Ashbrook Community Association
Board of Directors
Monthly Meeting
Ashbrook Community Clubhouse
I.
Call to order
II. Roll and Quorum
A. Joy, Sue, Kathy, Todd, Don,
B.
III. Approval of Agenda
A. Motion to Approve Agenda – Sue
B. 2nd Kathy
C. All approve
IV. Approval of Minutes
A. Changes
1. Joy received a request for clarification of the statement that a prior board was responsible for adopting a no dues compensation to be amended citing that it was a board from the 1990’s who put that into motion.
2. Don Motion: to amend September minutes to read an early 90’s board was responsible for the change in the dues regulation of board members.
a. 2nd Kathy
b. All approve
V. Old Business
A. President – Joy
1. Newsletter going out soon
2. Needs help to get last one done
B. Vise President – Sue
1. E-mail any court admissible statements about wrong doing of Ray May to Sue
2. Matoaca Debates
a. Chamber
of Commerce
b. PTA
C. Treasurer – Kathy
1. Purchase
order procedure is to submit
2. Motion – To accept purchase policy as stated
a. 2nd Sue
b. All in Favor
D. Board Member – Don
1. New Roof is complete on Club House
E. Management Report
1. Done with Contested Dues
2. Sent 349 statements out today
3. 92 Violation letters sent this month
4. Working on modification to ARC Forms
5. Working on storage procedures and tracking forms
F. Member Voice
1. Who do we get old minutes from? Secretary
VI. Committee reports
A. Safety
1. Still need more help
2. Will have a table at the picnic with sign up sheets and information
3. Need people who are at home during the day to join watch committee
4. Concerning speeding – would like to get off duty officer to run radar for a two week commitment at approx $25-$27 an hour.
B. Social and recreation committee
1. Have 347 coming to barbeque
2.
3. Need volunteers for picnic. Contact JulieFrench@comcast.net to volunteer
C. Finance and Audit
1. Goals
2. Cash flow
3. committee budget
a. social $2000
b. Buildings and Grounds $1200
c. Safety $300
d. ARC $100
4. 2008 proposed budget
5. Transparency
a. breakdown of expense
6. Review of current record keeping
7. Audit of Historical records
8. Receivable reconciliation proposals
a. discussion on Lien process and collection past dues
b. Other possible avenues for collection past dues discussed
D. ARC
1. Meeting
1st and 3rd Tues of month at
E. Buildings and Grounds
1. painted club house
2. Nov. 17 is next Clean up day
3. horse shoe pits are now installed by tennis courts
4. Brief report on Repairs made
5. Chesterfield Co. coming to Repair their signs in the Neighborhood
6. VDOT will also come and repair Their signs
F.
1. Procedure for cleaning up boat racks discussed – A letter will be sent to boat owners to take care of their boats; if not followed boats will be confiscated and put into coral; Eventually sold
VII. New Business
A. Treasurer – Kathy
1. Review of Financial Statements
2. Kathy – Motion to approve allocation of $300 to Safety Committee and $100 to ARC until December 2007
a. Sue 2nd
b. All in Favor
3. Committees need to take the proposed budgets and should present amendments to Finance Committee who will then report to the Board in November for approval.
4. The Capital Reserve account will be handled after the capital reserve study has taken place.
5. Kathy – Motion – To have Kathy Figura, Treasurer at signer of all checks along with Tracey Talbert, President of Stellar Management. Don McQueen and Sue Herr will remain as signers as backup to Kathy Figura
a. 2nd Don
b. All in Favor
6. I.R.S. Tax Status
a. Last Ashbrook Return was 1998
b. Kathy is having the IRS send a copy of that Return (Hopefully to our PO Box)
B. Don McQueen
1. Trailer returned by Ray Overby is being researched by The DMV to find out who the Title owner is.
2. Cost $50 - $100 for a Certificate of origin.
3. The trailer new is worth $2000 current value $1300
4. Motion – Don – After The title and Certificate of Origin is straightened out to state Ashbrook as owner, we sell it for $1300
a. Discussion on maybe keeping the trailer for Ashbrook Use. Decided not to keep it due to towing requirements of Trailer.
b. 2nd. Sue
c. All in Favor *** did we vote on this? ***
5. Motion – Don – To make Sue Liaison between covenant violations and Stellar management.
a. 2nd Kathy
b. All approve
6. Motion – Don – to have Chesterfield Co. name certain Streets as special speeding ones for extra $200 speeding fine.
a. 2nd sue
b. All approve
7. Motion – Don – To have Chesterfield Co. write a letter to the state to install No Littering Signs stating Littering is a $2500 fine and or 1 year in jail.
a. 2nd Kathy
b. All approve.
8. Don met with mark Sowers and talked with him about $50,000 Deal. It was an either or deal. Ray decided to take the option of building a deck behind the clubhouse on the lake, a floating dock, and a tot lot.
9. Don is meeting with David Sowers to get answers for who owns certain properties around the Ashbrook community.
10. Motion – Don – To have the option to open a small lock box or safe deposit box for Legal Papers at a local Bank.
a. 2nd Sue
b. All approve.
11. Motion -
Don- To get legal recommendations from Chadwick
a. 2nd Sue
b. All approve
VIII. Adjournment
A. Motion
– Joy – To Adjourn at
1. 2nd – Sue
2. All In Favor