Ashbrook Community Association
Board of Directors
Monthly Meeting
Ashbrook Community Clubhouse
I.
Call to Order:
II. Roll and Quorum Status
A. Joy, Sue, Kathy, Todd, and Don present
B. Tracy Talbert Stellar management
III. 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.
B. Motion to accept Joy
C. 2nd Kathy
D. All approve
IV. Old Business Officer Reports
A. President Joy Newsletter to go out soon. Committees need to send in info that they want printed by 9/14
B. Vice President Sue
1. Ray May had his hearing
2. Commonwealth Attorney wants him in jail
3. Sentencing is Oct. 24
4. A Payment schedule will be ordered
5. He is currently in Jail
6. He owes about $32,000
C. Don McQueen
1. Ryan Haarbrink and Don went to DPOR meeting about Neighborhood associations to learn about HOA.
2. Discussed responsibility of being on the board
3. HOA are to be run like a business
4. Its important to collect past dues and enforce covenants
D. Tracy Metro management
1. Still working on gathering information on accounts, and setting up files on our homeowners
Q If you purchase a house with past dues without knowledge are you still responsible for those dues.
A Yes - The debt should be tied to the deed of the house.
Q Can we have a summary of covenant violation letters sent printed in the newsletter, how about printing the names of the violators?
A to be answered in Member Voice
V. Committee Reports
A. Safety and Security
1. Officer Miltenberger will be training block captains next Monday at 7:00 PM in the clubhouse.
2. Still need about 15 people to be capitans
3. Speed trailers to notify drivers of their speed are not available because the police do not have the trailers to haul them.
4. There is a speeding hotline residents can call
B. Social Committee
1 Fall BBQ Oct. 13 from 1-5
2. Free food- but you must RSVP
3. Bring a dish
4. Committee asking for $1520 for supplies, and rentals
5. Sue Motion that the Board allow the Social Committee to spend $1520 for the BBQ
a. Kathy 2nd
b. All in favor
6. Canasta this Thursday at
C. Finance and Audit
1. Cash Flow
a. 19 homes have prepaid for 1 year
b. 105 homes have prepaid through October.
c. This has created a positive cash flow
d. Current balance is $18,564
e. Accounts Payable = $4482
2. Expense Breakdowns
3. Review of current record keeping
4. Audit of Historical records
Q How many people are there for checks and balances of how we are spending our money?
A At least 4-5
Marlene Durfee spoke Running for Matoaca District Supervisor
Omar Rajahs wife spoke on behalf of her husband running for Matoaca School Board
C. Architectural Review board- no report
D. Building and Grounds
1. Report on Accomplishments for the past month
2. Ashbrook Boat May sell for best offer
3.
VI. New Business
A. Vice President Sue has joined CCHOAP (Chesterfield Coalition of Home Owners Associations Presidents)
1. Two debate/meetings Oct 17 and 25 at Cosby HS
B. Treasurer Kathy
1.
Current checking account balance as of
C. Don McQueen Motion -
1) Every vehicle stored in a rented
space in the vehicle corral, including vehicles already in there, must be
operable and have current license and state inspection. Any violation not
corrected within 30 days after notification has been sent to the renter's last
address on file will result in that vehicle being removed at the owner's
expense.
a. 2nd Sue
b. Todd abstain
c. Joy and Kathy agree
2. The roof on the clubhouse needs repair
a. Don has secured a roofing company that would do the work for fee in exchange for 10 free ads in our newsletter.
B. Don Motion) I move that we accept the
proposal from Cascante Contracting, Inc., to replace 6 vents in the clubhouse
roof with new vents, seal them, install water-cut-off sealer around them,
install new self seal screws to secure any loose metal roof panels, install one
coat of fiberglass roof coating, and install one coat of aluminized roof
coating, in return for having a 1/2 page ad in our Ashbrook newsletter for 10
issues.
1. 2nd Sue
2. All in favor
3. Don Motion 3) I move that
we accept ads from businesses to be put in our newsletter at the following rate
schedule:
1/16 page (business card size)-----$25 per
issue.
1/8 page----------------------------------$40
per issue.
1/4
page----------------------------------$70 per issue.
1/2 page--------------------------------$140
per issue.
All ads based on 8 1/2" x 11" page
size.
a. 2nd Kathy
b. all in favor
4. Prior Board Correspondance
a. Ray Overby has not returned the trailer that belongs to Ashbrook that he told Joy would be in place at the boat corral in two weeks (conversation on 8/17)
c. Receipts show that Ray Overby bought a desktop computer that is unaccounted for.
d. Don Motion 4) Motion: If Ray
Overby does not return the 16' Carryon Trailer, the Dell laptop computer and
all accessories, and the Dell E510 desktop computer and all accessories, by
1. 2nd Kathy
2. All in favor
5. Will send courtesy letter to Ray to inform him of our intentions.
6. Working on an e-mail distribution list for Ashbrook
VIII. Member Voice
Q Are former board members going to be made to pay past dues?
A Probably not because a motion was passed not to pay them. ** A board that was in service in the 1990s was responsible for this motion.**
Q What are the legal fees for in our budget?
A Defending ourselves against metro and to pay Tommy Gordon $1750 when he was representing Ashbrook through Metro on warrants and debt collection.
IX. Adjournment
A. Motion to adjourn Sue
B. 2nd Kathy
C. All approve