Ashbrook Community Association

Board of Directors

Monthly Meeting

March 11, 2008 7:00 PM

Ashbrook Community Clubhouse

 

I.                    Call to Order – 7:08

 

II.                  Roll and Quorum Status

Joy,  Todd, Sue, Don, Ryan, and Tracy from Stellar Management

 

a.       Resignation of Treasurer and Director Ryan Haarbrink effective at the end of this board meeting, due to his being transferred to St. Louis. --  still have quorum status

 

III.               Approval of Agenda

A.      Don Motion for approval

B.      Sue 2nd

C.      All approve

 

 

IV.                Approval of Minutes

A.      Changes

ll. B. remove the word "temporarily".

 

After "D" item, should that be "E" Board Members Present?

 

V. E. 2.---Please add " His probation officer has warned him to pay on time or face court action.

 

VI. B. 1.  an Adult "St. Patty's Day" Party.

Spell check "horderve".

 

VI. B. 2---"Children's" Easter etc.

 

VI. E. 1. delete "at the board meeting on Tues. 2/12/08" and insert "tonight".

Also, change next sentence to "All of the bids are on display tonight for anyone wishing to review them." Also add " Sue Herr's son-in-law is one of the principals of Quality Landscape Solutions, which we were made aware of from the beginning of the bid process. Sue has had no input into this process and knows nothing about the amount of any of the bids, and will abstain from the vote".

 

            4. delete " at the next meeting" and insert  "tonight".

 

           #'s 7,8,and 9 should be sub items under #6..Also, # 9 should be Todd, Joy, Ryan, and Don in favor.

 

VII. D. 1.  change to " To add Ryan Haarbrink as "a" board member who "can sign" checks etc.

           2. Sue "second".

 

           4.  please add after "Don MacQueen (Board member on B&Grds committee)" "and Don Heldt, Chair of the Architectural Review Board"

 

B.      Motion to approve minutes – Don

C.      Sue – Second

D.      All approve

 

b.       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.

 

V.                  Old Business

Officer Reports

a.       President

b.       Vice President

c.        Treasurer-

d.       Secretary-

e.        Board Member

f.        Management Report

 

Member Voice- about Old Business

 

Mike Dalton – Have we received a copy of the planned shopping Center?   A. Don MacQueen : Not yet but are working on it.

 

VI.                Committee Reports

a.       Safety and Security-  Have moved the signs for block captain and put them in different areas of the neighborhood..

b.       Social and Recreational – Saint Patricks day party this Friday at 7:00 PM and the Easter party is Sunday at 2:00.

c.        Finance and Audit-

d.       Architectural Review- Had request for a fence and a swimming pool

e.        Buildings and Grounds-

 

BUILDINGS & GROUNDS COMMITTEE

MARCH 4, 2008 MEETING

 

  1. Dominion Power has completed the upgrading of our existing lighting around the playground and tennis courts. The new light to light up the walkway and parking area by the clubhouse should be done over the next few weeks.
  2. We will be addressing the much needed repair and sealing needed for our walking paths. The path in front of the clubhouse over to the boat launch, in particular, is in very bad shape. Our plan is to put together an analysis of which paths are in the most need of repair and go out for bid for the same.
  3. We have had some requests to upgrade the playgrounds with a new kind of rubber mulch. A preliminary study of this has shown this to be rather expensive, so we are going to research this a bit further and see what other alternatives might be available to us. We’ll review our options at our April meeting.
  4. We are looking into the cost of planting a Weeping Cherry Tree in the flower bed on the corner of Shady Banks Dr. & Ashbrook Pkwy. That corner could use a little sprucing up.
  5. We are looking into getting a price to clear up some of the brush in the common area around the clubhouse and playground area and also across from the tot lot on Offshore Dr.
  6. We are going to begin the process of taking sealed bids for the pontoon boat and trailer that the association owns. We will place ads in the Chesterfield Observer and Community Weekly and hopefully open these bids at our May 6, 2008 Buildings & Grounds meeting.
  7. Bill Walton reports that he has measured the various benches and swings in the playground and will be replacing the broken pieces in the near future.
  8. At our April meeting we would like to put a plan in place to schedule a spring cleanup in early May. We would also at that time like to implement any changes to our facilities that our residents may have for the upcoming summer season. We will be moving the grill down near the parking area to a more suitable location. We’ve also had a request for a picnic table at the tot lot on Offshore Dr. We would like to hear from our residents who may have any other ideas or suggestions they would like to see to the amenities in our community. Our next Buildings & Grounds meeting will be in the clubhouse on Tues. April 1, 2008 at 7:00 P.M., and we would welcome any of your thoughts at that time. Please come out and join us! You may also submit your suggestions to Bill & JoAnn Ruitenberg on line. E-mail address is billandjo94@comcast.net.

 

 

                                                               i.      Don - motion regarding the sale of the boat and trailer.

I make the motion that the Buildings and Grounds Committee advertise in the newspapers, by our email list and the sign board, and sell the Ashbrook pontoon boat and trailer, as-is-and -where-is, to the highest sealed bid opened at the Bldgs.& Grds. Committee meeting on Tuesday, May 6,2008, with the successful bidder having until May 13 to complete the sale.

2nd – Ryan

All in favor

                                                              ii.      Don - motion regarding the sale of the big plastic water tank in the shed.

I make the motion that the Buildings and Grounds Committee be allowed to sell the large water tank, currently stored in the shed, for a fair market price.

2nd – Sue

All in Favor

                                                            iii.      Don - motion for the Board to allocate an additional $1500 for tree removal in the common areas, as we have had to spend most of our allocation already.

Motion Withdrawn – Will allocate money if needed

f.        Playground Committee

g.        Lake Committee-

- Had a meeting with Dick McElfish and talked about erosion control at lake. 

- The county will not dredge the lake but will clean out areas at drain inlets

-  You must have a county building permit to build a dock and also have approval from the ARC

 

VII.             New Business

a.       President-

b.       Vice President- Meeting with David Sowers

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


c.        Treasurer-

                                                               i.      Monthly report – On Web Site

Motion – Sue – For Don MacQueen to fill in as treasurer for the remainder of this term until next election  and serve the remaining two years in the position  Kathy Figura vacated.

2nd Ryan

All in favor

 

ii. Motion – Sue – To appoint Cathryn Crump to fill the position of Board Member for the remainder of this term until the election is held . 2nd – Don

All in Favor

d.       Board Member

                                                               i.      Don - motion regarding rules and regulations packets for tenants.

Motion Withdrawn

                                                              ii.      Don  - motion to require owners to furnish tenant packets to new renters.

Motion  withdrawn

                                                            iii.      motion giving a handicapped resident permission to use his golf cart on the bike paths.

We have a physically handicapped resident on Shady Banks Terrace, Mike Phillips, who has asked to be allowed to use his golf cart on the bike paths in order to get to the clubhouse area and also to visit his friends who are accessible via the two long paths in the new section. I have had Tracey at Stellar check into this with our insurance company and any risk and liability caused by his doing this will be on him, not us.

3) I make the motion that the Board give permission for Ashbrook resident Mike Phillips, who has a physical handicap, to use his golf cart on the bike paths in Ashbrook at his own risk and liability, so long as the golf cart displays  easily seen handicapped decals on the front and back and he will sign a waiver releasing Ashbrook of any and all liability.".

 

2nd Ryan

Sue Abstain

Joy, Todd, Don, Ryan agree

 

e.        Management Report –

Discussion concerning basketball goals in front yards.  It was decided that basketball goals must be stored in the back yard when not in use and must be used close to house in driveway when in use or in the back yard.

 

Member Voice- about New Business

 

VIII.           Member Voice- general content

 

IX.                Adjournment – 9:11.