Ashbrook Community Association

Board of Directors

Monthly Meeting

January 8, 2008

Ashbrook Community Clubhouse

 

I.                   Call to order : 7:02 Pm

II.                Roll and Quorum Status

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

III. Approval of Agenda

            Don – Motion to approve

            2nd – Sue

            All in Favor

III.             Approval of Minutes

A.    Add Dons minutes

B.     Motion to Approve – Kathy

C.     2nd Don

D.    All in Favor

IV.             Old Business

A.    President

B.     Vice President

C.     Treasurer

1.      Internal Audit has been confirmed and scheduled for January 15, 2008, 4pm, at Stellar Management.  Those who will part of the Audit are Ryan Haarbrink, Chairman Finance and Audit Committee, Angela Day, Secretary Finance and Audit Committee, Buzz Pulsifer Finance and Audit Committee member, and Kathy Figura, Treasurer ACA.

 

D.    Secretary

E.     Board member – Don McQueen

1.      I have finally gotten in touch with the owner of Minters Golf Carts and Trailer Sales in Tappahannock where our Ashbrook 16’ trailer was purchased in 2002, and given him the IC number.  He is going to get us a new certificate of Origin from the Mfgr., costing us about $25 and then we will be able to sell the trailer.  We should have this document within 2 weeks.

2.      Trugreen – The contract with them for grass cutting has been cancelled.  We will be going out for bids for full lawn care services shortly.

3.      Mike Dalton – We have a set of site plans and elevations showing the facades of the Hancock Village Shopping Center being furnished by the engineer for the developer.  These should be ready very shortly.

F.      Management Report

1.      Collection efforts continues for the past due balances.  Statements were mailed out in December as all information was compiled for Soladar and Soladar to pursue legal collection opportunities.  Final acceptance of payments without doing directly to Soladar was Monday Jan. 7th.  There are a total of 18 remaining payments plans for residents within Ashbrook which are being closely monitored and will be forwarded immediately to collection upon default.

2.      The existing Ashbrook insurance policy with Nationwide was cancelled and the new policy with Erie was put in place.  This resulted in substantial savings for the community.

3.      Letters were sent to several owners with vehicles stored within the storage facility requiring payment and compliance with rules and regulation set forth in September 2007.  Owners have until the end of this week to comply.

V.                Committee Reports

A.    Safety and security

1.      A flyer has been sent out to block captains to E-mail communication established.

2.      Would like to post signs on the stop signs recruiting block captains.  Board approved Block Captain recruiting signs on 18 streets in Ashbrook for 1 month until February 2008 board meeting.

B.     Social

1.      All parties went great in December and the next meeting is in February.

2.      Suggested that we Send invitations to new residents for social events.

C.     Finance and Audit

1.      Reviewed December Balance Sheet

D.    Architectural Review

E.     Bldgs and Grounds

1.      Contracted C.A.R.E. Tree Service to remove several trees in common areas.  They will cut these white oaks into Fire place lengths and stack it for residents to pick up for free.

2.      VDOT has replaced several signs in neighborhood.

3.      1 grill is being moved in common area

4.      more lights are being added in common area

5.      Don has met with USRY to see about fixing clubhouse

F.      Lake Committee

Lake report

The boats that weren’t in the racks have been moved to the coral.

Racks complete for shorter boats (if we need more I'll make them

Don has list of boats and has contacted game and inland fisheries for owner’s names.

I think we should propose a fee to include a sticker for the use of the racks allowing us to track the boats stored there.

I recommend the board draft a letter to the county to get answers on several questions. I've attached a letter for a guide. We have heard many answers from different residents but I think it would be better to hear them the county engineer. I would like to invite him to talk to us with an outline of questions so he is prepared.

 

 

 

 

 

 

 

 

 

Sample Letter:

 

Dear Mr. McElfish the Ashbrook community has the following questions regarding the lake. We would like for you to advise us as to what to do, or point us in the direction as to where to go.

We also would like you to attend one of our meetings if possible. The meetings are the second Tuesday of each month they begin at 7:00. If you are available please let us know and we will get you 1st on the agenda so you can get out of there early. We have a lot of questions these are the ones I hope you can help us with.

1.     The home owners on the west side of the lake are having a problem with erosion. We would like to know what we can do and if the county will help or it is the home owner’s responsibility. Also what types of permits are required and where we obtain them from?

2.     I’ve heard from 2 people on the east side with problems of the retaining wall collapsing, again what is required to fix this and who is responsible?

3.     I know you were working on a new flood plain for the lake if it’s complete would it be possible for us to get a copy so we can distribute it to the water front property owners ?

4.     The community has discussed having a lake study done. We realize the county is considering dredging the lake and would like to wait until a decision is made before we proceed with it. Are there any updates on that?

5.     There are several complaints about the various wildlife beavers turtles etc. we were hoping the lake study would advise us what to do if anything.

6.     The new devolvement going in behind Ashbrook will this affect the lake at all? Water flow wildlife etc.

 Mr. McElfish we have a new board of directors in the community and they are working hard on improvements, they have brought back community involvement and we would like to keep the momentum going. I think your presence at a meeting would be a good inspiration to the community. So please help us in any way you can.

 You can contact us what ever way is easiest for you.

Jerry Oakley      goakley@comcast.net  739-8108 after 4  452-5219 day

Bill Ruitenberg  billandjo94@comcast.net

Don MacQueen  bigsavingstravel@itilink.com

 

Thank You

Jerry Oakley

Chairman Lake Committee Ashbrook home owners

 

 

1.      Motion – Don McQueen – I make a motion that Joy Nowak compose a letter from the Board based on Jerry Oakley’s guideline, to be sent to Dick McElfish of Chesterfield County expressing the concerns and questions from that guideline regarding Ashbrook lake.

2.       

VI.             New Business

A.    President

1.      Residents request to improve Ash brook’s Pr.

a. Web master will be contacted to improve site

2.      Residents request improvement to marquee

a. No improvement needed

3.      Residents request improvements to mass e-mail

a.       Problem investigated

4.      Residents request Minutes and agenda not be posted on website

a.       Feasibility of Password and username application will be examined.

B.     Vise President

1.      Sue Herr - Motion to assess a $20.00 fee for each occurrence for non compliance of covenant violations when it has been necessary to send a third letter for the same violation.  Failure to comply will result in a hearing which could result in a $10.00 per day assessment.

2.      2nd Kathy

3.      All in favor

C.     Treasurer

1.      Motion to send letter to David Sowers concerning Common Areas.

a.       2nd Sue

b.      All in Favor

 

Sample of Letter:

 

Dear Mr. Sowers,

 

We understand that when you met with Don MacQueen, one of our Board members, on October 8, 2007, you agreed to deed over all of the designated common areas and open space in the residential portion of Ashbrook on the East side of the lake (the original sections). We are wondering if this is in the process of being done, and/or when we can expect the paperwork.

 

Also, we would greatly appreciate knowing your thoughts regarding the future of the commercially zoned common areas and land owned by S & B Development (you) and used for Ashbrook’s clubhouse, pavilion, tennis courts, basketball courts, playground, parking lots, and vehicle corral. Almost all of the residents currently or previously in Ashbrook have been under the impression that all of that land and those facilities were amenities owned by Ashbrook provided for their usage, and purchased or sold their homes with that understanding. Almost every Realtor's ad that we have seen over the years implies that also.

 

 In addition, we are required by Virginia Law to have a long term capital reserve study done, which is quite costly, and feel that an accurate report cannot be had without knowing where we stand with regard to the future of the structures and use of these areas.

 

Please let us hear from you as soon as possible. Thank you.

Respectfully,

 

____________

 

Joy Nowak, President

Ashbrook Board of Directors.

 

 

2.      Capital reserve study – We should get answers from David Sowers before continuing with study.

3.       

Treasurer’s Report:  Unreconciled Wachovia Account Balance is $81,908.49 as of December 31, 2007.  The Finance and Audit Committee will present a final financial report for the 2007 Fiscal Year at the February Board meeting.  The monthly treasurer’s reports will be reconciled and presented at that time as well.

 

A letter to Mr. David Sowers has been drafted which contains the request for information regarding common areas to be deeded over to Ashbrook Association.  The letter also asks for information regarding portions of land that are owned by S&B Development that Ashbrook has been using such as basketball courts, clubhouse, main playground, corral and respective driveways and parking areas that have been zoned commercial and are maintained by Ashbrook Association in regards to the Capital Reserve Study required by law. (see above)

 

A motion was made to send this letter to Mr. Sowers in hopes to receive the information requested in a timely manner, second by Don MacQueen and passed.

 

The Capital Reserve Study, in which we have received 2 quotes as stated in last month’s minutes, will be revisited once we have answers to the above mentioned letter to Mr. David Sowers.

 

4.       

D.    Board member

1.      Don Motion – Due to the problems that we have been having with damage to the clubhouse by renters, I make a motion that we increase the security deposit to $150 payable by cash only and require the $60 daily rental fee be paid by money order only, to ensure our being paid in the event of damages.

a.       2nd Kathy

b.      All in favor

2.      Don Motion – I make a motion that we make an assessment of fifty dollars per year for the privilege of keeping a boat in the boat racks at the playground.  A numbered Ashbrook decal will be provided each year to be displayed on the boat, and records will be kept by our management company tracking those boats.

a.       2nd Kathy

b.      All in favor.

3.      Don Motion – I make a motion that Buildings and Grounds Committee operating within their budget have C.A.R.E. Tree Services take down and dispose of the large cedar tree in front of the clubhouse, for security purposes, when they are here to do the additional tree removal work.

a.       2nd Kathy

b.      All in Favor.

4.      Leaf Removal – As an FYI for the residents, it is against Virginia Law for anyone to put leaves, debris of any type, or trash in the ditches, storm drains, on the right of way of the roads, or in the streets in Ashbrook.  People here have been observed doing all of the above, and VDOT has the right to issue summons in these cases.

E.     Management Report

1.      Financial reports including a December budget performance, balance sheet, and expense by vendor summary are attached for Board member review.  These documents do not reflect year end adjustments or journal entries which will be discussed during the site visit by the Finance Committee to SCM’s office on January 15th.

2.      Info regarding the use of the clubhouse was distributed to the board and various committee members in an effort to assist with the rental process.  After Don MacQueen met with the current clubhouse attendant for recommendations, Stellar CM and Don worked several hours to revise and set up forms for use with all clubhouse rentals.  These forms include a reservation form, an attendant checklist and clubhouse attendant duties list.

3.      A total of 117 violations letters were sent which addressed leaf removal, trash cans, unsightly conditions, etc.  A big thank you is extended to the covenants committee which assists in determining these violations.

 

VII.          Member Voice

 

A.    A big thank you to Buildings and Grounds for straightening the neighborhood.

VIII.       Adjournment – 9:03

A.    Motion to adjourn – Sue Herr

B.     2nd Kathy

C.     All in Favor