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Friday, August 22, 2003
STONEBROOKE VILLAGE CONDOMINIUM ASSOCIATION
BOARD OF MANAGERS’ MEETING
MONDAY, AUGUST 11, 2003
President Myers called the meeting to order at 7:02 pm. The meeting was held at Butch Weaver's residence.
Attendance: Tom Myers, Butch Weaver, Anne Huber, Lisa Lombard and Mary Wolff
Guest residents in attendance: Marilyn Adkins Myers, Diane and Dave James, Cindy Sasser, Linda Finnerty-her daughter Casey and friend David.
Tom Myers announced the presence of a quorum and the meeting proceeded.
The first order of business was a discussion of events occurring on the Association’s property the week of August 4th. On one or more evenings (Tuesday, Wednesday and/or Thursday), a large party of teens and young adults got out of hand and spilled out from the residence to the common areas. Vehicles were entering and leaving the area at a high rate of speed, individuals were observed in various stages of undress and engaging in public urination, loud and profane language and there was one report of a resident being threatened. Police were called by at least one resident. The Board wishes it to be known that this sort of activity will not be tolerated. Photos were taken of some of the vehicles involved and the owners of these vehicles are banned from this property.
Various incidences of car vandalism occurred in the early morning hours of Thursday, August 7th. It is unknown whether these incidences are related to the afore-mentioned activities. Ten or more cars were vandalized, with a few broken into with items stolen. Residents are asked to be vigilant and report any suspicious activities to the local police immediately.
Board Members Reports
Member-At-Large:
Lisa reviewed the two recent bills from Nature's Hand Landscaping. She noted that this contractor is to complete the perimeter clean up behind the 3248-3266 building, finish the weed killing application. Lisa will be in contact with Nature's Hand to determine expected dates for the completion of these items.
Lisa was reminded to secure bids for the winter snow removal contract--bids to be reviewed at the September meeting.
Various trees throughout the complex are "suffering" due to the extremely wet weather we have had. TREES BY LOUISE and affiliate ROBINSONS TREE SERVICE have examined the River Birch Trees throughout. As it is too wet to administer an iron fertilizer treatment, it is proposed that all of these trees (8) be given a dry pack treatment to prevent any further moisture damage. Proposal is $100 for each tree. In November, an iron fertilizer treatment will be administered as a nourishing treatment to promote good health of the trees going forward. Motion was entered by Mary to accept proposal from “Trees by Louise/Robinsons” for the stated treatment of the River Birch trees; seconded by Lisa. Vote taken, motion passed.
Of concern also is the condition of four crabapple trees--located at 3232, 3245, 3247, and 3262 Brookview Way. From their appearance, trees appear to be "sick" or dying. Marilyn will contact Trees by Louise and ask for an appraisal of the condition of these trees.
Bids were reviewed for the removal of the diseased and weak 6-legged silver maple tree behind the north end of the Dublin Road building. Anne entered the motion that we accept the proposal from Robinson's to remove the tree, ground out the stump and remove all wood and debris from the property at a cost of $1840; as well as to add to the contract the removal of a large broken limb from a tree located behind 3278 Brookview Way at a cost of $145; seconded by Lisa. Vote taken, motion passed. Marilyn will contact Robinson's to arrange for the tree to be removed as soon as possible.
Throughout the complex, there is evidence of ivy or other vines trailing up the walls of the units. This poses a danger to the stucco and wood surfaces. Lisa will contact Nature's Hand to obtain bids for the removal of these vines as quickly as possible. Residents are asked to trim flowering vines from around the lampposts. Plantings should be kept trimmed neatly around the post and not allowed to cover any part of the lighting fixture on top of the post. The foliage covering the lighting fixture impedes the replacement of lamp bulbs, as well as becomes a safety issue when the light output is obstructed due to a covering of foliage.
There is a lot of unused planting material left lying around the common and limited common areas, i.e. - unused mulch, planting soil, and the like. RESIDENTS ARE ASKED THAT ALL OF THIS MATERIAL IS TO BE REMOVED PRIOR TO AUGUST 31ST. IF NOT REMOVED AND/OR STORED INSIDE THE UNIT, ON THAT DATE, ANY SUCH REMAINING MATERIALS LEFT IN THE COMMON/LIMITED COMMON PLANTING AREAS, OR OTHER VISIBLE AREAS, WILL BE REMOVED BY THE LANDSCAPING COMMITTEE.
Secretary:
Mary presented the minutes from the July Board meeting for review. Butch entered motion to accept minutes as presented; seconded by Anne; vote taken, passed. Minutes approved as written.
Mary presented report of correspondence received and replied to since last meeting. Anne made motion to accept correspondence report; seconded by Butch, vote taken, passed. Report accepted as presented.
Treasurer:
Anne presented financial statement for July 2003 for review. Mary made motion to accept report; seconded by Butch; vote taken, motion passed. Financial statement accepted.
Anne presented listing of residents who are late with payment of July association dues, fines, etc. Letters will be sent to those listed.
Invoices received since preparation of Financial Statement were reviewed: Invoices from:
Ø Guttermaster totaling $1002.50 for work completed.
Ø Holley Roofing for completion of carport roof at 3230-3244 Brookview Way for $2875 (per proposal).
Vice President:
Carpenter ants have been found in 3120 Dublin Road and 3275 Stonecrest Court. Butch has contracted with Terminex to provide a wraparound treatment on each building at a cost of $245 per building, followed by an inside/outside treatment in 30 days at a cost of $90 per building. It is hoped these two actions will eliminate present and future carpenter ant infiltration on these two buildings.
There have again been instances of bees and wasps at the mailbox centers. Butch has treated each mailbox unit twice. Holley Roofing has replaced the roofing material on these units. These actions should eliminate the bee-wasp infestation. SHOULD ANY RESIDENT ENCOUNTER BEES/WASPS AT THE MAIL BOX UNITS, PLEASE ADVISE BUTCH.
President:
REPAIRS COMPLETED:
Ø 6"gutter and 4" downspout replacement on front elevation of 3120-3122 & 3124-3126 Dublin Road to correct roof drainage problem.
Ø 6” gutter and 4” downspout replacement on rear of 3248-3250 Brookview Way to correct roof drainage problem.
Ø Downspout and sump pump connections to underground drainage system at 3239 Stonecrest Ct. Tom Myers performed this rebuild and reconnection at a great savings to the association. THANKS, TOM!!!
Ø Roof covering replacement for 3230-3244 Brookview Way carport building.
REPAIRS ORDERED, SCHEDULED
Ø New 4" downspout connection to 3" underground drainage system at rear of 3248 Brookview Way
Ø Extensive repairs (currently underway) are being made to chimney framing, etc., at 3130-3132 Dublin Road as result of damage from rainwater infiltration.
Ø Gutter and downspout replacement on the remaining front elevations of the Dublin Road building and on the rear of 3282-3284 & 3278-3280 Brookview Way as soon as possible after the 3130-3132 Dublin Road repairs.
Ø Gutter cleaning for 3248-3266, 3230-3244, 3208-3226 Brookview Way.
OLD BUSINESS:
Conceptual plan for the balcony enlargement of a Brookview Way unit was reviewed. Mary entered motion, seconded by Butch, to accept plan and issue approval to unit owner, with provision that no work can be started until copy of building permit and approved plan(s) are submitted to the Board for filing. Vote taken, motion passed. Mary will advise unit owner of approval.
A few residents are known to have more than one dog in their unit. “REMINDER! ACCORDING TO ASSOCIATION RULES AND REGULATIONS, THERE ARE TWO PETS PERMITTED PER UNIT, ONLY ONE OF WHICH MAY BE A DOG. LEGAL ACTION WILL BE TAKEN IF THE SITUATIONS ARE NOT CORRECTED BY AUGUST 31st!"
The Lien and Foreclosure information was filed on July 28th by the Association’s attorney at 9:25 A.M. against unit which has not paid association dues and/or related late payment fines totaling nearly $2000.
NEW BUSINESS:
Written notices/warnings will be issued to residents concerning:
Ø Inappropriate storage in carports (inoperative vehicles, construction materials, carpet, etc.
Ø Inappropriate use of "Guest" parking spaces.
RESIDENTS ARE REMINDED TO REVIEW THE ASSOCIATION HANDBOOK OF RULES AND REGULATIONS FOR RULES ON THESE MATTERS!
Remainder of meeting was devoted to the issue of the immediate need to stabilize the 3230 & 3244 Brookview Way units. Due to continued soil erosion, these units are "sinking", thereby causing foundation cracks and holes to occur. An engineer's evaluation has been made and a proposal received from Dwyer Concrete Lifting. This project must be undertaken as soon as possible in order to prevent further property damage.
Several major items must be discussed and decided upon prior to the work being started:
Ø Assignment of General Contractor and consideration of contract management.
Ø Receiving and signing contract from Dwyer Concrete Lifting.
Ø Preparation of areas involved (i.e. - clearing of landscape materials, removal of any decking materials necessary, etc.).
Ø Timetable for notification of building residents of "need to enter", etc.
Ø Financial concerns, including amount of special assessment needs to pay for the project.
The Board hopes to hold a special business meeting with the George Thomas (The Thomas Company), to deal with these project concerns during the week of August 17th.
This will be a closed business session and both George Thomas Contractors and Dwyer Concrete Lifting will be asked to attend. A special informational report will be issued for all residents as the arrangements for this project are finalized.
NEXT BOARD MEETING:
The next Board of Managers’ meeting will be held on MONDAY, SEPTEMBER 8th, 7:00 PM AT THE RESIDENCE OF DIANE AND DAVID JAMES, 3265 BROOKVIEW WAY.
ADJOURNMENT:
Mary, seconded by Anne, made motion to adjourn the meeting; vote taken, motion passed. Meeting adjourned at 9:40 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: Note: E-mail addresses intentionally deleted.
Tom Myers: Butch Weaver:
Mary Wolff: Lisa Lombard: Anne Huber:
EXTREMELY IMPORTANT NOTICE
PLEASE OBSERVE THE SPEED LIMIT WITHIN STONEBROOKE VILLAGE! SEVERAL NEAR ACCIDENTS HAVE RECENTLY OCCURED. ALL RESIDENTS AND/OR STONEBROOKE VILLAGE OWNERS PLEASE ARE REMINDED OF THIS POSTED SPEED LIMIT, AND ALSO REMIND YOUR GUESTS OF THE SPEED LIMIT OF:
15-MILES PER HOUR!
PLEASE HELP KEEP ALL OF OUR RESIDENTS AND GUESTS SAFE!
Tom 12:08 PM
STONEBROOKE VILLAGE CONDOMINIUM ASSOCIATION
BOARD OF MANAGERS’ MEETING
MONDAY, JULY 14, 2003
President Myers called the meeting to order at 7:05 pm. The meeting was held at Anne Huber's residence.
Attendance: Tom Myers, Butch Weaver, Anne Huber, Lisa Lombard and Mary Wolff
Guest residents in attendance: Marilyn Adkins Myers and Dave James
Tom Myers announced the presence of a quorum and the meeting proceeded.
Board Members Reports
Secretary: Mary presented for review Minutes from the June 16th. Anne entered a motion that the minutes of the June 16th meeting be accepted as written. Lisa seconded the motion; vote taken, motion passed; minutes approved as written.
Mary presented report of correspondence sent and received since June 16th meeting; correspondence reviewed.
It was noted that the Treasurer's Financial Statement for May was omitted from the distribution with the June 16th meeting minutes. This report will be added to the distribution of the July meeting minutes.
Treasurer: Anne Huber presented the current Financial Statement for review. All expenses have been posted through July 10th. Mary entered a motion that the Treasurer's Report be accepted as presented; seconded by Butch; vote taken, motion passed. Report accepted as presented.
Report of invoices/statements to owners who are late with association payments has not yet been completed and will be reported on at the next meeting.
Invoices received since the last meeting were reviewed: 1)- invoice from Pestfree by Torco for installation of one Sentracon System (3255 – 3265 Brookview Way building); 2)- invoice from Holley Roofing for inspection of roofs and gutters for any damage resulting from recent wind and rain storms; 3)- invoice from Holley Roofing for the cleaning of gutters on three buildings (3120 – 3134 Dublin Road, 3270- -3284 Brookview Way and 3248 – 3266 Brookview Way).
Member-At-Large: Lisa reported that the services provided by the landscape contractor have much improved after a complete walkthrough with the company owner. Trimming and edging have been completed. Smaller mowers are now being used in the narrower grass areas. There is still some weeding that must be completed. Lisa is expecting invoices from Nature's Hand and will review the invoices prior to approval for payment.
The tree stumps have been ground out and removed and the areas are ready for grass seeding. Dave James volunteered to obtain topsoil and seed to restore these areas. THANKS, DAVE!
Several trees and large tree branches were damaged in the recent storms. These have been trimmed and/or removed.
In addition to the members of the landscape committee cited in the June Meeting Minutes, the Board and Committee wish to recognize and thank Connie Grekowicz for her time and efforts working to "keep Stonebrooke beautiful". THANKS CONNIE!
Vice President: Butch reports there were no termite complaints this month.
Tom advised there have been wasps around the mailbox units recently. Butch will attend to this by spraying to eliminate the nests.
President: Repairs/Projects completed:
*Gutter cleaning at 3120-3134 Dublin Rd, 3270-3284 Brookview Way and 3248-3266 Brookview Way. Holley Roofing is preparing proposal for twice yearly cleaning of all gutters. Proposal to be reviewed at August meeting.
*Interior damage repairs at 3265 and 3259 Brookview Way were completed.
*Hickman Lawn Care/Tree Division removed broken tree branch (storm related damage). The fallen branch resulted in broken chimney cap. The repair of this cap is the responsibility of the unit owner.
*Holley Roofing refastened several roof ridge vents where loosened by storms.
*Main service line gas leak at 3281 Stonecrest has been repaired. Main service line valve was loose.
Repairs/Projects underway:
*3225,3229,3237,3271 Stonecrest Court and 3250 Brookview Way various water damage repairs. It was noted the insurance check was received for the repair work being done at 3271 Stonecrest Court and 3250 Brookview Way. The check will be held until all work has been completed and approved.
*Gutter/downspout repairs at front of 3120-3122 Dublin Road.
Repairs/Projects scheduled:
*3240, 3222, 3234 Brookview Way and 3239 Stonecrest Court. (Note: 3250 Brookview repair cost is included in the insurance check received). Tom is scheduling a meeting with the Geo. Thomas Construction Company to discuss our general dissatisfaction with the progress of completing issued work orders.
*Work on carport re-roof for 3230-3244 Brookview Way will begin the end of July or first part of August.
OLD BUSINESS: The Board discussed the ongoing situation concerning a resident who has been repeatedly cautioned concerning the extensive presence of three cars associated with and parked at their unit, thereby continually using a "guest" parking space. The Board will advise in writing of the eminent fines and towing of the third vehicle using the guest parking space unless the third car is removed either from the property, or to a rented reserved parking space.
NEW BUSINESS: Resident requested Board approval for installing concrete stepping blocks on the ground below existing upper deck/balcony. By consensus, Board approved with the stipulation that its maintenance and upkeep thereafter is the sole responsibility of the unit owner and that such responsibility will pass to any subsequent owners in perpetuity.
It was noted that in the interim from the last Board meeting, a resident had requested and obtained Board approval for the replacement of their sliding patio door after providing documents that fully described the replacement unit.
Dave James has volunteered to purchase blacktop filler and repair large pothole at the entrance to Brookview Way from Dublin Road. THANKS DAVE!
Tom presented a letter advising that our current plumbing contractor, Milligan Plumbing, will cease doing business due to retirement of the owner. However, Craig Milligan (son), who is also a licensed plumber, will continue to do plumbing and requests that we call on him when needed.
The large silver maple tree located at the north end of the Dublin Road building is structurally unstable. Its condition was further exasperated and caused considerable concern for building and property safety in the recent windstorm. As this tree is posing a definite risk of damage to both buildings, Stonebrooke property as well as personal property, it is being recommended that we obtain bids to have the tree removed. Robinson (affiliate of Trees by Louise), Hickman Lawn Care (tree division), and Arbor Turf will be asked to submit bids for removal of the tree. It is hoped that bids will be received for review and consideration at the next Board of Managers' Meeting.
NEXT BOARD MEETING:
The next Board of Managers’ meeting will be held on MONDAY, AUGUST 11, 2003 at the residence of BUTCH WEAVER, 3248 BROOKVIEW WAY @7:00 PM.
ADJOURNMENT:
Anne, seconded by Mary, made motion to adjourn the meeting; vote taken, motion passed. Meeting adjourned at 8:30 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: Note: E-mail addresses intentionally ommitted.
Tom Myers: Butch Weaver: Mary Wolff: Lisa Lombard: Anne Huber
èEXTREMELY IMPORTANT NOTICEç
PLEASE OBSERVE THE SPEED LIMIT WITHIN STONEBROOKE VILLAGE! SEVERAL NEAR ACCIDENTS HAVE RECENTLY OCCURED. ALL RESIDENTS AND/OR STONEBROOKE VILLAGE OWNERS PLEASE REMIND YOURSELVES AND YOUR GUESTS OF THE SPEED LIMIT OF 15-MILES PER HOUR! KEEP ALL OF OUR RESIDENTS AND GUESTS SAFE!
Tom 10:01 AM
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