Ashbrook Community Association

Board of Directors

Monthly Meeting

December 11, 2007 7:00 PM

Ashbrook Community Clubhouse

 

 

I.                   Call to Order 7:05

 

II.                Roll and Quorum Status

 

A. Sue Herr, Don McQueen, Kathy Figura, Todd Pettyjohn, Joy Nowak

 

III.             Approval of Agenda

A.    Joy – Motion To Accept

B.     Don – 2nd

C.     All in Favor

 

IV.             Approval of Minutes

 

a.       Those members who wish to have a copy of the minutes can download approved minutes from the website. Those who do not have computer or internet access may contact the Board for a printed copy.

b.      Nov. 13 minutes should state - Ray May has been ordered to pay $18, 663 after paying the $12,000

c.       Motion to accept the minutes – Joy

d.      2nd Don

e.       All in Favor

 

V.                Old Business

Officer Reports

a.       President

b.      Vice President

c.       Treasurer-

                                                              i.      Update on Capital Reserve Study Quotes

a.Criterium Engineers $2400

b. New Design management $3500 and has guaranteed their quote for 30 days which does not give us time to lock in due to our monthly meeting, time to submit and vote.

c. Contacted Tim Rohrmoper at QMT who is preparing a 3rd Quote.

                                                            ii.      Update on IRS- Obtaining a copy of 1998 Taxes filed

a. Signature provided on form 4506 “request for Copy of Tax Returns” was not sufficient.  Will follow up and report findings at next meeting.

                                                          iii.      Approved 2008 Budget can be found on website.

d.      Secretary-

e.       Board Member

                                                              i.      Andrew Elmore re: Parking in Ashbrook

a. Still deciphering laws and will report back ASAP

f.       Management Report (read by President)

1.           Collection efforts continued for past due balances.  A total of 166 final demand letters were mailed out on November 21st.  Roughly $10,000.00 has been collected to date and a total of 10 additional payment plans have been set up.  As of December 10th, there are a total of 25 payment plans for residents within Ashbrook which are being closely monitored.  Total aged receivables for residents amounts to $41,055.12 with payment plans totaling $7,703.87.  A total of 116 residents are being forwarded to a collection attorney who will pursue roughly $33,351.25 in overdue balances.

 

2.     Bids were solicited for new insurance coverage.  Quotes are being provided for the Board to review.

 

3.     Information and fees were re-sent to the DMV requesting ownership information on the Ashbrook Trailer and vehicles stored in the storage lot.  The information is attached for Board Review.

 

 

 

Member Voice- about Old Business

 

VI.             Committee Reports

a.       Safety and Security-

b.      Social and Recreational

1.      Next meeting Dec. 19

2.      Thank you to all who helped with Santa and Cookies event

3.      Adult party Dec. 21

c.       Finance and Audit-

Welcome to Ashbrook!
"The good natured community"

Finance and Audit Committee

Goals

lPrepare a Cash Flow forecast and budget

lProvide transparency for expenses

lPerform regular review of record keeping

lReview and audit historical records

Cash Flow

lCurrent checking account balance is $81,298

lAccounts Payable Balance is $0

lAccounts turned over to Solodar & Solodar are $33.3K

lRay May Balance is $16K

lAccounts Receivable on Payment Plans are $7.7K

 

 

 

 

Transparency

lPercentage breakdown of expenses

 

 

Jul – Nov Expense Breakdown

Review of Current Record Keeping     

lFinancial Committee Internal Review Document

lProposed Expense Policy

 

 

Audit of Historical Records

lReview of records is being conducted.

lNone of the members showed at the last Finance and Audit meeting to discuss open balances.

 

 

 

d.      Architectural Review-

1.      Two Fences approved

2.      1 landscape plan approved

e.       Buildings and Grounds-

BUILDINGS & GROUNDS REPORT

12/11/07 BOARD MEETING

 

1.      Median has been repaired from accident by Trugreen. Insurance covered $2203.00, quote included $400.00 for possible future repairs to irrigation system which we won’t be aware of until next spring. Net result is it only cost us $100.00 out-of-pocket.

2.      The six new smaller tables have been purchased and are now in the clubhouse available for use for any of our club functions.

3.      We are working with Va. Power to look into possibly moving one of the sodium vapor lights next to the swings as it is shining exclusively over the big pine tree next to it now, and possibly moving the one that is near the tennis court up to the top of the hill to give us light toward the parking lot and the walkway and pavilion. We would also like to add one near the clubhouse to illuminate the dock area and around the clubhouse for security.

4.      We will contact VDOT to see that the repairs are scheduled for the guardrail on Ashbrook Pkwy. that was damaged in an automobile accident. We have noted that it has been marked with spray paint indicating they have been there and repair should be scheduled accordingly.

5.      Leaf removal was addressed by Don MacQueen under new business.

6.      We are recommending to terminate our contract with Trugreen and go out for bid for a complete  landscaping care program to begin in the spring.

7.      During the winter months we would like to paint the ceiling and put up new paneling in the clubhouse. Before we can do this we need to have a contractor to inspect beams under the floor to see what and if any repairs or replacements might need to be done.

8.      The holiday wreaths are up on the entrance sign on Hull St. We were able to get them working for this year replacing some of the lights but we really need to consider replacing them for next year.

 

 

 

f.       Lake Committee-

1.      Chesterfield Co. still has made no decision if they are going to dredge the lake.

2.      Ashbrook HOA  will seek to find solution to erosion problem around lake

 

VII.          New Business

a.       President-

1. Tree removal from common grounds is responsibility of Ashbrook.

b.      Vice President

c.       Treasurer-

                                                              i.      Monthly report and assessments

1.      Opening balance on Wachovia checking Account statement of $74, 267.11 is the closing balance on the October 31 statement.

2.      Deposits in the amount of $13, 366.47 have been reconciled with Reconciliation detail list provided by Stellar Management.

3.      Withdrawals and service fees listed on Wachovia Statement for above mentioned Account has been reconciled with reconciliation detail record provided by stellar Management, checks cleared are $4705.29, and service fee is $18.50 for a total of $4723.79

4.      The closing balance for the above mentioned account is $82,723.79.

                                                            ii.      Ashbrook Association received a check from Nationwide Insurance in the amount of $2103.00 for the repair of the damage to median adjacent to Ashbrook marquee.

d.      Board Member-

                                                              i.      Quarterly collections

1.      Don – Motion In order to give Ashbrook a more even cashflow to spread out the payments due by the residents, and to bring our accountin in line with our fiscal year, I motion that we start billing and collecting the assessment dues on a quarterly basis starting with the billing due on April 1, 2008, rather than on a sime-annual basis as we now do..

2.      2nd – Sue

3.      All in Favor

                                                            ii.      Landscaping services

1.      Don – Motion to mutually terminate our current contract with trugreen and go out to bid for a complete landscaping package to start in Spring 2008.

2.      2nd – Sue

3.      All in Favor

                                                          iii.      Leaf Removal

1.      True Green Quote - $2250

2.      Don – Motion to have $2250 approved for leaf removal, with the understanding that Buildings and Grounds will get several additional bids and have the work done as economically as possible.

3.      2nd – Kathy

4.      All in favor

vi. To get Chesterfield Neighborhood crime report go to:

www.chesterfield.gov/PublicSafety/Police.nwnews.asp

 

 

Member Voice- about New Business

 

VIII.       Member Voice- general content

A.    What are the Open Burn Times?

B.     What are the stop construction Times?

C.     Resident expressed concern about receiving collection notice on AHO dues even though she pre-paid for 1 year.

 

IX.             Adjournment

A.    Kathy – Motion to Adjourn

B.     2nd – Don

C.     All in Favor