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Sunday, March 30, 2008
STONEBROOKE VILLAGE CONDO ASSOC
MONTHLY BOARD of DIRECTORS MEETING
Thursday, February 21, 2008
Location: 3269 Stonecrest Ct.
Board Members present: Tom Myers, Judith Lynne, Maggie Perkins, John Owen and Serena Serra.
Board Members Absent: Connie Grekowicz (excused)
There being a Quorum, President Tom Myers called the meeting to order at 6:32 pm.
Property Manager Representation: June Clayman/Clayman Property Management
Resident/Guest attendance: Marilyn Myers
Owner Approval Request: There were no approval requests made to the Board.
Secretary:
Secretary Maggie Perkins submitted the minutes of the January meeting to the Board and asked for review and approval. Upon completion of the review of the minutes, a motion to accept the minutes as submitted was made by John Owen and followed by a second by Judith Lynne. The Chair acknowledged the motion and is second and called for a vote. The Motion passed.
Immediately thereafter, the Chair brought to the attention of the Board that Maggie Perkins had submitted her resignation from the Board, effective immediately. The Chair recognized a motion by Serena Serra to accept Maggie’s resignation from the Board as requested. A second to the motion was made by Judith Lynne. The Chair then called for a vote on the motion and the motion passed. The Board thanked Maggie for her service during her tenure on the Board, especially for her work with the insurance company for the 2006 Hail Storm damage, and the many other services she provided to the Board for the benefit of the Stonebrooke Village Condo Association.
Treasurer:
On behalf of Connie Grekowicz, the Chair presented the Association’s January retained financial accounts to the Board for review and approval. After the presentation and review, John Owen made a motion to accept as presented and reviewed; a second was made by Judith Lynne. The Chair recognized the motion and its second and called for a vote on the motion. The motion passed. The Board instructed the property manager to incorporate these financials into her records to correctly reflect the Association’s overall financial status; Ms. Clayman agreed to this request.
The Chair then submitted the 2007 Association Year-End financial report to the Board for its review and approval for publication at the annual meeting. Upon completion of the review process, John Owen made a motion to accept as presented and to approve it for publication at the Annual meeting; a second was made by Serena Serra. The Chair recognized the motion and its second and called for a vote on the motion. The motion passed.
The Chair then asked June Clayman to present and review the Association’s financial activity reports with the Board. After its review of the information as provided by June Clayman, Serena Serra made a motion to accept as presented; a second was made by John Owen. The Chair recognized the motion and its second and called for a vote on the motion. The motion passed.
Old Business:
A discussion between the Board and the property manager was entered into about web site publication only of the Board meeting minutes in lieu of doorstep delivery. The property manager said the management company did not have such a capability and furthermore she indicated that it was not recommended by reason that many owners do not have computers, and/or do not choose to do such internet access. In lieu, June Clayman suggested doing a quarterly topical news letter covering pertinent activities affecting the Village and to make such a presentation at the Annual Meeting. The Board members indicated this would be a possible course of action to pursue. It was also mentioned that Board minutes are already published on the internet at the Village’s website http://www.stonebrooke.blogspot.com/ . At this point, and by consensus, the Board chose to continue this discussion at a later date.
A discussion then followed about the publication of the Association’s financial activity reports and how they would be made available to the unit owners. It was suggested that a quarterly report of such activity be incorporated into the news letter covering pertinent activities affecting the Village as had already been suggested.
The property manager discussed and asked for action on the following matters of concern to the Association:
Statutory Agent Update: Provided necessary paper work to be signed for Clayman Property Management to be appointed as the Statutory Agent for the Association.
Reinstatement of Corporation: Provided necessary paper work to be signed for Clayman Property Management to reinstate the non-profit corporation status for the Association.
the Board instructed the property manager to obtain the Fidelity Coverage insurance from Grafmiller & Davis and to obtain quotes from other insurance companies for the D&O coverage required to replace the current coverage which will not extend coverage to the property manager as required buy the contract with them, whereupon such coverage will replace the Association’s current D&O coverage. The quotes are to be reviewed at the next Board meeting.
Lawn care bids were presented by the property manager for review. Bids were presented by; 1) – Benchmark Landscape Construction Inc.; 2) – The Peabody Group; and 3) – Pharazyn Landscaping & Consulting, Inc.
Upon review of the bids, and upon the recommendation of the property manager, the Board agreed to tentatively accept the bid from Pharazyn Landscaping & Consulting, Inc. It was requested that Pharazyn Landscaping & Consulting, Inc. owner contact Judith Lynne to review his proposal and to discuss with her other issues of lawn care, landscape development and other pertinent issues thereto. Judith Lynne will report back on this at the next Board meeting with a recommendation regarding the Pharazyn Landscaping & Consulting, Inc. proposal.
A proposal from Phoenix Tree Service for the trimming, care and consideration for removal of all of the interior area decorative trees and the exterior ravine perimeter trees was to be reviewed, although received, it was not available for review at the meeting. It will be considered at next month’s meeting.
Annual meeting: The Board requested the property manager to contact the Indian Camp Recreation facility about its availability for the Association’s Annual Meeting in April. The Board tentatively identified the meeting date to be April 17, 2007, and if available instructed the property manager to secure this date for the meeting. If not available, instructions were given to the property manager to locate another suitable site. It was noted there will be four Board positions to be filled at the Annual Meeting.
The Chair then presented the following for Board consideration:
A bid from Roth Construction for the closure of the carport overhangs space in order to prevent animal habitat in the area. The proposal was reviewed, and the property manager suggested getting another quote for the work from another contractor they have worked with. The Board accepted this suggestion and so requested the property manager to obtain such a quote for the next meeting.
The Chair related to the Board his discussion with Ryan Berry of Roth Construction regarding the Stonecrest Court freestanding carport deflection appearance. It was suggested that, although it has sagged, it appears to be stable and a suggestion to monitor it for movement was made. Should movement be detected, then an appropriate course of action needs to be made. The Board acknowledged this information.
Board Member Reports:
Vice-Secretary: Judith Lynne. No additional information report.
Member-at-Large: Serena Serra. No additional information report.
Vice President: John Owen. No additional information report.
President: Tom Myers. No additional information report.
Information for the good of the association:
There was nothing reported at this meeting.
Adjournment:
John Owen made a motion to adjourn, seconded by Serena Serra. Motion was approved. Meeting ended at 8:35 pm
Next association meeting will be 6:30 pm Thursday, March 20th, 2008 at 6:30 pm at 3220 Brookview Way.
Minutes respectfully submitted by President Tom Myers
Current Board Members:
(Editor's Note: Board member email addresses have been intentionally removed.)
Tom Myers
Connie Grekowicz
Serena Serra
Judith Lynne
John Owen
Tom 12:05 PM
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