Ashbrook Community Association

Board of Directors

Monthly Meeting

February 12, 2008 7:00 PM

Ashbrook Community Clubhouse

 

 

I.                   Call to Order – 7:00 PM

II.                Roll and Quorum Status

A.    Resignation of Treasurer

B.     Sue moves to appoint Ryan Harbrink to Board as Treasurer replacing Kathy Figura

C.     2nd Don

D.    All in Favor.

1. Joy

2. Todd

3. Sue

4. Don

5. Ryan

E. Board Members Present –

      Joy, Todd, Sue, Don, Ryan

III. Approval of Agenda

A.    Motion to Approve – Don

B.     2nd – Sue

C.     All in favor

IV. Approval of January Minutes

E.     Motion to approve – Don

F.      2nd – Sue

G.    All in Favor

V.                Old Business

Officer Reports

A.    President

1.      Letter sent to Mr. Sowers, response: I left a message for you, did not know if it went through or not, but I have been working on the deed for the common area with our attorney, Carrie Coiner.  It has been difficult to piece together the common areas, but we are getting close.  If you have questions, or need to contact please call me.  Sincerely David Sowers.

2.      Letter sent to Mr. McElfish, email reply with a phone number.

B.     Vice President

C.     Treasurer

D.    Secretary

E.     Board Member

1.      Trailer has been sold for $1,300

2.      Did not receive check from Ray May until a few days ago almost 10 days late.  His probation officer has warned him to pay on time or face court action.

F.      Management Report

1.     Additional funding was collected in January and February for past due balances.  There are a total of 18 remaining payment plans for residents within Ashbrook which are being continuing to be closely monitored and will be forwarded immediately to collection upon default. 

 

2.     Two vehicles with expired plates and stickers were removed from the storage lot upon expiration of the cure period for the owner.

 

VI.            Committee Reports

A.  Safety and Security

1.     Safety and security will have a meeting on the 19th of Feb. to include an emergency preparedness training session.

2.     As of yet we will be discussing the neighborhood watch program, including flyer efforts and streets needing block captains.  This will be addressed with temporary signs (Along with any concerns form the group).  Any future items for an agenda will be emailed if need be.

B.    Social and Recreational

1.     On March 14 an Adult Saint Paty’s day party will be held at the clubhouse.  Bring a Drink and horderve.

2.     On March 16 – Childrens Easter Party at Club house.

3.     Canasta is now on the 3rd Wednesday of the month

C.   Finance and Audit

1.     Discussed audit of Stellar Management

2.     Conclusion – They are doing a great job

D.  Architectural Review

1.     Motion – Don – I make the motion to have the Board appoint Warren Hicks to the Architectural Review Board.

2.     2nd Ryan

3.     All Approve

E.   Buildings and Grounds

1.      We received and opened the sealed bids for the landscaping and maintenance of the common grounds for the upcoming season. Bids were received from the following companies: TRUE GREEN, GREEN PASTURES, WINKLER LANDSCAPE, KIEPER GREEN LANDSCAPING, and QUALITY LANDSCAPE SOLUTIONS. We will submit our recommendation tonight and award the contract to the low bidder at that time. All of the bids are on display tonight at the clubhouse for anyone wishing to review them. Sue Herrs Son –in-Law is one of the principals of Quality Landscape Solutions, wheich we were made aware of from the beginning of the bid process.  Sue has had no imput into this process and knows nothing about the amount of any of the bids, and will abstain from the vote.

2.      We also discussed the repair and sealing needed to the bike paths throughout our community. It appears the going rate for this is $4.00 per linear foot. We'll bring this up for further discussion at next board meeting.

3.      We have heard back from Dominion Power and there will be no charge to upgrade the existing lights around the tennis courts and main playground. This should be completed in the next 2 or 3 weeks. The new light we hope to install by the clubhouse is pending a study to see if we have the necessary electrical requirements there to assure its safe operation.

4.      The cost for the new light we want for the clubhouse parking lot will be $646.00 and we will make that motion to the tonight.

5.      Jerry Oakley reported that board president Joy Nowak has submitted our letter to Mr. McElfish from Chesterfield County regarding the erosion issue on the west shore of the lake. We will have more to report on that issue as soon as we get some response from him.

6.      Don – Motion – that we accept the Landscaping Care Proposal from Quality Landscape Solutions, including the lime application for the additional $450, bringing the total to $19,474 for the 12 month period starting March 1, 2008, payable in 12 monthly installments of $1622.87 each starting in April: and direct Stellar Community management to draw up and execute the contract.

a.       2nd Ryan

b.      Sue Abstain

c.       Todd, Don, Ryan and Joy in favor

7.      Don – Motion – to Have VA Power install an additional security light and pole near the walkway entrance at the main parking area for the installation amount of $648.

a.       2nd – Ryan

b.      All in Favor

F.      Playground Committee

Member concerns regarding Playground sand being replaced with mulch, and graffiti on equipment.

G.    Lake Committee

1.      Still searching for answers for erosion control

VII.          New Business

A.    President

B.     Vice President

C.     Treasurer

1.      Gave monthly report

D.    Board Member

1.      Motion – Don - To add Ryan Harbrink as a board member who can signs checks and remove Kathy Figura as a check signer.

2.      2nd Sue

3.      All in favor

4.      Motion – Don – to form a “Clubhouse Exploratory Committee” consisting of Sue Herr as Chair, and from Bldgs. And Grounds Committee Bill and Jo Ruitenberg (Chairs of that Committee), Pat Doniger (Member of B&Grds, Committee)and Don MacQueen (Board member on B&Grds committee) and Don Heldt, Chair of the Architectural Review Board. to research and gather info to be reported to the Board as to options and costs of either repairing or replacing the clubhouse.

5.      2nd Ryan

6.      All in favor

E.     Management Report

1.     Stellar Community Management participated in a financial audit with the financial committee regarding record keeping processes for Ashbrook.

 

2.     Final information and forms regarding the use of the clubhouse was distributed to the Board for printing and reproduction.  These forms include a reservation form, an attendant checklist and a clubhouse attendant duties list.

 

3.     Over 200 violation letters were sent which addressed leaf removal, trash cans, unsightly conditions, etc.  Hearings were scheduled per the Board’s direction for violators with 2 letters addressing the same issue.

 

4.     Information was gathered and has been turned over to Mitchell Wiggins for year-end tax filings.

 

VIII.     Member Voice

IX.           Motion to Adjourn – Sue – 8:09

1.     2nd – Ryan

2.     All in Favor