Ashbrook Community Meeting

 

Date: July 10, 2007

 

Call to Order: 7:05

 

Roll and Quorum Status : Joy Nowak, Sue Herr, Kathy Figura, Todd Pettyjohn, Don McQueen, Tracy from Stellar Management

 

Approval of Agenda: Motion by Sue, Todd 2nd, All approve

 

Approval of past minutes

            - June 12, 2007            Motion/Kathy, 2nd/Sue, All approved

            - June 24, 2007            Motion/Kathy, 2nd Sue, All approved with addendum of adding passed motion of adding Sue as signer of all checks to minutes.

 

Old Business

 

Joy       - Mrs. Overby returned computer

-          Files on computer not found

-          Termination letter hand delivered to Mrs. Mitchell

-          Letter to be sent  Metro for return of Property / Verbiage changed to final request for return of property

Kathy - Motion – Send Letter for request of Property to Metro Management

            -2nd  Sue, All in Favor

 

Sue      – Bank Account closed by Sue and Don

-          Metro has stated they will not return anything until after consulting with lawyer.

-          Metro had a Home Depot Credit account with two cards

Sue – Motion to Close Home Depot Account/ 2nd Don, All Approve

 

Audience Discussion – Can we get a credit History Report for Ashbrook? Don will work on it.

 

Kathy - Has copies of June Bank Statement

            - Asked for volunteers on Finance Committee

            - Balance in out account is 6408.33

 

Todd – Architectural Review Board getting started

Audience Question – Is there a file with old Reports? Yes, There is a file cabinet in the clubhouse closet with very old files on each home in it.  Don’t know how complete or what time frame it covers.

 

New Business

 

Don     - Discussion on Management company Quotes he received

-          Board Selected Stellar management as low bidder on June 24.

Tracey from Stellar – Working on Getting records together on home owners and dues

-          Discussed how her business is set up

Don – Discussed several quotes from landscapers for cutting and edging only

-          Don suggested board Choose to go with True Green at 12, 996 per year.  Others were Green Pastures at 17,000 and Keeper Green lawn care at 15,900.   

-          Quote included Trash pick up

-          The contract is between Ashbrook and True Green

-          They have the scope of the work

Don – Motion to accept True Green as Lawn Contractor/ 2nd Sue, All in Favor

            - Discussion on Bids not accepted

            - Considered all bids – Did not receive any others

Don – Discussed making early payments

Stellar – May pay dues early for October

-          Talked about check system

o       Check Log

o       Entered in Computer system

o       Generate Deposit Slip

-          Stellar will ask for cancelled checks on paid assoc. bills if you claim you paid them

-          Recommended a quarterly payment system for collecting assoc. dues

-          Discussion of past dues collection

o       18 pages of past due dues.

o       Amount is substantial

o       October invoice asking to pay early is going out in two weeks

o       Dues are tied to the house and not the owner.

Don – Discussed upcoming bills and obtaining operating capital is thrust behind collecting October dues early.

-          Need about 18,000 to get us to October

-          Mandatory early payment is not legal

 

Discussion – Forced payment of unpaid past dues may have Criminal element?

-          Make checks payable to Ashbrook Community Association

-          Address is on the web site

 

Joy – Vision statement for Ashbrook

-          Tabled – Will write a vision statement and vote on it at next meeting

 

Don – Proposed placing no soliciting signs in neighborhood

-          (3) 12X18 at $34 a piece

-          Motion tabled to see who would be excluded

 

Audience – Need a No outlet sign for Featherchase Cul-de-sac. – Don checking into it,

 

Sue – Motion for Board members to pay all dues, Don 2nd, All in Favor

 

Audience – Change timer for fountain

 

Don – Motion to make rent on coral $240 per year paid in Quarterly increments in conjunction with dues. 2nd Kathy, All in favor

 

Don – Motion to rent clubhouse at $60 per day. Kathy 2nd,  All In favor.

-          Manager is Ed Rodriguez.  Receives $25 per rental to open/close and maintain.

 

Don – Suggest that building committee meet with grounds committee.

 

Joy – Motion to cut service from Venison phone and Fax that cost $155 per month. Sue 2nd., all in favor.

 

Discussion – Post no trespassing signs in common areas / No

 

Joy       - Minutes on website will state they are unapproved until they are approved at the following board meeting

-          Check has been written to the State Corporation Commission for Ashbrook to become current in its corporation status.

 

Kathy – Motion for past board to return computer and its contents and information to current board members.  If they bought the computer at a discount, that amount will be reimbursed if they can show proof of purchase.  Don 2nd, all in favor

            - Jennifer Blazers computer has already been returned.

 

Joy – List of committees for people to join

-          Safety and Security – Neighborhood watch etc.  Joy is on this committee

-          Social – Neighborhood yard sales, pic nics, etc. Sue and joy on this committee.

-          Finance and Audit – Financial History, etc. Don and Kathy on this committee.

-          Architectural Review – Approval of projects. Todd is on this committee.

-          Buildings and Grounds – Lake Committee – Sue and Don on this committee.

 

Member Voice

- Cats Given away by Sue Herr

- Is Ashbrook getting going to the Area Developers Meetings or getting on the boards? Don looking into it.

- Interested in going to Chesterfield Co. public hearings?  See Joy

- Front Sign Situation – We own 2-3 acres around that sign. What are we going to do with it? Don will look into it.

 

Joy – Motion to Adjourn / Kathy 2nd/ All in Favor 9:20 PM