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Sunday, June 29, 2003
STONEBROOKE VILLAGE CONDOMINIUM ASSOCIATION
BOARD OF MANAGERS’ MEETING
Monday, May 12, 2003
President Myers called the meeting to order at 7:05 PM. The meeting was held at Butch Weaver's residence.
Attendance: Tom Myers, Mary Wolff, Butch Weaver , Lisa Lombard, Anne Huber
Guest residents in attendance: Marilyn Adkins Myers, Mrs. Poulton, Mr. James, Mr. Tucker
Tom Myers announced the presence of a quorum and the meeting proceeded.
President Myers announced that we would deviate from the published agenda in order to accommodate the resident owners present. The first order of business was the Owners' Forum:
Mr. James needs to replace two windows in his unit. He presented “catalog cuts” detailing material, size, style and finish for the Board to review for approval. Board approved the vinyl clad, color to match existing windows.
Bay Window: Motion to approve by Mary, seconded by Butch. Vote taken, motion passed.
Bedroom Window: Motion to approve by Lisa, seconded by Anne. Vote taken; motion passed.
Mrs. Poulton requested procedure for replacing front entry storm/screen door. Procedure explained--obtain brochures (copy for each Board member) describing style, color for Board consideration.
Mrs. Poulton requested procedure to replacing/enlarging existing upper balcony. Procedure explained—first, obtain concept drawing for Board review and approval. If the board approves concept drawing, submit drawing by a registered design professional (an Ohio registered architect or engineer) to the City Building Department in order to obtain a Building permit from City of Columbus.
There being no further business presented by the attending owner/residents, the Board reverted back to the meeting agenda:
Board Members Reports
Secretary: Mary presented for review Minutes from the April 14th meeting. Butch entered motion to approve Minutes as written; Anne seconded; vote taken, motion passed. Minutes accepted as written.
Mary presented summary of correspondence sent/received since last meeting. Correspondence was reviewed.
Treasurer: As Acting Treasurer, Tom Myers presented the current Financial Statement for review. Mary entered a motion that the Treasurer's Report be accepted as presented; seconded by Lisa; vote taken, motion passed. Report accepted as presented.
Tom presented his report of invoices and statements mailed due to outstanding association dues, late payment fees, and rules violations fines. We still have several unit owners who are in arrears on monthly Association dues and late fees. The Association's attorney has sent letters to those unit owners, requesting immediate payment. Board reviewed the letters.
Member-At-Large: Lisa presented report of Landscape committee: "Trees by Louise" will be contacted to remove 12-inch caliper tree stump at Stonecrest/Brookview intersection.
Mr. James, of the landscape committee, has volunteered to replace topsoil and grass seed in the areas of the recent electrical work; including front entry beds and the tree stump removal area.
Mr. James also has volunteered to paint newly installed patio fences.
Lisa will contact Earthco regarding repair to our grass/turf area caused when one of their trucks overturned on Dublin Road. It is the Board's opinion that Earthco should bear the expense of this repair.
The Association will supply and apply mulch around the parkway trees. This to be accomplished as soon as the soil dries up from the extreme wet spell.
The Committee will meet to discuss the timing for bush/shrub trimming throughout the complex.
Vice President: Sentricon termite system has been installed at 3255-3265 Brookview Way. Butch reported that there is carpenter bee action in Brookview Way buildings. Everyone is reminded to follow the procedures outlined in Butch's letter containing instructions for handling these unwanted pests.
President: Repairs/Projects completed:
-Roof-covering replacement completed at 3264-3266 Brookview Way; Residential roof covering replacement is now 100% complete
-Electrical underground repair and modification for 3248-3266 Brookview Way carport lighting has been completed
-New area light on the end of the 3281 Stonecrest Court building is complete.
Repairs ordered, to be ordered and/or scheduled:
-Eight work orders have been issued for interior water damage repairs
-Stonecrest and Brookview entry lighting repairs are mostly completed; final adjustments on the entry sign lights are still be made--as soon as possible - weather permitting.
-Gutter and downspout is to be replaced with 6" gutters over the entry doors at 3216-3218 Brookview Way to correct a draining problem.
Gutter and downspout is to be replaced on rear of 3229-3231 Stonecrest to correct roof draining problem (replaced with 6" gutters)
-Milligan Plumbing to replace/repair two frost-free hose bibs.
-An “RFP” to be drafted to be sent to several contractors asking to submit a proposal for gutter and downspout cleaning throughout the complex.
OLD BUSINESS: Board reviewed letter from Insurance Company regarding foundation problem on the Brookview Way building. Insurance Company is denying financial responsibility as result of engineer's report. Tom will solicit bid from Thomas Construction for repair estimates. A second unit on Brookview Way will be inspected and included in this request for repair estimate.
NEW BUSINESS: Mary presented, for consideration, announcement of a seminar scheduled for May 31st, for condo association Board members. After discussion, Mary entered the motion that two members attend this seminar at a total cost for both of $85. By Board consensus, it was decided that Mary and Anne will attend the seminar and report to the Board at the June meeting.
Tom presented a letter from the Federal Protective Service, division of the US Department of Homeland Security dealing with a recently identified telephone scam warning. Letter was reviewed, and due to the important nature of this warning, it was decided that this letter would become a part of these Minutes so that all residents will have the opportunity of being warned of this scam.
ELECTION OF OFFICERS: Board proceeded with the election of officers for the Board of Managers of Stonebrooke Village for the term May 2003 through April 2004. Results:
President Tom Myers
Vice President Butch Weaver
Treasurer Anne Huber
Member-at-Large Lisa Lombard
Secretary Mary Wolff
NEXT BOARD MEETING The next Board of Managers’ meeting will be held on MONDAY, JUNE 16, 7:00 PM AT THE RESIDENCE OF TOM MYERS, 3269 STONECREST COURT.
Adjournment: Butch, seconded by Mary, made motion to adjourn the meeting; vote taken, motion passed. Meeting adjourned at 9:15 pm.
Submitted by: Mary Wolff, Secretary
Stonebrooke Village Condo Assn. Board of Managers
Unless there is an emergency, please contact Board members via e-mail:
Tom Myers: Butch Weaver: Mary Wolff: Lisa Lombard:
Anne Huber:
Notes:
Ø Text correction made per June meeting.
Ø E-mail addresses intentionally deleted.
Tom 3:14 PM
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