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Friday, February 22, 2008
Stonebrooke Village Condo Assoc
Board of Directors Meeting
Monday, January 14th, @6:30 PM
Location: 3216 Brookview Way
Board Members Present: Connie Grekowicz, Maggie Perkins, Serena Serra, Judith Lynne, John Owen, and Tom Myers.
Resident Guests: Marilyn Myers
Quorum: Having a quorum, the meeting called to Order at: 6:30 PM.
Unit Owners in Attendance: Jay Hess
Guest Resident Forum/Comments: Mr. Hess expressed his concerns over the presence of feral cats in the complex. It was explained that certain residents had contracted with the Humane Society to care for the cats after they were neutered and spayed in order to keep the number of incoming itinerant cats under control. The logic was that these cats would keep other cats out, and since they cannot breed, their numbers would eventually dwindle. The Board has reviewed this plan on several occasions and believes this solution is the best presently available in light of existing contracts.
Owner Approval Request:
(None)
Owner Appeal(s): None
Management Company comments & actions:
1) The Management Company did not have a representative at the meeting.
2) Records, account information and general information transferred prepared by the management company including a profit and loss statement for the month and a summary of open invoices.
3) Actions:
a. Letter to owner about trailer parking sent.
4) Instructions for Management Company:
a. Lawn care contract for to begin April 2008.
Board Member reports:
Secretary: (Maggie) Presentation of October 2007 and November 2007 regular Board meeting Minutes for approval. A request was submitted to see if it would be possible to have the management Company distribute the monthly minutes by email. The Board will look into this possibility.
Judith moved and Connie seconded the motion to approve the minutes with minor amendments. The motion passed unanimously.
Treasurer: (Connie)
1) Regular checking account:
a. Presentation of November and December 2007 financial activity (regular operating & reserve accounts & SBV Storm repairs) reports.
b. Review of late payer & acct’s with outstanding balance due.
i. Year-end statements for unit accounts with a “credit balance” were sent out in late December as part of the information transfer to Management Company.
c. There were no outstanding payments as of the year-end. All bills were paid by the association prior to assumption of bill payment by the new management company.
d. Motion to accept the Treasurer’s Regular Operating & Reserve Accounts & SBV Storm repair account reports for November & December 2007 was made by Maggie and Seconded by Serena. The motion carried unanimously.
Vice-Secretary: (Judith)
1) Lawn and Landscape items:
a. Dead tree removal by Phoenix Tree Service completed.
Member-at Large: (Serena)
No New Business
Vice-President: (John)
No New Business
President: (Tom)
1) Activities:
a. Repairs completed:
i. Underground electrical repairs completed:
1. Post light underground wiring in front of Dublin Rd building (new cable installed a & buried)
2. New Stonecrest Ct north side entry post light replaced/ installed.
3. Underground electrical splice replaced on 3273-3267 carport.
ii. Lower level storm water damage repairs in Dublin Rd building completed.
iii. Gutter cleaning. This has been paid.
2)
a. Repairs ordered/underway:
i. Termite damage repair in unit account #1060.
ii. Foundation support added in unit account #1060. Estimate $3,500
Old Business:
A decision was made to table the rewrite of Handbook rules on resident & guest parking (Tabled at November meeting), parallel curb parking, utility trailer parking, and third vehicle
Parking and Visitor/Guest limitations & definitions thereof indefinitely.
New Business:
1) Anti-varmint screening for free-standing carport overhangs (get quote from Roth)
2) Discussion of water conservation efforts to abate the impact of an escalating water
Rates. Reminder to any residents who still haven’t unhooked hose bibs to remove hoses from faucets.
3. Reminder to reserve Campground for Annual Meeting in April.
Information for the good of the Association:
1) Residents are reminded to contact the management company with any emergencies.
Set Next Regular Board Meeting:
Date: _Feb 21, 2008 Time: __6:30 PM
Location: _3269 Stonecrest ______________
Adjourn:
Motion to adjourn by: __Judith_____; Second: _____Maggie____
The motion was approve and the meeting was adjourned at 8:45 P.M.
Minutes submitted by Maggie Perkins, Secretary.
Current Board Members:
(Editor's note: Board Members email addresses intentionally removed.)
Tom Myers
John Owen
Connie Grekowicz
Serena Serra
Judith Lynne
Maggie Perkins
Tom 2:43 PM
Stonebrooke Village Condo Assoc
Board of Directors Meeting
Monday, Nov. 26th, @6:30 PM
Location: 3249 Brookview Way
Board Members Present: Connie Grekowicz, Maggie Perkins, Judith Lynne, John Owen, Serena Serra and Tom Myers.
Resident Guests: Marilyn Myers
Guest: June Clayman
Clayman Property Mgt. Contract: The finalization of the Clayman management contract followed a motion for approval by Connie and seconded by Serena. The motion was passed unanimously. Each member of the board signed the contract.
Arrangements to notify the residents, open a new checking account were made. The new management contract takes place Jan. 1, 2008. The board retains control of the Reserve account. Connie will meet with Tom and June Clayman to coordinate the handoff.
Owner Appeals: Items based on the correspondence from the owner of unit #1017. The board concluded that the board could only act on clear violations of association rule. No actual proof of a violation was presented, however residents are reminded that all dogs are to be leashed, and owners are responsible to cleaning up after pets. The Board determined the suggested location for a designated marked toileting area would be not in the best interest of the owners/units abutting or near such a location. The board will discuss whether modifications to the rules and regulations should be made; but otherwise, the matter has been referred to Clayman Property Mgt. for monitoring.
Board Member reports:
Secretary: The minutes for October’s meeting were not presented for approval. Although Maggie circulated them via email, some members indicated they did not receive them. Therefore, they will be circulated again for approval via email.
Treasurer: Connie presented the regular checking account, the reserve‘s financial activity and the insurance claim fund transactions for the month of October. Maggie moved and John seconded a motion to approve the September financial report. The motion carried unanimously.
Vice-Secretary: Judith presented a motion to engage Phoenix Tree to do tree work. John seconded the motion. The issue passed unanimously.
John introduced a motion for the board to authorize another pass by Peabody to blow leaves from certain carports, and for Phoenix Tree Service to look at our dead or nearly dead trees in the Village. Maggie seconded the motion, and the motion passed unanimously.
President: Tom reported that
a. Repairs underway/completed
i. Final installation of hail storm damaged gutter and downspout replacement completed.
ii. Final hail storm damaged screens repair in unit #1012 underway.
iii. Surface water damage repair in unit $1060 underway.
b. Repairs ordered
i. Several common area lighting system electrical repairs:
1. Stonecrest Ct. north entry post light to be replaced completely.
2. Post lighting underground wiring to be replaced and buried to complete emergency repair that was made in from of the Dublin Rd. Building.
3. Temporary underground splice at NE corner of 3267 SC carport to be corrected.
4. Contact Mike Holly for last gutter cleaning of the year.
2. Other Items
a. Two “No Parking” signs installed to stop the vehicle lane blocking needed for emergency vehicle access and interference with entering existing defined parking spaces.
Old Business:
1. The Board discussed the review and rewrite of Handbook rules on resident & guest parking because of ongoing abuse. Issues to be decided in 2008, after we enlist the advice and support of the new management company will be:
a. Parallel curb parking
b. Utility trailer parking
c. Third vehicle parking
d. Visitor/Guest limitations and definitions thereof.
New Business:
1. Problem areas to confront
a. Resident’s dogs being let out in the common areas without being on a leash as required.
Information for the good of the Association:
1. VILLAGE REGULATIONS VIOLATIONS NOTED:
i. Resident’s dogs being let out in the common areas without being on a leash as required.
ii. Residents not observing the toileting requirements for their dogs.
iii. Resident’s third vehicle parking rules being violated
iv. Resident’s carport storage limitations not being followed.
In order to prevent frozen and broken water piping and subsequent water damage, residents are reminded to disconnect all hoses from the bib of the water faucets in the garage areas and on the outsides of their units. Also, the speed limit in the complex is 15 mph. Please use caution when exiting your garage or turning “blind” corners for the benefit of your friends and neighbors.
Adjournment: Maggie moved and John seconded the motion to adjourn the meeting. The motion passed unanimously and the meeting was adjourned at 8:31 PM.
Next Board Meeting: The next condo association meeting will be held at 6:30 on Monday, Jan 14th at 3216 Brookview Way. The board will not meet in December.
Minutes submitted by Maggie Perkins, Secretary.
Current Board Members:
(Editor's note: Board Member email addresses intentionally removed.)
Tom Myers John Owen Connie Grekowicz
Serena Serra Judith Lynne Maggie Perkins
Tom 2:33 PM
Stonebrooke Village Condo Assoc Board of Directors Meeting
Monday, October 22nd, @6:30 PM
Location: 3220 Brookview Way
Board Members Present: Connie Grekowicz, Maggie Perkins, Judith Lynne, John Owen,
And Tom Myers. Excused: Serena Serra
Resident Guest: Marilyn Myers
Owner Approval Request:
The Board received and reviewed a proposal from the resident in unit account #1015 for new rear Deck/Balcony addition by Owner for review. The board rejected the proposal because of insufficient drawings/documents provided and because the unit owner did not make the request.
Board Member reports:
Secretary: The minutes for September’s meeting were presented for approval. Judith made the presentation as assistant Secretary in Serena’s absence. Connie moved, and Maggie seconded the motion that the minutes be approved. The motion passed unanimously.
Tom announced that Serena has requested to be relieved of her duties as Secretary and assume the roll of Member at large. Maggie will assume the roll of Secretary for the duration of her term.
Treasurer: Connie presented the regular checking account, the reserve‘s financial activity and the insurance claim fund transactions for the month of September. Judith moved and Maggie seconded a motion to approve the September financial report. The motion carried unanimously.
Vice-Secretary: Judith reported on a proposal to contact contractors who do tree work to look at our dead or nearly dead trees. We would like someone to come in and possibly bid the entire complex on an annual basis (work to be completed as needed, or in a cluster –whichever makes the most sense). Judith will contact Randy Kitchen, and other contractors to acquire cost estimates for projections on next year’s budget.
President: Tom reports that we have had three more water damage claims from recent heavy rains. Repairs are under review, and if the association is responsible under the terms of the condo regulations, we will assume cost for the repairs.
Some of the trim work on the cedar replacement was temporarily suspended due to weather, but will resume when the weather and schedules permit. Extra work on certain chases is expected and a request has been made to check for carpenter bees
Old Business: The Board discussed the review and rewrite of Handbook rules on resident & guest parking because of ongoing abuse. Some signage has been posted to prevent parallel curb parking and owners have been spoken to about third vehicle parking and Visitor/Guest limitations & definitions thereof.
New Business: The remainder of the meeting centered on the selection of a new Property Management Company to represent the Condo Association. A matrix, which compared all four companies on important categories (such as fees, attendance at Condo Board meetings, frequency of site inspections, services to residents for emergency repairs, readability of financial reporting, etc), was used to evaluate each candidate. Most board members were in close agreement on the selection. John motioned that we appoint June Clayman Management to manage the Condo. Judith seconded. The motion carried by unanimous agreement. Maggie volunteered to notify the other candidates who were not selected and acquire a final copy of the management contract from June Clayman. Two stipulations were added to the acceptance of the contract. One is that all members of the Board sign the agreement, and the other is that the Board receives a copy of proof of bond each year upon renewal of the contract.
Information for the good of the Association:
Residents are reminder of Village parking regulations: Please note that residents are allowed one carport space and one curb space. Guests are required to park in the Guest parking spaces. Please refer to the Rules and Regs for exact wording.
Also, some residents are still not in compliance with the storage limitations inside their carport areas. Some residents have been notified to remove disallowed items from their carports. Acceptable items are garden hoses.
Adjournment: Connie moved and John seconded the motion to adjourn the meeting. The motion passed unanimously and the meeting was adjourned at 8:39 PM.
Next Board Meeting: The next condo association meeting will be held at 6:30 on Monday, November 26, at 3249 Brookview Way.
Minutes submitted by Maggie Perkins, Secretary.
Current Board Members: (Editors note: Board Members' email addresses intentionally removed.)
Tom Myers John Owen Connie Grekowicz
Serena Serra Judith Lynne Maggie Perkins
Tom 2:21 PM
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