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Wednesday, February 26, 2003
STONEBROOKE VILLAGE CONDOMINIUM ASSOCIATION
BOARD OF MANAGERS’ MEETING
MONDAY, FEBRUARY 10, 2003
President Myers called the meeting to order at 7:00 PM. The meeting was held at Butch Weaver's residence.
Attendance: Tom Myers, Mary Wolff, Butch Weaver, and 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 January 6th, 2003 meeting were presented for review. Butch entered a motion to accept the Minutes as presented; seconded by Lisa Lombard. Vote taken and motion passed to accept Minutes as written.
Board Members Reports
Secretary: Mary presented summary of correspondence sent/received since last meeting. Correspondence was reviewed.
There were no other items to report.
Treasurer: As Acting Treasurer, Tom Myers presented the December 2002 Financial Statement for review. Mary Wolff entered a motion the December 2002 Treasurer's Report be accepted as presented; seconded by Butch Weaver; vote taken, motion passed. December report accepted as presented.
Tom presented the January 2003 Financial Statement for review. Butch Weaver entered a motion the January 2003 Treasurer's Report be accepted as presented; seconded by Mary Wolff; vote taken, motion passed.
It was noted that we have nearly exhausted the funds allocated in the budget for snow removal and ice salting.
Tom presented for Board review a draft of the 2002 year-end Financial Report, as well as 2003 budget projections. Discussion followed. Final reports will be prepared for one final review prior to the 2003 Annual Meeting scheduled for April.
Tom presented his report of invoices and statements mailed due to outstanding association dues, late payment fees, and rules violations fines.
It was noted that one resident advised that she had mailed her December dues, but it was apparently lost in the mail and never arrived in the P.O. Box. She has been fined for late dues payment. She did immediately write a replacement check and asked that she not be fined. Decision on the request has been tabled until the next meeting.
Member-At-Large: Lisa presented various Landscaping bids: Five (5) bids were received: #1 @ $22,180.00; #2 @ $14,770.00; #3 @ $16,912.00; #4 @ $17,131.50; and #5 @ $15, 200.00. Since all bids were not equal - i.e. some included new mulch, etc., Lisa was asked to contact bidders #2 through #4 and request new bids be submitted with exactly the same criteria so that we can compare them equitably. Lisa was asked to present the new bids, via e-mail, to all Board members within five (5) business days of this meeting. The goal is for the Board to consider all bids, vote, and award a contract no later than February 21st, 2003.
Vice President: Butch reported that he has had no calls relative to termites, bugs, etc. since the last meeting. Butch has walked the complex and completed a quality check on all "Sentracon" units that have been installed. All seem to be in working order.
President: Repairs/Projects completed:
3265-3269 Stonecrest Court roof covering replacement (building roofs are now at 87% completion).
3271-3273 Stonecrest Court roof covering replacement is under way and should be completed very soon. This will bring the total roof covering replacement project to 90% completion.
Work orders have been issued for interior rainwater damage repair for the following units:
3208, 3210, 3230 and 3232 Brookview Way.
Repairs/Projects to be scheduled:
Roof covering replacement for 3225-3227 Stonecrest Court (February).
Balance of units (3) with reported interior water damage from previous roof leaks.
Stonecrest entry lighting repairs to underground wiring (to be scheduled as soon as weather permits).
Misc.
No actions were taken this month relative to parking, violations, etc.
OLD BUSINESS: Consideration of discussions with an attorney about non-complying residents; i.e.--more than one dog, outstanding dues payments, etc. Discussions continued until next meeting.
Mik Koenig presented a proposal from a general contractor for general outside maintenance work to be completed. Proposal will be kept by the Board for consideration as budget permits for the work to be completed.
NEW BUSINESS: There have been several reports of unusual activity on Stonecrest Court - i.e. non-residents coming up from the ravine areas and loitering around unit residences and common areas. There have been several sightings of these persons as well as empty (as well as full!) beer cans and other items found on the grounds. The consideration, for the safety of all our residents and property, is to install additional exterior perimeter lighting near the following locations: 3281 Stonecrest, 3230 and 3248 Brookview Way. Costs for these lights will be discussed and voted upon at the next Board meeting with the goal to complete installation in March, as weather permits.
Tom reported that a 16 ft extension ladder, which is used for the general upkeep maintenance that Tom performs around the complex, was stolen from his carport. Mary entered a motion that we approve an amount of $100 for replacement of this ladder; seconded by Butch. Vote taken, motion passed.
Board approval was given to obtain the bid for the roof covering replacement for the final three resident unit modules.
Resident Dave James was recognized for repairing the fallen gutter on the back of a Stonecrest Court carport. Ice and snow had pulled the gutter loose. THANK YOU, DAVE!
A resident asked the Board to consider installing a drop box for the deposit of monthly association dues. After discussion, it was decided the idea, while a good one, is not feasible at this time. There is no location within the complex that could be used for this purpose and be considered secure. As a reminder, it was mentioned that it is also not secure for residents to hand deliver dues payments to Board members addresses and leave them "stuck" in the door. The safest way to insure that the Treasurer receives your dues is to mail the monthly dues to the Association post office box in the payment envelopes provided by the Association.
It is noted that, as residents sell their units, the condo declaration forms that the buyer's lender requires are all very different and are usually presented "at the last minute", with requirements to "fill out and return immediately.” In order to make this a more efficient accomplishment, Mary will work with Tom in preparing a Stonebrooke standard document, which can be completely filled out with the exception of any information specific to the unit being purchased.
OWNERS' FORUM: Guest resident, Mik Koenig, reported that he is selling his unit and has a contingency contract in hand. We will miss Mik. The Board thanks Mik for his involvement in various committees and for his work around the complex.
NEXT BOARD MEETING: The next Board of Managers’ meeting will be held on TUESDAY, MARCH 18, 2003 at the residence of TOM MYERS, 3269 STONECREST COURT; 7:00 PM.
ADJOURNMENT: Motion was made by Mary and seconded by Lisa to adjourn the meeting. Meeting adjourned at 9:02 pm.
Submitted by: Mary Wolff, Secretary
Stonebrooke Village Condo Assn. Board of Managers
Tom 1:17 PM
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