Ashbrook Community Association

Board of Directors

Monthly Meeting

August 14, 2007

Ashbrook Community Clubhouse

 

 

I.                   Call to order – 7:06 Pm

II.                Roll and Quorum Status

A.    All Board Members present

B.     Tracy from Stellar Management Present

III.             Approval of Agenda

A.    Kathy Figura Motion to accept

B.     Sue Herr 2nd

C.     All in favor

IV.             Reading and approval of July 10, 2007 Minutes

A.    Correction of minutes made

B.     Don Motion to approve minutes with corrections

C.     Sue 2nd

D.    All approve

V.                Old Business

A.    Officer Reports

1.      President – Joy

a.       With help of Kathy, a mission statement has been created for Ashbrook.

b.      Mission Statement: The Ashbrook Community Association, in incorporation with its membership set forth to make Ashbrook an inviting and family oriented community by creating a safe and lively environment based on openness in communication, fiscal responsibility, and involvement for our members.

c.       Suggestion for changes: “…make Ashbrook a more inviting…” to “make Ashbrook an inviting…”

d.      Kathy motion to accept Ashbrook mission statement with suggested change.

e.       Sue 2nd

f.       All in favor

2.      Vice President

a.       Home Depot account has been closed

b.      Former President, Ray May was sentenced in 2003 to 10 years of prison for embezzlement with 9 ½ years suspended in order to make repayment to Ashbrook provided that he make payments of $25.00 a week.  Has not been making payments for the past 3 years, and was detained in Nevada and will be sent back to Virginia for a hearing. His wife did send $750.00 to his officer in Virginia last week.

c.       Don discussed the situation of the companies owned by Evelyn Mitchell and return of Ashbrook property.  Our Attorney sent a representative from his office to pick up all records from Evelyn. Evelyn signed a notarized statement that said that she turned over all records for Ashbrook. However, after reviewing the material given to us, we do not have the records from 2003-05. There are no records for resident accounts or corral history.  We only have about 30% of the records we should have from her.

d.      Evelyn Mitchell’s Attorney presented Ashbrook with a settlement statement that requested payment for the months of May and June 2007 (about $13,000) and the release of Metro Management, Island Ventures, and Tax Specialists from any misconduct found by way of any audit.  In return, Evelyn Mitchell would not seek legal action against Ashbrook.

1.      Don made motion to reject this offer, in accordance with the recommendation of our lawyer.

2.      Sue 2nd

3.      All in favor

e.       Don discussed no solicitation sign for neighborhood.  Said it would have little effect.  Suggested home owners put no solicitor’s signs on home that could be legally defended.

B.     Audience Question

1.      Question:No outlet signs?

Answer: Being discussed at Building and Grounds Committee’s next meeting.

2.      Question:Who is our Lawyer?

Answer: Andrew Elmore with Chadwick Washington and he only practices association law.

3.      Question:What system is in place to ensure everyone pays current and past dues? 

Answer:Tracy Talbert  spoke to the members stating  they are using records from Metro Management and verifying Chesterfield County Real Estate Database to update records.  Also working with homeowners to straighten out records and are researching addresses using Chesterfield County Real Estate Database to match 724 houses with 724 homeowners.

4.      Question:Will people be back billed?

Anwer:Yes, if a balance is shown to be due.

Tracy emphasized “Make checks payable to Ashbrook Community Association”, if they are not, they will be returned asking the check writer to write a new check, made payable to Ashbrook Association”.

 

VI.             Committee Reports

A.    Safety and Security : Chairs were absent. Report given my Joy Nowak, member of this committee.

1.      National Night Out was a great success. Thank you to all who participated.

2.      Need block captains for Neighborhood Watch. 

3.      Next meeting is 9/17 at 7:00 PM in clubhouse. Block captains will be trained by Officer Miltenburger on this night.

4.      See Joy after the meeting to get information to be a block captain

B.     Finance Committee - Ryan Haarbrink chair

1.      Discussed, utilizing a powerpoint

a.       Goals

b.      Cash flow issues – Poor record keeping, need write off amounts of past due amounts from previous owner, insurance is lacking, Recommendation to give 5-10% discount to homeowners who pay a year in advance and monthly expenses are now 2,000 a month.

1.      Don made a to table the suggestion of any discount, there are members have already pre-paid and most members are not looking for a discount.

2.      Todd 2nd

3.      All in favor

2.      At end of 1st full year Ashbrook should have $69,973.20 of net income

3.      Question from Joy – How much is legally required for reserve funds? A: Tracy: We legally have to have a reserve study every 5 years.  They will make recommendation that we can follow or ignore. Tracey has other Associations that she manages and will see if she can feasibly match us up with another neighborhood association to cut the cost of the study.

4.      Expense Breakdown

5.      Review of current record keeping

6.      Audit of historical records

C.     Architectural Review Board report given by Todd Pettyjohn and Alan Kane

1.      Review of 8/1/07 Board meeting

2.      Will meet once a month on first Wednesday at the clubhouse

3.      Send applications to:

Ashbrook ARC

PO Box 1648

Midlothian, VA 23113

4.      Allen Kane will pick up request

5.      Approved and unapproved request will be sent to Stellar Management where a copy will be made and filed and another copy will be sent back to the homeowner.

D.    Buildings and Grounds report given by Bill Walton

1.      Signs have been erected to direct traffic at the intersection of Featherchase Dr. and Shady Banks Dr.

2.      Signs at playground to control trespassers.

3.      Basketball, Volleyball courts, and storage coral have been sprayed for weeds. Playground has been sprayed with a child safe weed killer.

4.      Minor repairs to clubhouse have been made.

5.      Next Buildings and Grounds/Lake Committee meeting is 9/4/07

2.      Lake Clean Up and Neighborhood Clean Up Day is 9/15/07 8am-12pm –meet at the clubhouse. For those w/o boats, you can help power wash deck at clubhouse, paint clubhouse, trim brush at dock, or other tasks.

3.      Future projects to include: bridge to connect bike paths, other suggestions

E.     Lake Committee report given by Jerry Oakley

1.      Anyone with a boat in the coral can help clean lake on Lake Clean Up Day 9/15/07.

2.      Still need to know whose boats are on the racks so that we can repair the rack. Your boat may be moved to another rack!

3.      Don – recognized those who have taken responsibility for a zone to keep clean in the neighborhood. And asked for more volunteers.

VII.          New Business

A.    Joy – Spoke with Terrance Singleton who has provided her with the serial numbers for all of the computers, projector, and printer purchased by Ashbrook.

B.     Wants to put into place a purchase order procedure so no one person can spend money more than $200.00 per occasion without Board approval. Read guidelines for all board and committee members for spending money.

1.      Changes: put #7 with #1

2.      Motion to accept guidelines – Joy

3.      Tabled for discussion at Finance and Audit Committee at their 8/23 meeting.

C.     Tracy from Stellar introduced Co-worker: Tricia Carroll

D.    Kathy Figura motion to adopt budget which was presented to board and members during power point given by Ryan Haarbrink, Chair of the Finance and Audit Committee

1.      Don 2nd

2.      All in favor

E.     Allen – Discussion on fees for coral

F.      Don – Motion to chain or gate off picnic and play ground area at dark each night with a no trespassing sign. This is in accordance with other Chesterfield County parks.

1.      Joy 2nd

2.      All in favor

G.    Member voice

1.      Question:How can we show our appreciation for the police and fire crews that showed up for national night out?

AnswerA: Send a card

2.      Question:Do we use the same form for ARC Request?

3.      AnswerA: Yes for now.  Committee will be working on a new form for the future.

4.      Allen – FYI – new town home development between us and Hampton Park is coming.

 

VIII.       Community Guest

A.    Omar Rajah – Running for School Board

B.     Dennis Profit – Running for Sheriff.

IX.             Member Voice

A.    Question:What is going to happen to our sign at the entrance with all the new development?

Answer: Don: Need to find out what VDOT will do when the road is widened first.

B.     Question:What is happening with the Community Boat?

Answer: Lake Committee wants to get it in the water this weekend to check it out. The Committee is discussing whether to raffle it off or maybe sell it.

C.     Question:When will True-Green Start taking care of the entrance sign?

AnswerA: Planting is not in their contract right now.  Would like to get some residents to help spruce it up. Funds will not be overly spent because of VDOT working there to expand 360 as well as proposed turn lane.

D.    Question:What can we do to enforce the speed limit in the neighborhood? AnswerA: Need to speak to zoning commission. Safety and Security Committee has discussed getting a speed trailer from Chesterfield County Police. Officers have been seen patrolling the area.

 

X.                Adjournment

A.    Joy Motion to adjourn at 9:06 PM

B.     Todd 2nd

C.     All in favor