Ashbrook Community Association

Board of Directors Monthly Meeting

November 13, 2997 7:00 PM

Ashbrook Community Clubhouse

 

I.                   Call to order 7:08 PM

II.                Roll and Quorum Status

A.    Tracey from Stellar

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

C.     Have Quorum

III.             Approval of Agenda

A.    Don Motion to approve

B.     2nd Todd

C.     All Approve

IV.             Approval of Minutes

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

B.     Changes – No

C.     Don – Motion to accept minutes

D.    Todd 2nd

E.     All approve

 

V.                Old Business

A.    President

B.     Sue – Ray May has been ordered to pay $18,663.  Has been released from jail and is back in Nevada.  He is to pay $500 per month until paid in full.  If he does not comply he will be brought back to jail in Chesterfield.

C.     Kathy – Last IRS taxes filed for Ashbrook was in 1998.  We have requested a copy of the tax return and should have it within 6-8 weeks.

D.    Todd

E.     Don

1.      Have requested title records from DMV for the Trailer

2.      Special speeding zones in Ashbrook hav3e been requested by Ashbrook of Chesterfield Co. – County will do a study and  If Average speed is greater than 5mph over limit steps will be made to consider certain streets speed zones.

3.      Chesterfield Co. has posted No littering $2500 fine signs in Ashbrook.

4.      Attorney Andrew Elmore of Chadwick Washington looking into parking on the street situation in Ashbrook.

F.      Tracey

G.    Member Voice

1.      Get a copy of committee reports to secretary so they can be included in the minutes.

2.      Get board meeting agenda on website a day or two before the meeting.

VI.             Committee Reports

A.    Safety and Security

1.      Still looking for street representatives for neighborhood watch.

2.      December 3 – Class on ID Theft at 7:00 PM in Club house

3.      discussed budget

B.     Social and Recreation

1.      December 9 from 2-4 cooking with Santa Claus party.  Will be decorating a Christmas tree and other fun activities for the children.

2.      December 21 adult party. Bring $10 gift for Chinese gift exchange, and appetizer, and a beverage.  Will announce winners of the Holiday House.

3.      Next meeting Nov. 28 at 7:00

C.     finance and Audit

1.      170 Homes have not paid Oct. assessment

2.      Ashbrook checking balance as of October 1 over 73,000

3.      We have no outstanding debt as of October 1.

4.      Discussion on Home Owner delinquent dues

5.      2008 budget ready to be approved.

6.      Capital Reserve discussed.

D.    Architectural Review Board

1 Discussed plans reviewed.

2. Meetings are the 1st and 3rd Tuesday of the month at 6:00 in Clubhouse.

E. Buildings and Grounds

                                    1. Clean up day this Saturday at 8:00

                                    2. Getting a price to fix the flower bed at the entrance.

                                    3. Neighborhood watch signs have been posted

                                    4. Chesterfield littering signs are up.

                                    5. Big Entry Sign at Hull Street appears to be safe for another 2-3 years.

                                    6. Flooring in the clubhouse needs repair.

                                    7. New light for American flag has been installed.

8. Sue: Motion to buy six new tables for canasta club out of Building and grounds budget.

                                                a. Don – Second

                                                b. All in favor

                                    9.  Don gave an in depth overview of the property we own, the property the developer owns and what is and may happen with the property.  Also discussed the large development coming in behind Ashbrook.

F. Lake Committee

            1. Benches are being repaired

            2. Boat racks are going to be adjusted

            3. Wants to take bids for community boat.

            4. Lake may be dredged by Chesterfield County in spring

VII. New Business

A.    President

1.      Had request to post info about the construction on our website.

2.      Should we get Contracts and billing, for services like: club house and website – Tracy will look into setting that up.

3.      Proper procedures will be used at our meetings to remain balanced and consistent.

4.      Discussed reimbursement for items outside the scope of duties set forth in management contract.

5.      Need someone to unlock the chains on Thursday. (Don MacQueen)

6.      Discussed Cat, dog, and beaver issues in neighborhood.  Will urge pet owners to take more responsibility in the newsletter and if problem persist the issue will be revisited.

7.      Tracy is getting bids on insurance coverage on Ashbrook property.

8.      We will be adding Megginson’s poto story link to the website.

 

B.     Vise President

1.      Only 39 Covenant letters were sent out last month

C.     Treasurer

1.      Don- Motion: Change budget wording  to : Additional security as needed and approve 2008 budget

2.      Sue 2nd

3.      All in Favor

4.      Beginning balance in checking account of $37, 378.14  is the ending balance on the September Wachovia bank reconciliation with a closing date of 9/28/07

5.      Deposits of $49, 599.83 on Wachovia statement are reflected on reconciliation statement provided by Stellar management.

6.      Checks cleared on Wachovia Statement in the amount of $12,182.12 and other withdrawals in the amount of $528.74 are reflected on recon from stellar.

7.      With a closing balance of $74,267.11 on Wachovia Statement closing date of 10/31/07

8.      There is one item on the 2007 budget that has exceeded the budgeted amount.  Legal budgeted for $5,000 as of October 31, 2007 Ashbrook has spent $5503.29.   When the new board was elected in June 2007, there were some outstanding debts owed to Tommy Gordon, currently the board has been faced with many questions that require legal guidance.  The board is aware of monies spent over the budgeted amount.

9.      Kathy has contacted three companies and asked for quotes to perform a capital reserve study for Ashbrook Community Assoc.  Criterion Hall Engineers, Jerry Hall; Design Management Company, Harry Widner; and QMT Corp., Tim Rohrmoper.  To date Kathy has not received any written quotes, but am waiting on one from Criterium Hall Engineers.  She will follow up with the other two.

10.  Kathy has contacted the IRS and has requested a copy of the 1998 taxes which were the last taxes on file for Ashbrook Community with the IRS.  The cost for this was $39.00

11.  Soladar and Soladar have issued a written proposal.  All fees are paid by the person being sued.

12.  Don MacQueen has reported to Tracey, at Stellar Management that J Hooker, with Tommy Gordon’s office will process all liens for a fee of $100 per hour.  We must process and gather all paperwork.

13.  Soladar and Soladar will be the agency used.

                                                                                                  i.      Joy asked if this required a Board vote: No, because of the type of full service that they provide, they are considered to be sole-source and does not require Board vote.

 

VIII Member Voice

IX. Adjournment

A.    Don – Motion to adjourn

B.     Sue – 2nd

C.     All in Favor

D.    Meeting adjourned 9:50