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Thursday, May 27, 2004
STONEBROOKE VILLAGE CONDOMINIUM ASSOCIATION
BOARD OF MANAGERS’ MEETING
MONDAY, MAY 10, 2004
President Myers called the meeting to order at 7:02 p.m. The meeting was held at the residence of Tom Myers.
Attendance: Tom Myers, Dave James, Anne Huber, and Mary Wolff, Cindy Sasser.
Guest Residents in attendance: Marilyn Myers, Betsy Barber
Tom welcomed Cindy Sasser to the Board of Managers and expressed the Board’s gratitude to Mary for graciously volunteering to run for another term.
To facilitate unit owner Betsy Barber’s need to leave the meeting as quickly as possible, the Owner’s Forum was moved to the beginning of the agenda. Ms. Barber presented, for Board approval, conceptual drawings for building of lower level deck at 3275 Stonecrest Court. Board reviewed the proposed conceptual drawings and made the following preliminary notations: 1) construction must include the installation of something under the deck to prevent grass and weed growth. 2) depth, no more than 12 feet and width no more than 17-18’. In the meantime, the Board will visually check the area to see what effect the proposed deck will have on the existing area’s site conditions and will advise the applicant as to its findings. The Board accepted the proposal—in concept-and will await registered architect’s scaled drawings prior to giving final approval. Betsy was advised about the need for a City of Columbus building permit.
Election of Board officers for May 2004 to April 2005 was held. With all Board members voting, the results are: President: Tom Myers Vice President: Dave James Treasurer: Anne Huber
Secretary: Mary Wolff Member-at-Large: Cindy Sasser
Minutes from the April 5th meeting were presented for review. Anne entered the motion that the Minutes be approved as presented; seconded by Dave; vote taken, motion passed. Minutes approved as presented.
Board Member Reports:
Secretary: (Mary) Report of correspondence received/sent was presented for review. No questions concerning report. Mary advised that the 2004 Village Pet and Auto registration form will accompany the May meeting Minutes.
Treasurer: (Anne) Anne presented the financial statement for April. Revenues/Expenses were reviewed: Transfer to Money Market account included special assessment payments and deposits for March and April. Two deposits were made for each month; therefore, no deposits need be made for May and June. Two units are in arrears for monthly association dues. Letters will be sent to these owners requesting payment, including late fees, no later than June 1st. Concerning the Special Assessment accounting: two owners owe one payment each and the Assessment will be paid in full. Mary entered the motion that the Treasurer’s Report be accepted as presented. Seconded by Cindy; vote taken; motion passed.
Member-at-Large: (Cindy) nothing to report.
Vice President: (Dave) Dave presented Lawn/Landscape report: The following projects should take place this week: reseeding areas where building stabilization work was completed as well as areas on Brookview Way torn up by electrical work to repair lamp posts; brush removal from behind Stonecrest Court. Dave requested a budget to plant flowers/plants at entrances. He estimated $100 for each entrance. Mary entered the motion to grant Dave a maximum of $200 to purchase plantings for the entrances; seconded by Cindy; vote taken, motion passed.
Dave asked Marilyn to contact Trees by Louise to look at and make recommendations for the River Birch trees in the complex. Of particular concern are the trees in front of 3267 Stonecrest Court and 3240/3242 Brookview Way. Both trees appear to be under great stress.
Dave presented additional bids for the exterior wood work to be performed throughout the complex. Proposals were reviewed by the Board. Mary entered the motion that Board accept proposal by R.L. Complete General Construction Services with described work to be done for $16,850; and with the stipulation that the final “sign-off” be given by Tom; seconded by Cindy; vote taken, motion passed.
President: (Tom) Tom was called away from the meeting to handle an emergency situation; President’s report was presented by Dave James
*installation of a Sentracon System was approved (via Board consensus over e-mail) for 3230 to 3244 Brookview Way building. This was necessary as termite infestation was found in at least one unit. Sentracon will be receiving a signed contract ASAP with the request to submit billing in 2 payments of 50% each.
*Dave and Tom replaced lamp bulbs throughout the complex. Dave noted the need to change the existing entry way lighting. New posts, and brighter lighting is needed. Further discussion will take place at the next meeting.
NEW BUSINESS:
There is a need for sidewalk jacking at several locations where settling has caused the concrete to sink or sag. It was decided to put off this project until the necessary wooden replacement/repair construction is completed and paid for.
Cindy asked if something can be done about the large areas of mulch around the tree areas in front of 3238-3244 Brookview Way. Dave reported that due to the many large surface tree roots in these areas, it has not been possible to grow grass. Board requests that a solution be sought; i.e. planting of low-growing shrubbery/ground cover, etc. Residents believe the mulch to be very unsightly.
The Board wishes to thank Dave James for his diligent efforts in working with the lawn and landscape contractor as well as persisting to get bids for the necessary wood construction work. THANKS DAVE
There being no further business, Dave called for motion to adjourn. Mary entered motion to adjourn the meeting; seconded by Anne; vote taken, motion passed. Meeting adjourned at 8:43 p.m.
Submitted by: Mary Wolff, Secretary
NEXT BOARD MEETING:
MONDAY, JUNE 14th, 7:00 p.m.
Residence of Dave James, 3265 Brookview Way
Board of Managers STONEBROOKE VILLAGE CONDO ASSOCIATION
(Note: e-mail addresses intnetionally deleted.)
Tom Myers:
Dave James:
Anne Huber:
Mary Wolff:
Cindy Sasser:
SPECIAL THANKS TO ALL WHO ATTENDED THE APRIL ANNUAL MEETING OF STONEBROOKE CONDO ASSOCIATION. YOUR PRESENCE, INPUT, AND SUPPORT ARE GREATLY APPRECIATED.
Tom 12:57 PM
STONEBROOKE VILLAGE CONDOMINIUM OWNERS ASSOCIATION
ANNUAL MEETING MINUTES
THURSDAY, APRIL 22, 2004
UPPER ARLINGTON PUBLIC LIBRARY
BOARD MEMBERS PRESENT: Tom Myers, Dave James, Anne Huber, Lisa Lombard, Mary Wolff
President Tom Myers called for an attendance count. Having it established by the Secretary that there were twenty-two (22) Unit Owners present or represented by Proxy, thus constituting a quorum, President Myers opened the meeting at 6:16 p.m. (actual attendance: 23 owners; 1 proxy holder, 10 proxies submitted)
President Myers called the meeting to order with a roll call of current Board Members.
As the Minutes of the 2003 Annual Meeting were distributed to those present, the reading of those Minutes was dispensed with and all were asked to review their copy. Cindy Sasser entered the motion that the 2003 Annual Meeting Minutes be approved as presented; seconded by Jayne Wenner; no discussion; vote taken, motion passed. Minutes were approved.
Vice President, Dave James, presented a “State of the Village” summary of the accomplishments of the Association during the year 2003. The biggest accomplishment and the biggest expense were for the re-stabilization of the building 3230thru 3244 Brookview Way. Finishing work currently being completed includes completion of retaining walls on either end, and lawn and landscape repair and replacement.
Dave following with current plans for the year 2004: Items will be accomplished on a “neediest first” basis and as budget allows: Highlights include:
*completion of freestanding carport roof replacement
*wood repair/replacement on come carports, window frames, dumpster enclosures, Tudor wood trim, and
patio enclosures.
*engage a new lawn care contractor (accomplished in first quarter)
*repaint numbered/lettered parking spaces (accomplished in first quarter)
*landscape/lawn/shrubbery replacement where necessary
Treasurer Anne Huber presented Report of Association Finances:
Anne first thanked all unit owners for paying the special assessment in a timely manner.
The following documents, which were passed out to all present, were reviewed:
Financial Statement, including itemized expenses for 2003; Operating Fund Proposed Budget for 2004;
Proposed 2004 Budget Expenditures; 2003 Money-Market Account Reconciliation; Total Operating Expenses Paid 1/1/2003 – 12/31/2003.
Kathryn Seeger questioned item “roof replacement” on the budget and what is it for? Anne explained that this expense is for the on-going carport roof replacement project. Tom Myers added that this project should be completed on 2004.
Anne reported that the Board has recommended that their be no raise in Condo Association fees for the balance of 2004; however, it is a certainty that the fees will increase effective January, 2005. We face increases in costs for water, and insurance, as well as lawn care and snow/ice removal. Tom Sisco asked if it is known how much the fees will increase. Anne replied that the total amount is unknown at this time; however, with 72 units in the complex, the increase will have to be in excess of $10 per month to make any difference. John Owen asked if it is known what the “competition” (other associations in the area) pays in association dues. Tom Myers related that the Board does keep track of dues of neighboring associations. The Association dues for Stonebrooke Village are still among the most reasonable in the area.
There being no further questions concerning the budget items and reports, Tom Myers called for a motion to accept the reports. Jayne Wenner entered motion that the Treasurer’s Report be accepted as presented; seconded by John Owen; vote taken, motion passed.
President Myers opened the Election for 2004 Board of Managers with a call for nominations from the floor: (Tom announced that Lisa Lombard had declined to run for the Board, thus leaving three available Board positions open). Jayne Wenner nominated Cindy Sasser. Ms. Sasser accepted the nomination.
There being no other nominations from the floor, Tom closed the nominations and announced the slate of candidates: Tom Myers, Mary Wolff, and Cindy Sasser.
Owners present were requested to make their ballots for not more than three candidates. Ballots were collected and counted by volunteers Gloria Oltmann and Connie Grekowicz. A total of 24 ballots, and 10 proxy ballots were counted.
2004 Board Members were introduced: Tom Myers, Anne Huber, Dave James, Mary Wolff, and Cindy Sasser.
OPEN FORUM
Meeting was declared “open” for questions/comments from owners present:
Tom Myers acknowledged and thanked Martin Cohen for conducting a study of possible cause/s for Brookview Way destabilization. Result of the study was that the problem was NOT caused by the blasting from the stone quarry; but rather by soil erosion.
Cindy Sasser asked the plans for painting wood trim throughout the complex and asked if the stucco could be power washed prior to the painting Tom advised that the painting would be on an “as needed” basis, with the units with a West/Southwest exposure first. Board plans to have stucco cleaned and/or painted in 2005.
Gloria Oltmann asked if there is anything we can do now that the raccoons are back. It is advised that dumpster doors MUST be kept CLOSED at all times; garbage may not be kept outside of the unit; all garbage deposited into the dumpsters MUST be in securely tied plastic bags. Marilyn Myers advised that carburetor cleaning fluid if good for repelling raccoons, bees and wasps. It is also advised that all BIRDFEEDERS be taken down each evening to protect from the raccoons. They will leave if their food source is gone.
Anita Paolucci referenced her on going problems with cats, raccoons and mice. Bird feeders are thought to be one source for the problems. It was again advised that bird feeders be taken down at night; or when no one is at home in the unit/s. Unit owners are advised not to feed the raccoons.
Anita Paolucci and Connie Grekowicz both reported seeing persons other than Village residents using out dumpsters for disposal of trash. If any resident sees a “dumper”, try to get the license plate and report it to a Board member. Marianne Huston reported that the dumpster on Stonecrest Court if blocked by something large wedged in. Tom will take a look at it and see if the problem can be an “easy fix”.
Cindy Sasser commented about front door problems. The doors on Brookview Way become very overheated when the sun hits them, thus ruining the door paint. Owners are advised to switch from glass storm doors to screens as soon as the warm suns appear.
Mrs. Seeger asked if a “group price” could be negotiated for anyone who wants to have doors/windows replaced. Dave James reiterated what has been reported in the monthly Board Meeting Minutes; United Window has offered a negotiated price for unit owners within Stonebrooke Village for window/door replacement. Owners can contact Dave James, via e-mail, for additional information.
Eric Lane offered that Capital City Glass does a very good job at reasonable rates for any windows with broken seals.
Tom Myers commented on Security throughout the complex. A Dublin Road unit was vandalized in December. Security is the responsibility of all unit owners and residents. We are somewhat isolated in our location and everyone needs to be vigilant. If anyone sees anything they consider suspicious, please contact a Board member, or the police if vandalism is considered eminent.
Tom thanked everyone for coming to the meeting and supporting the Board and Association.
There being no further comments or questions from the floor, Tom called for a motion to adjourn the meeting. Mary Wolff entered the motion that the meeting be adjourned; seconded by Connie Grekowicz.
Vote taken; motion passed.
Meeting adjourned at 7:25 p.m.
Submitted by: Mary Wolff, 2003 Secretary for Board of Managers, Stonebrooke Village Condo Association
Tom 12:50 PM
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