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Friday, November 28, 2008
Stonebrooke Village Condo Assoc
Board of Directors Meeting
Thursday, October 16, 2008
Location: 3220 Brookview Way-Judith Lynne Residence
Board Members Present: Kristy Owen, Judith Lynne, John Owen, Marilyn Myers and Tom Myers.
There being a Quorum, President Tom Myers called the meeting to order at 6:31 p.m.
Board Members Absent: None
Property Manager Representation: June Clayman/Clayman Property Management
Resident Guest: None
Owner Approval Request:
3208 Brookview Way
John made a motion to confirm the Board action to acknowledge receipt of building permit for enlarged elevated balcony/deck. Marilyn seconded the motion. Vote taken, motion passes.
John made a motion to confirm Board action to send a letter authorizing construction based on building permit and the documentation submitted to the Board for an enlarged balcony/deck. Judith seconded the motion. Vote taken, motion passes.
3271 Stonecrest Ct.
No plans were re-submitted. John made a motion to close the request due to lack of follow up by owner. Judith seconded the motion. Vote taken, motion passes.
3225 Stonecrest Ct.
a. John made a motion to confirm approval given to replace the front screen/storm door to match the unit previously approved at 3229 Stonecrest Ct prior to this meeting. Marilyn seconded the motion. Vote taken, motion passes.
Secretary Report: On behalf of the Board Secretary, President Tom Myers presented the minutes of the September 18, 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 motioned to approve the minutes as presented and reviewed; Judith 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:
The Chair asked Property Manager, June Clayman to present and review the Association’s financial activity reports with the Board. June Presented and reviewed with the Board the following financial reports:
1. Balance Sheet as of 09-30-08.
2. Profit & Loss YTD Comparison.
3. Accounts Receivable Aging Summary as of September 30, 2008.
4. Profit & Loss Budget Performance for September 2008.
5. Check Detail for September 2008.
6. Late payer reports
After the review of the information as provided by Property Manager, June Clayman, Marilyn made a motion to accept the September financial activity report as presented; seconded by John. The Chair recognized the motion and it’s second and called for a vote on the motion. The motion passed.
Property Manager’s Association Activity Report:
1. Complaints/Problems reported and resolved.
a. Wind Storm Damage:
i. A tree that was blown down was removed at 3244 Brookview Way.
ii. Mike Holley, roofing contractor, checked out the roof shingles for damage. He reported there was no apparent damage to the roof as a result of the windstorm.
iii. The gutter/downspout will be replaced at 3242-3244 Brookview Way.
iv. Storm debris was cleaned out of gutters.
v. There are downed trees behind 3267-3269 Stonecrest Ct. and 3216 Brookview Way.
vi. The carport for 3218–3226 Brookview Way that was damaged needs to be repaired. Roth construction sent in a quote for carport repairs. Other quotes are going to be taken from other sources.
b. Roth is not sure when they are going to be out working on building remediation of 3255-3265 Brookview Way. However, Tom indicated he thought it would be within the next few days.
2. 3214 Brookview Way- A letter was sent to the unit owner from Board’s attorney concerning non-compliance with the Association’s rules and regulations concerning the remodeling of the unit and its effect and ramifications for the owner.
3. Lawn care/landscaping update:
a. Dublin Rd. building parking lot “island” replanting/rework.
b. Other items: seeding in certain spots.
4. A letter was sent to the owner concerning non -compliant window treatment @3254 Brookview Way.
5. The post light at 3225-27 Stonecrest Ct. has been replaced because support post had rusted away. Also, the buried cable from this new post back to the next post had to be replaced because of the underground cable was damaged.
6. The outside main potable water turn-off “Curb Box” outside of 3267 Brookview Way will be replaced in order to eliminate a hazardous condition to people traversing the area.
7. Snow/Ice removal contract for winter 2008/2009. Bid proposals have come in from Peabody and Pharazyn. After review and comparison of the proposals, Judith made a motion to approve Pharazyn’s bid; John seconded the motion. Vote taken, motion passes.
8. Contracts for calendar year 2009.
a. Bid proposal from Pharazyn for the lawn contract is in. By board consensus it was agreed that the proposal will be tabled until the next meeting. Several points of interest and concern need additional information to be provided by the contractor.
b. After discussing a contract renewal for the continuation, at no increase in cost to the Association for services rendered, of the property management for the Association for calendar year 2009, the Board agreed by consensus to continue using the service of Clayman Property Service. June will be sending a contract with Clayman Property Management for 2009 at the next Board meeting.
9. During the 2008 Annual Meeting, the Board talked about the need for a Special Operating fee assessment for Stucco Painting. At this time, the board has tabled any talk for any Special Operating fee assessment due to the current economic crunch. The Board will reassess this position on this issue after the first of the year.
Old Business:
1. Recycling: Judith looked into recycling with-in the complex. Having recycling in our complex is not feasible at this time due to additional costs to the Association, which would ultimately cause an increase in monthly dues. Look for more information regarding places nearby to recycle in the upcoming newsletter.
2. Review of “Rules Handbook”-continuation
a. Future work session: table until next month.
b. Board members will continue to work and review the current compilation individually and try to have a completed copy ready for publication after the January meeting.
New Business:
1. There was an unauthorized removal of Brookview Way and Stonecrest Ct “No Parking” signs. This action was criminal vandalism of community property and such action is subject to the filing of criminal charges.
2. A BIG “Thank You”, goes out to the person who replaced our American Flag at the Brookview Way entrance. Your concern and consideration for the Association is greatly appreciated.
Board Member reports: No other reports were given at this time.
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:
1. Any one who has noticed or sees anyone stealing, vandalizing, removing, or otherwise destructing any Stonebrooke Village Condominium Association community property should immediately document the time, date, and identity of the individual(s) and notify the Property Manager or the Board of Directors of such action. This includes, but is not limited to, the removal of any signage or any other item vital for the health and safety of all Village residents.
2. Due to the increasing amount of feces found in the grass areas of the Village, pet owners are reminded they are required to immediately clean-up after their pet. When this is not done, the health and safety of all residents, children and their guests are compromised.
Adjournment: John moved and Judith seconded the motion to adjourn the meeting. The motion passed unanimously and the meeting was adjourned at 9:29 PM.
Next Board Meeting: The next condo association meeting will be held at 6:30 on Thursday November 20th at 3269 Stonecrest (Tom and Marilyn’s residence).
Minutes submitted by Kristy Owen, Secretary.
Current Board Members:
(Editor's Note: Board Member email addresses have been intentionally removed.)
Tom Myers
John Owen
Judith Lynne
Marilyn Myers
Kristy Owen
Tom 1:19 PM
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