Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on November 23, 2014

 

Present: Beth Coon, Woody Hart, Charlie Martinson (Chair), Dallas Rust, Dave Schrader, Bob Swanson, Ron White

 

Absent: Lee Griffin, Monte Parrish

 

Visitors: Denny Jones

 

The meeting was called to order at 4:30 PM

 

Minutes of the October Meeting were approved as distributed on November 21, 2014.

 

Charlie Martinson announced that we are still investigating the storm water drainage system behind homes on northwest side of 4000 block of Fletcher.  MOTION: (WOODY HART, BETH COON) BOARD HIRE AN ENGINEERING FIRM TO DETERMINE WHAT OUR NEEDS ARE AND GIVE US A COST ANALYSIS.  Motion passed unanimously.

 

Beth Coon reported that the ad hoc committee met to choose and seek a City of Ames Neighborhood Public Art Sculptures. The committee narrowed the choice to three of the sculptures.  MOTION: (RON WHITE, DALLAS RUST) AD HOC COMMITTEE FOR CITY ART PROCEED WITH THE APPLICATION PROCESS TO PLACE A SCULPTURE ON THE SOUTHWEST CORNER OF THE INTERSECTION OF HARRISON AND STONE BROOKE ROAD WITH AN ALTERNATE PLACEMENT SOMEWHERE AROUND THE CLUBHOUSE. Motion passed unanimously.  The Board thanked Beth Coon who chaired the ad hoc committee and committee members Shirley Shaw, Sandi Austen, Karen deWolf, and Linda Thrailkil. 

 

Treasurer’s Report: Bob Swanson reported we have over $320,000 of quick assets. 

 

Grounds Committee: No report

 

Building Maintenance Committee: Woody Hart reported that PSA has completed most all of the maintenance jobs on their list. The BMC wanted the Board to know the need for an increase in the budget in order to meet all commitments.

 

Clubhouse and Pool: Beth Coon reported that the new clubhouse furniture has been delivered. The Board commented on how nice it looks.     

 

Architectural Control: Ron White reported that the committee granted permission for a screened-in porch on the back of a home and a new deck on the front of an entrance.

 

Investment: Bob Swanson reported that investments are $161,329.

 

Insurance: No report

 

Hospitality: Dave Schrader reported that 62 people attended the Fall coffee hour on Nov 15th and 46 people were at the Pot Luck on Thursday, the 20th.   There are 3 families moving into Stone Brooke in the next month.  

 

Old Business: None

 

New Business:

Charlie presented a budget worksheet for the Board to study.  The Board will resume discussion of the budget in January.

 

Meeting was adjourned at 5:25 pm.

 

THE NEXT MEETING IS SCHEDULED for 4:00 PM, Monday, January 26, 2014.  

NOTE CHANGE IN TIME! 

NOTE THAT THERE IS NO MEETING IN DECEMBER!

 

Respectfully submitted,

Dallas Rust

Secretary

Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on October 27, 2014

 

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

 

Absent: Dallas Rust, Monte Parrish

 

Visitors: Larry Koehrsen, Irv Melcher, Linda Thrailkill

 

The meeting was called to order at 4:32 PM

 

Minutes of the September Meeting were approved as distributed on October 4, 2014.

 

Charlie Martinson announced that the 3-year contract with Landscapes by Design has been finalized.  Additionally, a final contract with LWBJ is still pending but we are operating as an extension of the prior contract.

 

Treasurer’s Report: Bob Swanson reported we have about $30,000 more in cash & equivalents than this time last year.

 

Grounds Committee: (Woody Hart)

The Board discussed contracting out general plant maintenance for the common areas.  MOTION: (RON WHITE, WOODY HART) APPROVE OFFERING THE PLANT MAINTENANCE WORK TO BILL COBB AS AN INDEPENDENT CONTRACTOR AT A RATE OF $20/HR.  MOTION PASSED UNANIMOUSLY.

The Board discussed planning for management and treatment of trees on common grounds that may be affected by the Emerald Ash Borer.  MOTION: (BETH COON, RON WHITE) APPROVE TO PURSUE OBTAINING BIDS FOR TREATMENT OF TREES ON THE COMMON GROUNDS POTENTIALLY IMPACTED BY THE EMERALD ASH BORER.  MOTION PASSED UNANIMOUSLY.

 

Building Maintenance Committee: (Woody Hart)

The Board discussed the pending scheduled A, B, and C level projects for the townhomes in 2014.  An additional $7000 over the existing budget will be needed to fund these projects.  

MOTION: (RON WHITE, BOB SWANSON) APPROVE TO ALLOCATE AN ADDITIONAL $7000 TO COMPLETE THE SCHEDULED A, B AND C LEVEL PROJECTS.  MOTION PASSED UNANIMOUSLY.

Committee is pursuing options to ensure commitments for painting of townhomes are fulfilled.  There have been some issues with maintaining commitments in 2014.

 

Clubhouse and Pool: Beth Coon reported that the new clubhouse furniture has been ordered but has not yet been received.   

 

Architectural Control: Ron White reported no activity from the Architectural Control Committee.

 

Investment: Bob Swanson reported there was minimal change in investment value from the previous month.

 

Insurance: No report

 

Hospitality: Dave Schrader reported that there were 36 people at October potluck.  A bus trip to Des Moines is scheduled for October 30th.  A social gathering is scheduled at the clubhouse from 9-11 AM on November 15th.

 

Old Business:

Discussed the board policy for containment of radon mitigation equipment.

MOTION: (LEE GRIFFIN, WOODY HART) APPROVE THE POLICY FOR CONTAINMENT OF RADON MITIGATION EQUIPMENT.  MOTION CARRIED UNANIMOUSLY. 

A copy of the final policy statement is attached at the end of these minutes.

 

New Business:

Discussed potential numbers for next year’s budget.  Further discussions will be occurring soon. 

 

Meeting was adjourned at 5:45 pm.

 

THE NEXT MEETING IS SCHEDULED for 4:30 PM, Monday, November 24, 2014.

 

Respectfully submitted,

Dave Schrader, Board Member

 

Board Policy on Radon Mitigation Procedures   adopted: October 27, 2014

 

Radon is a carcinogenic gas often present in Iowa soils that can seep into homes through basement walls, floors, and sump wells.  Exposure to high levels of radon over time can result in lung cancer.  Test kits are readily available to test for the concentration of radon in the air in homes and sampling duration may vary from several days to a year.  If short term tests are done it is suggested that they be repeated as the amount detected can vary considerably with each test.  Changes in weather and barometric pressure can affect the infiltration of radon from the soil into the home.  Of course everyday activities and ventilation can affect the accumulation of radon. 

 

Radon testing is not required by the City of Ames before residential property may be transferred to a new owner.  It is a requirement in some states.  However, the home buyer, or more commonly the lending agency, may require a radon test and corrective action if needed. If radon levels are found to be sufficiently high to require mitigation, usually an average of 4 picocuries or more per liter (pCi/L) in the living areas, mechanical abatement equipment may be used. The common procedure is to reduce the air pressure beneath the basement floor by evacuating the sub-floor gasses via a pipe system and fan and expelling them into the atmosphere above the home.  The negative air pressure reduces radon infiltration into the home and hopefully reduces interior radon concentrations to acceptable levels.  The Stone Brooke Homeowner’s Association is requiring that the fan and pipe system for radon abatement be confined to the interior of the home and garage and that the vent stack be installed through the roof.  Any variances to these requirements must be approved by both the Architectural Control and Building Maintenance Committees. 

 

Use of heat recovery ventilators (HRV) and energy recovery ventilators (ERV) will lower radon levels significantly because they replace indoor air with fresh air with no change of interior air pressure (and capture the heat or cooling while bringing fresh air into the home).  Their use in the summer may lead to humidity problems.

The US standard for radon mitigation is contained in ASTM E-2121. 

Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on September 22, 2014

 

 

Present: Beth Coon, Woody Hart, Charlie Martinson (Chair), Dallas Rust, Dave Schrader, Bob Swanson, Ron White

 

Absent: Lee Griffin, Monte Parrish 

 

Visitors: Larry Koehrsen

The meeting was called to order at 4:33 PM

 

Minutes of the August Meeting were approved.

 

Treasurer’s Report: We have cash & equivalents of $374, 679.

 

Grounds Committee: The Grounds Committee recommends contracting out certain aspects of keeping the Common Areas. They are collecting bids and will present a proposal to the Board.

 

Maia Van Holsteijn, a senior student from the ISU Horticulture Department will be doing a special project for credit this semester. She will be developing a plant maintenance plan for the common areas at Stone Brooke.

 

Building Maintenance Committee: (Woody Hart)

The Board discussed the draft Board Policy Statement on Radon Mitigation. MOTION: (WOODY HART, BETH COON) APPROVE THE DRAFT BOARD POLICY ON RADON MITIGATION AND DISTRIBUTE IT TO HOMEOWNERS FOR INPUT. MOTION PASSED UNANIMOUSLY.

 

The Board discussed a report from Draintech on TV scoping of drain lines and drainage issues in some areas.  MOTION: APPROVE THE EXPENDITURE UP TO $1000 FOR CONTINUED SURVALENCE OF THE DRAINAGE LINES.  (RON WHITE, BOB SWANSON) MOTION PASSED UNANIMOUSLY. The president will speak with the homeowners involved.

 

Clubhouse and Pool: Beth Coon reported that the new clubhouse furniture has been ordered.

 

Architectural Control: Ron White reported that the Architectural Control Committee reviewed and approved the replacement of a screened porch screens with windows.

 

 Investment: Bob Teleen reported that investments are worth $157,423.

 

 Insurance: No report

 

 Hospitality: Dave Schrader reported that there were 47 people at September potluck.

 

 Old Business:

 

 New Business:

 

MOTION: (RON WHITE, WOODY HART) APPROVE THE SNOW REMOVAL CONTRACT WITH LANDSCAPE BY DESIGN FOR 3 YEARS.  MOTION CARRIED UNANIMOUSLY.

MOTION: (RON WHITE, BETH COON) APPROVE THE RENEWAL OF AGREEMENT WITH LWBJ AT THE SAME RATE. MOTION PASSED UNANIMOUSLY.

 

 Meeting was adjourned at 5:40 pm.

 

 THE NEXT MEETING IS SCHEDULED for 4:30 PM, Monday, October 27. 2014.

 

Respectfully submitted,

Dallas Rust, Secretary

Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on August 25, 2014

 

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

 

Absent: Monte Parrish, Dave Schrader

 

Visitors: Larry Koehrsen, Irv Melcer

 

The meeting was called to order at 4:33 PM
 
Minutes of the July Meeting were approved.

 

Announcements:

 

Report on City Council meeting August 12-13, 2014: The Council referred the flooding problem that affects several of Stone Brook property owners back to the engineers to control the flooding. 

 

Treasurer’s Report: We have cash & equivalents of $370,071. 
 

 

Grounds Committee: (Lee Griffin) Lee reported that the two branch piles are becoming a growing problem. He presented two options from the Grounds Committee: 1) Open up the brush piles for residents to add their tree branches to the pile or 2) Keep the brush pile for woody debris from Stone Brooke common areas only. MOTION: (LEE GRIFFIN, RON WHITE) LEAVE THE EXISTING BRUSH PILES FOR STONE BROOKE OWNED COMMON AREA. NO RESIDENTS MAY DEPOSIT DEBRIS FROM THEIR PROPERTY ON THE BRUSH PILES. MOTION PASSED UNANIMOUSLY.

 

Woody reported that this fall the Tree Subcommittee is going to give us direction on what to do with the Ash trees in the common areas.  They will communicate recommendations with homeowners who have Ash trees.

 

Building Maintenance Committee: (Woody Hart) Woody reported that 6 roofs have been replaced and 1 remains to be replaced. Painting should resume in late August and September. MOTION: (BOB SWANSON, LEE GRIFFIN) THE BOARD GRANT THE BMC PERMISSION TO USE SIDING RESERVES TO FINISH RESIDING. MOTION PASSED UNANIMOUSLY.

 

The issue of radon removal was discussed and the BMC is recommending that any equipment/devices for radon removal be placed inside the townhouse with only the vent stack through the roof. The BMC brought a draft proposal for the Board to discuss. The Board referred the radon mitigation matter to Woody and Charlie to develop a policy statement to bring to the Board for discussion.

 

The BMC addressed several drainage issues. MOTION: (RON WHITE, BETH COON) ADVISE PSA TO EMPLOY A FIRM TO USE A VIDEO SYSTEM TO DETERMINE WHETHER THERE ARE ANY BREAKS OR OBSTRUCTIONS IN THE DRAIN LINES BEHIND 4207 STONE BROOKE RD. AND BEHIND 1523 STONE BROOKE RD. MOTION PASSED UNANIMOUSLY.

 

Clubhouse and Pool: Beth reported that the last day for the pool is September 14, 2014. The Pool Committee is looking at new furniture for the clubhouse. Jaspering Electric is coming out to check the outside lights and replace bulbs with LED light bulbs.

 

Architectural Control: No activity reported for July.

 

Investment: Bob Teleen reported that investments are worth $155,456.

 

Insurance: No report

 

Hospitality: There were about 39 people at the potluck on Thursday, August 21. Twenty-five residences took part in the Stone Brooke Garage Sale.

 

Old Business:

 

Hiring a Common Grounds Maintenance Person: One proposal has been received on hiring a firm/person for the ongoing maintenance of the common areas.  This proposal will go to Grounds Committee for discussion at their next meeting.

 

Common Area Beautification: Lee reported that Central Landscapes has completed summer work except for one small area behind 3906 Stone Brooke Circle. The median in Woodhaven Circle will be replanted or sodded this fall. 

 

New Business: none

 

Meeting was adjourned at 5:50 pm.

 

THE NEXT MEETING IS SCHEDULED for 4:30 PM, Monday, September 22, 2014.

 

Respectfully submitted,
Dallas Rust, Secretary

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Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on July 28, 2014

 

Present: Lee Griffin, Woody Hart, Charlie Martinson (Chair), Dave Schrader, Bob Swanson, Ron White

 

Absent: Beth Coon, Monte Parrish, Dallas Rust 

 

Visitors: Irv Melcer, Barb Faidley

 

The meeting was called to order at 4:30 PM

 

Minutes of the June Meeting were approved.

 

Announcements: 

IRS taxes have been paid.

Pool license is paid through March 31, 2015. It is posted in the pool area

Charlie Martinson, Dan Carter, and others will attend the August 12 City Council Meeting to speak to the problems of the creek flooding.

 

Treasurer’s Report: We have cash & equivalents of $362,514.

 

Grounds Committee: No report

 

Building Maintenance Committee: (Woody Hart) Woody reported that 2 roofs have been replaced and 5 remain to be replaced. Twelve of the 63 siding repairs remain to be completed.

 

Clubhouse and Pool: Barb Faidley reported that the sensor switch has been repaired, but the pool lights need to be replaced. 

 

Architectural Control: No activity reported for July.

 

Investment: Bob Teleen reported that investments are worth $155,538.

 

Insurance: No report

 

Hospitality: Dave reported that there were about 40 people at the potluck on Thursday, July 24. The Stone Brooke Garage Sale will be August 1 and 2.

 

Old Business:

 

Paths and Parking Lot Repairs: Charlie will work with Art Pohm and Chris Marty to get additional bids for path and parking lot repairs.

 

Common Area Beautification: Lee reported that Central Landscapes is currently on site and landscaping the 6 common areas that need to be completed. All should be done by August 8.

 

Placement of Signs: The Covenants, Conditions, and Restrictions of Stone Brooke Homeowners Association enacted in 2011 prohibit the placement of signs on any properties in the Association. Article XI, Section 2, reads:  No signs, billboards, unsightly objects, or nuisances shall be erected, placed, or permitted to remain on any Lot unless in compliance with reasonable policies adopted by the Board of Directors.

MOTION: (WOODY HART, DAVE SCHRADER) ADOPT THE POLICY WHICH ALLOWS PLACEMENT OF SOME SIGNS. MOTION PASSED UNANIMOUSLY. The Policy is as follows:

 

 Policies Restricting and Regulating the Placement of Signs

 

1. Signs advertising or announcing a business, service, or product are not allowed.

 

2. Realtors and homeowners are allowed to post a sign indicating a property (lot) is for sale or in the process of being sold. The sign must be no larger than four square feet in area. It must be removed the day the sale is closed.

 

3. Signs advertising the sale of anything other than a permanent home are not permitted.

 

4. One sign supporting a high school or college team (or player residing in the home) is permitted during the season of the sport or activity. They must be restricted to non-lawn areas near the home and may be no more than four square feet in area.

 

5. Each lot may display no more than two political or election related signs at a time and they may be displayed only during the 30 day period immediately before the day of voting. The signs, which may not exceed four square feet in area, should be placed in non-lawn areas or if placed on a lawn they must be moved for lawn mowing. They must be removed the day after the election.

 

6. Temporary signs associated with events, e.g. open houses, garage sales, parties, are permitted for the day of the event.

 

7. PSA may be instructed to remove and destroy any signs that do not conform to these board policies.

 

New Business: none

 

Meeting was adjourned at 5:45 pm.

 

THE NEXT MEETING IS SCHEDULED for 4:30 PM, Monday, August 25, 2014.

 

Respectfully submitted,

 

Lee Griffin

Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on June 23, 2014

 

Present: Beth Coon, Woody Hart, Charlie Martinson (Chair), Dallas Rust, Dave Schrader, and Bob Swanson 

 

Absent: Lee Griffin, Monte Parrish, Ron White

 

Visitors: Ken and Sally Hartman

 

The meeting was called to order at 4:30 PM

 

Minutes of the May Meeting were approved.

 

Ken Hartman spoke to condition of the Stone Brooke common grounds in general.  Some of the areas have some issues that are not being and/or cannot be addressed by the Grounds Committee.  Ken felt that just as PSA was hired as an overseer of the conditions of the maintenance of buildings when that job got too big for volunteers, it seems to be time that we hire an agency to oversee and take charge of the grounds. He and Sally expressed their concern for the overall long term maintenance of Stone Brooke. The Board will take this under advisement.

 

Announcements: 

The path which intersects Fletcher Blvd. adjacent to the parking lot on lower Fletcher has sunk where it meets the city curb. The soil supporting the curb has eroded away, leaving a void beneath the curb and path. The city will be doing extensive digging and repair on the sewer system on lower Fletcher. Warning stakes have been erected to alert walkers of the danger in the area.

 

Treasurer’s Report: We have cash & equivalents of $375,629.

 

Grounds Committee: No report

 

Building Maintenance Committee: (Woody Hart) Woody gave the Board the Maintenance Journal from PSA. This will be a monthly report to the Board.  Woody reported regarding feedback from the Solar Panel Guidelines.  MOTION: (WOODY HART) APPROVE THE SOLAR PANEL GUIDELINES AS POLICY. MOTION APPROVED UNANIMOUSLY. The BMC has compiled a summary of Board responsibilities in building maintenance from the Covenants to be distributed to Stone Brooke Home Owners. (This is for Class A owners.) This summary will provide homeowners with an easy reference for building maintenance. 

 

Clubhouse and Pool: Beth reported that the water heater for the pool has been replaced. The Board encourages the committee to continue looking at improving the kitchen area.  Monitor assignments have been made for the Club House Committee to check the pool regularly to make sure all is well.

 

Architectural Control: The Architectural Control Committee approved 2 projects - one for garage window installation and one for replacing a deck. 

 

Investment: Bob Teleen reported that investments are worth $152,534. 

 

Insurance: No report

 

Hospitality: Dave reported that we had about 40 people at the potluck on Thursday, June 19.  After a VERY questionable weather day on June 22, a very successful Beverages and Blooms Garden Walk was held.  We estimated between 60 and 70 people visited the oases.  New residents have received their welcome calls and packet of Stone Brooke information.

 

Old Business:

Path and Parking Lot Maintenance: The committee is looking at how best to address the paths and parking lots.  The first path to be addressed would be the path to the south of the Club House.  The second path would probably be the horseshoe path which circles Stone Brooke Circle.  

 

Common Area Beautification: Central Landscapes came out and re-landscaped the North entrance. Central Landscape will be out this week to "mark and start" the rest of the common areas that need landscaping. Central Landscape has been contacted to reseed the areas north of the swimming pool fence. Country Landscapes has been contacted about replacing the grasses West of the Clubhouse (between sidewalk and wall).

 

New Business:

Placement of Signs: The Covenants, Conditions, and Restrictions of Stone Brooke Homeowners Association enacted in 2011 restrict the placement of signs on any properties in the Association. (Article XI, Section 2) The Board discussed a draft policy which would allow placement of some signs. The draft policy will be distributed to homeowners for their input. Input should be emailed to Charlie at camkam@mchsi.com.  MOTION: (CHARLIE MARTINSON) DISTRIBUTE DRAFT POLICY FOR DISCUSSION.  MOTION PASSED UNANIMOUSLY.

 

Meeting was adjourned at 5:50 pm.

 

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

 

Respectfully submitted,

Dallas Rust, Secretary

Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on May 19, 2014

 

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

 

Absent: Beth Coon, Dave Schrader 

 

Guests:  Irving Melcer, Barbara Faidley 

 

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

 

Previous Meeting Minutes: Approval of Board minutes of April 29, 2014.  APPROVE MINUTES OF THE BOARD MEETING HELD ON April 29, 2014. MOTION PASSED UNANIMOUSLY.  

 

Treasurer’s report: We have cash & equivalents of  $356,853. The Board discussed the budget year and calendar year. 

 

Committee Reports:

 

Architectural Control:  Ron White reported that the Architectural Committee reviewed and approved 5 requests—a deck replacement, addition of a screened porch, addition of a three season porch, replacing house windows, and adding a garage window. 

 

Building Maintenance:  PSA has completed the spring inspection to determine immediate needs, and work to remediate the problems are in progress.  Also, PSA is constructing a monthly reporting form; this has been reviewed by the BMC and it should first be included in the June report.

 

Clubhouse and Pool: Barb reported that several projects in the Club House have been completed including roofing repair and carpet repair. A new cart has been added for coffee. The pool will open on Saturday, May 24. The new pool hours are 7:00 am till 9:00 pm.  

 

Investment:  Bob Teleen reported that investments are worth $152,534. The Board reinforced a prior decision for the Investment Committee to invest as they see fit.

 

Hospitality:  Ken Hartman reported that about 42 people attended the monthly potluck the week of the 15th.  The Hospitality Committee is planning a "Beverages and Blooms" garden and patio walk for June 22.  They are trying to get as close as possible to summer solstice and have the activity from about 6:30 - 8:30 pm.   They will be identifying 3 or 4 patio areas as an "oasis" for folks to stop for a light refreshment and socialization.   They will email a map of the Stone Brooke area with nice garden and patio areas for folks to see during a walk around the association grounds.   Stone Brooke did this 4 years ago with good success. 

 

The annual garage sale will be held the first weekend in August this year.  In the fall the Hospitality Committee will host a cocktail party at the clubhouse with the association providing the beverages and residents bringing appetizers to share. 

 

Grounds and Common Area Beautification ad hoc Committee: Lee reported that the completed beautification areas have been cleaned up and Central Landscapes will be working on additional areas.

 

Old Business: 

 

Paths and Parking Lots: Charlie reported that the path ad hoc committee will be assessing the immediate needs and seek estimates of costs that can be taken to the board.  The other 2 members of this committee are Lynn Franco and Chris Marty (PSA).

 

New Business: 

 

Solar Panel Proposal: The Architectural Committee and Building Maintenance Committee have proposed a Solar Panel Guideline Policy for the Board's consideration for adoption in order to insure that solar panels if/when installed are installed correctly and that the homeowner understands that removal and reinstallation of the solar collectors will be required at the owner’s expense when roofing is necessary.  One sentence was changed after Board discussion. MOTION: (LEE GRIFFIN, RON WHITE) #1 GUIDELINE BE AMENDED TO SAY, “A NON-STREET VIEW ROOF LINE MUST BE UTILIZED FOR THE INSTALLATION.” MOTION CARRIED UNANIMOUSLY.  MOTION: (LEE GRIFFIN, WOODY HART) ACCEPT THE PROPOSED POLICY AND SEND TO HOMEOWNERS FOR THEIR INPUT. MOTION CARRIED UNANIMOUSLY. The Policy will be sent to homeowners in order to get their input before the Board votes on the Policy. Homeowners will have 20 days after the policy is sent to them via email to submit comments to Woody Hart (phone 232-1764, email ehart@iastate.edu ) or to Ron White (phone 292-3042, email swdocrw@aol.com ). 

 

Homeowners Contingency Roofing Plan for Hail Damage.  The Board revisited the information from the Building Maintenance Committee which informs homeowners of materials and potential costs in case of catastrophic damage from winds or hail.  MOTION: (DALLAS RUST, BOB SWANSON) SEND OUT STONE BROOKE ASSOCIATION CONTINGENCY ROOFING PLAN FOR HAIL DAMAGE TO ALL CLASS A HOMEOWNERS. MOTION CARRIED UNANIMOUSLY. 

 

Publishing of Directory: The Board reviewed the current directory and suggested some changes for the 2014 Directory. The Directory will include Stone Brooke Homeowners officers, committees, important contacts, and homeowners’ information.  The directories will be mailed to homeowners.

 

Adjournment at 5:50. 

 

Respectfully submitted,

Dallas Rust, Secretary

 

Next regularly scheduled Board will be on June 23, 2014 at 4:30 pm at the Club House.

Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on April 28, 2014

 

Present: Woody Hart, Charlie Martinson (Chair), Dallas Rust, Dave Schrader, and Bob Swanson

 

Absent: Beth Coon, Lee Griffin, Monte Parrish, Ron White

 

Guests:

 

The meeting was called to order at 8:30 p.m.

 

Treasurer’s report: Given at Annual Meeting

 

Committee reports: Given at Annual Meeting

 

MOTION (Woody Hart, Bob Swanson):The minutes of the March 24 and April 4, 2014 meetings of Stone Brooke Homeowners Association be approved. MOTION CARRIED UNANIMOUSLY.

 

Old Business: None

 

New Business:

 

MOTION (Woody Hart, Dave Schrader): The 2014-2015 Board and Association Officers: Charlie Martinson, President; Lee Griffin, Vice President; Dallas Rust, Secretary; Bob Swanson, Treasurer, be approved: MOTION CARRIED UNANIMOUSLY.

 

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—Lee Griffin

Hospitality—Dave Schrader

Charlie opened the discussion of the path repair. It was decided that we would discuss the topic at the next Board Meeting.

 

 Adjournment at 8:40 p.m.

 

Respectfully submitted,

Dallas Rust, Secretary

 

The next scheduled meeting of the Stone Brooke Board of Directors will be at 4:30 pm, May 19, 2014 at the Clubhouse. (Note change in date from usual 4th Monday.)

Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on April 4, 2014

 

Present: Woody Hart, Charlie Martinson (Chair), Art Pohm, Dallas Rust, Bob Swanson, Ron White

 

Absent: Beth Coon, Monte Parrish, Lee Griffin

 

Guests:

 

A special meeting was called to reconsider the budget passed on March 24, 2014 after problems in the budget became apparent.  Ron White, who voted for the budget asked for the reconsideration and a special meeting.  Charlie Martinson called the meeting to order at 2:00 pm. 

 

At the March 24th meeting a budget was passed (5 yeses, 2 abstaining).  Board members wanted to revisit that budget to make sure it was a viable budget for the 2014-15 year.  MOTION (Ron White, Dallas Rust) REVISIT THE BUDGET.  MOTION PASSED (4 YESES, 0 NAYS, 1 ABSTAIN)

 

The Board discussed a variety of budgets in order to meet all the needs of Stone Brooke. A major talking point was siding/roofing/painting expenses and the desire to not raise home owners dues.

 

MOTION: PASS THE NO-DUES-CHANGE BUDGET PRESENTED (Woody Hart, Art  Pohm) MOTION PASSED (4 YESES, 1 NO). 

 

Adjournment at 3:00 pm.

 

Respectfully submitted,

Dallas Rust, Secretary

 

Next regularly scheduled Board Meeting will be immediately following the Annual Meeting on April 28, 2014 at Stonebrook Church.

Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on March 24, 2014

 

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

 

Absent: Beth Coon

 

Guests:  Dave Olson, Irving Melcer

 

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

 

Previous Meeting Minutes: Approval of Board minutes of February 24, 2014.  APPROVE MINUTES OF THE BOARD MEETING HELD ON February 24, 2014 as distributed. MOTION PASSED UNANIMOUSLY.

 

Announcements:

The Annual Meeting will be on April 28, 2014 at Stonebrook Church at 6:30 pm.

 

Charlie Martinson reported that with all the snow we have had this year, we are over budget on snow removal.

 

Charlie Martinson has signed the tax returns.  Federal taxes were $1,406. Iowa taxes were $261.  These are taken care of by quarterly estimates.

 

Treasurer’s report: We have cash & equivalents of  $331,272.

 

Committee Reports:

 

Architectural Control:  no report

 

Building Maintenance:  PSA will be conducting their annual inspection of all the homes to see what needs to be done.

 

Clubhouse and Pool: no report

 

Investment Bob Swanson reported that investments are worth $148,948.

 

Grounds Art Pohm reported that Glenn Kapplemann is stepping down as Chairperson of the Grounds Committee.  The Board is extremely appreciative of the work he has done for the last two years.  MOTION: (Art Pohm, Lee Griffin) THANK GLENN KAPPLEMANN FOR HIS LEADERSHIP ON THE GROUNDS COMMITTEE.  MOTION PASSED UNANIMOUSLY.

 

Hospitality Lee Griffin reported that 40 people attended a Wine and Cheese Party in March and 40 people attended the monthly potluck.

 

Common Area Beautification ad hoc Committee—Lee Giffin reported that the grasses would be trimmed in the newly planted areas. The project will continue when warmer weather returns.

 

Old Business:

 

Budget:

The Board discussed the budgets and actual expenses from 2011 through 2013 in order to set a Fiscal Year 2014 (FY14) budget.  The budget was finalized. MOTION: (Bob Swanson, Lee Griffin) ADOPT THE BUDGET PRESENTED TO THE BOARD BY THE TREASURER.  MOTION PASSED (5, 0, 2 abstain).

 

Public Art Acquisition:  Stone Brooke did not receive an additional Public Art piece.

 

Annual Meeting: MOTION (Lee Griffin, Ron White) AUTHORIZE THE PRESIDENT TO PAY $100 TO STONEBROOK CHURCH FOR ALLOWING US TO HAVE THE ANNUAL MEETING THERE AND $50 TO AN AUDIO ASSISTANT. MOTION PASSED UNANIMOUSLY.

 

New Business:

 

Nominating Committee: Charlie Martinson appointed Dallas Rust and Art Pohm as a Nominating Committee.  There are three Board Openings. Art Pohm is not going to run; therefore, we will need a representative from Class B homes.  Bob Swanson and Woody Hart have agreed to continue on the Board.

 

Drainage Problems: The Board discussed several low places where drainage or hydrostatic pressure has resulted in water in basements. The Board discussed landscaping which might prevent some drainage problems.  The Board will continue looking into this problem.

 

Adjournment at 6:00

 

Respectfully submitted,

Dallas Rust, Secretary

 

Next regularly scheduled Board will be immediately following the Annual Meeting on April 28, 2014 at Stonebrook Church.

Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on February 24, 2014

 

Present: Beth Coon, Charlie Martinson (Chair),  Bob Swanson, Monte Parrish, Ron White

 

Absent: Dallas Rust, Woody Hart, Lee Griffin, Art Pohm

 

Guest: Larry Northup

 

The meeting was called to order at 4:30 pm.  A minimal quorum was in attendance.

 

Previous Meeting Minutes: Approval of Board minutes of January 27, 2014.  APPROVE MINUTES OF THE BOARD MEETING HELD ON January 27, 2014 as distributed. MOTION PASSED UNANIMOUSLY.

 

Secretary:   Beth Coon agreed to take notes on the meeting and Charlie Martinson will compose them into minutes.

 

Announcements:

 

The ice blockage in the creek which may result in flooding, continues to exist.  No report from the City regarding their plans.

 

The board voted via e-mail to continue the contract with Property Service Agency for another three years at $18,036/yr. for property management services.  There was no increase from the current contract.

 

The tax return for 2013 is still in the hands of LWBJ.

 

Treasurer's report: Monte Parrish reported that we have cash and equivalents of $315,779.  The Board President has been contacting residents who owe back dues payments.  The major problem is that sometimes new residents sign up for automatic withdrawal from their checking accounts, but do not arrange for paying back dues accumulated since taking possession of their property.  Charlie Martinson will work with the accountants and the Hospitality Committee to develop a better system that will prevent this problem from reoccurring.  

 

Committee Reports:

 

Architestural Control: Ron White reported that there was no activity the past month.

 

Building Maintenance: Larry Northup reported that the BMC is requesting that we go back to a calendar year as our fiscal year.

 

Clubhouse and Pool: The problem with freezing of the Cluhhouse sewer line appears to have been located and solved by Pohm, Faidley, and Martinson (with the help of Roto Rooter) during the last freeze-up in early February.  The source of dripping water is the condensate from the furnace and the freezing is occurring where the drain from the pool room meets the sewer line. The trap was dry and frigid air from the unheated pool room was settling into the sewer system.  Beth Coon mentioned that inside ramp (for handicap accessibility) at the entrance needs replacing.  The board suggested that PSA be called in to build a replacement.

 

Investment:  Bob Swanson reported that investments are worth $148,408, an increase in value of $3,172 since January.

 

Grounds: no report

 

Hospitality: no report

 

Old Business:

 

Clubhouse Expansion:

Ron White made a final report for this ad hoc committee.  After analyzing the member survey, a report from Linda Martin on requests for use, and recommendations of the Clubhouse and Pool Committee, the members of the ad hoc Clubhouse expansion Committee came to the conclusion that there was neither sufficient need nor support for expanding the clubhouse structure per se. The survey was completed by 54% of the members.  There seemed to be some interest in expanding the outside facilities to the south of the pool that could include a cabana, tables, and grills to be used during pool parties (avoiding the need for use of the clubroom).  A cabana or sunroom could possibly be attached to the clubroom.  There was also some interest in improving the kitchen facilities in the clubroom.  They suggested that short term needs of the Clubhouse and Pool committee be addressed before proceeding further, e.g. new window treatments, window woodwork painting, electrical service in the bar area, and storage space, plus pool furniture that does not leave rust marks on the new pool deck.

 

Martinson and the board were very appreciative of the work done by the ad hoc Clubhouse Expansion Committee and thanked them for their service to the SBHOA.  The committee consisted of Ron White (chair), Bill Dreyer, Bob Swanson, Beth Coon, Larry Northup, Bill Lee, Bob Bergmann, Ken Hartman, and Sally Hartman.

 

MOTION: (Monte Parrish, Beth Coon) THE CLUBHOUSE AND POOL COMMITTEE LOOK INTO REDOING THE KITCHEN AREA TO PROVIDE BETTER FACILITIES AND GREATER STORAGE SPACE. THE MOTION PASSED UNANIMOUSLY.

 

2014 Budget: In 2013 the fiscal year was changed to April 1, 2013 to March 31, 2014 and dues assessments were changed for townhome roofing, townhome siding and painting, and townhome general expenses (mowing, snow removal, and administrative—PSA and LWBJ).  Most townhome owners saw their dues decrease.  The president and treasurer could not agree on budget and member assessment issues and with a minimal quorum there was a deadlock. MOTION: (Ron White, Beth Coon) WE NOT DECREASE THE ASSESSMENTS FOR THE SIDING AND PAINTING ACTIVITIES. MOTION PASSED UNANIMOUSLY.  For now the assessments for the next fiscal year will not change.  Budgeting will continue at the March meeting where we hope a better quorum can be attained.

 

Charlie Martinson requested that we reconsider the fiscal year be returned to coincide with the calendar year and tax year as requested by the Building Maintenance Committee and we develop only a 9 month budget for April 1, 2014 to December 31, 2014.   In November 2014 we would develop a budget for the fiscal year of January 1, 2015 to December 31, 2015.  This will be considered at the March meeting.

 

New Business: None

 

ANNOUNCEMENT:  THE ANNUAL MEETING IS APRIL 28, 2014, AT STONEBROOK CHURCH AT 6:30 PM.

 

Adjournment at 6:00 pm.

 

Respectfully submitted,

 

Charlie Martinson and Beth Coon, Acting Secretaries

 

Next regularly scheduled Board will be at 4:30 pm on Monday, March 24, 2014 at the Clubhouse.

 

Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on January 27, 2014

 

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

 

Absent: Monte Parrish, Ron White

 

Guests:  Jeff Hanover, Barb Faidley, Irving Melcer

 

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

 

 Previous Meeting Minutes: Approval of Board minutes of November 25, 2013 and distributed on November 26, 2013.  APPROVE MINUTES OF THE BOARD MEETING HELD ON November 25, 2013 as distributed . MOTION PASSED UNANIMOUSLY.

 

 Announcements:

 

Currently there is an ice blockage in the creek which may result in flooding. The city is supposed to inform us as to how this will be taken care of.  Lee will call the city to check on the situation.

 

 The Annual Meeting is April 28, 2014, at Stonebrook Church at 6:30 pm.

 

 Woody discussed the Emerald Ash Borer in regards to the many Ash Trees we have in Stone Brooke.

 

 Treasurer’s report: We have cash & equivalents of $283,470. The Tax Return for the Association have been have been submitted to LWBJ.

 

 Committee Reports:

 

 Architectural Control:  No activities the past 2 months.

 

 Building Maintenance: BMC is requesting that we go back to a calendar year as our fiscal year.

 

 Clubhouse and Pool: There has been a problem with the sewer water backing up and coming out from the floor drain in the furnace room. There was an ice blockage in the main sewer line and a slow drip from the bathroom caused the ice blockage to form where the sewer is evidently below freezing during extremely cold weather.  Roto Rooter used a camera to locate the blockage installed an auto-vent on top of the stack to prevent cold air going down the stack.  To date this seems to be working.  MOTION: (Dallas Rust, Lee Griffin) AUTHORIZE THE PAYMENT OF THE ROTO ROOTER BILL. MOTION CARRIED UNANIMOUSLY   MOTION: (Bob Swanson, Lee Griffin) ACQUIRE AN ESTIMATE REGARDING HEATERS TO FIX THE SITUATION. MOTION CARRIED UNANIMOUSLY

 

Investment:  (Bob Swanson) Investments are worth $145,162.

 

Grounds:  (Art Pohm) no report

 

Hospitality:  (Lee Griffin) no report

 

 Old Business:

 

Clubhouse Expansion: The Ad Hoc Committee met and analyzed the data returned from homeowner survey and the short and long range needs of the clubhouse and pool. The Clubhouse Expansion Committee does not recommend an expansion of the Clubhouse at this time based on the information collected.

 

 New Business:

 

 2014 Budget Discussion:  The Board discussed the budget. Monte, Charlie, and Lee will prepare a budget for the Board to review for adoption at the February meeting.

 

 Adjournment at 5:45

 

Respectfully submitted,

Dallas Rust, Secretary

 

Next regularly scheduled Board will be at 4:30 pm on Monday, February 24, 2014 at the Clubhouse.

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