Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on November 23, 2015

 

Present:  Bob Blattert, Larry Koehrsen, Charlie Martinson, Beth Coon, Bob Swanson, Ron White, Lee Griffin, Woody Hart, Dave Schrader

 

Absent:  None

 

Visitor:   Irving Melcer, Steve and Rose Wilson

 

Call to Order:  The meeting was called to order at 4:30 pm by Chairman Blattert.

 

Minutes:  Minutes of the meeting of October 26, 2015, as distributed on November 16, 2015, were approved.

 

Announcements:  Steve and Rose Wilson will replace Art Pohm as the Co-Chairpersons of the Grounds Committee.  The Board expresses its gratitude to Art for his years of service as the Chairman of the Committee along with other important roles he has served in association with SBHOA.

 

Charlie Martinson has been appointed to act as the “Snow Czar” and will keep the Association informed regarding snow removal activities.

 

Treasurer’s Report:  Bob Swanson reported we have $255,513 in total cash and near cash.

 

Investment Committee:  A statement was sent out by Howard Levine showing a balance in the Vanguard account of $161,501 on November 30. 2015.

 

Building Maintenance Committee:  A motion was initiated by the Committee and seconded by Charlie Martinson to charge townhome exterior utility line maintenance expenses to the townhome general budget rather than the siding budget.  The motion was approved by a majority of the Board.

 

A motion was initiated by the Committee to proceed with implementation of the mailbox painting proposal drafted by the committee as a Policy of the Association.  The motion was seconded by Charlie Martinson and approved by a majority of the Board.

 

Clubhouse and Pool Committee:  Beth Coon provided the Board with a proposed clubhouse and pool budget for 2016.  No concerns regarding the proposed budget were expressed by the Board.

 

Architectural Control Committee:   No new items to report.

 

Hospitality Committee:  Ken Hartman reported 38 people attended the November potluck and two new residents arrived in November.

 

Grounds Committee:    Larry Koehrsen reported the Committee is requesting a budget increase to account for the estimated quantity of hours of grounds maintenance activities that will be performed by Barb and Bill Cobb in 2016.  This is based on the number of hours the Cobbs worked in 2015.  No specific concerns were expressed by the Board.

I

nsurance Committee:   No items to report from the Committee.  Bob Blattert has sent an e-mail to the Association to ensure each Class A homeowner provides a current Insurance Declaration (aka Certificate of Insurance) to SBHOA as required by the Stone Brooke Covenants.

 

New Business:   Bob Blattert discussed modifications to accounting reporting.  When completed, he will present his modifications to the Board.

 

Adjourn:  The meeting was adjourned at 5:27 pm.

 

Respectfully submitted,

Dave Schrader, Secretary

 

 

Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on October 26, 2015

 

Present:  Bob Blattert, Larry Koehrsen, Charlie Martinson, Beth Coon, Bob Swanson, Ron White, Lee Griffin, Woody Hart

 

Absent:  Dave Schrader

 

Visitor:   Irving Melcer

 

Call to Order:  The meeting was called to order at 4:30 pm by Chairman Blattert.

 

Minutes:  Minutes of the meeting of September 28, 2015, as distributed on October 14, 2015, were approved.

 

Announcements:  The budgeting process was discussed.  A budget needs to be prepared for the calendar year beginning January 1, 2016.  Each committee is requested to provide preliminary requests for the next budget to the Board Liaison person.

 

Treasurer’s Report:  Bob Swanson reported he is working on a new reporting format that will provide a better picture each month of account balances relative to budget.

 

Investment Committee:  A statement was sent out by Harold Levine showing a balance in the Vanguard account of $158,690 on October 23. 2015.

 

Building Maintenance Committee:  Major projects on the maintenance spreadsheet have been completed.  The committee is pushing hard to complete the minor (B & C) projects before the end of the year.

 

The BM Committee has recommended that the homeowner at 1515 Stone Brooke Road be reimbursed for expenses incurred to eliminate the bat problem.   Repairs to the siding will be the responsibility of the Homeowner’s Association.

 

Clubhouse and Pool Committee:  Beth Coon provided the Board with a list of issues and concerns from the last pool season.  The Board reviewed the list and requested that the Committee come back to the Board with specific recommendations on items requiring Board action.

 

Architectural Control Committee:   No items to report.

 

Hospitality Committee:  No report.

 

Grounds Committee:    Larry Koehrsen reported the Cobbs have finished their contracted hours for the year and have completed their work.  There was general satisfaction expressed for the work they have done and the benefit received by the Association.  Charlie Martinson noted there is still some money left in the common area maintenance budget if it would be necessary for the Cobbs to do a bit more work this year.

 

A grounds cleanup day was held on October 24.  About ten volunteers cleaned up behind the 4300’s Stone Brooke Road.

 

A soggy ground problem is being investigated at 4001 Fletcher.   The house service water line will be excavated.  If a leak is found, the responsibility for repair will fall to the City or to Stone Brooke, depending on the location of the problem.

 

Insurance Committee:   No items to report.

 

New Business:   Bob Blattert and Bob Swanson will meet soon to establish the format for, and to initiate the budget process.

 

Adjourn:  The meeting was adjourned at 5:30 pm.

 

THE NEXT MEETING IS SCHEDULED for 4:30 PM, Monday, November 23, 2015.

 

Submitted by Larry Koehrsen

Acting Secretary

Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on September 28, 2015

 

Present: Bob Blattert (Chair), Larry Koehrsen, Charlie Martinson, Dave Schrader, Beth Coon, Bob Swanson, Ron White

 

Absent: Lee Griffin, Woody Hart

 

Visitors: Jean Marie Marsen, Jeannie Weber, Eldon Weber, Alan Petrie, Jan Petrie

 

The meeting was called to order at 4:30 PM

 

Minutes of the August Meeting were approved as distributed on September 10, 2015.

 

Announcements:

- Plans for trail maintenance have been evaluated and money will be allocated during the development of the 2016 budget for the trail maintenance activities.

- Garbage collection has generally been going smoothly.

 

Treasurer’s Report: Bob Swanson reported we have about $320,000 in total cash and near cash. 

 

Investment Committee: Bob Swanson reported investment holdings of $155,404 as of September 21st.

 

Building Maintenance Committee: Woody Hart distributed minutes from the August 22nd committee meeting prior to the board meeting.  Additional discussion was held regarding the bat issue at 1515 Stone Brooke Road.  The discussion included the following:

- Extending the timeline to resolve the issue to the following month, which the Board ultimately did not advise.

- The following motion:  (BOB SWANSON, LARRY KOEHRSEN) COMPLETE CONSTRUCTION REPAIRS AT THE CORMICHLE HOME TO ADDRESS ISSUE WITH BAT INFESTATION.  MOTION CARRIED. 

- Recommendation that the board president should instruct the building maintenance committee to ultimately resolve the issue.

 

Clubhouse and Pool Committee:  Beth Coon indicated there was no new information to report.

 

Architectural Control Committee: Ron White indicated the committee reviewed and approved the following two proposals:

-  1428 Stone Brooke Drive, addition of a deck off of the three season porch.

-  4026 Stone Brooke Road, addition of steps from the back deck to the ground.  

 

Hospitality Committee: Dave Schrader received a summary from Ken Hartman indicating we had 28 people at the September potluck and around 40 for the dessert social on September 25th.  Sgt. Arkavich from the Ames Police Dept. Safe Neighborhood Team was present at the social and was very well received.  We also called on 3 new residents in the last month and expect to visit 2 more moving in within the next month. 

 

Grounds Committee: Larry Koehrsen reported that Bill and Barb Cobb have about 45 hours left on their contract for grounds maintenance.  This should be used by late October/early November.    

 

Insurance Committee: Charlie Martinson indicated there was no new information to report.

 

Old Business:

 

The landscaping project near the clubhouse is behind schedule, likely due to the large quantity of other landscaping projects ongoing at this time of the year.

 

New Business:

 

The owners at 4001 Fletcher expressed concerns about water coming from the grass near the street next to the drive and running across the drive and down the street.  This has been discussed with PSA, who subsequently contacted the City of Ames to determine the next course of action. 

 

Additionally, there was concern about the appearance of an ash tree located at 3905 Stone Brooke Circle. 

 

Meeting was adjourned at 5:15 pm.

 

THE NEXT MEETING IS SCHEDULED for 4:30 PM, Monday, October 26, 2015.

 

Respectfully submitted,

Dave Schrader, Secretary

 

Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on August 24, 2015

 

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

 

Absent: Larry Koehrsen

 

Visitors: Larry Cormicle, Mary Beth Oostenbrug, Dave Haynes, Les Uhlmeyer

 

The meeting was called to order at 4:30 PM

 

Minutes of the July Meeting were approved as distributed on August 12, 2015.

 

Announcements: Larry Cormicle and Mary Beth Oostenbrug approached the board about a bat problem in which they feel improper siding replacement by a Stone Brooke contractor some years past allowed entry by the pests. Woody Hart will ask the Building Maintenance Committee to investigate.

 

Treasurer’s Report: Bob Swanson reported we have about $316,000 in total cash and near cash.  Charlie Martinson requested to find out what fees are applied when taxes are paid electronically.      

 

Investment Committee: Bob Swanson reported that Howard Levine provided a summary indicating the total value of the Stone Brooke Vanguard account at the close of business on August 21st was 158,368.22. 

 

Building Maintenance Committee: Woody Hart provided minutes from the August 18th committee meeting.  Waddle Exteriors has been awarded the roofing contract for replacement of 9 roofs under the supervision of PSA.

 

Clubhouse and Pool Committee:  Beth Coon indicated there was no new information to report.

 

Architectural Control Committee: Ron White indicated there were no new requests since the previous board meeting.

 

Hospitality Committee: Dave Schrader received a summary from Ken Hartman indicating we had 37 people at the August potluck.  Additionally, the Stone Brooke garage sale was considered a success.  For our fall social we are planning a coffee and dessert party at the Clubhouse on Sept. 25 from 7-9 pm.   We will also have Sgt. Mike Arkovich from the Ames Police Department Safe Neighborhood Team as our guest to share some things about that program and answer any questions for neighbors. 

 

Grounds Committee: Larry Koehrsen was not able to attend the board meeting and no new information was reported.    

 

Insurance Committee: Charlie Martinson is continuing to work with LWBJ on ensuring Stone Brooke has the most appropriate insurance.

 

Old Business:

 

Repair of Trails:  Final plans and a proposed budget are being pulled together for repair of trails in 2016.

 

Common Area Restoration: MOTION: (RON WHITE, WOODY HART) PROCEED WITH PLAN PROVIDED BY CENTRAL LANDSCAPES TO IMPROVE THE APPEARANCE OF THE SHADED AREA NEAR THE CLUBHOUSE.  MOTION CARRIED.

 

New Business:

 

Bob Blattert advised that as upcoming budgets are prepared, we should be including funds to meet the demands of cosmetic repairs to buildings and grounds.

 

Meeting was adjourned at 5:30 pm.

 

THE NEXT MEETING IS SCHEDULED for 4:30 PM, Monday, September 28, 2015.

 

Respectfully submitted,

Dave Schrader, Secretary

 

 

Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on August 24, 2015

 

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

 

Absent: Larry Koehrsen

 

Visitors: Larry Cormicle, Mary Beth Oostenbrug, Dave Haynes, Les Uhlmeyer

 

The meeting was called to order at 4:30 PM

 

Minutes of the July Meeting were approved as distributed on August 12, 2015.

 

Announcements: Larry Cormicle and Mary Beth Oostenbrug approached the board about a bat problem in which they feel improper siding replacement by a Stone Brooke contractor some years past allowed entry by the pests. Woody Hart will ask the Building Maintenance Committee to investigate.

 

Treasurer’s Report: Bob Swanson reported we have about $316,000 in total cash and near cash.  Charlie Martinson requested to find out what fees are applied when taxes are paid electronically.      

 

Investment Committee: Bob Swanson reported that Howard Levine provided a summary indicating the total value of the Stone Brooke Vanguard account at the close of business on August 21st was 158,368.22. 

 

Building Maintenance Committee: Woody Hart provided minutes from the August 18th committee meeting.  Waddle Exteriors has been awarded the roofing contract for replacement of 9 roofs under the supervision of PSA.

 

Clubhouse and Pool Committee:  Beth Coon indicated there was no new information to report.

 

Architectural Control Committee: Ron White indicated there were no new requests since the previous board meeting.

 

Hospitality Committee: Dave Schrader received a summary from Ken Hartman indicating we had 37 people at the August potluck.  Additionally, the Stone Brooke garage sale was considered a success.  For our fall social we are planning a coffee and dessert party at the Clubhouse on Sept. 25 from 7-9 pm.   We will also have Sgt. Mike Arkovich from the Ames Police Department Safe Neighborhood Team as our guest to share some things about that program and answer any questions for neighbors. 

 

Grounds Committee: Larry Koehrsen was not able to attend the board meeting and no new information was reported.    

 

Insurance Committee: Charlie Martinson is continuing to work with LWBJ on ensuring Stone Brooke has the most appropriate insurance.

 

Old Business:

 

Repair of Trails:  Final plans and a proposed budget are being pulled together for repair of trails in 2016.

 

Common Area Restoration: MOTION: (RON WHITE, WOODY HART) PROCEED WITH PLAN PROVIDED BY CENTRAL LANDSCAPES TO IMPROVE THE APPEARANCE OF THE SHADED AREA NEAR THE CLUBHOUSE.  MOTION CARRIED.

 

New Business:

 

Bob Blattert advised that as upcoming budgets are prepared, we should be including funds to meet the demands of cosmetic repairs to buildings and grounds.

 

Meeting was adjourned at 5:30 pm.

 

THE NEXT MEETING IS SCHEDULED for 4:30 PM, Monday, September 28, 2015.

 

Respectfully submitted,

Dave Schrader, Secretary

 

Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on July 27, 2015

 

Present: Bob Blattert (Chair), Larry Koehrsen, Woody Hart, Charlie Martinson, Dave Schrader, Beth Coon, Bob Swanson

 

Absent: Lee Griffin, Ron White

 

Visitors: None

 

The meeting was called to order at 4:30 PM

 

Minutes of the June Meeting were approved as distributed on June 30, 2015.

 

Announcements: Bob Blattert indicated he spoke with Ames police regarding neighborhood security.  An e-mail that summarizes the discussion will be sent to members of the Association.

 

Treasurer’s Report: Bob Swanson reported we have about $363,000 in total cash and near cash.      

 

Investment Committee: Bob Swanson reported that the committee provided a recommendation for allocating $100,000 for investments.  It was emphasized that these are well-balanced investments and the money can be easily retrieved for other purposes if needed.

 

Building Maintenance Committee: Woody Hart provided minutes from the July 21st  committee meeting.  The townhome roof replacement bidding process was also summarized.

 

Clubhouse and Pool Committee:  Beth Coon indicated there was no information to report.

 

Architectural Control Committee: Ron White submitted a report acknowledging that two projects for a deck replacement and entry way enclosure were reviewed and approved by the committee in July.

 

Hospitality Committee: Dave Schrader received a summary from Ken Hartman indicating we had 30 people at the July potluck.  Additionally, the Stone Brooke garage sale is scheduled for August 7th from 5pm-8pm and August 8th from 8am-2pm.  There was also discussion about finding a more efficient way of confirming new members have moved in to ensure they receive information from hospitality committee members in a timely manner.

 

Grounds Committee: Larry Koehrsen provided minutes of the committee meeting held on July 8th.

 

Insurance Committee: Charlie Martinson indicated there was no new information to report.

 

Old Business:

 

None

 

New Business:

 

Trail Paving:  Bob Blattert will form an ad hoc committee to evaluate what can be done to enhance the infrastructure of the trail system

 

Larry Cormicle Request:  The Board discussed a request for reimbursement of pest control fees for removal of bats from the attic of Larry Cormicle’s home.  This request will be further evaluated at the next building maintenance committee meeting

 

Investments:  MOTION: (LARRY KOEHRSEN, WOODY HART) INVEST $100,000 BASED ON THE RECOMMENDATION OF THE INVESTMENT COMMITTEE.  MOTION CARRIED.

 

Meeting was adjourned at 5:33 pm.

 

THE NEXT MEETING IS SCHEDULED for 4:30 PM, Monday, August 24, 2015.

 

Respectfully submitted,

Dave Schrader, Secretary

Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on June 22, 2015

 

Present: Bob Blattert (Chair), Larry Koehrsen, Woody Hart, Charlie Martinson, Dave Schrader, Bob Swanson

 

Absent: Lee Griffin, Ron White, Beth Coon

 

Visitors: Dave Olson, Bob Roberts, Jerry Pierce

 

The meeting was called to order at 4:35 PM

 

Minutes of the May Meeting were approved as distributed on May 29, 2015.

 

Treasurer’s Report: Bob Swanson reported we have about $361,000 in total funds.  It was also discussed that he will speak with accounting firm LWBJ about re-initiating the distribution of a monthly aging report and requesting a more user-friendly report that more clearly displays YTD expenses vs. budgeted items.    

 

Investment Committee: Bob Swanson will request a proposal from the committee for investing a portion of the $361,000 currently in the bank.

 

Building Maintenance Committee: Woody Hart provided minutes from the two previous committee meetings.

 

MOTION: (CHARLIE MARTINSON, WOODY HART)  INITIATE USE OF EAGLE VIEW SATELLITE MEASUREMENT SERVICE FOR DETERMINING THE ROOF AND SIDING AREAS OF STONE BROOKE UNITS AND MAKE DUES ASSESSMENT ADJUSTMENTS DURING THE NEXT DUES ASSESSMENT CYCLE AFTER THE EAGLE VIEW DATA ARE USED FOR A UNIT.  A LETTER THAT DESCRIBES THE INFORMATION RELATED TO MEASUREMENTS AND DUES ADJUSTMENTS WILL BE WRITTEN AND DISTRIBUTED TO THE ASSOCIATION.  MOTION CARRIED.

 

There was discussion on the painting of mailbox posts throughout the Association.  Woody Hart will request a draft policy from the committee regarding the painting of mailbox posts to be presented to the Board.

 

Clubhouse and Pool Committee:  Beth Coon indicated there was no information to report.

 

Architectural Control Committee: Ron White indicated there was no activity to report for the previous month on June.

 

Hospitality Committee: Dave Schrader received a summary from Ken Hartman indicating we had 30 people at the cocktail hour social on June 13th and 28 people at the potluck on June 18th.  We have had several new residents this month and we have called on them. 

 

There was discussion regarding members of the committee distributing the ACH form for automatic withdrawal of dues from a bank account when greeting new homeowners rather than the Board President providing this form, which is the current protocol.  Dave Schrader will follow up with Ken Hartman regarding this discussion. 

 

Grounds Committee: Dave Olson raised a concern regarding drainage issues that have caused water in his basement.  A window well was replaced and a grade adjustment was performed to help address the issue.  His primary concern was his lack of involvement in the discussion of what needed to be done and when it should be done.  As a result, there was additional cost to the homeowner due to the timing of when the project was completed.  If the project had been completed sooner, this would have saved the homeowner an amount in the range of $400. 

 

MOTION: (WOODY HART, CHARLIE MARTINSON) INVESTIGATE WHY THE HOMEOWNER WAS NOT INVOLVED IN THE PROJECT DISCUSSION AND PAY THE AMOUNT THAT WOULD HAVE BEEN SAVED (IN THE RANGE OF $400) TO THE HOMEOWNER IF THE PROJECT HAD BEEN COMPLETED SOONER.  MOTION CARRIED.

 

Larry Koehrsen provided minutes of the committee meeting held on June 3rd.

 

MOTION: (LARRY KOEHRSEN, BOB SWANSON) APPROVE INSTALLATION OF CONCRETE STEPS AT THE END OF THE MULCHED TRAIL.  REIMBURSE KEN HARTMAN FOR THE COST OF MATERIALS.  VOLUNTEERS WILL PROVIDE THE INSTALLATION LABOR.  MOTION CARRIED.

 

MOTION: (WOODY HART, BOB SWANSON) APPROVE INSTALLATION OF LIMESTONE EDGING AROUND REGIONS WITH LARGE SLOPES DEEMED UNSAFE FOR MOWING.  COST FOR INSTALLATION SHOULD NOT BE MORE THAN THE CURRENT BID OF $1562. 

 

Insurance Committee: Charlie Martinson indicated there was no new information to report.

 

Old Business:

 

It was discussed that payments associated with the garbage collection service will not be dues assessments.  They will be considered a bill for garbage collection.

 

New Business:

 

Unauthorized property access:  There was discussion about incidents involving children playing in areas adjacent to homeowner properties that are causing disturbances to homeowners.  Bob Blattert will speak with local police about the issue and include in a letter to the Association to track and record any incidents involving these types of disturbances.

 

Landscaping issue around home:  Bob Blattert will contact a homeowner about a complaint issued due to a landscaping problem on their property. 

 

Meeting was adjourned at 6:04 pm.

 

THE NEXT MEETING IS SCHEDULED for 4:30 PM, Monday, July 27, 2015.

 

Respectfully submitted,

Dave Schrader, Secretary

Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on May 18, 2015

 

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

 

Absent: Larry Koehrsen

 

Visitors: Irv Melcher, Les Uhlmeyer

 

The meeting was called to order at 4:30 PM

 

Minutes of the April Meeting were approved as distributed on May 5, 2015.

 

Treasurer’s Report: Bob Swanson reported we have about $343,000 in total funds.

 

Investment Committee: Bob Swanson reported all money available for investing except approximately $1000 is invested in funds.  Howard Levine will replace Bob Telleen as the new chair of the committee.

 

Building Maintenance Committee: Woody Hart reported that most of the smaller building maintenance jobs for the year have already been completed.  Painting and siding jobs will commence as weather permits.  Bob Swanson requested more detailed information to be included on the description of work on invoices.  Woody will follow up with the committee to address this request.

 

Clubhouse and Pool Committee:  Beth Coon reported that the committee met May 13th to discuss the rules and regulations for the residents who use the pool during the season.  Pool times are from 7AM to 9PM.  The remainder of the regulations will be posted on the wall near the pool.  Questions should be directed to Barbara Faidley or a member of the clubhouse and pool committee.  The pool will open May 23, 2015. 

 

Additional discussion occurred regarding payment of a person to clean and maintain the pool.  An agreement has been reached for this year, but additional discussion should occur at the beginning of next year to ensure the level of payment is in alignment with what is expected in the Ames area.

 

Architectural Control Committee: Ron White reported that the committee received a request for removal of a wheelchair ramp and replacement of the same area with a deck for 3904 Fletcher.  The request was reviewed and approved by the committee.

 

Hospitality Committee: Dave Schrader received a summary from Ken Hartman indicating we had about 42 people at pot luck.  We have called on a couple new residents and are waiting for the other 2 to move in.   The next social will be the "cocktail hour" social on Saturday, June 13th from 5-7 p.m. 

 

Grounds Committee: No report.

 

Insurance: Charlie Martinson was announced as the committee chair.  It was recommended that our insurance agent attend a future meeting to provide recommendations about what is generally appropriate insurance for homeowner associations.

 

Old Business:

 

Lee Griffin presented a report on common area beautification.  Dave Hartman (Central Landscape) and Lee Griffin evaluated the common areas throughout the association.  The Karl Foerster grass planted last year is looking good.  A proposal was submitted by Central Landscapes to update the area south of the sidewalk near the clubhouse where the grass is not growing well.

 

MOTION: (CHARLIE MARTINSON, BETH COON) APPROVE TO PROCEED WITH ALLOWING CENTRAL LANDSCAPE TO UPDATE THE AREA SOUTH OF THE SIDEWALK NEAR THE CLUBHOUSE.  MOTION CARRIED. 

 

Lee Griffin presented a report on garbage collection.  There was some discussion regarding whether the Covenants give the Board authority to levy an assessment on Stone Brooke homeowners for garbage collection.

 

MOTION: (RON WHITE, BETH COON) APPROVE TO PROCEED WITH ALLOWING UP TO $1000 LEGAL FEES TO BE USED TO CLARIFY THE GARBAGE ASSESSMENT QUESTION.  THE REVIEW WILL BE PERFORMED BY LAWYER LARRY CURTIS AND MUST OCCUR IN A TIMELY MANNER.   MOTION CARRIED. 

 

New Business:

 

None.

 

Meeting was adjourned at 5:49 pm.

 

THE NEXT MEETING IS SCHEDULED for 4:30 PM, Monday, June 29, 2015.

 

Respectfully submitted,

Dave Schrader, Secretary

Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on April 27, 2015

 

Present: Woody Hart, Charlie Martinson, Dave Schrader, Bob Blattert, Larry Koehrsen, Lee Griffin, Beth Coon, Ron White and Bob Swanson

 

Absent: None

 

Guests: None

 

The meeting was called to order at 8:00 p.m.

 

Treasurer’s report: Given at Annual Meeting

 

Committee reports: Given at Annual Meeting

 

MOTION (Lee Griffin, Woody Hart): The minutes of the March 23, 2015 meeting of Stone Brooke Homeowners Association distributed April 18, 2015 be approved. MOTION CARRIED UNANIMOUSLY.

 

Old Business: None

 

New Business:

MOTION (Lee Griffin, Ron White): The 2015-2016 Board and Association Officers: Robert E. Blattert, President; Charlie Martinson, Vice President; David Schrader, Secretary; Robert 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—Charlie Martinson

Grounds—Larry Koehrsen

Hospitality—Dave Schrader

 

Adjournment at 8:30 p.m.

The next scheduled meeting of the Stone Brooke Board of Directors will be at 4:30 pm,

May 18, 2015 at the Clubhouse. 

 

Respectfully submitted,

Dave Schrader, Secretary

Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on March 23, 2015

 

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

 

Absent: Monte Parrish, Dallas Rust, Bob Swanson

 

Visitors: Irv Melcer, Jean Marie Marsden, Larry Koehrsen

 

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

 

Minutes of the January Meeting were approved as distributed on March 8, 2015.

 

Announcements:

Dues adjustments have been implemented for three townhomes with new additions.

 

The topic of considering different paint colors for townhomes was discussed.  There is no interest in further pursuit of this at this point.

 

Tax returns for 2014 have been signed.  A $288 refund is expected.

 

 

Treasurer’s Report: Charlie Martinson reported in Bob Swanson’s absence that there is $303,836 in liquid assets.

 

Grounds Committee: Lee Griffin reported that Stone Brooke will not require $1,000,000, or be responsible for, liability insurance for Bill and Barb Cobb for the work they will be doing with common area vegetation maintenance as long as they do not hire employees.  They are considered an independent contractor with no employees.  Lee also reported there were complaints about common area weed control in 2014.  After a discussion with Hawcott Lawn Service, it was discovered that common areas were not being treated as frequently as the townhomes.  MOTION: (RON WHITE, WOODY HART) ADDRESS COMMON AREAS THE SAME AS TOWNHOMES REGARDING TREATMENT OF GRASS AND WEEDS.  MOTION PASSED UNANIMOUSLY.  

 

Building Maintenance Committee: Woody Hart reported that the committee met on March 17th.  Woody provided a summary report of the topics discussed at the meeting.  The report summarized the results of the annual spring inspection of the townhomes, and also stated the plans for roofing replacement projects and painting scheduled for 2015.

 

Clubhouse and Pool: Beth Coon reported that Jaspering Electric will be installing two additional circuits for the clubhouse on March 26th and 27th.  PSA will be checking painting of the clubhouse in April and will touch up where needed.  Additionally, there does not appear to be any further issue related to ants in the clubhouse area.

 

Architectural Control: Ron White reported that one request to expand a townhome deck was approved by the committee.

 

Investment: Charlie Martinson reported that we have $160,094 in investments.

 

 

Insurance: No report

 

 

Hospitality: Dave Schrader reported that 15 people attended the recent potluck.  The lower turnout was likely due to the ISU basketball game.

 

 

Nominating: Beth Coon reported that the nominating committee has identified four potential candidates for the Stone Brooke Board. The board approved all of them.

 

 

Old Business: MOTION: (LEE GRIFFIN, WOODY HART) APPROVE THE BUDGET FOR JAN-DEC 2015 PRESENTED BY CHARLIE MARTINSON.  MOTION PASSED UNANIMOUSLY.  The board discussed clarifying the source of carryover funds and to ensure this is documented on the budget report.  The 2015 budget is attached to these minutes.

 

 

At the last meeting Charlie Martinson and Bob Swanson were asked to investigate why the common area reserves have increased through the years and not reserves associated with the townhomes.  Charlie reported back that as far as Bob and he could tell all income from investments have gone into the common area reserves although the townhome siding and roofing reserves have been at risk.  When the Vanguard accounts were established there was no mention of funds put at risk.  Board policies established to guide investments do not mention which reserve funds may or may not be put at risk in investments.  Yet through the years all income from CD’s, saving accounts and investments have gone into the common area reserve.  It is difficult to document all of these.  When books are balanced at the end of each year, the profits from investments showed up in the common area reserve.  To partially resolve this disparity it was felt that apparent profits gained from the Vanguard funds should be split evenly between the townhome reserves and the common area reserves. 

 

 

MOTION: (RON WHITE, LEE GRIFFIN) ASSIGN $30,000 FROM INVESTMENT PROFITS TO BE MOVED FROM COMMON AREA RESERVE (Equity fund 309)  TO  SIDING RESERVE FOR TOWNHOMES (Equity fund 305).  MOTION PASSED UNANIMOUSLY.

 

 

New Business:

The feasibility and benefits of a single garbage service provider for Stone Brooke was discussed.  MOTION: (LEE GRIFFIN, RON WHITE) SUBMIT PROPOSAL FOR SINGLE GARBAGE SERVICE PROVIDER TO BE VOTED ON AT ANNUAL MEETING.  MOTION PASSED UNANIMOUSLY.

 

 

MOTION: (LEE GRIFFIN, BETH COON) DONATE $100 TO STONEBROOK COMMUNITY CHURCH FOR USE OF FACILITY AND $50 FOR HONORARIUM FOR SCOTT HANSON FOR SBHOA ANNUAL MEETING.  MOTION PASSED UNANIMOUSLY.

 

 

Meeting was adjourned at 5:40 pm.

 

 

THE NEXT MEETING IS THE SBHOA ANNUAL MEETING. WILL BE MONDAY, APRIL 27, 2015 AT 6:30 PM AT THE STONEBROOK COMMUNITY CHURCH, 3611 EISENHOWER AVE.

 

 

Respectfully submitted,

 

Dave Schrader

Board Member

Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on February 23, 2015

 

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

 

Absent: Lee Griffin, Ron White

 

Visitors: Irv Melcer

 

The meeting was called to order at 3:56 PM

 

Minutes of the January Meeting were approved as distributed on February 3, 2015.

 

Announcements:

Charlie Martinson met with the management at LWBJ to discuss future business.  MOTION: (BOB SWANSON, BETH COON) ADVISE LWBJ TO FILE OUR TAXES IN THE SAME MANNER AS LAST YEAR’S TAXES.  MOTION PASSED UNANIMOUSLY.

 

Charlie Martinson announced that the storm water drainage system on Fletcher and path drainage has been completed. The city of Ames replaced the sidewalk.

 

Charlie Martinson will coordinate a meeting with a homeowner and our engineering group concerning the flooding of his basement.

 

A contract has been prepared for BC Squared.  

 

Treasurer’s Report: Bob Swanson reported that at the end of January we had over $300,000 of quick assets. 

 

Grounds Committee: No report

 

Building Maintenance Committee: Woody Hart reported that PSA has three bids for siding replacement for the four remaining units scheduled for Masonite removal. 

 

Clubhouse and Pool: We have an estimate for the electrical update to the Club House for not more than $2,200. MOTION: (BETH COON, DALLAS RUST) TAKE THE AMOUNT NEEDED FOR ADDITIONAL ELECTRICAL CIRCUITS FROM THE CLUB HOUSE IMPROVEMENTS FUND. MOTION PASSED UNANIMOUSLY

 

Architectural Control: no report

 

Investment: Bob Telleen reported that we have $160,454 in investments. 

 

Insurance: No report

 

Hospitality: Dave Schrader reported that The Winter Coffee Hour will be February 28th from 9:30-11:00 AM.  A Wine and Cheese Party will be held on April 17th.  The Summer Cocktail Hour will be June 13th.  The Garage Sale will be in August.  Two other activities were discussed at the Hospitality Committee meeting—a game night and Tai Chi exercise.

 

Old Business: The Board discussed the budget worksheets. There are still things to be discussed so we will vote on the budget at the March meeting. 

  

New Business: 

Charlie Martinson appointed Beth Coon as Nomination Committee Chairperson.  

 

Meeting was adjourned at 6:00 pm.

 

THE NEXT MEETING IS SCHEDULED for 4:30 PM, Monday, March 23, 2015.   (NOTE TIME CHANGE.)

 

THE SBHOA ANNUAL MEETING WILL BE 

MONDAY, APRIL 27, 2015 AT 6:30 PM AT THE

STONEBROOK COMMUNITY CHURCH

3611 EISENHOWER AVE.

 

Respectfully submitted,

Dallas Rust

Secretary

Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on January 26, 2015

 

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

 

Absent: Monte Parrish

 

Visitors: Larry Koehrsen, Irv Melcer

 

The meeting was called to order at 4:00 PM

 

Minutes of the November Meeting were approved as distributed on January 21, 2015.

 

Announcements:

Our contact at LWBJ has taken another job so Charlie Martinson will meet with the management at LWBJ to discuss future business. 

 

Charlie Martinson announced that the storm water drainage system on Fletcher and path drainage has been completed.  MOTION; SEEK BIDS FOR CONNECTING OUR STORM SEWER TO FLETCHER STORM SEWER. PASSED 7-0  MOTION: ACCEPT BID FROM AMES TRENCHING FOR STORM SEWER HOOK-UP. PASSED 7-0 There was no washout under the path. Ames Trenching installed a 10” connector from the Stone Brooke’s storm sewer to the Ames city sewer.  The city of Ames will replace the sidewalk when the weather is warmer.  We will need to replace the sod.

 

Status of common grounds landscape maintenance with BC Squared: MOTION; INCREASE HOURLY PAYMENT TO $25. PASSED UNANIMOUSLY

 

Charlie Martinson talked to our snow removal company after the first snowfall removal because he had received complaints. The second time they removed snow it was much better.

 

The ash trees on city property in Stone Brooke will be removed and replaced by the city.

 

Treasurer’s Report: Bob Swanson reported that at the end of December we had over $318,000 of quick assets.  We cashed in the 1st National CD for $40,000 and put it in the checking account. Unpaid dues continue to be a problem.  Another problem is that some homeowners are still paying by check which costs us money and time. We will address these issues next month. 

 

Grounds Committee: No report

 

Building Maintenance Committee: Woody Hart reported that PSA is working on getting bids for siding replacement (per square), roof replacement (per square), and painting. PSA is going beyond the typical contractors we have used in the past, especially in painting.  PSA is also contacting a person to do siding repairs before he gets booked up. 

 

Clubhouse and Pool: no report

 

Architectural Control: No report

 

Investment: Bob Swanson reported that Bob Teleen will be moving so he will resign as Chairman of the Investment Committee at the end of the Stone Brooke year. The investments are $158,247. People interested in being on the Investment Committee should contact Bob Swanson, 233-1290.

 

Insurance: No report

 

Hospitality: Dave Schrader reported that 30 people attended the January Pot Luck.   

 

Old Business: The Board discussed the budget worksheet.  MOTION: (LEE GRIFFIN, WOODY HART) THE BEAUTIFICATION PROJECT COSTS BE TAKEN OUT OF COMMON AREA RESERVE. PASSED UNANIMOUSLY. Next month we will review the proposed budgets and finalize the 2015 budget and any changes in dues assessments. 

 

New Business: 

The Board terms of Monte Parrish and Dallas Rust will end in April. Charlie Martinson appointed Lee Griffin as the Nominating Committee Chair. 

 

Meeting was adjourned at 5:30 pm.

 

THE NEXT MEETING IS SCHEDULED for 4:00 PM, Monday, February 23, 2015.  

 

Respectfully submitted,

Dallas Rust

Secretary

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