Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on November 26, 2018

 

Present:  Eileen Tramp, Ron Schnoes, Jim Billings, Howard Levine, Dave Schraeder, Dean Axland, Lara Hallgrimsdottir, Mary Beth Oostenbrug
Absent: Linda Thrailkill  
Visitors: Jim Veverka, Sondra Eddings, Loren and Nancy Donaldson, Steve and Rose Wilson, Bob Bergmann, Chad Marty


Call to Order:  Eileen called the meeting to order at 4:30 PM at the Club House. Minutes were approved as written and distributed.


Treasurer’s Report: Total liquid assets are $208,430.00.  Current liabilities are $108,058.  Net liquid assets are $108,372.  We still owe $15,000 for the wall at 1531 Stone Brooke Road. Treasurer’s report will be filed for audit.

2019 Budget Committee update: Loren clarified that the additional $4,000 in Tree Maintenance should be moved to Grounds Maintenance. Budget will be voted on in January, based on Howard’s revisions and recommendations.

1531 Wall update:  Eileen reported for Bob Blattert that the 1531 wall construction is complete. The final touches were completed Tuesday, 11/20/18, with the installation of the river rock that tops the wall, overlays the fabric weed barrier, is constrained between the 4-inch-tall facial lip on the inside, and the PVC  Dewitt Barrier on the outside. This fulfills the fiduciary responsibilities of the BOD to secure the property at 1531 SB Rd. from potential landslide damage.  There was great cooperation between Midland Concrete Products, Ted Lyon and Country Landscape, Loren, Chad, and the BOD for allowing this project to proceed unimpeded. It truly was a joint effort.

 

Committee Reports

Architectural Control:  Lara reported that this committee did not meet this month, and it needs new members to replace those who’ve moved away.

Building and Maintenance Committee: See Dean’s report below under New Business, Discussion…done.
Club House and Pool: Mary Beth reported for Linda, the following: New Clubhouse reservation tab on website is being utilized regularly.  Four chairs from pool area were disposed of.  Discussion held re code to be used for Clubhouse, instead of keys.  Cost and other info still needed.  Same pool manager will be hired for next year, but at an increase in pay.  Clubhouse received fall deep-cleaning.  Furnace inspection completed.

Grounds: Ron reported the following:  There was no meeting of the grounds committee this month. The following are the activities that were done during November:  Dan's Tree Service removed several trees, trimmed low branches and also chipped the north brush pile. Chipping of the south brush pile is pending dry or frozen ground. The three Stone Brooke Prairies have been mowed. The prairie south of Ada Hayden, will be mowed by the City of Ames. Trees planted earlier this year were watered, hopefully carrying them over until next spring. Flowers and bushes were cut back in preparation for winter. Steve Wilson and Loren Donaldson reported past, present and future needs of Grounds.  Jim motioned that Grounds and Tree committees together, perform an analysis of ash tree plan, including costs/quotes. Seconded by Lara. Motion passed.  Jim will work with Ron on this responsibility. Donaldsons and Wilsons were thanked for their outstanding service.

Hospitality: Dave reported there were 22 at the pot luck.  A coffee and a wine and cheese social will both be held in January.  Dates to be announced in emails.  More members are needed on this committee.
Investment: The account balance is at $79,978.39 after the $58,800 withdrawal requested by the SBHOA. A loss of $5,916 .25 compared to prior month reporting.  Year-to-date a gain of $4,195.40.
Insurance: Jim reported that
sent an email to those owners not in compliance with insurance requirements. No updates from owners have been received as yet.  Eileen recommended that Jim personally call each one out of compliance, before the next meeting. Action, if needed, to be decided at next meeting.

 

OLD Business:  
Mailbox covers:
Discussion held. No action will be taken.

 

NEW Business:  

Foreclosure:  SBHOA was served with a notice of foreclosure on 11/6/18.  The home in foreclosure is a Class B home. The monthly dues are $36.75 plus $13 for trash pickup. According to Nancy at LWBJ, dues have been paid through Dec 1.  Trash dues are always pulled one month behind.  Both Class B dues and trash will be taken out on December 1st and we will monitor their assessments each month. When the occupants, who apparently are still living in the foreclosed home, move out, SBHOA will call Chitty and discontinue the trash pickup.  LWBJ will continue to pull Class B dues until there are insufficient funds or the home is sold. 

 

Eileen contacted Brian Torresi, Attorney at Law, for a legal opinion on 11/7/18 regarding the foreclosure. Brian responded on 11/15/18.  Brian assumes that the association was named as a defendant because dues are owed with respect to this property. Although that may be the case, Sec. 11 of Art. IV of the Declaration, as amended, as well as other law principles, identify that any unpaid assessments are subordinate to first mortgage liens. Thus, the interest of the association is inferior to the interest of the mortgage lender. Eileen asked for opinions regarding filing a response to the foreclosure notice or not filing a response.  If we do not file, SBHOA will be in default.  Discussion was held. A motion was made by Dean to abstain from filing at this time. Seconded by Mary Beth. Motion passed.  Eileen will contact Brian re our decision.

 

Eileen reported she has been contacted by several residents with concerns regarding exterior maintenance at a home on 4039 Fletcher Blvd. She has been in communication with owners. She quoted the covenant re this issue. Discussion was held. Lara will call the owners one more time. Should no action be taken by the owners to take care of the concerns, a letter will be sent by Eileen, informing them that SBHOA will remove the dumpster and other unsightly items, at the owner’s cost, and if needed, a lien may be placed on the property.

 

PSA Chad Marty reported that there are four areas to be repaired on the path, each costing $400-$500. This will come out of path maintenance budget. Chad feels the bid is reasonable. He also reported on a roof repair issue. Chad will provide details re this issue at our next meeting. 

 

Comments from the Board:
Thank you to Very Special Volunteers, Wilsons and Donaldsons.

Comments from Visitors:
Sondra Eddings shared her feelings about the path signs.

 
Meeting adjourned at 6:00 P.M.  Next meeting: Jan. 28, 2019
 
Respectfully Submitted,
Mary Beth Oostenbrug, Secretary

 

Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on October 22, 2018

 

Present:  Eileen Tramp, Linda Thrailkill, Ron Schnoes, Jim Billings, Howard Levine, Dave Schraeder, Dean Axland.
Absent: Lara Hallgrimsdottir, Mary Beth Oostenbrug
Visitors: Loren Donaldson, Jim Lohr, Chad Marty
Call to Order:  Eileen called the meeting to order at 4:30 PM at the Club House. Minutes were approved as written and distributed.
Treasurer’s Report: Total liquid assets are $240,033.  Treasurer’s report will be filed for audit.
 
Committee Reports
 
Architectural Control:  No report other than this committee needs new members to replace those who’ve moved away.

 
Building and Maintenance Committee: Dean reported a balance of $10,680.64 remains for this committee.  Estimated cost for work remaining to be done is $3,319.36. 

 

Club House and Pool: Linda reported the following:  The hot water heater was repaired by Draintech at a cost of $106.66.  Reservations are updated on the SB website every week.  The decorations were changed at the clubhouse.  Someone moving out lost their clubhouse key, which had to be replaced at a cost of $20.00.  With two people on the committee moving away, more members are needed on this committee.  An inventory of items at the club house will be completed during November.  Discussions held re keys to Clubhouse, the process of providing keys to new residents, coded entry into Clubhouse and policies being reviewed by November meeting.  Linda Thrailkill, along with the Clubhouse/Pool committee will investigate options for transfer of keys from seller to buyer.

 

Grounds: Ron reported the following: Those in attendance were:  Ron Schnoes, Loren and Nancy Donaldson, Steve and Rose Wilson, Larry Northup, John Wilson, Don Snyder, Ken and Sally Hartman, and Chris Marty.  One of the new bushes at the south entrance to Stone Brooke has died. Country Landscapes said they would replace it (free of charge) next spring. The Ames city workers are coming to clean up some scattered gravel that was left behind after the Great Wall Project was completed.  Ron Thurman, who has done work for Stone Brooke in the past, is coming around November 1st to mow 3 of the prairie areas around Stone Brooke.  Hawcott Lawn Service put down some grass seed at 4000 and 4001 Fletcher Blvd., and PSA put some small river rock along the south side of the path at 4001 Fletcher Blvd. Projects to be completed by Hawcott yet this fall (weather permitting) include:  Mowing; Fertilizing; Aerating (if contacted by property owners). Piles of leaves will also be picked up once the majority of the leaves have fallen. Dan's Tree Service is hoping to get back to Stone Brooke around November 1st, to trim up some broken branches caused by the wind, take down several more trees, and to take care of any other tree work that needs to be done at this time. The Donaldsons and Wilsons provided coffee, cake, and cookies for us to enjoy, as a farewell gift and thank-you to the committee members for the enjoyable time we have all spent together. Committee members expressed their heartfelt gratitude to the Wilsons and Donaldsons for all of their hard work and determination as well as the beautiful results of their many years of service here at Stone Brooke. A job well done! Discussion was held re paying for work to be completed instead of relying on volunteers for the work.

 
Hospitality: Dave reported there were 28 at pot luck.  W
e have decided not to hold pot luck in December as it is scheduled for Dec 20 just before the Christmas Holiday weekend. More members are needed on this committee.
 
Investment: Howard reported that we have $144,694.64 in Vanguard as of Sept. 30, which is $1,618.97 from last month.  YTD gain is $10,111.65.

 

  • Jim reported responses to letter sent about insurance coverage.  Discussion was held re action to be taken for those not in compliance.  Covenants will be reviewed to determine what the next step is toward 100% compliance. To be decided at next meeting.

 

  • Chad Marty

Estimates to repair tripping hazards on pathways were requested from Speck, not received.Chad was instructed to pursue other estimates.

Area on side of 4001 pathway: Hawcott seeded, Chad placed rocks and Dan’s Landscapes will sod later.

Update on signage including total amount spent: Signs completed and in compliance. Cost was approx. $1890.


OLD Business:  

Signs in yards: In compliance.

Mailbox covers: Tabled until next meeting.

  •  

Jim Billings and Lara Hallgrimsdottir have agreed to work on the 2019 SBHOA budget with Howard Levine. 

Discussion regarding a problem area: The grounds committee has been working toward solution to  a problem with a hillside area in the Stone Brooke Common grounds.  In the past, the grounds committee have removed sand which has accumulated on the path following heavy rains.  There are a number of trees, with dense shade, resulting in very thin to no grass in some areas.  Earlier we requested Ben Hawcott to not mow the hillside to allow what grass was there to grow and not be damaged by the mowers.  The Grounds committee also had
Ben Hawcott look at this area for his thoughts on re-seeding.  He said with the dense shade, grass would not grow.  Following Ben’s feedback, we attempted to slow the water flow by placing nine 25’ wattles along the
hillside hoping to minimize the problem until something more could be done,

 

Comments from the Board:
We were reminded to invite residents who have questions or issues, to attend a board meeting, but to contact President prior so that they can be included on the agenda.  Also, President instructed all committee chairs with substantial budget needs within the next 30 days, to prepare requests for the President.


Comments from Visitors:
none

 
Meeting adjourned at 5:45 P.M.  Next meeting: Nov. 26, 2018
 
Respectfully Submitted,
Mary Beth Oostenbrug, Secretary

 

Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on September 24, 2018

 

Present:  Eileen Tramp, Lara Hallgrimsdottir, Linda Thrailkill, Mary Beth Oostenbrug, Ron Schnoes.
Absent: Jim Billings, Howard Levine, Dave Schraeder, Dean Axland
Visitors: Barbara Faidley, Lynn Franco, Jim Lohr, Loren Donaldson, Jeanne Weber.
Call to Order:  Eileen called the meeting to order at 4:30 PM at the Club House. Minutes were approved as written and distributed.
Treasurer’s Report: Lara reported for Howard. Total liquid assets are $233,312.  Treasurer’s report will be filed for audit.
 
Committee Reports
 
Architectural Control:  Lara reported the following needed approvals:

  • Deck Replacement - 1523 Stone Brooke Road:  Committee Recommends Approval by 6-0 vote
  • Deck Replacement - 4134 Stone Brooke Road:  Committee Recommends Approval by 4-0 vote
  • Deck Replacement - 4210 Stone Brooke Road:  Committee Recommends Approval by 4-0 vote

Recommendations were approved.
 
Building and Maintenance Committee: No report this month.      

Grounds: Ron reported the following:

  • Country Landscapes is busy constructing the new retaining wall at 1531 Stone Brooke Road.  The work has been halted twice because of rain.  They have otherwise been moving along at a rapid pace.  
  • Waddles were laid down behind the 4200-odd Stone Brooke Road area to slow down erosion on the hillside.  
  • Electrical outlets were installed in the Clubhouse garage.                
  • Dan's Tree Service is doing more tree trimming and tree removal around the area.  When this has been completed, it will have exhausted all funds in the tree budget.  Please note that Dan's Tree Service will be doing other tree work while here; however, that work is being paid for by individual homeowners.  
  • Hawcott gave us a bid of $150.00 to bring in dirt and seed down an area by 4000 & 4001 Fletcher Blvd.  
  • The Donaldson's have been busy watering new trees and shrubbery planted this spring and summer.  
  • In October, there will be some prairie mowing done, as well as leaf pick up.  Lawn aeration will be offered to homeowners, if they are interested, at their own expense.
  • Dirk Schneider continues to keep the Stone Brooke boundary lines trimmed and kept clear of trees, weeds, etc.

 

Club House and Pool:   Barb Faidley from the committee reported that Patty Neubauer, of Neubauer Group and a Stone Brooke resident, has been hired to clean the Clubhouse.  Her wages will result in a higher line item budgeted next year for this service.  Wages for this year are within the budget.  The pool was closed on Sept. 9 and winterization has been completed.  Several furniture items were replaced.  Discussion with Barbara Faidley, Linda Martin, Linda Thrailkill and Lara Hallgrimsdottir was held regarding the reservation process for the clubhouse, the welcome process for new residents, and pool keys being returned upon moving out of Stone Brooke. The committee will hold further discussions to make decisions about these issues.
 
Hospitality: Dave reported there were 32 at pot luck, of which 2 were new residents. More members are needed on this committee.
 
Investment: Eileen reported for Howard, that we have $172,075.67 in Vanguard as of Aug. 31, which is up from last month. YTD total is up as well.

 

Insurance: Jim Lohr reported for Jim Billings that he completed the survey of insurance from SBA members. Members were given until Oct. 1 to respond. Jim will supply the list of names of those members who did not respond, to the Board by the October meeting.  The Board will decide what, if any, action needs to be taken.
 
OLD Business:  

 

  • 1531 Wall: Funding options previously approved were amended due to information that Lara reported for Howard. Final amended motion was to take out a loan for $60,000 by selling some Vanguard funds to purchase a CD, to be paid back over a 5 year period, at 2.5% interest. Motion was made by Mary Beth, seconded by Ron. Motion approved.
  • Walk and pathways: Loren reported what the committee has discussed and that estimates have not yet been secured for 4001 property issues.  The Board urged Loren to assist Chad in securing the estimates so that action can be taken in Oct.
  • Signage: Loren shared a copy of what the signs look like. The Board instructed Loren to move forward with placing the signs as soon as possible.

Yard Signs: Chad removed several signs from yards.
 
NEW Business:  

 

  • Mailbox covers – tabled until next month
  • Renting SB townhomes – Our covenant already addresses the issue of renting temporarily from owner, per board approval. Discussion was held about the issue for clarification.
  • PSA Chad Marty reporting (by Loren)on: Repair of house on market – resolved by Chad.
  • Estimates to repair tripping hazards on pathways: Estimates weren’t received from Chad. Since Chad was ill today, the issue was tabled until next month’s meeting.

    Comments from the Board: Ron asked about how the determination is made regarding who pays for retaining walls. Historical actions were recalled and how those decisions were made. Those walls in common areas are paid for by SBA.  Those on private property are paid for by owner.
     
    Comments from Visitors: Lynn Franco asked about the pathway property liability, for the portion that is on her property.  See Comments from Board.
     
    Meeting adjourned at 6:15 P.M.  Next meeting: Oct. 22, 2018
     
    Respectfully Submitted,
    Mary Beth Oostenbrug, Secretary

 

Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on August 27, 2018

 

Present:  Eileen Tramp, Lara Hallgrimsdottir, Linda Thrailkill, Howard Levine, Dean Axland, Mary Beth Oostenbrug, Dave Schrader, Jim Billings, Ron Schnoes.

Absent: none

Visitors: Loren Donaldson, Eldon and Jeannie Weber, Bill Dreyer, Jim Lohr, Aaron Keller, Lynn Franco, Bob Blattert, Chad Marty, John Wilson.

Call to Order:  Eileen called the meeting to order at 4:30 PM at the Club House. Board accepted Member Beth Coon’s written resignation. Lara made motion to approve Linda Thrailkill’s appointment to fill Beth’s tenure until April, 2019.  Howard seconded.  Motion approved.  Minutes were approved as written and distributed.

Treasurer’s Report: Howard reported additional revenue received from increased dues. He allocated $1000 to Snow Removal, $1000 to Professional fees and $9000 into Bldg and Maintainence committee. He noted that we are on track to remain on budget. Treasurer’s report will be filed for audit. (In an email received after the meeting, he changed these allocations to $0, $1000 and $7500 because of an income reporting error.)

Treasurer’s report will be filed for audit.

 

Committee Reports

 

Ad Hoc Committee: 1531 Retaining Wall issue, reported by Bob Blattert: received two proposals from Miner Hardscapes and Country Landscapes. Estimates are $120,600 and $118,100. Mary Beth motioned to accept the Country Landscapes estimate for $120,600, Howard seconded. Discussion was held. Ad hoc committee recommended Country Landscapes for several reasons. Country Landscapes was approved. The Ad hoc committee has recommended to not hire a soil engineer to conduct a separate soil survey, due to cost.  Howard motioned, Jim seconded, approved. Howard led explanations of possible funding scenarios for funding this wall. Motion was made by Lara to accept Scenario #5, borrowing $60,000, which is a 5% loan paid back over 25 years, in order to pay for the wall. Jim seconded the motion. Motion approved.

 

Pathway Management at 4001 Fletcher issue reported by Bob Blattert, Loren Donaldson, Chad Marty: Pathway signs have been produced and will be installed within 2 weeks from now. Will have estimates for pathway by next month. Several small tripping hazards will be repaired on the pathways.

 

Architectural Control:  Lara had nothing new to report.      

 

Building and Maintenance Committee: Dean reported that Chad presented an accounting for BMC through July 31st, 2018.  The committee agreed to delay the roof replace on 1522/1524 until spring of 2019.  This will allow us to complete identified siding, painting, roofing and gutters needed to be completed in 2018.  Chad stated the gutter replacement should be starting the first week of September.  The roof on 1825/1829 should be completed in November.

 

Grounds: Ron reported the following actions: 1. Thorny bush by the front door of the clubhouse removed and replaced with boulder. 2. Final improvements to south Stone Brooke entrance made. 3. Eight trees were removed, 4 more trimmed and both brush piles have been ground up and removed. 4. Musk thistles have been cut down on Cup Hill. 5. Dirk Snyder, Steve and Rose Wilson, and Lorne and Nancy Donaldson seeded grass where needed in common areas - for ground cover and to stop erosion on the side hills. 6. Ames city workers ground the stump on Fletcher Blvd., and filled the hole with dirt. Nancy Donaldson seeded grass. 7.Nancy sprayed Poison Ivy north of concrete bridge on trail. 8. Dirk Snyder removed volunteer trees along boundary lines of Stone Brooke and sprayed voluntary grass and weeds in the paths. 9. Hillside behind Digmanns and Snyders will be seeded soon with a new fast growing variety of grass seed to stop. 

 

Club House and Pool:   Eileen read Beth’s report:  Pool was closed three times in July and August.  The “vari Flow Valve-Hi Flow” had to be replaced. Cost was $457.63.  It was discussed how to let people know of pool closings. Loren Donaldson is allowed to send 2 e-mails a day to the entire association.  In the future, a notice will be sent to the entire association about pool closings and openings.  $181.90 was paid to Converse Conditioned Air for bi-annual visits.  The LAST DAY FOR THE POOL IS SEPTEMBER 9.

 

Hospitality: Dave reported there were 24 at pot luck and they’ve been busy welcoming new residents.

 

Investment: Howard reported $166,900 in Vanguard as of July 31, which is up from last month.

 

Insurance: Jim Billings shared the details of the SB insurance policy.  Jim Lohr shared:

  • Review of SBHO grid regarding insurance declarations.

  • Letter to SBHO – Motion made to send letter, made by Jim, seconded by Howard.  Approved.

OLD Business: 

  • 7% dues increase notification has been sent.

  • Wattles have been installed.

  • Repair on Fletcher Court and response from Chitty reported by Eileen.  Chitty agreed to walk to each household’s driveway to gather the garbage. Chad requested some minor repairs be made to cracks that are tripping hazards, this fall. He will bring estimate to next meeting.

  • Yard Signs: Covenant was reviewed re this issue. Eileen will send an email to all Stone Brooke residents to remind them of the Covenant and the policy regarding yard sign which will be included in this email.  The board agreed that yard signs that are not in compliance with the Covenant will be removed by Chad Marty for PSA  approximately one week after the email is sent to the Stone Brooke residents.

 

NEW Business:    

  • Mailbox covers – tabled until next month.

  • Renting SB townhomes – tabled until next month.

  • PSA Chad Marty reporting on: Repair of house on market – tabled until next month.

  • Update on signage on pathways: See above Pathway Management.

 

Meeting adjourned at 6:30 P.M.  Next meeting: Sept. 24, 2018

 

Respectfully Submitted,

Mary Beth Oostenbrug, Secretary

 

Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on July 23, 2018

 

Present:  Eileen Tramp, Lara Hallgrimsdottir, Beth Coon, Howard Levine, Dean Axland, Mary Beth Oostenbrug, Dave Schrader, Jim Billings

 

Absent: Ron Schnoes

 

Visitors: Bob Blattert, Dave Haynes, Loren Donaldson, Chad Marty (PSA), Aaron Keller, Jeff Hanover, Steve Wilson, LeVern Faidley, Ken Hartman

 

Call to Order:  Eileen called the meeting to order at 4:30 PM at the Club House.  Minutes were approved as written and distributed.

 

Treasurer’s Report: Howard reported total income of $179,290.50.  Total investment account is $150,799.  Total assets are $211,394.  Treasurer’s report will be filed for audit.

 

Committee Reports

 

Architectural Control:  Lara reported request from 4037 Fletcher to enclose covered portion of deck.  Specifications were received that comply with SBA.  Committee recommended approval.  Motion made to approve request by Howard, seconded by Beth, motion approved.

 

Building and Maintenance Committee: Dean reported that committee did not meet this month due to absences.  Not much change since last month, still have pending orders and approvals to complete from last month.

 

Grounds: Ron’s report was read by Eileen.  Dead tree removal and subsequent soil erosion were discussed. Eileen suggested ISU Extension be contacted re ideas about erosion.  Two dead bushes near Clubhouse are to be removed.

 

Club House and Pool:   Beth reported pool pump has been replaced with expected cost of at least $500.  Eileen reported her conversation with WCI re a gasket replacement.  She recommends checking on what they will charge us.  The bills will now be itemized since we no longer have services for pool daily maintenance provided by a WCI employee.  Eileen requested a report on the history of the pump from WCI.  Beth's term will be completed by a new board member, as she is moving from Stone Brooke.

 

Hospitality: Dave reported 28 at pot luck.  The annual garage sale will be August 3 and 4. 

 

Investment: Howard reported $165,212.91 in Vanguard as of June 30, which is an increase from last month.

 

Insurance: Jim reported committee did not meet this month, but will have a report given by Jim Lohr next month. 

 

OLD Business: Bob Blattert shared two approaches to resolving the wall issue at 1531 Stone Brooke Road.  He has received one estimate of $100,000, from Country Landscape.  Miner Hardscape's estimate will be received next week and two others are being requested from Outdoor Hardscape and Distinctive Landscape.  Midland Concrete Products Co. is the designing engineering firm for this project.  Bob has several questions that will be answered by the contractors, which will be shared at next meeting. We will have all the information needed re replacement of the wall in order to make a decision, by the next meeting.  An example of the wall design is at Manatt's, for public viewing.  The wall will have a 1-yr guarantee.   Howard talked about financing this project. 

Wattles (at a lower cost than expected) will be placed tomorrow.  Cones will be placed at the site of the wattles, for safety, until the wall decision is made next month.

 

Walking path on 4001 Fletcher and repair of landscaping:  Some estimates have been received and more are coming.  Chad reported cost will be $4000 to $7000 depending on which solution is chosen.  Estimates will be completed by next month.

 

Water management at 3713 Fletcher:  Eileen reported that they once again had water in their basement and are still trying to contact the city re this.

 

Road repair on Fletcher Court:  It will cost $10,000 to replace the asphalt, damage is likely due to garbage truck traffic.  Board decided to postpone this decision until after the wall issue at 1531 is resolved, so that financial considerations are taken into account.  Eileen will contact Chitty Garbage to request walking to each home in the court, to retrieve cans.

 

NEW Business: A 7% dues increase will be implemented Sept. 1st, per approval on April, 2018.  Communication to SB residents re this will be distributed no later than Aug. 1st.

 

The SBHOA draft policy re Use and Care of Walking Paths was distributed and discussed.  Dept of Public Works city employee (Justin Claussen) said there were no requirements on walking paths, other than our covenant.  Beth motioned to accept policy and have signs re this installed.  Howard seconded.  Approved.  Chad will have signs constructed and installed. 

 

Yard signs re solar investments have been installed.  Usage of them within our covenant, will be reviewed.  Decision was tabled until next meeting.

 

Tents for RAGBRAI visiting participants was requested by a few residents.  Eileen quoted our covenant as ruling against tents.  An exception to this rule due to the infrequent occurrence of RAGBRAI in Ames, was proposed.  A motion was made by Jim, seconded by Beth.  Proposal approved.  Exception notice will be emailed to all SBA residents.

 

Tabled from last month:  Chad asked about repairing a house that is on the market to be sold.  Discussion was tabled until next month. 

 

Meeting adjourned at 6:10 P.M.

 

Respectfully Submitted,

Mary Beth Oostenbrug, Secretary

 

Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on June 25, 2018

 

Present:  Eileen Tramp, Lara Hallgrimsdottir, Beth Coon, Howard Levine, Ron Schnoes, Dean Axland, Mary Beth Oostenbrug, Dave Schrader

 

Absent: Jim Billings

 

Visitors: Lynn and Terry Franco, Bob Blattert, Jim Lohr, Dave Haynes, Dave and Bobbi McElwee, Loren Donaldson, Chad Marty (PSA), Aaron Keller, Ann and Paul Smiley-Oyen

 

Call to Order:  Eileen called the meeting to order at 4:30 PM at the Club House.

Lara moved May Minutes be approved, seconded by Beth, minutes approved.

 

Treasurer’s Report:  Howard reported total assets are $218,900.  Total projected income from dues is $358,581.  Total expenses are $111,806.  SBA has spent 31% of its YTD budget.  Motion to approve Treasurer’s Report was made by Beth, seconded by Ron.  Report approved.

 

Committee Reports

 

Architectural Control:  Lara reported no activity per Dean McCormick.

 

Building and Maintenance Committee: Dean reported 70 units need siding repairs, 43 have been completed.  Seven roofs need replacing, 3 have been completed.  Painting repair needed to be done on 86 units, 44 have been completed.  Fifteen gutters will be replaced and 12 have been repaired so far this year.  Estimated costs for this work will be $13,225.55 over yearly budget, should it be completed.  Many calls re water issues.  Gutter reports were made to Eileen, Dean responded that many times it's due to the heavy rains, leaves.  Gutter replacement program will alleviate many of these. 

 

Grounds: Ron reported Country Landscapes has almost completed their work on the south entrance.  Dan's Custom Landscapes/Tree Service will remove 5-6 ash trees and low hanging branches.  Extended vacations taken by residents has resulted in overgrown bushes and weeds. An email letter will be sent to all residents reminding them of covenant rules regarding maintaining their property.  The City of Ames has been contacted several times to remove a stump in Fletcher boulevard and a dead tree caught under the south end bridge.  Several trees on common grounds have heavy foliage that results in exposed roots that need mulch.  With heavy rains, the mulch washes away.  The committee is open to suggestions to remedy this problem.  Eileen inquired as to the number of lawns that are not being cared for during owner’s absences. Two homes were identified.

 

Club House and Pool:   Beth reported AC checked at Clubhouse and it's good for several more years.  Eileen reported pool was dirty last week but Beth felt it was due to the heavy rains and hard to keep up.  Eileen also reported that the tarp has rust and dirt on it.  Sweeping the deck is included in the pool manager’s responsibilities.

 

Hospitality:  Dave reported about 20 at pot luck and the same at the social “happy hour”  on Friday evening.  The annual garage sale will be August 3 and 4.  We have had one new couple move in this month, the Elvers on Waterbury Circle, and a couple more due to move in this next month.

 

Investment: Howard reported $160,958.77 in Vanguard as of May 31, 2018.

 

Insurance: Report from Jim Billings was read by Eileen.  State Farm states that SBA is not insured for damage to retaining walls and in their opinion, we are potentially negligent if we aren’t proactive about addressing retaining wall problems. 

 

OLD Business: Bob Blattert summarized the Davis Brown Law Firm report that he had received.  SBA currently doesn't have a policy with respect to our trails.  In the past, ice on personal property caused a paper boy to fall and break his leg.  SBA insurance paid $30,000 for the lawsuit.  Owner's insurance paid the remaining.  It was settled out of court.  The current SBA snow removal policy only exists as an informational practice of snow removal.  Bob's recommendation is that we write a policy for use of the trails including ice on trails.  Lara added that we also need signage re the trails.  Discussion was held about the policy and signage.  Having both will result in proving that we are not held accountable to comply with ADA laws.  Writing of policy will be completed by Bob, Howard and Eileen.  PSA can assist with signage, once policy is written and approved. 

 

Lynn Franco asked for clarification re her property.  If it overlaps the trail, is she liable for injuries that take place on the trail.  Bob said that her property did not overlap the trail and he suggested that the new policy address this, assuring that she would not be liable.

 

Jim Lohr suggested that the policy be reviewed by an attorney prior to being brought before the board. 

 

Trail maintenance and/or update of 8,000+ ft of trail would be cost prohibitive.  Bob recommends making minor maintenance and repairs and with signage and policy, we accept the trail as is. 

 

Another issue is with the retaining wall at 1531 SB Road.  The timbers of this wall are shredding and falling apart.  The SB Board has no insurance against this if the wall fails.  If the board takes no action, they can still be held liable.  “Earth movement” restricts our ability to get insurance for retaining walls.  Meaningful action needs to be taken in the form of getting proposals for mediating this problem.  Bob has talked with a local contractor.  Waddles need to be put up as soon as possible.  Chad will contact a local contractor to install waddles. Motion made by Howard to spend up to $1500 for the waddles and installation, seconded by Ron.  Motion passed.  Bob, Chad and Loren Donaldson will secure a design engineer and contractor to resolve the problem and report at next month's meeting.  Aaron Keller expressed his opinion re the looks of the wall.  His suggestion is for a design to be made before getting bids.  Jim suggested that the engineer conduct ultrasound tests to measure the stability of our area. 

 

Bob also reported what Lynn Franco's plan was, for her wall repair.  A motion to remove the fence at a cost of up to $ 1,500, in addition to the previously approved removals, was made by Mary Beth Oostenbrug, seconded by Howard.  Motion approved. 

 

NEW Business:  Anne Smiley-Oyen, at 3713 Fletcher Blvd., reported that the 6" drainage pipes in place for 6 houses is not handling the heavy rains (Smiley-Oyens already have 3 sump pumps). This is the city's responsibility.  Anne asked that the SBA support them when they ask the city to fix this problem.  They have talked to Dave Kole at the city.  Lara suggested that they talk to Dominic Roberge at the city.  Dave Kole had encouraged them to gain support from neighbors before talking to the city engineer.  He added that there are funds for emergency projects, which this could fall into that category.  Lara encouraged all board members to send a copy of Anne's email, to the city.  Chad will talk to Anne further about the water drainage lines and what work he's done with the city in the past. 

 

Eileen asked for clarification about dues and trash fees in regards to new homeowners.  When a new owner takes possession of the property, that person pays these fees, regardless of when they move in.

 

Chad asked about repairing a house that is on the market to be sold.  Discussion was tabled until next month. 

 

Motion to adjourn the meeting was made by Beth, seconded by Lara.  Meeting adjourned at 6:15 P.M.

 

Respectfully Submitted,

Mary Beth Oostenbrug, Secretary

 

Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on May 21, 2018

 

Present:  Eileen Tramp, Lara Hallgrimsdottir, Beth Coon, Howard Levine, Jim Billings, Ron Schnoes, Dean Axland

Absent:  Mary Beth Oostenbrug, Dave Schrader

Visitors:  Loren Donaldson, Chad Marty, Rose Wilson, Steve Wilson, Ken Recker

Call to Order:  Eileen called to order at 4:30 PM at the Club House

Presidents Report:  Eileen asked for a discussion concerning the minutes of the March 26, 2018 meeting.   The minutes were thought not to accurately reflect the discussions and actions of the board at the March meeting.   This concerned a transfer of funds from one section of the Treasurer’s budget to another.   A motion was made by Beth Coon and seconded by Jim Billings to correct the minutes as a majority of board members present at the March meeting recalled. The amendment stated , “In the March Treasurers report, Howard reported he would like to move $6000 from BMC budget to snow removal budget because of extra snow removal this spring”   The Board agreed the Treasurer was allowed to make the transfer, thus the amendment reflected this action. The motion to amend the March minutes was passed 4-1.  The two new board members present abstained as they were not present at the March meeting.

Eileen read the names of board liaisons, committee chairs, and committee members and asked that all be approved. The names were approved.

A new directory will soon be available on line for personal printing.  This is a private document and is to be shared only with residents.  Ken Hartman updates the directory, and Loren Donaldson sends the updated directory to Stone Brooke members with email addresses.

Treasurer’s Report:  Howard reported the financial statements in detail for the benefit of the new board members.  Total current assets are $216,272. Total Assets are $350,971 with current expenses as of June 21, $72,845.  Howard said we have spent 24% of the yearly budget as of this date.

Howard also reported a transfer of $6,000 to the snow budget from the BMC budget.   Howard reminded the board that he had also sent an email regarding the transfer in early April.    Ron Schnoes moved to approve the report, Jim Billings seconded.  The report was approved.

Architectural Control Committee:   Lara reported the committee approved and asked the board to do likewise, the deck plans at 4036 Fletcher Blvd.  Construction will include a composite for the decking with white rails.  The plan was approved.

Building and Maintenance Committee:  Dean reported the committee met May 17 at the Clubhouse.

One of the townhouses was on the market to be sold and was not up to code.  The porch had used some insufficient building materials.  The B and M committee decided they would not do the repairs for this reason.  The townhouse sold without an inspection and the buyer was satisfied with the sale, thus no action was required by the board.  In other business, repairs, painting, gutter and installation of roofing continues.  Seven roofs will be completed this year with many other repairs. New gutters will be installed after repairs to others are completed.  A total of 14 townhouses will received new gutters.  Siding and repairs (some 166) are necessary for the year.  Many townhouses require new fascia boards this year.  This is something that was only done on full siding replacement in the past, now many homes are needing them.  Work on this continues.  Chad commented keeping up with these kind of repairs are important to the look of Stone Brooke and PSA is very aware of the need to present a positive appearance for the homeowners and community.

Grounds Committee:  Reporting for the Grounds committee are Steve and Rose with Loren and Chad.  Their committee met May 22, 2018 at the Clubhouse.

Steve reported they had been working on the common grounds with Loren and Dirk Snyder cleaning up the grasses for the summer and preparing for upcoming work by Country Landscapes.  New bushes were planted and mulched along with juniper trimming.

The Hartman’s  contacted Ames High School to find sites to plant “pollinator gardens”.  Several students helped in preparing their yard with a 10’x10’ area.

The Donaldson’s planted Norway Spruce trees around the HOA where dead trees had been removed.

Club House and Pool:    Beth reported the hiring of a new pool manager, Anna Hadwig, a resident of Stone Brooke.  Anna had managed her own pools when she lived on the farm several years ago.  She is experienced, but required a class and test to receive her license for pool care.  We hope to have Vince Simon assist her when needed until he gets his license renewed.

She will be paid $50 per day and buy her own liability insurance.  We are looking forward to a great summer with her taking care of the pool. 

The costs of chemicals, supplies, and the opening and closing of the pool will be the responsibility of WCI Pools.

The pool will open shortly after Memorial Day, from 8AM to 9PM daily.

Beth said she had reinstalled the phone service to the Clubhouse due to the requirements of the State Health Departments to have a land line available for Pool emergencies.

Hospitality:  It was reported 26 people attended the last pot luck.  

Investment:  Howard reported $161,000 in Vanguard as of April 30, 2018.

Insurance:  Jim Billings presented the latest insurance information to the board after discussing it with our agent, Melanie Wakefield from State Farm.  The board wanted to know if the Stone Brooke Association was liable for rebuilding costs on individual home owner’s houses.  Her answer was no, the Association is not responsible for any financial expenses when a home owner does not have enough rebuilding insurance.  It was assumed by some this was the case, but not so.  Rebuilding insurance is suggested to be at least $300,000 to start and move upwards from that number.  Individual insurance companies figure the amount differently, however.  The board agreed that each owner is responsible for his own insurance and should remain private except to have it listed with the Association as a co-recipient of the insurance.

Ms. Wakefield also gave Jim our Certificate of Insurance to see how much the Association’s property is insured. 

OLD Business:

Bob Blattert, acting as ad hoc advisor for the retaining walls and paths, discussed the latest thoughts and plans for them.  He explained the multiple years of degradation taking place on the North Retaining Wall at 1531 SB road and the future costs of rebuilding. While the final figures are not available at this time, it is estimated by landscapers to be in excess of $100,000.  This will hope to be completed by the end of the year.

The South Retaining Wall belongs to the property owner and is not the responsibility of Stone Brooke.  However, we have agreed to remove any remaining bushes, trees and rocks for the owners to landscape that area as plans have already been approved.

In addition, Bob pointed out the we are not in compliance with the American Disabilities Act for our paths and trails and can keep them as is now, but any enhancement or improvement could possibly bring us to a place where we would have to follow their guidelines for building new trails.  This is not feasible for Stone Brooke.  Costs would be prohibitive for our size.

Bob suggests we get a legal opinion for several hundred dollars and find out our situation.  Therefore, the work that is being done now will be completed to a point and then all work would stop this year.  The board will revisit the issue next year.

The board was in agreement. 

NEW Business:

The Grounds Committee is asking for $11,000 to rebuild the east side of the Stone Brooke (on Fletcher) entrance.  Country Landscapes will draw up the plans to reconstruct the wall and plant new and some existing plants.  At the present, there is no room for the mowers to mow around the wall without damaging it, which has happened over the years.   The committee expects the work to be done in June and the walls on both sides of the street will reflect the beauty of the area.  Howard moved and Jim seconded the money from the trails be transferred this year to the beautification project requested by the Grounds committee.  The motion passed.

Chad reported that repairs to Fletcher Ct road must be completed by us.  Stone Brooke Association owns the street.  Estimation costs $4000-6000.

The meeting was adjourned at 6:15 PM.

Beth Coon, acting secretary

 

Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on April 23, 2018

 

Present:  Dean Axland, Beth Coon, Dave Schrader, Howard Levine, Lara Hallgrimsdottir, Ron Schnoes, Jim Billings, Mary Beth Oostenbrug

 

Absent:  Eileen Tramp

 

Visitors:   None

 

Call to Order:  The meeting was called to order at 8:10 pm by Acting President Beth Coon.

 

Minutes:  Minutes of the meeting of March 26, 2018 were approved.

 

Announcements:  None

 

Treasurer’s Report:  Refer to annual meeting report.

 

Investment Committee Report:  Refer to annual meeting report.

 

Building Maintenance Committee Report:  Refer to annual meeting report.

 

Clubhouse and Pool Committee Report:  Refer to annual meeting report.

 

Architectural Control Committee Report: Refer to annual meeting report.

 

Hospitality Committee Report:  Refer to annual meeting report.

 

Grounds Committee Report:   Refer to annual meeting report.

 

Insurance Committee Report:    Refer to annual meeting report.

 

Old Business:  None

 

New Business:   Motion by Howard Levine, second by Jim Billings to nominate 2018-2019 SBHOA Board officers as follows:

 

Eileen Tramp – President

Lara Hallgrimsdottir – Vice President

Howard Levine – Treasurer

Mary Beth Oostenbrug – Secretary

 

Motion was approved by the Board.

 

Beth Coon introduced the topic of Board liaisons for each of the respective committees along with committee chairpersons.  Lara provided a list of proposed liaisons and chairpersons for 2018.  These will be finalized at the next Board meeting. 

 

Regarding insurance, we don’t currently know the replacement costs listed on the insurance policy for each townhome owner.  As an example, if there is storm damage in excess of what is listed as a replacement cost on their policy, SBHOA could be burdened with the remainder of the cost.  This will be discussed further before making a final decision on whether this will be a requirement.  Jim Lohr is recommending this as a prerequisite before accepting a position as chair of the insurance committee. 

 

An ad hoc committee will be formed to evaluate the topic of retaining walls and paths – Bob Blattert, Ron Schnoes, Loren Donaldson, and Jim Billings will be part of this committee. 

 

Some additional discussion occurred regarding pool maintenance, which will be split between two association members in 2018.  SBHOA will pay for their classes and expenses along with insurance. 

 

The next meeting will be Monday, May 21st rather than the fourth Monday. 

 

Adjourn:  The meeting was adjourned at 8:50 pm.

 

THE NEXT MEETING IS SCHEDULED on Monday, May 21, 2018 at 4:30 pm.

 

Respectfully submitted,

Dave Schrader, Secretary

 

Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on March 26, 2018

 

Present:  Larry Koehrsen, Bob Blattert, Beth Coon, Dave Schrader, Lara Hallgrimsdottir, Dean Axland, Howard Levine, Lee Griffin

 

Absent:  Eileen Tramp

 

Visitors:   Loren Donaldson, Chad Marty, Aaron Keller

 

Call to Order:  The meeting was called to order at 4:30 pm by President Larry Koehrsen.

 

Minutes:  Minutes of the meeting of February 26, 2018 were approved unanimously by the Board. 

 

President’s Report: Larry Koehrsen reported that he signed the SBHOA tax return for 2017. 

 

Treasurer’s Report:  Howard Levine reported that we have already spent approximately $16,000 for snow removal in 2018, which did not include snow removal for the weekend of the March 24th.  Lee Griffin moved, Beth Coon seconded to accept the report.

 

Investment Committee Report:   Howard reported that we currently have about $159,000 in Vanguard accounts. 

 

Building Maintenance Committee Report:  Dean Axland provided a summary of the February committee meeting.  Seven roofs will be officially scheduled for replacement in 2018 based on inspection of roofs by PSA.  The committee recommended keeping the gutter replacement schedule on track as originally planned for 2018 (14 homes scheduled for gutter replacement).  PSA plans to start the inspection of all townhomes the week of March 26th.  Lee moved and Lara Hallgrimsdottir seconded to accept the report.

 

Clubhouse and Pool Committee Report:  Beth stated there has been no success contacting the new proposed pool maintenance person to discuss the details of the agreement. 

 

Architectural Control Committee Report: The committee approved an addendum to the original proposal for 4138 Stone Brooke Road, including an addition to the deck, a sky light, and a change in placement of the door leading to the deck.  These items remain consistent with Stone Brooke architecture and meet the criteria for approval.  A change in grade by one foot to allow for view of the pond from the lower level has not yet been approved.    Lara will work with the homeowner to provide a drawing or similar narrative to address the question involving the change in grade and exterior windows/egress previously discussed during the February meeting.  Bob moved, Howard seconded to approve the addendum, pending receipt of the drawing/narrative to address the question involving the change in grade. 

 

Hospitality Committee Report:  Dave Schrader provided a report from Ken Hartman stating there were 16 at the potluck this month.  Additionally, the committee will meet to select dates for the annual wine and cheese party, the spring cocktail hour social, and the summer garage sale.

 

Grounds Committee Report:  Loren Donaldson reported that Dan’s Tree Service performed tree trimming (approximately $2500 worth).  He also mentioned that maintenance of the ornamental grasses will be performed soon.  The Hawcott contract was up for renewal and was signed by Larry.  This contract is in effect until March 2019.  Loren also spoke with Country Landscapes regarding plans for some landscaping work.  Additionally, a purchase order will be created by Loren to get the work started on path maintenance for 2018.   Furthermore, performing an asphalt overlay on large segments of the paths does not seem to be feasible based on opinions of Fox Engineering personnel. 

 

Insurance Committee Report:  Lee stated he will follow up with Jim Billings on a pending requested report. 

 

Old Business: 

Covenants:  All remaining signatures for the restated declaration of the covenants should be obtained before the annual meeting.

 

Retaining Walls: The wall at 1531 Stone Brooke – Based on the survey, it was confirmed that a majority of the wall is on Stone Brooke property and maintenance of the wall in its entirety is considered the responsibility of SBHOA, and is not the responsibility of the homeowner.  This was moved by Bob and seconded by Beth and unanimously approved by the Board. 

 

Scott Renaud at Fox Engineering evaluated the wall and Chad Marty provided an e-mail summary of the inspection.  An additional request has been made for Scott to provide a formal report of his evaluation.  It was determined by Scott that the wall is not in immediate danger of collapsing.  The second most important item is to prevent water from running up against the wall.  Larry recommended proceeding with work on the trail near the wall to help reduce the potential for water along the wall.  The report should include a means for objectively continuing to evaluate the status of the wall.  We should also provide feedback to our insurance agent regarding how this is being addressed.   Howard moved, Bob seconded to obtain a second opinion from a separate engineering firm regarding the state of the wall by February 2019 (changed to October 2018 based on receipt of report from Scott).  Approved by the Board.

 

Note: A report was provided by Scott Renaud (Fox Engineering) shortly after the meeting and is attached to the minutes.

 

The wall at 1532 Stone Brooke – Based on the survey, this wall is on the homeowner’s property.  Lee moved, seconded by Lara that this is not the responsibility of the Association.  Bob and Beth abstained from voting, while all others approved.            

 

New Business:   Annual meeting – Larry requested a resolution from the Board to approve the time and place of the meeting.  Dean moved, seconded by Lee to have the meeting Apr. 23 at Stonebrook Community Church at 6:30 pm.  Lee moved, Dean seconded that Beth act as President immediately following the annual meeting to conduct a short meeting with the new Board members and elect the new officers of the Board.  Howard will ensure the church and the person responsible for the sound system are compensated. 

 

Comments from the Board:  None

 

Adjourn:  The meeting was adjourned at 5:50 pm.

 

THE NEXT MEETING (Annual Meeting) IS SCHEDULED on Monday, April 23, 2018 at 6:30 pm.

 

Respectfully submitted,

Dave Schrader, Secretary

 

Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on February 26, 2018

 

Present:  Larry Koehrsen, Bob Blattert, Beth Coon, Dave Schrader, Lara Hallgrimsdottir, Dean Axland

 

Absent:  Eileen Tramp, Howard Levine, Lee Griffin

 

Visitors:   Loren Donaldson, Chad Marty, Aaron Keller

 

Call to Order:  The meeting was called to order at 4:30 pm by President Larry Koehrsen.

 

Minutes:  Minutes of the meeting of January 22, 2018 were approved unanimously by the Board.

 

President’s Report: Larry Koehrsen noted the passing of Irv Melcer and expressed the Board’s appreciation of his contributions throughout the years.  Larry subsequently initiated discussion of the retaining walls, specifically west of 1532 Stone Brooke and the other NW of 1531 Stone Brooke.  Larry provided a summary of items relevant to the discussion, including a section within the covenants and a Board policy adopted on November 28, 2011.  The covenants specify that the Association shall not provide the maintenance on retaining walls.  However, the Board policy refers to retaining walls that straddle the property line between the homeowner’s property and SBHOA common area, and states these would be an equally shared responsibility between the homeowner and SBHOA.

 

A reserve study performed for the purpose of determining an appropriate amount of capital reserves for the Association dated April 13, 2012 references the retaining wall at 1531 Stone Brooke, but does not mention the wall at 1532 Stone Brooke.  Larry recommended proceeding with a survey to determine the location of the two retaining walls with respect to the property lines.  Bob Blattert emphasized there is no insurance coverage that would cover failures of the retaining walls.  Lara Hallgrimsdottir emphasized the need to get the survey done as a starting point for determining a path forward on how to manage these retaining walls.  Aaron Keller, who may be impacted by this issue, did express concern about the status of the wall and the noticeable bowing.  His realtor referenced an e-mail from Larry Northup that indicated the wall was the responsibility of the Association at the time he was considering purchase of his current home.  Aaron was also concerned there are actually a larger quantity of walls throughout the Association than the two that have been previously discussed.  Larry Northup will be contacted to further understand any other history regarding this subject.  Lara moved to proceed with performing surveys at 1531 and 1532 Stone Brooke Road to identify the property lines, and was seconded by Beth Coon.  The motion was unanimously approved by the Board. 

 

Treasurer’s Report:  Bob Blattert provided a report, stating we received our regular monthly income of $29,000, with about $6,000 expenses.  Dean Axland moved, Dave Schrader seconded to approve the report. 

 

Investment Committee Report:   Bob Blattert reported a 5% increase was observed in February.  We have approximately $160,000 in investments.

 

Building Maintenance Committee Report:  Dean provided a summary of the last BMC Meeting.  The summary included a proposed strategy for gutter replacement in 2018, which includes 13 units in Stone Brooke Circle at a cost of $8,550.  Additional gutter replacements may be considered based on available funds toward the end of the year.  A proposed strategy for roof replacements in 2018 was also included in the summary.  The 8 roofs scheduled to be replaced this year will be inspected first before replacing all of them. 

 

Bob subsequently discussed that the Association has the option of being able to loan money from one account to another (the money cannot be transferred) if it ever becomes necessary.  Dean also mentioned multiple calls from property owners on heat tapes that are not the responsibility of the Association. 

 

Clubhouse and Pool Committee Report:  Beth stated there is no further information regarding the new pool maintenance person at this time.

 

Architectural Control Committee Report: There was a proposal for 4138 Stone Brooke Road approved by the committee.  Dean requested clarification in the footprint to clarify how the exterior walls/windows will be handled.  Chad Marty will review to confirm this is handled appropriately.

 

Hospitality Committee Report:  Dave provided a report from Ken Hartman stating there were 25 people at the February potluck and 25 people at the coffee hour. 

 

Grounds Committee Report:  Loren stated Dan’s Tree Service has been contacted to perform tree service throughout the Association, hopefully to occur in the next few weeks.  He also indicated Steve Wilson is working with Country Landscapes to perform additional improvements.  Loren also mentioned the paths and the 4 additional sections scheduled and budgeted to be repaired this year.  The Board agreed to proceed with this work. 

 

Insurance Committee Report:  No report

 

Old Business:  Beth provided information regarding nominees for the next Board.  Mary Beth Oostenbrug, Ron Schnoes, and Jim Billings are on the list. 

 

Covenants:  30 out of 38 have signed the affidavits as continued progress is being made to resolve this issue. 

 

Fletcher Court: Chad indicated this work mentioned in the previous Board meeting will be further discussed soon.

 

New Business:   None

 

Comments from the Board:  None

 

Adjourn:  The meeting was adjourned at 5:45 pm.

 

THE NEXT MEETING IS SCHEDULED on Monday, March 26, 2018 at 4:30 pm.

 

Respectfully submitted,

Dave Schrader, Secretary

 

Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held on January 22, 2018

 

Present:  Larry Koehrsen, Bob Blattert, Beth Coon, Dave Schrader, Lee Griffin, Lara Hallgrimsdottir, Howard Levine, Dean Axland, Eileen Tramp

 

Absent:  None

 

Visitors:   Loren Donaldson, Chad Marty

 

Call to Order:  The meeting was called to order at 4:30 pm by President Larry Koehrsen.

 

Minutes:  Minutes of the meeting of November 26, 2017 were approved unanimously by the Board.

 

President’s Report: Larry stated that the financial report provided by Bill Good and Jim Patton has been uploaded to the SBHOA website.  The change in the refuse collection assessments has been implemented as discussed during the November Board meeting.  No future stop requests for refuse will be permitted. Roofing assessment adjustments were implemented for the approximately 40 properties as discussed during the November Board meeting.  The Board agreed that the clubhouse phone will be removed and a sign will be posted to specify there is no phone available.  Beth Coon will follow up with ensuring this is completed. 

 

Treasurer’s Report:  Howard Levine provided the report stating we currently have $172,663 in Vanguard accounts plus accounts receivable.  Total liquid/semi-liquid assets are $218,585.  The final YTD report for 2017 specified that 99.53% of the budget was spent during 2017.  Bob Blattert commented on the amount of money to maintain as working capital moving forward (50% of annual budget as an example).  Since we currently have about $45,000 greater than this amount at this time, he suggested potentially taking on some unbudgeted expenses (trees and retaining walls were cited as potential examples).  Lee Griffin moved and Lara Hallgrimsdottir seconded to approve the treasurer’s report.

 

Investment Committee Report:   Ken Recker sent the December report to the Board stating $171,155 is in the Vanguard account.

 

Building Maintenance Committee Report:  There is currently no chair for the committee.  Dean provided an e-mail update for January.  The primary update was the completion of the repair of the water line on Fletcher.  A general summary of expected maintenance work for 2018 was provided by Chad Marty within this e-mail.

 

Clubhouse and Pool Committee Report:  Beth reported that she and Barb Faidley will get together to work out the details related to the new pool maintenance person.  There was some discussion regarding how the clubhouse is reserved and if this schedule can potentially be made more visible to Association members.  It was inquired whether this can be included on the Association website.  There was some concern noted about the frequency of updates that would be required.  Beth will discuss this with Linda Martin to get her input on whether this is a possibility. 

 

Architectural Control Committee Report: Eileen indicated the structural issue at 3916 Fletcher previously discussed has been resolved.  Plans for a 4-season porch at 4305 Stone Brooke were submitted for approval.  Howard moved and Beth seconded to approve the request. 

 

Hospitality Committee Report:  Ken Hartman sent a report to Dave Schrader stating there are no houses currently on the market in the Association and 25 people attended the last potluck.

 

Grounds Committee Report:  Loren Donaldson specified there is not much ongoing activity other than periodic snow removal.  Lee Griffin mentioned there was some damage noted at Waterbury Circle on ornamental grasses and rocks during snow removal.  Howard discussed a reference document that certain maintenance items can be classified as capital expenses rather than current expenses. 

 

Insurance Committee Report:  Lee Griffin will have an update next month.

 

Old Business:  Bob provided a summary of the covenants issue and what needs to be done to obtain the required affidavit signatures.  A letter has been drafted by Bob to present to the homeowners that need to sign.  Larry asked whether sessions could be scheduled at the clubhouse to arrange signing in presence of a notary.  It was suggested to include the times of the sessions on the letter.    Both homeowners (where applicable) will need to be present.  Bob requested that members look at the list of homeowners that need to sign to confirm the correct homeowner is tied to the corresponding address.  Dave Schrader will follow up with Ken Hartman on this. 

 

New Business:   Beth will be the head of the nominating search committee for the next Board (Bob, Lee and Larry will be leaving the Board).

 

Comments from the Board:  Lee indicated the bay of post office boxes at Waterbury Circle is owned by Stone Brooke.  A lock needed to be replaced and the postal service indicated the Association is responsible.  There is still some question about this. 

 

Chad discussed some repairs that will be needed on Fletcher Ct.  He will provide a bid for this at a subsequent meeting.

 

Adjourn:  The meeting was adjourned at 5:45 pm.

 

THE NEXT MEETING IS SCHEDULED on Monday, February 26, 2018 at 4:30 pm.

 

Respectfully submitted,

Dave Schrader, Secretary

 

 

Print Print | Sitemap
Created with 1&1 WebsiteBuilder