Ashbrook Community Association
Minutes for Board of Directors Monthly Meeting
Ashbrook Community Clubhouse
As amended and
approved on
Call to order at
Present: Sue, William, Don, Catherine, Pat
Quorum established
Motion:
To approve the
By Catherine, second Don Motion carried
Motion:
To accept the
By Catherine, second Don Motion carried
Old Business
President/vice president’s report:
By Sue
Announce election results – William Megginson and to seat him on the board.
Accept the resignation of Stellar Management, read a letter from Tracey.
David Sowers sent:
Titles to common property, excluding the clubhouse and
playground areas along
A Bill of Sale and agreement to purchase the club house for $10
A Land lease for the land the clubhouse sits on for 25 years
A copy of a “For Sale” sign re:
Treasurer’s report:
Given by Don
Details for financials can be requested of Don.
In brief:
Balance end of June: $98,391.00
Balance today: $107,765.66
All bills have been paid except to the paving company.
The serious past dues went to the attorney.
On July 14, the April past dues will also be sent.
Secretary report:
No report
Board member report:
By Catherine
The resident books for renters will be given to William for the Safety and Security committee to distribute.
Management report:
No report
Safety and Security:
by William
National Night Out is
Social committee report:
By Sue for Stephanie Provo
Thy will start planning for the fall BBQ.
They are helping host the National Night Out
Are planning an open house party when the building is renovated.
Finance and Audit committee:
By Angela Day
Waiting for responses for proposed budget from the committee chairs.
Architectural Review committee:
Five new requests were received including a house addition and deck, roof repairs, and patio.
Working on forms to use for completed inspections.
Buildings and Grounds committee:
By Don as prepared by Bill Ruitenberg
1. The repaving of the walking
paths in the old section has been completed, and the repaving of the path from
the dam to
2. The fountain has been converted to a "Lakewood Full-Flow" pattern by Aquatic Services, which will give us much more aeration, and all of the light bulbs were replaced. The fountain was also moved over in front of the clubhouse deck to try to get more aeration into the cove by the clubhouse.
3. The clubhouse parking lot has been re-graveled at a cost of $880 and looks much better.
4. The irrigation system along the
median strip on
5. The landscaping contractor has removed all of the plants which died soon after they planted them, and will be replacing them soon.
6. At our request, VDOT sent in a
crew and bushhogged the sides of
By Jerry Oakley
Has received erosion complaints.
Has researched the cost of an 18” wall of pressure treated lumber: a 12’ section of 6x6 costs $30 plus galvanized posts if placed running horizontally would run about $8 a foot to construct. Referencing back to the meeting with Mr. McElfish who told the community at a meeting that you can re-claim your land back to the survey point. Of course if the survey says “water’s edge” then there is no land to re-claim, but if it references a point certain you can re-claim to that point.
Rip-rap runs about $80 a foot to construct.
He has called Army Corps of Engineers to find out the next steps in erosion control.
He pointed out we need a location for the algae air boat to launch from and requested any resident with an appropriate launch site to contact him.
New Business
President:
Election of officers
Motion:
The slate of officers for the coming year to be: President: Sue; Vice-president: William; Treasurer: Don; Secretary: Pat; Board member: Catherine
By Catherine, second Don Motion carried with one opposed
Motion:
To hire ACS West as our management company at $3.50 per house per month.
By Sue, second William Motion carried
Vice President:
No report
Treasurer:
Motion:
To allow David’s Towing to go on Ashbrook Common Area Properties to remove vehicles that are illegally parked at no expense to Ashbrook.
By Don, second Catherine Motion carried
Motion:
To add item 26.5 to Section 26 of Exterior Alterations of the Ashbrook Architectural Standards and Guidelines with the following wording: Portable basketball goals may be kept in the front yard ONLY if the base of the goal touches the driveway and is within three (3) feet of the horizontal frontline of the house.
By Don, second Catherine Motion carried
Motion:
We shall insert the pool amendments that were passed at the
By Don, second William Motion carried
A report on research into walking paths on Shady Banks was given.
Member voice:
Re: covenant enforcement
The letter received for fence violation is written in a very condescending tone, it was shared with some board members. This resident feels there is a negative atmosphere in general about covenant violations. Mr. Overby gave verbal approval for alterations to her house.
Board response:
Privacy fences are specifically not allowed in the covenants. She was referred to the Architectural Review Committee. The letter template was not reviewed for language and will be re-written.
Re: street parking rules
Covenants do not allow, yet her street is full of cars
Board response:
State laws prevail over covenants in this case. State law allows parking on state maintained roads. Our roads are state maintained.
Re: what is the mail box rule?
Board response:
It is a black mailbox on a wooden post
Two complements were extended to the board on their efforts, notwithstanding their personal distress over receipt of violation letters.
Adjournment At
Respectfully submitted by:
Pat Doniger, secretary