Ashbrook Community Association
Board of Directors Monthly Meeting Minutes
Ashbrook Community Clubhouse
as amended and
approved
I. Call to Order
At
II. Roll and Quorum Status
Board members present: Sue, Catherine, Don
There is a quorum
Management company representative present: Tracey (Stellar Management)
III. Approval of Agenda
MOTION: to approve the agenda
Motion by Don, second by Catherine, no discussion, passed unanimously
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 a computer or internet access may contact the Board for a printed copy.
MOTION: to approve the minutes as amended
The corrections are:
III change the word “minutes” to “agenda”
IV after the word “approve” add “March minutes”
Motion by Don, second by Catherine, passed unanimously
V. Old Business – Officer Reports
a. President (absent)
b. Vice President (Sue)
Advises the membership of resignation of President and Secretary
c. Treasurer (Don)
If you would like a detailed copy of the financials, send Don an
e-mail.
April: deposits: $11,411
Payments: 21,800
Balance at end of month: 90,406
MOTION: Transfer $40,000 from the checking account to a money market account in order to receive interest on the funds.
Motion by Don, second by Catherine, no discussion, passed unanimously
MOTION: Raise the spending limit on previously budgeted items from $500 to $1,000; provided proper purchasing guidelines have been followed and has been approved by committee chair and Board member representative of the committee.
Motion by Don, second by Catherine, discussion in explanation, passed unanimously
d. Secretary (absent)
e. Board Member (unfilled position)
f. Management Report
· 77 letters for violations have been issued in April
· booklets for renters are being prepared
· storage agreement in process for boat rack
· accounts in arrears will go to collection attorney
· Three fines on violations have been collected to date
· dues are coming in
1. $ 8,300 outstanding for second quarter
2. $31,000 current outstanding accounts receivable
3. Some of the receivables are getting paid when houses are sold
Update: The proposed legislation (a 92 page bill) was passed by the General Assembly and signed by the Governor. Some highlights of new features for homeowners associations:
· CIC (Common Interest Community) Board to be established to oversee the associations and management companies
· Ombudsman – an attorney – to mediate disputes between communities & members & management companies and oversee enforcement of POA Act
· Fines can be levied for non-compliance of state laws, association legislation, and governing documents
· Regulation of management companies will begin
o They will have to register and be licensed
o Tracey (Stellar Management) already has two of the three designations she needs. She is working on the third.
Member voice – about Old Business (none)
VI. Committee Reports
a. Safety and Security
Mr. Megginson has assumed the chair of this committee
Sue thanked him for chairing the committee and for the newsletter which he recently edited
The committee will distribute to the tenants the new rules and regulations booklets once they are printed
Next meeting
MOTION: Proceed with the petition to designate special speeding zones.
Discussion: Associations can request
Motion by Don, second by Catherine, discussion in explanation, passed unanimously
b. Social and Recreational (chair absent, report by Sue)
Picnic on June 7
c. Finance and Audit
Angela Day has assumed the chair of this committee.
The committee is starting next year’s budget process.
Will contact committee chairs for input.
Creating a monthly quick audit so that year end won’t be as long as it was this past year.
d. Architectural Review (Don Heldt)
Nine requests since last meeting
40 requests since last September
Committee needs more members
Member voice: It has been noticed there are projects going in without approval and/or not according to the covenants, specifically sheds. Sue replies: sheds will be looked into soon; please advise of addresses in question
e. Buildings and Grounds (Bill Ruitenberg)
Lots of improvements/maintenance completed:
new lights in common areas
clubhouse air conditioning serviced, cleaned, and re-charged ($86)
paving finished on the paths
playground parking lot sealed
decks power washed and sealed
May clean up day postponed to June
New picnic tables installed on deck, in tot lot, and main playground
Quotes on flowers in beds were received – Quality Landscaping has started, but installation is incomplete due to rain
Shady Banks and
Marquee – rearrange, landscaping, and 36 plants 312
MOTION: To approve bid for $2,185 for the
Motion by Don, second by Catherine, discussion in explanation, passed unanimously
MOTION: To approve plantings for beds at end of
Motion by Don, second by Catherine, discussion in explanation, passed unanimously
MOTION: To approve new gravel for common area parking lot up to $1,500 budget.
Motion by Don, second by Catherine, discussion in explanation, passed unanimously
Sue asks: Will the committee please look into getting sand for volleyball court and playgrounds.
f.
Pontoon boat is for sale.
VA
Will be getting a second bid on cleaning and aeration
Member voice: What about the erosion on the lake front? Rip-rap may attract more snakes. This resident wants to prevent any more erosion from happening to his yard.
Sue replies: Army Corps of Engineers has to approve erosion control. The individual property owners will have to cover the costs. We would want a unified appearance along each property.
VII. New Business
a. President (absent)
b. Vice President
MOTION: To appoint Pat Doniger to assume Todd Pettijohn’s term and position on the board which expires June 2009, and to be secretary until the next selection of officers.
Motion by Sue, second by Don, no discussion, passed unanimously
MOTION: To appoint Catherine Crump to serve out Joy’s term which expires June 2010.
Motion by Sue, second by Don, no discussion, passed unanimously
MOTION: To wait for the elections for the community to fill the fifth board position.
Discussion: Elections are soon.
Motion by Sue, second by Don, some discussion, passed unanimously
c. Treasurer (no new business)
d. Board Member (unfilled position)
The board went into executive session for a few minutes…
MOTION: In regards to discussion in executive session we move to waive the fine and assist the homeowner with a solution to the violation.
Motion by Pat, second by Don, no discussion, passed unanimously
Member voice – about New Business -
Don replies: He has contacted Hands Across the Lake which is a group that is very active in protecting the reservoir for their input on a solution, as well as VDOT’s site inspector.
It was suggested we call our elected representative, Marlene Durfee, to complain.
MOTION: To approve a budget of up to $7,000 for treatment of algae and vegetation in the lake.
Discussion: In process of getting bids for this. The treatment is water temperature sensitive.
Motion by Catherine, second by Don, some discussion, passed unanimously
VIII. Member voice – general content
IX. Adjournment
At
Respectfully submitted by: Pat Doniger