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Tuesday, August 27, 2002
STONEBROOKE VILLAGE CONDOMINIUM ASSOCIATION
BOARD OF MANAGERS’ MEETING
THURSDAY, AUGUST 15, 2002
President Myers called the meeting to order at 7:00 pm. The meeting was held at Mary Wolff’s residence.
Attendance: Tom Myers, Butch Weaver, Mary Wolff Absent: Lisa Lombard
Guest residents in attendance: Marilyn Adkins Myers, Mik Koenig
Tom Myers announced the presence of a quorum and the meeting proceeded.
The Minutes of the July 18th meeting were presented for review. Butch Weaver entered a motion to accept the Minutes as presented; seconded by Tom Myers. Vote taken and motion passed to accept Minutes as written.
Board Members Reports
Secretary: Mary presented summary of correspondence sent/received since last meeting.
Mary presented report of outstanding Resident Registrations.
Treasurer: As Acting Treasurer, Tom Myers presented the current Financial Statement for review.
Highlights:
All Association accounts are now at Arlington Bank: i.e. - CD, Money Market Savings, and Regular Checking.
We had an unusually high water bill this month - $1217.31 which resulted from additional plant and grass watering as we have had extremely dry weather. Will likely have a high bill for the following month as well. Residents are reminded to be as conservative as possible with the outside watering.
Mary Wolff entered a motion that the Treasurer’s Report be accepted as written; seconded by Butch Weaver; vote taken, motion passed. Report accepted as written. (July financial report is attached – see the last page)
There has been an increase in Association Monthly Dues checks being returned for Insufficient Funds (NSF). By voice-vote, the fee for any returned NSF check is being increased from $25 to $30, which will match the charge passed along by the bank.
We also have several outstanding accounts, i.e. – dues/fees that have not been paid. We will begin immediately to use the services of CBC COMPANIES, a check recovery service, to collect any outstanding checks as well as the late fees associated with them. Any fees associated with the collection of such late fees will be passed back to the payer. CBC Companies is recommended by the Credit Bureau of Columbus, and all residents/owners are reminded that late payment of association dues will become a part of your credit record. Any current outstanding dues payments will be turned over to CBC immediately for collection.
ASSOCIATION FEES ARE DUE ARE DUE AND PAYABLE ON THE FIRST OF EACH MONTH. THEY MUST BE POSTMARKED AND/OR RECEIVED BY NO LATER THAN THE TENTH OF EACH MONTH. ALL FEE’S PAYMENTS NOT POSTMARKED BY THE TENTH OF THE MONTH WILL BE ASSESSED A $15 LATE FEE. THIS ALSO APPLIES TO ANY HAND DELIVERED DUES PAYMENTS!
MEMBER-AT-LARGE: As Lisa was unable to attend this meeting, the Board took the opportunity to compliment the newly formed Landscape Committee (chaired by Lisa Lombard) on the wonderful work they have been doing. The front entry planting beds have been revitalized, as well as the planting areas behind the Dublin Road units. Pruning and shaping have noticeably improved shrubs and bushes throughout the complex.
THANKS TO EVERYONE ON THE LANDSCAPE COMMITTEE FOR THE GREAT JOB!!!!!
NOTES FROM THE COMMITTEE:
1) NO RESIDENT MAY TRIM, IN ANY WAY, ANY TREE WITHIN THE COMPLEX. THE ASSOCIATION HAS EXPENDED A LOT OF MONEY TO INSURE THE HEALTHY TRIMMING AND SHAPINGOF OUR TREES, IN BOTH THE FRONT AND REAR OF THE COMPLEX. IF A RESIDENT SEES A TREE THAT THEY THINK WARRANTS SOME TRIMMING WORK, PLEASE CONTACT THE LANDSCAPE COMMITTEE CHAIRPERSON LISA LOMBARD! DO NOT DO ANY TRIMMING YOURSELVES.
2) THE COMMITTEE WILL APPRECIATE ANY ASSISTANCE WITH KEEPING UP WITH THE WATERING OF THE FRONT ENTRY BEDS, THE NEW PLANTINGS BEHIND THE DUBLIN ROAD BUILDING, AS WELL AS IN FRONT OF THE DUBLIN ROAD BUILDING AND OTHER RECENTLY PLANTED AREAS. WITH JUST A FEW PEOPLE CONCENTRATING ON THE WATERING, IT CAN BE A SOMEWHAT TIME CONSUMING CHORE; BUT MANY HANDS MAKE FOR LIGHT WORK AND IF YOU CAN SCHEDULE YOURSELF FOR A TURN AT WATERING, IT WILL BE MUCH APPRECIATED.
VICE PRESIDENT: Butch has sprayed the east Brookview Way mailbox stand for bee and wasp infestation that has caused the post office to refrain from delivering the mail on some occasions. That problem should now be remedied.
Butch has also been called upon to treat/spray for bees, wasps, etc. at various areas around the complex. Residents are reminded that the Association is responsible for wood boring insects, example: termites, carpenter ants. Bees, wasps, etc are the responsibility of the unit owner and/or resident and not of the Association. Should there be any question of responsibility, or for assistance with any “buggy” situation, contact Butch Weaver. Please refer to your rules and regulation handbook, which details the Association and Unit Owner responsibilities.
PRESIDENT: The Torco Sentracon termite system has been installed around the 3267-3281 Stonecrest Court Building
Roof covering replacement has been completed at 3208-3210 Brookview, bringing our total roof replacement to 75%. 3234-3236 Brookview Way is the next building to be scheduled for this work, which will be underway as soon as financial considerations allow.
The missing Dumpster door has been replaced, on the Dumpster unit located at the rear of 3255 Brookview Way at a cost of $95.
The following repairs have been completed:
Chimney, chimney caps and exterior flashing at 3284 Brookview Way. This completes the exterior repairs on this unit. Assessment will be made of any required interior repairs (drywall, etc.) due to this problem.
The following repairs are underway and/or have been scheduled:
Front wall dampness evaluation for 3216 – 3218 – 3220 Brookview Way.
Exterior hose bib repair at 3208and 3265 Brookview Way.
There were no parking violation fines assessed this month.
We have a need to rebuild three patio fences. Budget constraints are a major consideration here; and the Board will seek an estimate to rebuild these fences for consideration at the September Board Meeting.
OLD BUSINESS The “End of the Season” Residents’ Social will take place on Sunday, September 8th, 3pm-6pm. Food will be purchased from YOHO’S CATERING COMPANY, specializing in hickory-smoked meats. More information will be forthcoming on a special notice. MARK YOUR CALENDAR!!!!!!!
Residents are reminded that neither the carports, nor any lower patio, deck, or grass areas are to be used for storage of any kind, other than seasonal storage of hoses and /or firewood. Please remove any storage items from in front of and in the rear of your unit, as well as from the carports, to the inside of your unit.
The car-parking number and letter painting will be accomplished as a “fall” project, due to the excessively hot summer weather we have all “enjoyed”.
Tom will see that the installation of three additional general area safety lights, to be located on the ends of the freestanding carport buildings get installed.
Tom is currently working with an individual who is assisting with obtaining server space on their server so that the listing of resident’s preferred vendors on our website can be linked to it
NEW BUSINESS Several of our trash dumpsters are in need of repair or replacement and we have received a notice from the City Refuse Department to attend to this situation. The following bid was received from C.R.C. Inc. of Columbus for this work:
Refurbish 3 dumpsters: $2,078; Replace 3 dumpsters: $2,713.
After discussion, motion was entered by Mary Wolff to authorize the expense, not to exceed $2,750, to replace the three heavily damaged dumpsters by C.R.C., Inc.; Motion seconded by Butch Weaver; vote taken, motion passed.
We have been informed by our insurance agent that, in preparing for our 2003 budget and dues assessments, we need to consider that our insurance premium will increase by “about” $2000 with this September 2002 billing.
GENERAL DISCUSSION Balance of the meeting was devoted to planning of the September barbecue event.
NEXT BOARD MEETING The next Board of Managers’ meeting will be held on THURSDAY, SEPTEMBER 19, 7:00 PM, AT THE RESIDENCE OF BUTCH WEAVER, 3248 BROOKVIEW WAY.
ADJOURNMENT
Motion was made by Butch, seconded by Mary, to adjourn the meeting; vote taken, motion passed.
Meeting adjourned at 9:07 pm.
Tom 5:36 PM
Friday, August 02, 2002
STONEBROOKE VILLAGE CONDOMINIUM ASSOCIATION
BOARD OF MANAGERS MEETING
THURSDAY, JULY 18, 2002
President Myers called the meeting or order at 7:04 pm. The meeting was held at Tom Myers' residence.
Attendance: Tom Myers, Mary Wolff, Lisa Lombard Absent: Butch Weaver
Guest residents in attendance: Marilyn Adkins Myers, Mik Koenig
The Minutes from the June 13th meeting were presented for review. Lisa Lombard entered motion that Minutes be accepted as written; seconded by Tom Myers. Motion passed to accept Minutes as written.
Board Member Reports
Secretary’s Report: Mary presented summary of correspondence received and addressed since previous meeting.
We have received, to date, all but four registrations for 2002. All but one are rental units.
Mary reported that we have all current rental Leases on file as required by the Association’s Owner’s Documents.
Mary reported that one Welcome Kit was delivered to Mr. Onderak on Dublin Road.
There are two yet to be delivered and the committee will endeavor to accomplish this during week of July 21st.
Treasurer’s Report: Tom reviewed the Financial Statement for June 2002. Motion by Mary to accept the Financial Statement as presented; seconded by Lisa. Motion passed to accept Statement. This Statement will be a part of these Minutes.
It was reported there are a number of Condo Association fee payments received late. Residents are reminded that ALL CONDO FEES ARE DUE AND PAYABLE ON THE FIRST OF EACH MONTH. ANY ENVELOPES POSTMARKED AFTER THE 10TH DAY OF THE MONTH ARE CONSIDERED DELINQUENT AND A LATE FEE WILL BE ASSESSED.
Several residents are leaving their Association Dues on/in the doors of members of the Board. This is not a safe or secure method of delivering the dues payment. PLEASE MAIL ALL MONTHLY DUES TO: Stonebrooke Village, P.O. BOX 21835, Columbus OH 43221. If you elect to hand deliver, please make certain that someone is home to accept the delivery!
AGAIN, ASSOCIATION DUES ARE DUE AND PAYABLE ON THE FIRST OF EACH MONTH. IN ORDER FOR THE ASSOCIATION’S DUES PAYMENT NOT TO BE CONSIDERED LATE, THEY MUST BE POSTMARKED NO LATER THAN THE 10TH OF THE MONTH. ALL CURRENT MONTH’S DUES PAYMENTS NOT POSTMARKED BY THE 10TH WILL BE ASSESSED A LATE FEE OF $15. THIS ALSO APPLIES TO DUES THAT HAVE BEEN HAND DELIVERED.
There has been an increase in NSF checks received for Association dues.
Residents are reminded that NSF checks incur a $25 per occurrence charge.
All of the Association funds have been transferred to Arlington Bank, save $360, which remains in U.S. Bank to cover outstanding checks.
Vice President Report: No report presented. However, it was noted by Tom that a resident has advised of wasp nests on or near a unit. Wasp nests are not the responsibility of the Association, but of the owners.
Member-At-Large Report: Lisa reported on the formation of the Landscaping Committee. All volunteer forms for this committee have been turned over to Lisa and the Committee has a meeting scheduled for Sunday, July 21st
President Report: General Maintenance and Repair items status:
New roof has been completed at 3230-3232 Brookview Way. This brings our total roof replacement project to a 72% completion rate.
*The next roof to be completed is 3208-10 Brookview Way and will be scheduled to take place in August.
*A door replacement for dumpster located behind 3255 Brookview Way unit has been ordered.
*Contractor has advised that the door repainting and touch-up project will be started, weather permitting, before the end of July, if not sooner.
*Chimney/chimney cap repair at 3284 Brookview Way will begin shortly, as per the contractor.
*Repairs have been ordered for basement water entry problems at three Brookview Way units.
*Board is aware of underground gutter drainage problem on the East side of the Dublin Road building. An assessment for resolution for this problem is under consideration.
*There is a need for patio/fence reconstruction at several places in the complex. Such repairs are planned for completion before the end of the calendar year.
*The bay windows exteriors need to be repainted and bids will be sought with the goal to have this completed by year's end.
*Parking space repainting will take place during the fourth quarter of 2002.
*Several dumpsters need various repairs. Assessment of each dumpster will take place and requests for bids to repair ordered.
Lawn/Landscape
*Front entry planting beds - valve tees have been made and installed to aid in the watering of these areas.
*Dublin/Brookview Way north side entrance weed cutting has been ordered.
*SHRUBBERY TRIMMING NEEDS TO BE COMPLETED BY THOSE RESIDENTS WHO ELECTED NOT TO HAVE THE CONTRACTOR PERFORM THE WORK.
*Stewardship for the lawn/landscape area has been transferred to Lisa Lombard. Lisa will begin soliciting quotes for next year's lawn care/landscape/snow removal contractor and present a progress report at the August meeting.
Old Business 1) Approval application for Hot Tub installation. Item has been tabled until further information is received from applicant.
2) Approval application for installation of new 8' by 12' deck. Item has been tabled until further information is received from applicant.
3) August Association social. It was determined that this social will be held on Sunday, September 8th, 3:00 pm-6:00 pm. Information will be included in a separate bulletin.
New Business 1) Request for approval of new front entry storm door at 3249 Brookview Way was approved.
2) We have had several responses from residents volunteering for the Landscape Committee. THANK YOU TO ALL. Lisa will contact those volunteers to arrange for committee meetings.
3) There was an automobile break-in on Brookview Way on Saturday evening, July 13th. The vehicle was parked in a numbered space. RESIDENTS ARE REMINDED TO BE ON THE ALERT. CALL THE POLICE TO REPORT ANY UNUSUAL OR SUSPICIOUS ACTIVITY!
4) Residents are reminded that owners/occupants of those units that have a sump pump need to test and check those pumps at least once each year. A report to the Board should be made for any necessary repairs to the sump pump.
5) There has been an influx of speeding when driving through the complex. Everyone is reminded that the speed limit within Stonebrooke Village is 10-MILES PER HOUR. We currently have several small children and young teens living within the complex. Speeding creates a hazard for all of our residents. The installation of "speed bumps" may be considered in the near future. RESIDENTS - PLEASE WATCH YOUR SPEED AND REMIND ANY/ALL OF YOUR GUESTS ABOUT THE SPEED LIMIT!
General Discussion: Reminder to residents: we currently have a Board position vacant due to the resignation of Peggy Neal. Please consider taking an active role in your association by volunteering to complete Peggy’s term. See any board member.
NEXT BOARD MEETING
The next Board of Managers' meeting will be held on THURSDAY, AUGUST 15, 7:00 pm at the residence of Mary Wolff, 3240 Brookview Way.
Adjournment
Motion was made by Mary and seconded by Lisa, to adjourn the meeting; vote taken, motion passed. Meeting adjourned at 9:30 pm.
Tom 6:53 AM
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