shall dispose of
such complaints as it deems appropriate or refer them to such other committee,
Director, or officer of the Association as it is further concerned with the
matter presented.
ARTICLE IX - MEETINGS OF MEMBERS
Section
1. Annual Meetings. The Board of Directors is to designate a day
in the month of April to hold its Annual Meeting and elect its new officers.
Section
2. Special Meeting. Special Meetings of the members may be
called at any time by the President or by the Board of Directors, or upon
written request of the members who are entitled to vote one-fourth (1/4) of all
the votes of the entire membership or who are entitled to vote one-fourth (1/4)
of the votes of the membership.
Section
3. Notice of Meetings. Written notice of each meeting of the
members shall be given by, or at the direction of, the Secretary or person
authorized to call the meeting, by mailing a copy of such notice, postage
prepaid, at least fifteen (15) days before such meeting, to each member
entitled to vote thereat, addressed to the member's address last appearing on
the books of the Association, or supplied by such member to the Association for
the purpose of notice. Such notice
shall specify the place, day and hour of the meeting, and, in the case of a
special meeting the purpose of the meeting.
Section
4. Quorum. The presence at the meeting of members entitled to cast, or of
proxies entitled to cast, one-tenth (1/10) of the votes of each class of
membership shall constitute a quorum for any action except as otherwise
provided in the Articles of Incorporation, the Declaration, or these
By-Laws. If, however, such quorum shall
not be present or represented at any meeting, the members entitled to vote
thereat shall have the power to adjourn the meeting from time to time, without
notice other than announcement at the meeting, until a quorum as aforesaid
shall be present or be represented.
Section
5. Proxies. At all meetings of members, each member may vote in person or by
proxy. All proxies shall be in writing
and filed with the Secretary. Every
proxy shall be revocable and shall automatically cease upon conveyance by the
member of his Lot.
ARTICLE X - OFFICERS AND THEIR DUTIES
Section
1. Enumeration of Officers. The officers of this Association shall be a
President, a Vice-president, a Secretary, and a Treasurer, all of whom shall be
members of the Board of Directors. The
Board may also create, by resolution, other officers, who shall also be members
of the Board, as the Board deems necessary.
Section
2. Election of Officers. The election of officers shall take place at
the first meeting of the Board of Directors following each annual meeting of
the members.
Section
3. Term.
The officers of this Association shall be elected annually by the Board
of Directors, such election shall take place within thirty (30) days following
the Annual election of Directors.
Officers shall hold office for one (1) year or until a successor is
elected unless the officer shall sooner resign, be removed or otherwise
disqualified to serve.
Section
4. Special Appointments. The Board may elect such other officers as
the affairs of the Association may require, each of whom shall hold office for
such period, have such authority, and perform such duties as the Board may,
from time to time, determine.
Section
5. Resignation and Removal. Any officer may be removed from office
without cause by the Board. Any officer
may resign at any time by giving written notice to the Board, the President or
the Secretary. Such resignation shall
take effect on the date of receipt of such notice or any later time specified
therein, and unless otherwise specified therein, the acceptance of such
resignation shall not be necessary to make it effective.
Section
6. Vacancies. A vacancy in any office may be filled in the manner prescribed
for regular election. The officer
elected to such vacancy shall serve for the remainder of the term of the
officer he or she replaces.
Section
7. Multiple Offices. The offices of Secretary and Treasurer may
be held by the same person. No person
shall simultaneously hold more than one of the other offices except in the case
of special offices created pursuant to Section 4 of this Article.
Section 8. Duties. The duties of the
officers are as follows:
[a] President. The President shall preside at all meetings
of the Board of Directors; shall see that orders and resolutions of the Board
are carried out; shall sign all leases, mortgages, deeds and other written
instruments and shall co-sign all checks and promissory notes.
[b] Vice-President. The Vice President shall act in the place of
and stead of the President in the event of his absence, inability or refusal to
act, and shall exercise and discharge such other duties as may be required of
him by the Board.
[c] Secretary. The Secretary shall record the votes and
keep the minutes of all meetings and proceedings of the Board and of the
members; keep the corporate seal of the
Association and affix it on all papers requiring said seal; serve notice of
meetings to the Board and to the members;
keep appropriate current records showing the members of the Association
together with their addresses, and shall perform such other duties as required
by the Board.
[d] Treasurer. The Treasurer shall receive and deposit in
appropriate bank accounts all monies of the Association and shall disburse such
funds as directed by resolution of the Board of Directors; shall sign all
checks and promissory notes of the Association; keep proper books of account; cause an annual audit of the
Association books to be made by a public accountant at the completion of each
fiscal year; and shall prepare an annual budget and a statement of income and
expenditures to be presented to the membership at its regular Annual Meeting,
and deliver a copy of each to the members.
ARTICLE XII - ASSESSMENTS
Section
1. Creation of the Lien and Personal
Obligation of Assessments. By the
Declaration each member is deemed to covenant and agree to pay the
Association: (1) annual assessment or charges, and (2) special
assessments for capital improvements.
During the period of construction of improvements, the Declarant for
each Lot located within the Properties, hereby covenants and agrees to pay to
the Association fifty (50%) of the annual assessments or charges and special
assessments for capital improvements as provided immediately hereinabove, on
those Lots owned by the Declarant which are vacant or super-imposed by an
unsold or unoccupied home
as long as there is a Class B membership.
The annual and special assessments, together with such interest thereon
and the cost of collection thereof, as hereinafter provided, shall be a charge
on the land and shall be a continuing lien upon the property against which each
such assessment is made. Each such
assessment, together with such interests, costs, and reasonable attorneys fees
shall also be the personal obligation of the person who was the Owner of such
property at the time when the assessment fell due and shall not pass to his
successors in title unless expressly assumed by them.
Section
2. Purpose of Assessments. The assessments levied by the Association
shall be used exclusively for the purpose of promoting the recreation, health,
safety, and welfare of the Lot owners in the Properties and in particular for
the improvement and maintenance of the Properties, services and facilities
devoted to this purpose and related to the use and enjoyment of the Common Area
of the homes situated upon the Lots in the Properties, including trash service,
snow removal and maintenance of all properties not dedicated to Hampshire
County, it being understood that Hampshire County does not provide such
services.
Section
3. Basis and Maximum of Annual Assessments. The maximum annual assessment shall be Two
Hundred and Twenty-Five Dollars ($225) per Lot.
[a] The maximum annual assessment may be
increased effective January 1st of each year without a vote of the membership
in conformance with the rise, if any, of the Consumer Price Index (published by
the Department of Labor, Washington, DC) for the preceding month of September.
[b] From and after January 1 of the year
immediately following conveyance of the first Lot to an Owner, the maximum
annual assessment may be increased above that established by the Consumer Price
Index formula by a vote of the members for the next succeeding year and at the
end of each year's period, for each succeeding period of one year, provided
that any such change shall have the assent of two-thirds (2/3) of the votes of
owners who are voting in person or by proxy, at a meeting duly called for this
purpose, written notice of which shall be sent to all members not less than
thirty (30) days nor more than sixty (60) days in advance of the meeting
setting forth the purpose of the meeting.
The limitations hereof shall not apply to any change in the maximum and
basis of the assessments undertaken as an incident to a merger of consolidation
in which the Association is authorized to participate under its Articles of
Incorporation; and
[c] After consideration of current maintenance
costs and future needs of the Association, the Board of Directors may fix the
annual assessment at an amount not in excess of the maximum.
Section
4. Method of Computation When Using the
Consumer Price Index. The Consumer
Price Index establishes the United States City average numerical rating for the
July, 1986, as ?????. This will be the
base rating. To determine the
percentage to be applied to the maximum annual assessment for each subsequent
year, divide the base rating into the numerical rating established by the
Consumer Price Index for the month of September preceding the proposed
assessment year. This adjustment
percentage, if in excess of 100 percentum, is multiplied by the original
maximum assessment to obtain the maximum assessment for the subsequent year.
Section
5. Special Assessments for Capital
Improvements. In addition to the
annual assessments authorized above, the Association may levy in any assessment
year, a special assessment applicable to that year only, for the purpose of
defraying in whole or in part, the cost of any construction or reconstruction,
unexpected repair or replacement of a described capital improvement upon the
Common Area, including the necessary fixtures and personal property related
thereto, provided that any such assessment shall have the assent of two-thirds
(2/3) of the votes of members who are voting in person or by proxy at a meeting
duly called for this purpose, written notice of which shall be sent to all
members not less than thirty (30) days nor more than sixty (60) days in advance
of the meeting setting forth the purpose of the meeting.
Section
6. Uniform Rate. Both annual and special assessments must be fixed at a uniform
rate for all Lots and may be collected on a monthly basis.
Section
7. Quorum for Any Action Authorized Under
Section 3 and 5. At the first
meeting called, as provided in Sections 3 and 5 hereof, the presence at the
meeting of members or of proxies entitled to cast sixty percent (60%) of all
the votes of each class of membership shall constitute a quorum. If the required quorum is not forthcoming at
any meeting, another meeting may be called, subject to the notice requirement
set forth in Section 3 and 5 and required quorum at any such subsequent meeting
shall be one-half (1/2) of the required quorum at the preceding meeting. No such subsequent meeting shall be held
more than sixty (60) days following the preceding meeting.
Section 8. Date of Commencement of Annual Assessments: Due Dates. The annual
assessment provided for herein shall commence as to all the Lots on the first
day of the month following the conveyance of the Common Area. The first annual assessment shall be
adjusted according to the number of months remaining in the calendar year. The Board of Directors shall fix the amount
of the annual assessment against each Lot at least thirty (30) days in advance
of each annual assessment period.
Written notice of the annual assessment shall be sent to every Owner
subject thereto. The due dates shall be
established by the Board of Directors.
The Association shall upon demand at any time furnish a certificate in
writing, signed by an officer of the Association, setting forth whether the
assessment on a specified Lot have been paid.
A reasonable charge may be made by the Board for the issuance of these
certificates. Such certificates shall
be conclusive evidence of payment of any assessment therein stated to have been
paid.
Section
9. Effect of Non-Payment of Assessments: Remedies of the Association. The Board of Directors may in its discretion
elect to bill the individual owners and collect from them the annual assessment
on a monthly, quarterly, or other periodic installment basis. Assessments are due thirty (30) days after the
beginning of the billing period. If the
assessment is not paid on or before the due date, each owner, by accepting a
deed to his Lot, is deemed to covenant and agree to pay a ten percent (10%)
penalty for each delinquent assessment to be calculated as ten percent (10%) of
the total delinquent assessment balance.
If any individual owner is delinquent in paying the assessments on any
three billing periods, the Board of Directors will sent a notice of intent to
accelerate the assessments for the next succeeding nine (9) months. The owner, after receiving notice of such
intent to accelerate, will have ten (10) days in which to appear before the
Board of Directors to present his reasons for delinquency. Within fifteen (15) days after such notice
of intent to accelerate, the Board of Directors will then decide whether or not
to effectuate such acceleration. Each
owner is personally responsible for all costs and reasonable attorney's fees in
the event of legal action. No owner may
waive or otherwise escape liability for the assessments, provided for herein by
non-use of the recreation area, common areas, or abandonment of his Lot.
Section
10. Subordination of the Lien to Mortgages. The lien of the Assessments provided for
herein shall be subordinate to the lien of any first mortgage or
mortgages. Sale or transfer of any Lot
shall not effect the assessment lien.
However, the sale or transfer of any lot which is subject to any first
mortgage, pursuant to a decree of foreclosure under such mortgage or any
proceeding in lieu of foreclosure thereof, shall
extinguish the lien of such assessments as to payments
thereof which become due prior to such sale or transfer. No sale or transfer shall relieve such Lots
from liability for any assessment thereafter becoming due from the lien
thereof.
Section
11. Exempt Property. The following property subject to the
Declaration shall be exempt from the assessments created therein: (a)
all properties dedicated to and accepted by a local public authority,
(b) the Common Area, and (c) all properties owned by a charitable or
non-profit organization exempt from taxation by the laws of the State of West
Virginia. However, no land or improvements
devoted to dwelling use shall be exempt from said assessments.
ARTICLE XII - BOOKS AND RECORDS
The
books, records and papers of the Association shall, at all times, during
reasonable business hours, be subject to inspection by any member. The Declaration, the Articles of
Incorporation and the By-Laws of the Association shall be available for
inspection by any member at the principal office of the Association, where
copies may be purchased at reasonable cost.
ARTICLE XIII - Corporate Seal
The
Association shall have a seal in circular form having within its circumference
the words: Applefields Owners
Association, Inc., West Virginia, and the word "Seal".
ARTICLE XIV - AMENDMENTS
Section
1. These
By-Laws may be amended, at a regular or special meeting of the members, by vote
of a majority of a quorum of members present in person or by proxy.
Section
2. In
the case of any conflict between the Articles of Incorporation and these
By-Laws, the Articles shall control; and in the case of any conflict between
the Declaration and these By-Laws, the Declaration shall control.
ARTICLE XV - MISCELLANEOUS
The
fiscal year of the Association shall begin on the 1st day of January and end on
the 31st day of December.
ARTICLE XVI - ANIMAL CONTROL LAWS
The
Board of Directors shall be specifically empowered to request the enforcement
of the various animal control laws in effect in Hampshire County or any
controlling jurisdiction to the private property owned by of controlled by this
Association. The Board shall, pursuant
to Hampshire County Code, or other similar laws. post permanent notices of the
applicability of said ordinances at conspicuous places throughout the
Property. In addition, the Board shall
have authority to enter into any arrangement deemed necessary to establish
controls over unleashed and /or controlled animals on Association property.
ARTICLE XVI - COMMON GROUND PARKING
The
Board of Directors shall have the power to promulgate and enforce rules
governing the use of the Common Ground Parking Area.