Stonebrooke Village Condominiums of Columbus, Ohio
Monday, June 23, 2008
Stonebrooke Village Condo Assoc
Board of Directors Meeting
Thursday, May 15, 2008
Location: 3216 Brookview Way
Board Members Present: Kristy Owen, Judith Lynne, John Owen and Tom Myers.
Board Members Absent: Marilyn Myers (excused).
There being a Quorum, President Tom Myers called the meeting to order at 6:35 p.m.
Property Manager Representation: June Clayman/Clayman Property Management
Resident Guest: None present
Determination of Board Member Positions:
Secretary: Kristy Owen Vice Secretary: Judith Lynne
Treasurer: Marilyn Myers Vice President: John Owen
President: Tom Myers
Judith Lynne made a motion to accept the 2008 board positions. John Owen seconded the motion. The Chair called for a vote and the motion was approved.
Secretary Report: President Tom Myers presented the minutes of the March 20, 2008 Board meeting to the members for review and comments. There were no changes, corrections or additions to the minutes as presented. Consequently the Chair asked for a motion to approve the minutes. John Owen motioned to approve the minutes as presented and reviewed; Judith Lynne seconded the motion. The Chair called for a vote and the motion was approved. The May minutes will be posted on the Association’s website www.stonebrooke.blogspot.com.
President Tom Myers presented the minutes of the Annual meeting held on April 17, 2008. There is a change in the first paragraph that needs to be recorded. There were a total of 30 unit owners not 25. Nineteen unit owners not fourteen. Judith made a motion to approve the Annual meeting minutes with changes for recommendation to present at the 2009 Annual Meeting. John Owen seconded the motion. President Myers called for a vote and the motion was approved.
Financial Report:
The Chair asked Property Manager, June Clayman to present and review the March Association’s financial activity reports with the Board. June Presented and reviewed with the Board the following financial reports:
1. Balance Sheet as of 3/31/08: Total Current Assets=$32,452.77, Total Liabilities & Equity=$32,452.77
2. Profit & Loss YTD Comparison:
3. Accounts Receivable Aging Summary as of March 31,2008: There were four, 1-30 day past due unit accounts, there were two 31-60 day past due unit accounts. There was one 61-90 day past due unit accounts. All other unit accounts were shown current.
4. Profit & Loss Budget Performance for March, 2008.
5. Check Detail for March, 2008.
After the review of the information as provided by Property Manager, June Clayman, John Owen made a motion to accept the financial activity report as presented. A second was made by Kristy Owen. The Chair recognized the motion and it’s second and called for a vote on the motion. The motion passed.
The Chair then asked June Clayman to present and review the April Association’s financial activity reports with the Board. June presented and reviewed the following reports:
1. Balance Sheet as of 3/31/08: Total Current Assets=$38,517.99, Total Liabilities & Equity=$38,517.99
2. Profit & Loss YTD Comparison:
3. Accounts Receivable Aging Summary as of April 30,2008: There were five, 1-30 day past due unit accounts, there were two 31-60 day past due unit accounts. There was two 61-90 day past due unit accounts. There was one >90 day past due unit accounts. All other unit accounts were shown current.
4. Profit & Loss Budget Performance for April, 2008.
5. Check Detail for April, 2008.
Property Manager Reports:
1. Association information as presented by the property manager.
a. June said that there were 3 unit transfers. (3282 Brookview Way, 3265 Brookview Way and 3214 Brookview Way).
b. June said that a unit owner request for a new door had come in and that they had been given information on what to do in order to keep within the requirements of the Association.
2. The board members along with the property manager discussed what needed to be included in the newsletter that is to go out to the association in June.
3. The board members discussed with June Clayman, Property Manager, the unit occupant registration information sheets that were passed out at the beginning of 2008 . Each unit is required to submit current contact information yearly to the Association for its records. The Board instructed property manager to mail the required form to each owner and/or resident that had not provided such required information.
Old Business:
1. President Tom reported that the 10 light post fixtures ordered from Panic Lighting should be in by next week and they were approximately $37.10/each.
New Business:
1.The Board and Property Manager reviewed the Roth Construction remediation proposals for:
a. 3120-3234 Dublin Road building
b. 3255-3265 Brookview Way building
c. 3265-3281 Stonecrest Ct. building
d. 3225-3239 Stonecrest Ct. building
John Owen made a motion to approve all of Roth Construction’s proposals subject to the Association’s financial re-evaluation by Roth Construction. Judith Lynne seconded the motion. The Chair recognized the motion, called for a vote and the motion was approved.
John Owen made a second motion to proceed with the Dublin Rd. building based on Roth’s proposal and subsequent buildings as funds come available. Kristy Owen seconded the motion. The Chair recognized the motion, called for a vote and the motion was approved.
2. The following items were discussed by the Board members:
a. Getting bids to paint the exterior of the freestanding carports(11 units).
b. Pharazyn submitted a proposal for tree removal($37.36), ground cover for island beds. Judith Lynne made a motion to accept Pharazyn’s proposal for the tree removal and Dublin Rd island beds. John Owen seconded the motion.
Board Member reports: For this meeting, because of the new members, board member reports were dispensed with.
1. Treasurer, Marilyn Myers:
2. Secretary, Kristy Owen:
3. Vice-Secretary, Judith Lynne:
4. Vic-President, John Owen:
5. President, Tom Myers:
Information for the good of the Association: No comments were made for this item.
Adjournment: John Owen moved and Judith Lynne seconded the motion to adjourn the meeting. The motion passed unanimously and the meeting was adjourned at 8:50 PM.
Next Board Meeting: The next condo association meeting will be held at 6:30 on Thursday June 19th at 3220 Brookview Way.
Minutes submitted by Kristy Owen, secretary.
Current Board Members:
(Editor's note: Board member email addresses intentionely removed.)
Tom Myers John Owen Judith Lynne
Marilyn Myers Kristy Owen
Tom 9:56 AM
Thursday, June 12, 2008
STONEBROOKE VILLAGE CONDOMINIUM ASSOCIATION
ANNUAL MEETING MINUTES
Thursday, April 17, 2008(Editor's Note: This is a "final draft" of the annual meeting minutes only. These minutes have been reviewed by the Board and have been recommended for presentation at the next annual meeting for voting by the Association owners in attendance. Also, there was no regular monthly Board meeting held in April.)
Announcement of Quorum:
There were a total of 30 unit owners present for the meeting. Nineteen unit owners were present and eleven owners were represented by proxies. Having met the minimum attendance requirement, the President announced the annual meeting could proceed.
The meeting was called to order at 6:21 pm by President Tom Myers.
Introduction of existing board members and property manager:
Present board members were introduced by the President: Vice-President John Owen, President Tom Myers, and Vice-Secretary Judith Lynne. It was noted that Board members Treasurer Connie Grekowicz and Secretary Serena Serra were excused.
The Association’s new property manager June Clayman was introduced by the President and Ms. Clayman presented information about her company, how best to communicate with them, about the extra services available to unit owners, and reminding owners that condo fees should be made payable to Stonebrooke Village and not to Clayman Properties.
Minutes of the April 2007 Annual Meeting:
The minutes of the April 2007 annual meeting were presented by the President on behalf of the Secretary. Erin Higgins moved to accept the 2007 Annual Meeting minutes as presented, and Mrs. Seeger seconded the motion for approval of the minutes as presented. There was no discussion, a vote was called by the President, and the minutes were accepted unanimously.
State of the Village Address:
Tom Myers gave a general overview of major projects that took place in 2007. He reported that, as a result of hail damage of October 2006, and subsequent insurance pay outs, all new and upgraded roofing had been installed, new and enlarged gutters and downspouts had been installed, some windows replaced, and screens had been repaired. Other maintenance items of note paid from regular operating income included, but were not limited to, the completion of the exterior remediation wood trim, painting work, except for the stucco painting, for the 3248-3266 Brookview Way and the 3208-3226 Brookview Way ten family buildings. Also completed was the retaining wall at the end of 3208 Brookview Way, completion of the rubber roof chimney caps on all building chimneys, and several major basement rain water intrusion remediation's in units in the Dublin Road and the 3270-3284 Brookview Way buildings.
Prospects for maintenance projects in 2008 would be to complete the exterior building wood and trim painting remediation on the remaining 4 buildings in the Village. Probably the following year would include stucco painting throughout the complex. It is anticipated that this would require a one time assessment of each unit which would most likely start in the late summer of 2008 in order for this project to be started and completed in 2009. Also coming up long term would be parking lot repair and repair of curbs.
Current board member comments:
The President then asked each Board member if they would like to share any comments about the Village.
John Owen shared some of the history of the condo association and their experiences with management companies.
Judith Lynne talked about some current activities with a new lawn care company, Pharazyn Landscaping, and with Phoenix Tree Care. Judith stated that a list of acceptable trees for replacement planting in front flower beds is available through Clayman Properties.
An owner reported information about alternative tree care people he though might be cheaper. He was asked to give that information to Clayman Properties for future bidding. It was also clearly stated that anyone wanting to do work for the benefit of the Association should first contact the property manager before starting. Additionally, it was noted that prior Board approval was required for modifications made to any common and limited common area of the Association property including the buildings themselves.
Treasurer’s report:
The operating expense report for the calendar year 2007 was presented by President Myers on behalf of the Treasurer. Steve Clemmons moved, and Nan Hadley seconded that the report be approved as presented. There were some questions and discussion. The report, as presented, was approved unanimously after a vote was called by the President.
The budget for the calendar year 2008 was presented by President Myers on behalf of the Treasurer. Jane Wenner made a motion for approval of the 2008 operating budget. Anne Huber seconded the approval motion of the budget. Discussion followed. Subsequently, the motion for the budget approval as presented was approved unanimously after a vote was called by the President.
The chair called for a motion to approve the year-end remaining 2007 operating funds to be credited to the 2008 operating fund and to confirm that similar action be taken by the board in it’s January regular meeting. The president accepted a motion for its approval from Anne Huber which was immediately followed by a second from Jayne Wenner. There being no discussion, the President called for a vote and the motion was approved unanimously.
Tom mentioned that it is the intention of the board to retain the remaining funds in the storm repair account to be applied to the expense of stucco painting in 2009.
Election of the Board of Directors:
There were no nominations from the floor for additional candidates for the board other than those people who had already submitted their names. These five nominees are: Connie Grekowicz, Judith Lynne, Kristy Owen, Marilyn Myers and Tom Myers.
It was noted the terms of office for the board members have become unbalanced with only one position being up for election one year and the remaining four positions being up for election on the alternate year. This is the year when four positions are to be filled. To remedy this situation, it was suggested by the property manager June Clayman, that a motion be introduced from the membership to adjust the board members terms of this election in a manner that would bring the board member terms into an alignment closely resembling the requirements of the Association By-Laws. Consequently, a motion was made by Jane Wenner stating that “For the purposes of this election only, the three nominees receiving the highest number of votes will be elected for two years, and the nominee receiving the fourth highest number of votes will be elected for one year.” Anne Huber seconded the motion. The President accepted the motion and its second and called for discussion. Hearing none, the president then called for a vote and the motion was approved unanimously.
The President then asked each nominee to introduce themselves to the membership. Following the introductions, the President reviewed the ballot and the voting procedure, clearly stating that any ballot with five names checked off would be automatically voided. With that, the President called for the marking of the ballots. The ballots were collected and given to the property manger June Clayman for counting.
The vote was made by paper ballot and counted by June Clayman and assisted by Anne Huber. As a result, the following members were elected to the board:
Marilyn Myers – 2 year term, ending 2010
Tom Myers – 2 year term, ending 2010
Judith Lynne – 2 year term, ending 2010
Kristy Owen – 1year term, ending 2009
The new Board member terms will end with the close of business of the Annual meeting of the year as determined by the vote.
Open forum:
There was a discussion of the trap/neuter/release program for feral cats that some residents operate in cooperation with the Capital Area Humane Society. The board does not have a policy relating to this program.
A resident asked if we might obtain a group rate for chimney cleaning. June will look into this for the association.
Residents were informed of an experimental project in two carports. The roof overhangs that harbored animals, particularly raccoon nests, have been boarded up. We are waiting to find out what effect this has on animal nuisances. Further carports may be treated if this intervention proves effective.
There was a brief discussion of possible changes to be considered for the Handbook of Rules and Regulations regarding definitions of owners, residents, guests, and tenants to be used in applying parking space regulations to resolve current parking problems and several other corrections and additions to be made for clarity of intent. The discussion also included some comment on a necessary rework of the Ownership Documents to bring them into line with current Ohio Condominium Law.
There was a brief discussion concerning the replacement tree selections that had been made in which the majority of the types of approved trees were mentioned.
Move to adjourn:
There being no further business to be brought to the attention of the membership, Erin Higgins moved to adjourn and Mrs. Seeger seconded. A vote on the motion was called by the President, and the motion was approved unanimously. The time of adjournment of the annual meeting was noted by the President as being 8:45 PM.
Respectfully submitted, Judith Lynne Vice-Secretary
The next regular board meeting will be at 6:30 pm, May 15 at 3216 Brookview Way.
Tom 10:24 AM
STONEBROOKE VILLAGE CONDO ASSOC
MONTHLY BOARD of DIRECTORS MEETING
Thursday, March 20, 2008
Location: 3220 Brookview Way
Board Members present: Tom Myers, Judith Lynne, and John Owen.
Board Members Absent: Connie Grekowicz (excused); Serena Serra (excused).
There being a Quorum, President Tom Myers called the meeting to order at 6:29 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:
President Tom Myers presented the minutes of the February 21, 2008 Board meeting to the members for review and comments. There were no changes, corrections or additions to the minutes as presented. Consequently, the Chair asked for a motion to approve the minutes. John Owen motioned to approve as presented and reviewed; Judith Lynne seconded the motion. The Chair called for a vote and the motion was approved. The February minutes will be posted on the Association’s website www.stonebrooke.blogspot.com .
Financial Activity Reports:
The Chair then asked the Property Manager June Clayman to present and review the February Association’s financial activity reports with the Board. June presented and reviewed with the Board the following financial reports:
Balance Sheet as of 2/29/08 indicating Total Current Assets of $32,157.69 and Total Liabilities & Equity of $32,157.69.
Profit & Loss YTD Comparison showing a Net Income Loss of ($8,044.47) for February ’08, and a Net Income of $1,375.25 for the period January – February ’08.
Accounts Receivable Aging Summary as of February 29, 2008. There were five, 1-30 day past due unit accounts; there were two, 31-60 day past due unit accounts. All other unit accounts were shown current.
Profit & Loss Budget Performance for February, 2008.
Check Detail for February, 2008.
After the review of the information as provided by Property Manager June Clayman, John Owen made a motion to accept the financial activity reports as presented; 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.
It was also clarified by the Board and Property Manager June Clayman the required 10% transfer into the Reserve Account would be done on a quarterly basis.
Old Business:
1. Property Manager June Clayman informed the Board the D&O Insurance policy with State Farm Insurance had been obtained and was in force and meet all requirements of the Property Manager’s contract requirements. June Clayman stated the former D&O Insurance policy with State Auto was cancelled on behalf of the Association at her request and the Association will receive a pro-rated refund from State Auto. A motion to confirm the action of the Property Manager concerning the D&O Insurance activity was made by John Owen and seconded by Judith Lynne. The Chair accepted the motion, a vote was called and the motion was approved.
2. The tax filing report for 2007 was presented and signed by the Board President.
3. Maintenance Update by the Property Manager was made on the following items:
a. The trial freestanding overhang closure of the 3208-3216 & 3218-3226 Brookview Way carports was completed and hopefully the area can no longer be used as a place of refuge for ravine and woods roaming animals. The Board will continue to monitor these carports effectiveness for possible future installations if deemed feasible.
b. A roof leak in a unit of the 3225-3239 Stonecrest Ct building was investigated; action to locate and abate the leak was taken using Roth Construction and Holley Roofing.
4. At the request of the Property Manager, the Board voted to confirm their email acceptance of the Pharazan Landscaping Company bid prior to this Board meeting for the 2008 calendar year. John Owen made the motion and it was seconded by Judith Lynne. The Chair called for a vote and the motion was approved. President Tom Myers signed the contract as presented by Pharazan Landscaping.
5. The Board requested the Property Manager to obtain a proposal/bid from Pharazan Landscaping for the rework and replanting of the island area located in the parking area on the east side of the Dublin Road building with specific guidelines towards plant permanence, ease of maintenance and simplicity of future plant care. A proposal was also requested from Pharazan Landscape for the planting of new tree saplings in the vicinity of the new retaining wall area with the saplings being provided by the Board.
6. The Board and Property Manager reviewed the Phoenix Tree Services proposal for tree maintenance around and within the Village property. A motion was made by Judith Lynne to ask Phoenix Tree Service to review the current tree situation within the Village and to provide a suggested course of action to the Board and the Property Manager to take care of the most urgent tree problems including, but not limited to, trimming and removal about the Village in an amount not to exceed $2000. John Owen seconded the motion. The Chair called for a vote and the motion was approved.
7. Property Manager June Clayman presented the Peabody Landscape company invoices for the snow removal for February. It was noted by June Clayman, that Peabody raised the cost of salt used for deicing by $70 per ton without previous notice in difference to the proposal signed by the Board. At June Clayman’s request, and on a motion by John Owen, seconded by Judith Lynne, and accepted by the Chair, the Board authorized the Property Manager to write a letter of protest to Peabody Landscape for this additional increase and for the property Manager to pay the current invoices based on the salt charge agreed to in the proposal so signed by the Board. A vote on the motion was called and the motion was approved.
8. Tom Myers informed the Board of a post light damaged during the recent big snow storm was reported and that it has since been repaired by the replacement of the post-top lighting fixture.
New Business:
1. A discussion about the upcoming annual Association meeting was held. Property Manager June Clayman indicated that the date of the meeting will be Thursday, April 17, 2008 and will be held at the Indian Camp activity hall starting at 6:00 P.M. The Property Manager will provide the updated unit owner sign-in sheet for the meeting and the Board will provide other necessary meeting materials. Tom Myers will work closely with June Clayman in preparation for this meeting.
2. Tom Myers requested Board approval to purchase 10 new post-top lighting fixtures for use as replacements to have on hand for the post lights when needed at an expected cost of approximately $400.00. Currently, there is only 1 such fixture left for such replacement and it generally takes about 10 fixtures for repair purposes for the year. John Owen made a motion to approve such and expenditure; it was seconded by Judith Lynne. The Chair recognized the motion, called for a vote and the motion was approved.
Board Member Reports:
Vice-Secretary: Judith Lynne. No additional information to report.
Member-at-Large: Serena Serra. (Excused)
Vice President: John Owen. John noted the completion of the carport overhang closure and that it was completed in both carports and he thought they would certainly inhibit any future ravine and woods area creatures from using the overhang for residency.
Treasurer: Connie Grekowicz. (Excused)
President: Tom Myers. No additional information to report.
Information for the good of the association:
There was nothing reported for this item at this meeting.
Next Board Meeting:
There will be no scheduled Board meeting to be held in April. The next scheduled Board meeting will be held tentatively May 15, 2008 at 3216 Brookview Way beginning at 6:30 PM.
Adjournment:
John Owen made a motion to adjourn, seconded by Judith Lynne. Motion was approved. Meeting ended at 8:30 PM.
Minutes respectfully submitted by President Tom Myers
(Editor's Note: Email addresses of Board members intentionally omitted.)
Current Board Members:
Tom Myers Connie Grekowicz
Serena Serra Judith Lynne
John Owen
Tom 10:18 AM