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Friday, October 17, 2008
Stonebrooke Village Condo Assoc
Board of Directors Meeting
Thursday, September 18, 2008
Location: 3269 Stonecrest Ct.
Board Members Present: Judith Lynne, John Owen, Marilyn Myers and Tom Myers.
There being a Quorum, President Tom Myers called the meeting to order at 6:43 p.m.
Board Members Absent: Kristy Owen, Excused.
Property Manager Representation: June Clayman/Clayman Property Management, excused.
Resident Guest: Kathleen Seeger, owner 3271 Stonecrest Ct. and Laura Seeger, Tenant; Curtis McKenzie w/ Highlander Construction Services, LLC as the contractor representative for Kathleen Seeger.
Owner Approval Request:
1-a: Regarding the proposed deck extension for 3208, Marilyn moved to confirm the Board’s action in withholding acceptance of sealed drawings submitted by unit owners for the reason of the explanation given to them by the Board; Judith seconded the motion. A vote was taken and the motion was approved.
1-b: Marilyn moved to table 3208 Brookview Way unit owner request for deck extension until acceptable sealed drawings are received. Judith seconded motion. A vote was taken and the motion was approved.
2: Preliminary drawings were submitted regarding the construction of an elevated deck for 3271 Stonecrest, the Chair discussed the ramification and responsibilities of the unit owner for adding an elevated deck. Proposed drawings for a 12’ x 12’ deck were presented. Discussions were held about there not being any vision blockage associated with the proposed deck extension to interfere with the ravine view to the west from 3269 Stonecrest Ct unit owners and as well as the drawings needed to show a 1.5 ft off-set from each of the edge of the unit. Based on discussions, revised drawings will be submitted with 1.5 ft offsets from each edge of the building, 42” rail and an offset “L” shaped stairs with a 1.5 ft offset from the unit edge. The other adjoining neighbor needs to be consulted regarding the proposed deck extension. Electronic submission in PDF format to the Board for reconsideration is acceptable. Based on receiving electronic submission, the board will consider the proposal.
Secretary Report:
President Tom Myers presented the minutes for the, July 17, 2008 Board meeting to the members for review and comments. There were no changes, corrections or additions to the minutes as presented. The Chair asked for a motion to approve the minutes. Judith motioned to approve the minutes as presented. John seconded the motion. The Chair called for a vote and the motion was approved. The minutes will be posted on the Association’s website www.stonebrooke.blogspot.com.
Financial Report:
1. The Chair presented for review the Association’s financial activity reports for July 2008. The board reviewed with the Board the following financial reports:
1. Balance Sheet as of July 31, 08.
2. Profit & Loss YTD Comparison.
3. Accounts Receivable Aging Summary as of July 31, 2008.
4. Profit & Loss Budget Performance for July 31, 2008.
5. Check Detail for July 2008.
6. Late payer reports for July 2008
After the review of the information as provided by Property Manager, John made a motion to accept the financial activity report as presented for the July 2008 Financial statements. Judith seconded the motion. The Chair recognized the motion and it’s second and called for a vote on the motion. The motion passed.
2. The Chair presented for review the Association’s financial activity reports for August 2008. The board reviewed with the Board the following financial reports:
1. Balance Sheet as of August 30, 2008.
2. Profit & Loss YTD Comparison.
3. Accounts Receivable Aging Summary as of August 2008.
4. Profit & Loss Budget Performance for August 2008.
5. Check Detail for August 2008.
6. Late payer reports
After the review of the information as provided by Property Manager, John made a motion to accept the financial activity report as presented for the August 2008 Financial statements. Marilyn seconded the motion. The Chair recognized the motion and it’s second and called for a vote on the motion. The motion passed.
3. The board President disclosed that the regular Arlington Bank checking account was closed and the remaining funds were deposited in the National City Bank operating account managed by the property manager. However, the Board still retains the Association’s Reserve Account at the Arlington Bank.
4. The Board received the payment from Franklin County Engineer’s Office for the permanent and temporary property easements associated with the re-construction of the Dublin Road bridge.
Property Managers Report:
1. Two roof leaks were reported to the Property Manager. 3245 Brookview and 3218 Brookview reported leaks. The property manager has referred both leaks to a contractor for repair.
2. Storm damage was discussed. Pharyzyn will be removing fallen trees and limbs.
Old Business:
1. The board also received copies of the temporary and permanent easements from Franklin County Engineers Office. The permanent easement was recorded with the County Recorder’s office by the Franklin County Engineer. The temporary easement does not require recording and is valid for only one year.
2. Board will be directing property manager to address lack for response by unit owner 3214 Brookview regarding remodeling activities and addressing board’s concerns with the Association’s attorney.
3. Lawncare/landscaping update: Pharyzyn will be submitting an updated account status with available “account credit” due to missed mowing.
4. The next meeting to discuss updating the condominium Handbook of rules and regulations was scheduled for October 2nd 7:00p.m. at 3220 Brookview Way.
New Business:
1. The Board discussed authorizing Roth Construction to begin the exterior remediation of 3255-3265 Brookview Way. Judith made a motion to authorize Roth Construction to proceed with the remediation of 3255-3265 Brookview Way. John seconded the motion. Vote was taken and the motion passes.
2. The board discussed the Motorcycle parked at 3258 Brookview Way. Judith moved to table the issue until next meeting. John seconded the motion. Vote was taken and the motion passes.
3. The board discussed the non-compliant window treatment at 3254 Brookview Way. President Tom Myers will direct the property manager to contact the unit owner regarding the problem and its resolution.
4. The board considered posting a “Board Meeting Notice” at mail centers as a unit owner FYI. It was determined that meeting information about an upcoming meeting could be obtained by contacting the property manager or any Board member.
5. The board discussed the request for providing recycling on condominium property. Marilyn moved to table the issue until next meeting at which time additional information will be provided by Judith. Judith seconded the motion. Vote was taken and motion passes.
Board Member reports:
1. Treasurer, Marilyn Myers: Discussed landscaping issues.
2. Secretary, Kristy Owen: none
3. Vice-Secretary, Judith Lynne: none
4. Vice-President, John Owen: none
5. President, Tom Myers: none
Information for the good of the Association:
Unit owners are reminded of the Handbook’s rules/requirements/responsibilities about checking the sump pump for operation if they have one located in their unit basement. The Association is responsible for the replacement of an inoperative sump pump, but not for any damage that results from an unreported inoperative sump pump failure. Inoperative sump pumps need to be reported to the property manager as soon as possible for repair or replacement.
Board of Directors meetings is scheduled for the 3rd Thursday of each month, except for December when the Board does not hold a business meeting. Meetings begin at 6:30 PM, and are held at the residence of a Board member. The location of the next regularly scheduled meeting can be obtained by contacting the property manager or any current Board member.
Board approved meeting minutes are available for viewing at the ww.stonebrooke.blogspot.com web site. A draft copy of the latest meeting minutes is available electronically from the property manager upon request approximately ten days after the meeting; however, these draft minutes are subject to review and correction at the next monthly meeting.
Re-cycling facilities are available and located behind the Mill Run/Fishinger Road Fire Station for those desiring to participate in re-cycling.
Residents are reminded of the limitations of carport storage items. Carport storage is limited to a hose, hose reel and a small amount of firewood only.
Adjournment: Marilyn moved and John seconded the motion to adjourn the meeting. The motion passed unanimously and the meeting was adjourned at 9:42 p.m.
Next Board Meeting: The next condo association meeting will be held at 6:30 p.m. on Thursday at October 16, 2008 at 3220 Brookview Way – Judith Lynne’s residence.
Minutes submitted by Kristy Owen, Secretary.
(Editor's Note: Board Member email addresses intentionally removed.)
Current Board Members:
Tom Myers John Owen Judith Lynne Marilyn Myers Kristy Owen
Tom 11:29 AM
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