Ashbrook Community Association

Minutes for Board of Directors Monthly Meeting

June 10, 2008 7:00 PM

Ashbrook Community Clubhouse

As amended and approved on July 8, 2008

Call to order at 7:12 pm

Present: Sue, Don, Catherine, Pat

Quorum established

Motion:

To accept the May 13, 2008 minutes as amended

By Catherine, second Don Motion carried

Motion:

To accept the June 2, 2008 minutes (annual meeting)

By Catherine, second Don Motion carried

Motion:

To approve the June 10, 2008 agenda

By Catherine, second Don Motion carried

Old Business

President/vice president’s report:

No report

Treasurer’s report:

Given by Don

The bank statement for May has not yet been received and therefore not yet reconciled.

The bank balance at the end of May was $91,706.00

Motion:

To approve a negotiated settlement of $240 to settle the questionable balance of $483 in past due dues from former resident Milton and Rhonda Velez, and release the Judgment that had been obtained by Evelyn Mitchell on Ashbrook’s behalf in 2006.

By Don, second Catherine motion carried

Secretary report:

No report

Board member report:

No report

Management report:

By Don

As of 6/11/08: A letter has been issued and if there is no response to it in ten days all dues greater than 60 days past due will go to a collection attorney for warrants and liens to be issued.

Social committee report:

By Sue for Stephanie Provo

The Social Committee hosted a Kick-off to Summer Cookout on Saturday June 7, 2008. Despite the extreme heat, there was a great turnout and some great food. Thanks to all who helped cook the hots and hamburgers and those who came with food. There wasn’t much activity outside but everyone who attended had a great time inside in the air conditioning. Our next event in planning is our Annual Ashbrook picnic in October. We’re planning to have some new and different things to keep everyone occupied and again some great food. Our next meeting will be in August dependent on National Night Out.

Finance and Audit committee:

No report

Architectural Review committee:

No report

Buildings and Grounds committee:

By Don as prepared by Bill Ruitenberg

1. We have reviewed the progress of the planting of the shrubs and flowers at the various locations throughout the community. A lot of the work has been done, but there are still some voids to be filled and it appears that some of the new plantings have not survived. We are addressing this problem with the landscaping company.

2. It was decided that we would put off the resealing of the walk paths in the new section until next year. We have gotten pricing on installing 2” of new asphalt on all of the paths running from Broadreach to Offshore and down to the tot lot, and, from Offshore/Breaker Point to the lake. A motion will be made tonight to accept the quote from Sam and Janice Pavers of $16,879 for this work, which also includes installing 2” of new asphalt on the path from the concrete spillway on the dam to Shady Banks Drive and includes a credit of $165 (one half of the amount previously paid for just patching and resealing this path). The landscaping company recently cleared all of these paths of debris and after looking them over we feel that these are the most in need of repair at this time.

3. We received some pricing and recommendations from Aquatic Services to try to correct the algae problem in the lake. We will go ahead with an algae treatment program as soon as the algae surfaces again, and this will also treat the algae on the bottom of the lake as well. We are having the fountain cleaned and serviced today and converted to a “Lakewood full Flow” system enabling us to circulate about 4 times more water through the unit and thus improve the aeration process, at a total cost of $225. They also gave us some pricing on installing some Triton Mixers/Aspirators in some of the coves where the algae persist, but this appears to be a little too costly at this time.

4. We received 3 bids for our pontoon boat and trailer. The highest bidder was Ervin Coppridge of Amelia for $778. Don MacQueen is taking care of the necessary paperwork to transfer ownership.

5. Bill Walton reports that all of the picnic tables in the shelter have been power washed, along with the concrete shelter floor. The same has also been done to the swings and other amenities in the tot lot on Offshore Drive.

6. The main parking lot has been graded and re-graveled with 40 tons of gravel at a cost of $881.

7. A 7 ton load of white playground sand was brought in to the main playground and spread under the swing sets by several of the residents. A roto-tiller was rented and the sand in the main playground and the monkey bar lot was tilled up to loosen it up and make it softer.

Motion:

To accept the bid from Sam and Janice Pavers for the paths as outlined in the Building and Grounds report:

By Don, second Pat Motion carried

Lake subcommittee:

By Jerry Oakley

Of the three boats moved to the corral, we only heard from one boat owner. He took his boat. Two boats are still unclaimed.

Exploratory committee:

By Sue

The committee met and discussed the possibility of some major improvements in our clubhouse. Items proposed are to reinforce the floor and replace the flooring, re-panel the interior as well as replacing the sliding door with a French door and replacing the windows. We also propose painting the ceiling and revamping the kitchen and bathroom to enlarge the kitchen and add a stove. There are long term suggestions regarding adding a roof and expanding the decking.

New Business

President:

No report

Vice President:

Motion:

To allocate $20,000 for improvements to the clubhouse: Money to be earmarked for the exploratory committee to use for clubhouse improvement and maintenance.

By Sue, second Pat Motion carried

Motion:

To clarify wooden storage sheds that can be documented as having been installed prior to July 1, 2007, that are out of compliance with Ashbrook Architectural Standard #30, but which are painted to match the house, will be allowed to remain out of compliance until (1) the house is sold, or, (2) the house is re-sided, whichever occurs first, at which time the shed will have to be brought totally into compliance with the Standard. A violation letter will be sent with the explanation so that a violation letter will remain in the file for future sale.

By Sue, second Catherine Motion carried

The homeowner will have to show (1) approval by Architectural Review Committee and (2) proof of date built. Note this does not include metal or vinyl sheds which are clearly not in compliance with the Standard.

Treasurer:

Motion:

To obtain a bulk mail permit with the post office: There is a one time fee of $175 and an annual fee of $175. This will be used to send out the newsletters and will enable the association to save about $1,000 a year in postage.

By Don, second Catherine Motion carried

Member voice:

none

Adjournment At 8:02 PM

Respectfully submitted by: Pat Doniger, secretary