Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on November 25, 2013

Present: Beth Coon, Lee Griffin, Charlie Martinson (Chair), Art Pohm, Dallas Rust, Bob Swanson, and Ron White

Absent: Monte Parrish, Woody Hart

Guests: Irving Melcer

The meeting was called to order at 4:30 pm.

Previous Meeting Minutes: Approval of Board minutes of October, 2013. MINUTES OF THE BOARD MEETING HELD ON OCTOBER 28, 2013 BE APPROVED (Art Pohm, Bob Swanson). MOTION PASSED UNANIMOUSLY.

Announcements:

Charlie Martinson and Dallas Rust signed the Storm and Surface Water Easement.

The Board denied a variance to the covenant that bans fences.

We still are making progress on the repair of damage to garage doors during snow removal.

 Treasurer’s report: We have cash & equivalents of $296,888.

Committee Reports:

 Architectural Control: no activity this month

 Building Maintenamce: no report

 Clubhouse and Pool: Last summer the pool locks were changed and the pool hours were moved back to 9 PM. The committee is looking to purchase a larger outdoor clock and new lounge furniture that won't rust will be researched this winter for purchase in late Spring. The furnace has been checked and the carpet has been cleaned, so we are ready for holiday gatherings.

Investment: (Bob Swanson) Investments are worth $147,176. The Investment Committee is keeping an eye on the market.

Grounds: (Art Pohm) The Grounds Committee anticipates that path repairs will need to be addressed in the spring.

Hospitality: (Lee Griffin) There were 46 people at November Pot Luck and the new Book Club had 11 attendees.

Old Business:

Clubhouse Expansion: Ron White reported the results of the recent survey conducted by the ad hoc committee on Clubhouse expansion. Ron will take the information gathered back to the Clubhouse Expansion Committee for discussion.

Beautification Committee: The work on Fletcher is completed. The other projects will be completed in the spring.

New Business:

2014 Budget Discussion: Committees are turning in committee budgets so that a Stone Brooke Budget can be developed. The Board will discuss the budget in January and vote on it in February.

Adjournment at 5:35

Respectfully submitted,

Dallas Rust, Secretary

Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on October 28, 2013

Present: Beth Coon, Lee Griffin, Woody Hart, Charlie Martinson (Chair), Monte Parrish, Art Pohm, and Bob Swanson

Absent: Dallas Rust, Ron White

Guests: Irving Melcer

Lee Griffin volunteered to serve as the substitute Secretary

The meeting was called to order at 4:30 PM

No corrections were made to the minutes of the September meeting that were approved by email and distributed to all members October 3, 2013. 

Announcements: 

Charlie Martinson reported receipt of a renewal of the accounting contract with LWBJ with no changes from the prior contract except for tax preparation charges that reflect what actual costs were in 2012.  MOTION: (Monte Parrish, Lee Griffin) ACCEPT THE AGREEMENT WITH LWBJ FOR 2014. MOTION CARRIED UNANIMOUSLY.

Charlie Martinson reported that he signed the contract for snow removal that was authorized last month.  MOTION: (Monte Parrish, Art Pohm) ACCEPT THE CONTRACT WITH LANDSCAPES BY DESIGN FOR SNOW REMOVAL IN 2014. MOTION CARRIED UNANIMOUSLY. 

Treasurer’s Report: (Monte Parrish) Monte reported that we have cash & equivalents of $283,470.

Building Maintenance Committee: (Woody Hart) All mailboxes have been painted except those which were replaced and they will be repainted by November 15. The Board reviewed a contingency roofing plan developed by the BMC that could be instituted should we experience a catastrophic hail storm.  The BMC will provide a final proposal to the Board at a later date. 

Clubhouse and Pool: (Beth Coon) The lock on the door exiting the pool has been keyed to match the entrance door to the Club House, thanks to the lock smith help of Bill Cobb.  Now no one will get locked into the pool area (assuming they had their key to get in). The Little Free Library is full of books and is being used.  It will be registered on the Little Free Library website. 

Architectural Control: Ron White submitted by written report that the committee had approved the construction of an enclosure of the entryway on one home, the only request this month.

Investment: (Bob Swanson) The Vanguard Account balance is $144,534. 

Hospitality: (Lee Griffin) The Stone Brooke bus trip to Des Moines organized by Jean Digmann will occur on October 29 with good participation.

 Old Business:

 Clubhouse expansion ad-hoc committee:  In a written report Ron White indicated that there were 104 responses to the survey in regard to possible expansion of the clubhouse.  A summary of all responses will be presented to the Board at the November meeting.

Common area beautification ad hoc committee:  Lee Griffin reported the entryway project to Stone Brooke incorporating Walker the Fish has been completed.  Thanks to Jan Payer for providing the idea to submit a proposal to the City of Ames to secure the Walker the Fish sculpture. Central Landscapes hopes to complete the landscaping of all the medians on Fletcher Blvd between the entryway and the Clubhouse in November.  The committee will investigate into and possibly request another free sculpture from the City in 2014 with Monte Parrish leading the activity.

Charlie Martinson reported problems with getting the garage doors repaired or replaced after they were damaged by last year’s snow removal company.  The board members felt that it was the obligation of SBHOA to see that damages by the contractor were corrected and we will seek reimbursement from the contractor.  MOTION: (Monte Parrish, Lee Griffin) REPAIR OR REPLACE ALL GARAGE DOORS THAT HAVE NOT YET BEEN REPAIRED DUE TO DAMAGE INCURRED BY LAST YEAR’S SNOW REMOVAL COMPANY.

New Business:

 All committees are to present "drafts" of their 2014 Fiscal year budget to be reviewed by the Board at the November meeting. 

Meeting was adjourned at 5:50 pm.

THE NEXT MEETING IS SCHEDULED for 4:30 PM, Monday, November 25, 2013.

These minutes were recorded by Lee Griffin and are respectfully submitted,

Dallas Rust, Secretary

Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on September 23, 2013

Present: Beth Coon, Lee Griffin, Woody Hart, Charlie Martinson (Chair), Monte Parrish, Art Pohm, Dallas Rust, Bob Swanson, and Ron White

Absent:

Guests: Jean Digmann, Jan Anderson

The meeting was called to order at 4:30 PM

Minutes of the August meeting were approved.

Announcements: Barb Cobb has agreed to be our Stone Brooke Email Communications Person. The Board would like to thank Bernadine Mann for her help this last year!

Treasurer’s Report: (Monte Parrish) Monte proposed a financial summary which gives the Board an efficient way to look at the finances of Stone Brooke. The Board agreed that this summary will be very helpful. At the end of August we had $275, 486 in total cash and cash equivalents.

Grounds Committee: (Art Pohm) A workday will be scheduled in early October.

Building Maintenance Committee: (Woody Hart) Mailbox post painting is complete, except for damaged posts that will be replaced.  One of the three remaining large siding repairs have been completed. PSA expects to provide a half-day or less window of arrival time to a homeowner when work requires the homeowner to be present. The Board is reviewing a draft document concerning contingency planning for hail damage. The BMC is still working on a draft policy for roof-mounted solar collectors and will share it with the Architectural Control Committee for consideration.  Exterior wall vent covers are considered a homeowner responsibility, however, when siding is replaced and a vent cover is damaged, SBHOA will pay for vent cover replacement.

Clubhouse and Pool: (Beth Coon) The Little Free Library is built and placed in front of the Club House. Barb Faidley will be the “librarian”. We want to thank Ken Hartman, Glenn Kapplemann, and Charlie Martinson for construction and placement.  If you have books to contribute, please contact Barb. The Board discussed several issues regarding the pool—rekeying the door into the pool so people will not get locked in the pool, timer on the lights be modified, and closing the pool at 9:00 pm rather than 10:00 pm. (Most pool problems this year have been with young adults after 9:00 pm.) MOTION: CLOSE THE POOL AT 9:00 NEXT YEAR. MOTION PASSED UNANIMOUSLY.

Architectural Control: (Ron White) there was one request for window replacement which was approved.

Investment: (Bob Teleen) As of September 20, 2013 the total of the Vanguard and the Brokerage balance was $141,418.

Hospitality: (Lee Griffin) Jean Digmann and Jan Anderson proposed offering the service of bus trips to the people of Stone Brooke.  They have planned a trip to Des Moines to visit the Historical Museum and the Capitol Building.  They will send out an email to see if there is interest. MOTION: SUPPORT THE EFFORT OF THE HOSPITALITY COMMITTEE TO ORGANIZE BUS TRIPS/TOURS.  MOTION PASSED UNANIMOUSLY.

Old Business:

Clubhouse Expansion: (Ron White) The electronic survey is being tested.  It will go out to Stone Brooke Homeowners as soon as it is ready.

Common Area Beautification:  (Lee Griffin) The Board approved the next phase of beautification. We are appreciative of the city awarding a piece of public artwork to Stone Brooke. Central Landscape has been working with the committee on the Fletcher entrance to Stone Brooke where we will display Walker (the fish).

Schedule of Fines for Violation of Covenants and Bylaws:  (Monte Parish) The draft policies are still at the attorneys.  The Board will look at the draft policy next month.  If the Board approves the draft policy, it will then be sent to the Stone Brooke Homeowners for their review.

NEW BUSINESS

Snow Removal:  We only have one bid for snow removal.  MOTION: APPROVE LANDSCAPES BY DESIGN FOR SNOW REMOVAL WITH THE UNDERSTANDING THAT PSA WILL MONITOR THEIR TIME AND THAT THEY ONLY COUNT THE TIME THAT THEY ARE HERE TO WORK. MOTION PASSED UNANIMOUSLY.

Meeting was adjourned at 5:40 pm.

THE NEXT MEETING IS SCHEDULED for 4:30 PM, Monday, October 28, 2013.

Respectfully submitted,

Dallas Rust, Secretary

Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on August 26, 2013

Present: Beth Coon, Woody Hart, Charlie Martinson (Chair), Monte Parrish, Art Pohm, Dallas Rust, Bob Swanson, and Ron White

 Absent: Lee Griffin 

 Guests: Dave Haynes, Irving Melcer 

The meeting was called to order at 4:30 PM 

Minutes of the July meeting were approved as amended. 

Announcements: The two yard-maintenance issues have been resolved. 

Treasurer’s Report:  (Monte Parrish) At the end of July we had $334,000 in total cash and cash equivalents.  The treasurer suggested we make a transition from automatic deposits from 1st National Bank to First American Bank in order to save costs associated with automatic payment.  This seems to be the ideal time because 1st National has asked the Treasurer to initiate having all homeowners sign a new Automatic Deposit Slip. Since homeowners are going to have to fill out new Automatic Deposit Slips, this is the ideal time to switch banks to make for easier transition of dues. (MOTION:  (ART POHM, RON WHITE) AUTHORIZE THE MOVEMENT OF THE  OPERATING ACCOUNT THAT HARVESTS DUES FROM 1ST NATIONAL BANK TO FIRST AMERICAN BANK. MOTION PASSED UNANIMOUSLY. 

Grounds Committee: (Art Pohm) The fence on the walking path which has been in disrepair has been replaced and a bench has been positioned along the path. 

Building Maintenance Committee: (Woody Hart) Mailbox painting is still on the schedule and will begin around September 1st.  High priority siding and painting are being completed.  The Building Maintenance Committee and the Clubhouse Committee met and discussed the shared responsibility for external maintenance of the clubhouse. The BMC would be responsible for exterior maintenance of the Clubhouse, including exterior doors and windows while the Clubhouse and Pool Committee would have responsibility for the interior clubhouse maintenance and pool maintenance. The Committee is considering contingency plans in the event of a major hailstorm. The Committee also discussed a draft of a possible maintenance policy regarding roof-mounted solar collectors. The Committee agreed that if there is an intrusion under the siding by an animal (bird/rodent), it would be SBHOA responsibility. If, however, an animal intrudes under a sunroom or deck, it would be a homeowner responsibility. Also maintenance of exterior foundation insulation and its covering is considered a homeowner responsibility 

Clubhouse and Pool: (Beth Coon) The pool is scheduled to close on September 8th.  The pool has had great use over the summer. The Board asked the Pool Committee to consider keeping the pool open longer. Glenn Kappelmann has volunteered to build the Little Free Library which will be placed by the Clubhouse.

Architectural Control: (Ron White) no report 

Investment: (Bob Swanson) At the end of July the total of the Vanguard and the Brokerage balance was $139,047.

Hospitality: (Lee Griffin) no report. 

Old Business:

Clubhouse Expansion: (Ron White) The committee is collecting more data and will send out a survey to homeowners. 

Common Area Beautification:  (Monte Parrish) Central Landscapes has completed the first stage of beautification for approval.  The Board agreed that the area (immediately west of the Clubhouse on Fletcher) is not the scope of what was expected.

Schedule of Fines for Violation of Covenants and Bylaws:  (Monte Parish) Monte passed out sample policies for the Board to review. The Board approved the intent of the policies. Monte will have an attorney review the sample policies. After review by an attorney, Monte will bring the policy back to the Board for approval.  The policy will then be sent out to the Stone Brooke Homeowners for their review. 

Snow Removal Damage: (Charlie Martinson) Mailbox issues (mailboxes which were damaged by the snow removal) have been resolved.  The garage door issues are still being negotiated.

Rezoning Issue: (Monte Parrish) Monte met with the owner of the land neighboring Woodhaven Circle to the east and southeast. We will continue to review the situation.

Meeting was adjourned at 6:00 pm.

THE NEXT MEETING IS SCHEDULED for 4:30 PM, Monday, September 23, 2013.

Respectfully submitted,

Dallas Rust, Secretary

Stone Brooke Homeowners Association Board of Directors


Minutes of meeting held on July 29, 2013

Present: Beth Coon, Lee Griffin, Charlie Martinson (Chair), Art Pohm, Dallas Rust, Bob Swanson, and Ron White

Absent: Monte Parrish, Woody Hart

Guests: Judy and Denis McGee, Connie Owens, Larry Northup, Vince Simon

The meeting was called to order at 4:30 PM

Minutes of the June meeting were approved as amended.

Announcements:

Connie Owens volunteered to coordinate and offer rides to and from medical appointments on a volunteer basis for those in the Stone Brooke area. A notice will be sent out to homeowners.

An Email vote was taken in June regarding a request to use Common Grounds for an auction of a homeowners household goods. Discussion centered on the fact that the homeowner could use his/her own property, but not Common Property for selling of personal items. MOTION: DENY THE REQUEST FOR USE OF COMMON GROUNDS FOR AUCTIONS.  MOTION CARRIED UNANIMOUSLY

Treasurer’s Report:   (Lee Griffin for Monte Parrish) We have around $330,000 in total cash and cash equivalents.  Summer months are heavy spending times for pool, mowing, maintenance—shingles and painting, and tree work.

Grounds Committee: (Art Pohm) The grass which was replaced due to street repair is being kept up nicely by the City.  The tree service is busy clearing dead trees and doing work for individual homeowners. The Grounds Committee received numerous complaints about poor yard maintenance at two addresses. The President has written letters to both. MOTION (ART POHM, LEE GRIFFIN): AUTHORIZE A 15 DAY ULTIMATUM FOR CORRECTION OF YARD MAINTENANCE PROBLEMS OR SBHOA WILL HIRE SOMEONE TO DO THE WORK AND CHARGE THE HOMEOWNER OF THE COST AS PROVIDED BY OUR COVENANTS. MOTION CARRIED UNANIMOUSLY.

Building Maintenance Committee: (Woody Hart) An Email vote was taken in June regarding the approval of a contract to Dutchman Painters for painting of mailbox posts and supports. MOTION:  APPROVE A CONTRACT TO DUTCHMAN PAINTERS FOR PAINTING OF MAILBOX POSTS AND SUPPORTS.  MOTION CARRIED UNANIMOUSLY.  MOTION: (LEE GRIFFIN, RON WHITE) ALL STONE BROOKE MAILBOX POSTS AND SUPPORTS MUST BE CONSISTENT—WOOD PAINTED STONE BROOKE WHITE, OR WHITE PLASTIC.  MOTION CARRIED UNANIMOUSLY.  (There are one or two non-conforming mailbox posts. This motion will be in effect for all mailbox posts when they need to be replaced.)

Clubhouse and Pool: (Beth Coon) The pool inspection was completed and we had no violations. The possibility of placing a Little Free Library in Stone Brooke was discussed. MOTION: (RON WHITE, LEE GRIFFIN) BUILD AND INSTALL A LITTLE FREE LIBRARY IN STONE BROOKE WITH THE APPROVAL OF UP TO $250 FOR MATERIALS. MOTION CARRIED UNANIMOUSLY. Once again, the Board commends the Clubhouse and Pool Committee for the appearance of the pool.

Architectural Control: Ron White reported that there was one request for window replacement which was approved by the Architectural Control committee.

Investment: (Bob Swanson) Bob presented that at the end of June the total of the Vanguard and the Brokerage balance was $137,190.

Hospitality: (Lee Griffin) reported that there was a big turnout for the potluck—52 people.  This is a great way for new residents to get acquainted with the community. There will be a second Stone Brooke Coordinated Garage Sale on Saturday, August 24.

Old Business:

Clubhouse Expansion:The committee met and discussed ideas about the Clubhouse Expansion.  The Committee wants to collect data regarding the use of the Clubhouse. An email will go out explaining why the Committee is asking for this information.  Also, a questionnaire will be sent to homeowners in order to gather more information for the Committee about what members would like to see with this expansion.

Common Area Beautification:  Central Landscapes is completing a prototype of the Common Area for our approval.

Schedule of Fines for Violation of Covenants and Bylaws:  The Board discussed an amount to fine those homeowners who do not pay their dues on a timely manner.  It was decided that a fine of 1.5% plus a penalty of $35 would be appropriate, but would depend on the advice of our lawyer. The draft of the policy for a schedule of fines for violation of covenants and bylaws will be sent out to Homeowners to approve.  If you have questions, call Monte Parrish .  MOTION: (RON WHITE, LEE GRIFFIN) FORGIVE AN OUTSTANDING DEBT (LESS THAN $50) THAT HAS BEEN ON THE BOOKS FOR YEARS AND IS NOT THE CURRENT HOMEOWNER’S FAULT. 

MOTION: (RON WHITE, LEE GRIFFIN) APPROVE A FINE OF 1.5 PERCENT A MONTH PLUS A $35 PENALTY (if approved by our lawyer) TO BE APPLIED WHEN DUES ARE NOT PAID IN A TIMELY MANNER. MOTION CARRIED UNANIMOUSLY.

Rezoning Issue

The land neighboring Woodhaven Circle to the east and southeast is slated for development and the Board expressed interest in purchasing some or all of it to preserve its natural state and buffering effect. MOTION: (RON WHITE, ARE POHM) AUTHORIZE THE PRESIDENT AND TREASURER TO MEET AND DEAL WITH THE OWNER OF THE PROPERTY EAST AND SOUTH OF THE END OF WOODHAVEN CIRLCE UP TO THE AMOUNT DEEMED APPROPRIATE BY THE BOARD. MOTION CARRIED UNANIMOUSLY.

Meeting was adjourned at 6;05 pm.

THE NEXT MEETING IS SCHEDULED for 4:30 PM, Monday, August 26, 2013.

Respectfully submitted,

Dallas Rust, Secretary

Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on June 24, 2013

Present: Beth Coon, Lee Griffin, Woody Hart, Charlie Martinson (Chair), Monte Parrish, Art Pohm, Dallas Rust, Bob Swanson, and Ron White

Absent: None

The meeting was called to order at 4:30 PM

Minutes of the May Meeting were approved as amended.

Announcements:

Jo Ann Brown will no longer be able to be our email person. She has done a masterful job of editing and sending out everything that goes to all Stone Brooke Homeowners. We appreciate all of her efforts. Bernadine Mann has agreed to take over the job.

Charlie and Chris from PSA are wrapping up getting things that were damaged during snow removal corrected.

Treasurer’s Report: (Monte Parrish) We have $330,000 in the bank, including 130,000 in the clubhouse reserve. Monte reviewed the reasons to reverse the decision about closing the accounts at First American Bank. MOTION: (MONTE PARRISH, ART POHM) DO NOT CLOSE THE ACCOUNTS AT FIRST AMERICAN BANK. MOTION PASSED UNANIMOUSLY.

Grounds Committee: (Art Pohm) The grounds Committee had two work days, one of which was a general clean-up day that also involved putting wood chips around small shrubs and trees. The other work day was spent improving the appearance of the Bloomington entrance to Stone Brooke. Frye Tree Service removed several dead trees from the common area and is still working in Stone Brooke.

Building Maintenance Committee: (Woody Hart) Mailboxes were discussed. All the mailbox posts were painted in 2004. The BMC will find out the cost of repainting the mailbox posts. The BMC budget can be spent through December 2013. We also have reserves we can apply if need be.

Clubhouse and Pool: (Beth Coon) The Board discussed raising the fine to replace lost keys from $5.00 to $20.00. MOTION: (MONTE PARRISH, LEE GRIFFIN) RAISE THE FINE TO REPLACE LOST KEYS TO $20.00. MOTION CARRIED UNANIMOUSLY. New residents will receive the key from the former homeowner, but if not, they will be given a key for no cost. New landscaping surrounding the fence outside the pool has been completed. Several items have been purchased for the pool including flowers for the pots and a new rug at the pool door. The Board commented on how nice the pool looks.

Architectural Control: (Ron White) no report

Investment: (Bob Swanson) Bob presented a report from investment committee chair, Bob Telleen, that showed the Vanguard balance was $140,631.

Insurance: MOTION: (MONTE PARRISH, ART POHM) LWBJ KEEP TRACK OF THE INSURANCE CERTIFICATES. MOTION PASSED (8-1).

Hospitality: (Lee Griffin) no report

Old Business:

Permanent Address: The mailbox for the Stone Brooke Home Owners Association will be located in front of the Club House--3816 Fletcher Blvd. Ames, IA 50010. The mailbox will be put in soon.

Neighbor Art: We were awarded Walker, the Fish, from the Neighborhood Art application. MOTION: (BETH COON, RON WHITE) INSTALL WALKER, THE FISH, AT THE ENTRANCE TO STONE BROOKE ON FLETCHER. MOTION PASSED UNANIMOUSLY.

Clubhouse Expansion: The Ad Hoc committee is getting ready to meet. Ron White (chair), Beth Coon, Glenn Kapplemann, Bob Bergman, Bill Dreyer, Ken and Sally Hartman, and Larry Northup are on the committee. The Board gave Ron some parameters for the committee to discuss.

Common Area Beautification: Lee has been working with RGB, Central Landscapes, Country Landscapes, and Ben Hawcott Landscapes for plans for beautification of the common areas. The committee (Ron White, Monte Parrish, Lee Griffin (chair), and Eileen Tramp) is recommending that we allocate an amount of $20,000 to Central Landscapes to carry out the theme—limestone, grasses, river rock, boulders—MOTION: (LEE GRIFFIN, ART POHM) ALLOCATE $20,000 TO CENTRAL LANDSCAPES TO CARRY OUT THE BEAUTIFICATION. MOTION CARRIED UNANIMOUSLY.

Schedule of Fines for Violation of Covenants and Bylaws: Monte discussed the policy in draft for a schedule of fines for violation of covenants and bylaws. We need an attorney to review before we pass it. MOTION: (RON WHITE, WOODY HART) ALLOW UP TO $500 FOR AN ATTORNEY TO REVIEW THE LEGALITY OF THE SCHEDULE FOR FINES AND VIOLATIONS OF COVENANTS AND BYLAWS. THE MOTION PASSED UNANIMOUSLY.

New Business:

Easement: All the water from the North Grand Mall, plus several churches drain into the

storm sewer which runs behind Stone Brooke and floods from time to time. This has been a problem for our homeowners who live on the lower level of Stone Brooke. MOTION: (MONTE PARRISH, LEE GRIFFIN): GRANT THE CITY A PERMANENT EASEMENT OVER OUTLOTS A IN BOTH THE 2ND ADDITION AND 3RD ADDITONS OF STONE BROOKE IN ORDER TO WORK ON THE STORM SEWERS SUBJECT TO WATER FLOW CALCULATION, ALTERNATIVE ROUTES TO GET WATER TO ADA HAYDEN, BRIDGE REPLACEMENT, ETC.) MOTION PASSED UNANIMOUSLY.

Meeting was adjourned at 5:55 pm.

THE NEXT MEETING IS SCHEDULED for 4:30 PM, Monday, JULY 29, 2013

Respectfully submitted,

Dallas Rust, Secretary

Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on May 20, 2013

Present: Beth Coon, Lee Griffin, Woody Hart, Charlie Martinson (Chair), Art Pohm, Bob Swanson, Ron White

Absent: Monte Parrish, Dallas Rust

The meeting was called to order at 4:35 PM

Minutes of the April Board Meeting were approved.

Treasurer’s Report: (Charlie Martinson for Monte Parrish) All payment transactions are limited to $10,000 per transaction or $20,000 per day when using electronic checking. Transactions exceeding these amounts may be paid with a handwritten check. Charlie reported a balance of $162,520 in the checking and savings accounts. Ron moved and Lee seconded that the First American Bank account be closed and the money transferred to the First National Bank account. The motion was passed. The Aging Report was discussed and Lee agreed to call individuals involved in order to bring the accounts current.

Grounds Committee: (Art Pohm) Homeowners assisted with the workday activities on May 14, primarily picking up trash and repairing snow removal damage.

The board expressed concern with the inaction of the snow removal company in making repairs to property damaged this past winter. Charlie indicated that he had authorized PSA to issue an ultimatum to the snow removal company to make the repairs by May 24 or we will ask PSA to do the work and we will bill the snow removal company for the costs. Ron moved (Art seconded) to authorize up to $5,000 for the repair activity. The motion passed. The board discussed ways to avoid this problem in future snow removal contracts.

Larry Northup is chair of the tree subcommittee and will need to be informed of any tree issues.

Building Maintenance Committee: (Woody Hart) The BMC requested that the painting and siding budgets be merged as in past years to allow more flexibility in allocating funds for necessary work. This was presented as a motion by Woody and seconded by Art. The motion passed. Woody indicated that the BMC has a list of possible projects and one that caught the eye of the board was the need for painting of mailbox supports throughout SB. The BMC was asked to investigate what this may cost.

Clubhouse and Pool: (Beth Coon) The pool was painted last week, the furniture

has been moved outside, the pool is filling, and it should be ready to open this next Saturday for the Memorial Day weekend. Table umbrellas have been tried, but blow over too easily in this environment.

Architectural Control: (Ron White) Ron reported on the conversion of a screened porch into an enclosed porch.

Investment: (Bob Swanson) Bob presented a report from investment committee chair, Bob Telleen, that showed the Vanguard balance was $142,293.

Insurance: No report.

Hospitality: Fifty people, a record, attended the last potluck. The SB-wide garage sale will be held Saturday, June 1, 8–12. The summer social will be held the same day, 5–8, at the clubhouse.

Old Business:

Lee reported that the Neighborhood Art Application and Common Area Beautification activities are being considered as a single project. An ad hoc committee composed of a board member and other residents will be responsible for reviewing possibilities with select landscape companies and making recommendations to the board.

A feasibility study for single-contract garbage pickup will need to be prepared and publicized before any presentation at the next annual meeting.

Board members complimented Monte (in his absence) for his resolution of a visual nuisance problem.

Possible Board policy statements on “Use and maintenance of Stone Brooke lots” and “Nonpayment of assessments” were reviewed briefly but due to time constraints were tabled for discussion at a later meeting.

New Business:

Geothermal Heating and Cooling. The board agreed with Charlie’s assessment that owner installation of geothermal heating and cooling does not violate the covenants. Art (an engineer) presented data that indicated the primary cost savings with geothermal would be on the cooling side.

A resolution presented by Charlie was amended and approved by the board: “Be it resolved that the Stone Brooke Homeowners Association Board of Directors recognizes the economic and environmental benefits of geothermal heating and cooling systems in homes and encourages their use in Stone Brooke when possible and if they do not infringe on the property rights of their neighbors, the common grounds, and the city.”

Corporate Address. It is necessary that the Association have a permanent address. Possibilities presented by Charlie were: 1) use the clubhouse address, 3816 Fletcher Blvd., but have the mail delivered to one of the empty lockboxes on Waterbury Circle (the postmaster said that this might be possible); 2) use 3816 Fletcher Blvd., and put a single, large locking mailbox on the curb in front of the clubhouse; 3) rent a large P.O. box at the downtown post office (approximate cost, $212 yearly). The board authorized Charlie to proceed on this with the priority being options 1, 2, and 3 in that order.

Clubhouse Expansion. The possibility of expanding the clubhouse was discussed. It was proposed that an ad hoc Feasibility Committee be formed to study the issue, with Ron as chair, Beth as liaison from the Clubhouse and Pool committee, and that others would be selected from the Stone Brooke community. Lee moved and Art seconded a motion that the formation of the ad hoc committee be approved. The motion passed.

Adjournment: 5:55 PM

Respectfully submitted

Woody Hart, acting secretary

The next meeting is scheduled for 4:30 PM, Monday, June 24.

Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on April 29, 2013

Present: Beth Coon, Lee Griffin, Charlie Martinson, Monte Parrish, Art Pohm, Dallas Rust, Bob Swanson, and Ron White

Absent: Woody Hart

The meeting was called to order at 8:05 p.m.

Treasurer’s report: Given at Annual Meeting

Committee reports: Given at Annual Meeting

Old Business: None

New Business:

Lee Griffin thanked Monte for his leadership, creativity, and perseverance in fulfilling his term as President. Board members agreed!

MOTION (Monte Parrish, Lee Griffin): The 2013-2014 Board and Association Officers: Charlie Martinson, President; Lee Griffin, Vice President; Dallas Rust, Secretary; Monte Parrish, Treasurer, be approved: MOTION CARRIED

Liaisons to Committees were determined:

Architectural Control—Ron White

Building Maintenance—Woody Hart

Clubhouse and Pool—Beth Coon

Investment—Bob Swanson

Insurance—Monte Parrish

Grounds—Art Pohm

Hospitality—Lee Griffin

Adjournment was at 8:30 p.m.

Respectfully submitted,

Dallas Rust, Secretary

Next regularly scheduled Board will be at 4:30 pm on Monday, May 20, 2013 at the Clubhouse. Stone Brooke home owners are welcome to attend.

Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on March 25, 2013

Present: Bob Anderson, Lee Griffin, Woody Hart, Charlie Martinson, Monte Parrish, Art Pohm, Jane Ringwald, Dallas Rust, and Bob Swanson

 
Absent: Bob Swanson, Jane Ringwald


Guests: Barbara Faidley, Beth Coon

 The meeting was called to order at 4:40 pm.

Minutes: Approval of Board minutes of February 27, 2013.  E-Mail MOTION: MINUTES OF THE BOARD MEETING HELD ON February 25, 2013 BE APPROVED. MOTION CARRIED UNANIMOUSLY
 

Treasurer’s report: Lee Griffin reported that he was actively pursuing collection of the dues that are in arrears. Total assets are $481,253 at the end of February of which cash and investments are $321,172. Dues collected in February were $26,554 and expenses were $6,266.

Committee reports:

Architectural Control: Charlie Martinson led a discussion regarding solar panels. This will be discussed at a future meeting.


Building Maintenance:  PSA will begin the annual inspections as soon as weather permits. 

Clubhouse and Pool: Barbara Faidley reported that the committee has reformatted the Policy Governing Use of the Swimming Pool.  MOTION (Bob Anderson, Lee Griffin): APPROVE THE REFORMATTED POLICY GOVERNING USE OF THE SWIMMING POOL. MOTION CARRIED UNANIMOUSLY.  The reformatted policy will be sent out to all homeowners.

Investment: Bob Anderson reported that the total Vanguard Assets are $137,213 as of the markets' close on Wednesday, March 27, 2013.

Grounds: no report

Hospitality: Woody Hart reported that about 33 people attended the Wine and Cheese Party even with ISU playing in the Big 12 tournament that night.  There were 38 people at the March potluck.

Insurance: no report

Old Business:

Nominating Committee:  There are three openings on the Board for 2013-14. The nominating committee has identified three residents who are willing to serve:  Ron White, Beth Coon, and Charlie Martinson.

Neighborhood Art:  no report

Common Area Beautification Plan:  Lee Griffin is chairing this committee. If you are interested in serving on this ad hoc committee, please call Lee Griffin (232-7960).

Board Policy: Monte handed out a draft policy regarding Non-payment of Assessments. Most assessments are paid in a timely manner however, a small number of owners have been consistently late with payments; some past due amounts exceed $1,000.00.  In view of the fiduciary responsibility of the Board of Directors to the Association and to all Stone Brooke homeowners, the Boar has determined that reasonable action be taken to protect the interests of the Association.  MOTION (Bob Anderson, Woody Hart): APPROVE THE DRAFT POLICY FOR NON-PAYMENT OF ASSESSMENTS. MOTION CARRIED UNANIMOUSLY.  The draft policy will be sent out to all Homeowners.  Homeowners have 20 days to make written comments to any Board Member.

Monte also passed out a draft policy regarding Use and Maintenance of Stone Brooke Lots.   Most Stone Brooke Lots are used for residential purposes and well maintained by the owners, however, occasionally an owner does not use and/or maintain their property in accordance with the Stone Brooke Home Owners’ Association Declaration of Covenants, Conditions, and Restrictions dated May 24, 2011. This draft policy will be discussed at a future meeting.

Annual Meeting— MOTION (Charlie Martinson, Art Pohm): AUTHORIZE THE EXPENDITURE FOR USE OF THE MEETING PLACE (STONEBROOK COMMUNITY CHURCH), AUDIO EQUIPMENT ADVISOR, AND MATERIALS FOR THE ANNUAL MEETING ON APRIL 22, 2013. MOTION CARRIED UNANIMOUSLY.

New Business: None

Adjournment at 5:30. 

Respectfully submitted,

Dallas Rust, Secretary

Next regularly scheduled Board meeting will be on April 29, 2013 at 6:30 PM at the Stonebrook Community Church.  (Registration will begin at 6:00 PM.)

Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on February 25, 2013

Present: Bob Anderson, Woody Hart, Charlie Martinson, Monte Parrish, Art Pohm, Jane Ringwald, Dallas Rust, and Bob Swanson.

Absent: Lee Griffin

Guests: Barb Faidley, Jim Lohr, Bob Bergman, Andra Reason (LWBJ)

The meeting was called to order at 4:30 pm.

Previous Meeting Minutes: Approval of Board minutes of January 28, 2013. MINUTES OF THE BOARD MEETING HELD ON JANUARY 28, 2013 BE APPROVED (Dallas Rust, Jane Ringwald). MOTION PASSED UNANIMOUSLY.

Treasurer’s report: Total Assets are $479,118, of which, cash and investments are $306,214. Dues collected for the month were $26,554 and expenses were $11,155. The Investment Committee reported that our investments are worth $134,367 as of February 22, 2013.

LWBJ will send out an updated dues report to homeowners. (Dues increased on a few townhomes, but otherwise stayed the same or decreased.) LWBJ will include a notification for homeowners to fill out and send to their banks regarding dues payments to confirm automatic check withdrawal. They also will include an attachment for homeowners to send to their insurance companies notifying them that their certificate of insurance should now go to LWBJ.

Overall the new dues effective April 1, 2013 will result in no change for Class B members and:

• An average decrease in Class A member dues of 2.00%;

• A maximum increase in Class A member dues of 3.65%;

• A maximum decrease in Class A member dues of 6.94%.

Class A member dues are based largely on the size of each unit measured in both roof area (roofing squares) and siding area (siding units). This variation in unit size naturally results in considerable variation in monthly dues amounts among Class A units.

In November the Board of Directors changed the annual assessment period (Article V, Section 2 of the Covenants) to April 1 to March 31 from January 1 to December 31. This allows three months after the year end tax reporting period to review proposed budgets for coming year and set dues levels. Dues for January - March 2013 will remain at 2012 levels.

Andra reported that our income tax was ready to file. THE BOARD AUTHORIZES LWBJ TO FILE INCOME TAX FORM 1120H FOR THE ASSOCIATION (Bob Swanson, Art Pohm) MOTION PASSED UNANIMOUSLY.

Reminder: If individual members need something from the accounting firm (LWBJ) for Stone

Brooke business, they should go to the Board or Committee Chairs before they to talk to LWBJ. LWBJ bills by the hour for accounting services, and it is simply not practical for 192 owners to be dealing with LWBJ individually.

Committee Reports:

Architectural Control: No report

Building Maintenance: PSA will be coming around in the spring to compile a list of things for the Committee to discuss.

Clubhouse and Pool: Barb Faidley reported that the new Policies Governing Use of the Clubhouse, which were approved last month, have been put in place and are working. Homeowners will receive a copy of the Policy. Denis McGee is a new member of the Pool Committee. Barb is getting bids on finishing off the area under the fencing and the drain in the front of the Clubhouse.

Investment: (see Treasurer’s report)

Grounds: Art Pohm reported on the expenses for Lawn care in 2012.

Hospitality: There were 30 residents at the pot luck on Thursday, February 21, and 23 residents at the Coffee on Saturday, February 23. There is a Wine and Cheese Party at the Clubhouse planned for Friday, March 15 th.

Insurance: no report

Old Business:

The approved budget was presented to the Board.

Our application for Neighborhood Art has been submitted and we are waiting to hear if we will receive it.

New Business:

The Board is working on a Policy for Fines for Violation of Covenants.

Monte appointed Bob Anderson as Chair of the Nominating Committee. We will have at least 2 open seats on the Board for next year.

Adjournment was at 5:40 pm.

Respectfully submitted,

Dallas Rust, Secretary

Next regularly scheduled Board will be at 4:30 pm on Monday, March 25, 2013 at the Clubhouse. Stone Brooke home owners are welcome to attend.

Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on 28, January 2013

Present: Lee Griffin, Woody Hart, Charlie Martinson, Monte Parrish, Art Pohm, Jane Ringwald and Bob Swanson.

Absent: Bob Anderson, Dallas Rust

Guests: David Haynes, Larry Northup

The meeting was called to order at 4:30 pm.

Previous Meeting Minutes: Approval of Board minutes. MOTION: THE MINUTES OF THE BOARD MEETING HELD ON NOVEMBER 26, 2012 ARE APPROVED (Charlie Martinson, Art Pohm). MOTION PASSED UNANIMOUSLY.

Treasurer’s report: The DRAFT financial report for 2012 shows total assets of $458,233 ($288,436 in liquid assets) Revenue for the year was $318742 and expenses were 340,667 yielding a net loss of ($21,925) The loss includes $43,991 for clubhouse and pool improvements which was funded from the common area reserve.

The Board discussed the accounts receivable aging report that showed recurring past due assessments by certain owners, some in excess of $1,000.

MOTION: (LEE GRIFFIN, BOB SWANSON) EFFECTIVE FEBRUARY 1, 2013 THE PENALTY FOR LATE PAYMENT OF MONTHLY OR SPECIAL ASSESSMENTS WILL BE 18% PER YEAR (1.5 % PER MONTH). MOTION PASSED UNANIMOUSLY.

Committee Reports:

Architectural Control: no report

Building Maintenance: The Board discussed the Building Maintenance concern of budgeting for siding and painting. Charlie recommended a roofing budget for 2013 of $90,000.00.

Clubhouse and Pool: Barbara Faidley reported on Clubhouse and Pool. MOTION: ACCEPT THE DRAFT OF THE POLICIES GOVERNING USE OF THE CLUBHOUSE. MOTION PASSED UNANIMOUSLY.

Investment: (see Treasurer’s report)

Grounds: Art Pohm discussed apparent excesses in mowing expenses:

MOTION: (LEE GRIFFIN, ART POHM) PSA WILL BE DIRECTED TO SECURE MORE MOWING BIDS FOR THE UPCOMING BUDGET YEAR. MOTION PASSED UNANIMOUSLY

Hospitality: Woody Hart reported that Potluck attendance was good in in December and January and that a Wine and Cheese event is to be announced soon.

Insurance: no report

Old Business: David Haynes will check as to the zoning change proposal on the land behind Woodhaven Circle to Low Density residential from agricultural.

2013 Budget

Monte Parrish distributed a Budget Worksheet proposing an adjusted budget for April 2013 through March 31 2014.

MOTION: (LEE GRIFFIN, ART POHM) THE ADJUSTED BUDGET DATED 26 JAN 2013 IS APPROVED EXCEPT THE SNOW REMOVAL AMOUNT WILL BE REDUCED TO $20,000. MOTION PASSED UNANIMOUSLY

Approval of this budget would result in:

• A reduction of $12.50/month in the assessment for Townhouse Operating Expenses applicable to Class A homeowners;
• An increase of $7.50 per roofing square in the assessment for roofing (applicable to Class A homeowners;
• A reduction of $5.50 per siding unit in the assessment for siding/paint applicable to Class A homeowners;
• No change in the assessment for the Common Areas applicable to both Class A and Class B homeowners.

New Business:

Monte Parrish discussed the City Neighborhood Art Application which SBHOA applied for and is to be decided by the Public Art Commission in April 2013. The piece named Barbara’s Portal was requested and planned to be located at the corner of Bloomington Road and Fletcher Blvd. Thanks to Jan Payer for the suggestion!!

Adjournment at 6:00

Monte Parrish

President

Next regularly scheduled Board Meeting will be at 4:30 pm on Monday, February 25, 2013 at the Clubhouse.