Stone Brooke Homeowners Association Board of Directors

Minutes of meeting held in 2020

 

Board Meeting, July 27, 2020

 

Present: Aaron Keller, Doyle Kepley, Dave Schraeder, Jim Billings, Lara Hallgrimsdottir, Linda Thrailkill, Mary Beth Oostenbrug, Ron Schnoes, Dean Axland

Absent: 

Visitors: 

 

Call to Order:  Doyle called the meeting to order at 4:45 PM via Zoom.  Minutes amended to reflect correct Assets of $458,709, and approved as amended.

 

Treasurer’s Report: Aaron reported Total Assets of $442,259.00. Treasurer’s report will be filed for audit.  

Committee Reports

Architectural Control: Lara reported request from Axlands to add back deck railing. Request approved.

Building and Maintenance Committee: Roofing: Replacements begin in September. Planning on doing between 5-7 roofs this year.  Gutters: Replaced gutters and downspouts on 10 units, with 1 more scheduled for this year. Had hoped to do 14/year but costs are higher than previous year.  Painting: 14 full paints scheduled for this year, 10 completed.  13 full trim paints scheduled, 9 completed.  All touch-up painting identified in Spring inspection completed.  Siding repairs: About 75 exterior maintenance orders so far this year, 18 remaining.  Discussion held re payment for skylight replacement.  After reviewing Covenants (Article VII, Section 3(b)),board determined cost to be the homeowner’s responsibility.  Chad will relay this information to roofing company.

Clubhouse and Pool: Linda reported that Dave Martin named as committee chair.  Clubhouse repairs and painting are completed.  Linda will be getting bids for pool painting.

Investment: Aaron reported a loss of $565.43 this month and a $4,285.01 loss YTD on SBHOA investments.

Insurance:  James reported that he talked to State Farm re purchasing a policy for those who are not in compliance with covenant requirements. He will gather further information.

Grounds:  Ron reported discussion was held re ideas on the south wood bridge. There will no longer be a south brush pile as it’s becoming too difficult to get the equipment down there because of tree growth.  The mulch that is there now will be used around trees in the common area.  Plans are being made for a Stone Brooke clean-up day, for pulling weeds, picking up branches and general cleaning.  The clean-up date will be sent out to all residents.

Hospitality: Dave reported that Hartmans will be moving Sept. 3.  New Co-Chairs are Kathy Glatz and Char Hulsebus, effective by Sept 1. They will still advertise the garage sale for August 14-15.

 

OLD Business:

Updates in regards to the asphalt on driveways on Fletcher Court This issue tabled until next meeting.  

Dave will create form for unit sellers to download from website, to be used for letting board member know of sale of unit.

Review of By-Laws, Covenants and Policies:  Mary Beth reminded board of earlier email that stated the process for approval of building proposals will be included in Aaron’s final Procedure for Architectural Review of Exterior Alterations, which will be provided at next meeting.  

Annual Meeting:  Decision was made to conduct Annual Meeting on Sept. 28, via Zoom.  Required notifications will be sent to all residents by Secretary.  New nominees were announced.

Aaron led discussion re Procedure for assessing dues increase based on enlargement of unit. Final Operating Procedure will be provided at next meeting.

 

NEW Business:

Political sign policy: Reminder of Covenant re this issue.

Letter from attorney re 1511 SB lawsuit will be addressed by SBHOA insurance agency.

PSA Chad Marty: Tree branch fell on new gutter, removal will be homeowner’s responsibility.

Comments from the Board: none

Comments from Visitors: none

 

Meeting adjourned at 6:45 P.M. Next meeting: Aug.24, 2020, at 4:30, via Zoom.

 

Respectfully Submitted,  

Mary Beth Oostenbrug, Secretary

 

Board Meeting, June 22, 2020

 

Present: Aaron Keller, Doyle Kepley, Dave Schraeder, Jim Billings, Lara Hallgrimsdottir, Linda Thrailkill, Mary Beth Oostenbrug, Ron Schnoes

Absent: Dean Axland

Visitors: 

 

Call to Order:  Doyle called the meeting to order at 4:35 PM via Zoom.  Minutes approved as written.

 

Treasurer’s Report: Aaron reported Total Assets of $458,709.00. Aaron distributed the Chart of Accounts to be used for all expenditures. Treasurer’s report will be filed for audit.  

Committee Reports

Architectural Control: Lara reported the committee chair questioned the process used for approval of projects.  Discussion was held and Board all agreed to keep the process the same as it is currently.

Building and Maintenance Committee:  No meeting held and no report from committee submitted.

Clubhouse and Pool: Linda reported that repairs and repainting of the Clubhouse will be completed in July or August.  Discussion was held re repainting of the pool bottom.  The cost will be $6,000 for the pool repainting. Mary Beth motioned, Jim seconded, to have it repainted by a professional.  Four new committee members were added to the committee: Carole Bunde, Addie and Dwight Henson and Dave Martin.   Very little written feedback was received re keeping the pool closed this year.

Investment: Aaron reported a gain of $2,779.01 this month and a $3,719.58 loss YTD on SBHOA investments.  The committee met and sent minutes to all board members.

Insurance:  James reported progress is being made in gaining compliance from all residents.  The committee is compiling a comprehensive report on the status of resident compliance, for the annual meeting.

Grounds:  Ron reported the committee did not meet. New committee member Jean Marie Marsden will co-chair with Andrea. All questions, complaints and comments should be sent to Ron instead of committee chairs.

Hospitality: Dave reported that Ken shared the committee duties and responsibilities with Dave.  Discussion was held re annual garage sale. The board agreed that SBHOA should continue to sponsor the garage sale.

 

OLD Business:

Review of By-Laws, Covenants and Policies:  Mary Beth led discussion of Revisions of Covenants and of Policies.  Decisions were made re the following topics to be presented to the Association: 

  • Process for approving building proposals shall become a new Policy, part of which will read “Proposals must be submitted to Architectural Control Committee by the first day of the month.  This allows for the committee to have time to review requests and if approved by committee, forward to Board for final decision, prior to scheduled Board meeting for that month.  Permits should be forwarded to Board, along with request plans and proposals.”  Additional wording will be added to the Policy at next month’s meeting, from Aaron’s draft re Review of Proposed Exterior Property Alteration.
  • Notification of unit sales to Board (Aaron will send Authorization Form for Automatic Withdrawal of Dues to Mary Lohr for adding to website
  • Enforcement of insurance compliance (Jim will gather information re purchasing insurance on behalf of non-compliant resident, and present Board decision at Annual Meeting) 

Annual Meeting:  The Stone Brooke Church is able to host the meeting, should we decide to hold it.  Discussion was held and it was decided to hold an Annual Meeting in September, in person if able, or via Zoom.  Additional Board candidates are needed to fulfill board requirements.  Residents should be contacted by all board members and those accepting nomination should be forwarded to Doyle.

Aaron shared a draft of Architectural Review and a draft of Authorization for Purchase and Payment of Services and Goods.  All board members should review and send suggested amendments to Aaron prior to next meeting.  Final approvals of Policies will be at next meeting.

 

NEW Business:

Doyle has been contacted by several residents re painting their units a color of their choice.  The board referred all residents to Covenants and By-Laws, as well as consideration of costs.

PSA Chad Marty: none

Comments from the Board: none

Comments from Visitors: none

 

Meeting adjourned at 6:20 P.M. Next meeting: July 27, 2020, at 4:30, via Zoom.

 

Respectfully Submitted,  

Mary Beth Oostenbrug, Secretary

 

Board Meeting, May 26, 2020

 

Present: Aaron Keller, Doyle Kepley, Dave Schraeder, Jim Billings, Lara Hallgrimsdottir, Linda Thrailkill, Mary Beth Oostenbrug

Absent: Ron Schnoes, Dean Axland

Visitors: 

 

Call to Order:  Doyle called the meeting to order at 4:35 PM via Zoom.  Minutes approved as written.

 

Treasurer’s Report: Aaron reported Total Assets of $419,242.  Aaron explained the new format for financial reports and it was well-received.  There are still those needing to sign a new ACH form giving Klatts authority to collect dues through automatic transaction.  Aaron will attach a new form to a member email and directly contact those without email addresses. Treasurer’s report will be filed for audit.  

Committee Reports

Architectural Control: Lara reported one project needing approval at 3912 Fletcher Blvd, for a deck replacement.  Motion to approve made by Mary Beth, seconded by James.  Motion passed.

Building and Maintenance Committee: No report received.  Issue discussed re landscaping being completed that may encroach on common property.  It is unknown if residence requested approval for project.  A reminder will be sent to all residents re gaining approval before projects are begun.

Clubhouse and Pool: Linda reported committee is following the Governor’s orders re pools being opened.  Board discussed the option of opening with restrictions.  Board decided that the pool will remain closed, possibly for the entire summer, depending on CDC guidelines and if they are feasibly enforceable.  Linda and Doyle will send an email to all residents stating this and give them an opportunity to provide feedback on this issue.

Investment: Aaron reported a gain of $6539.67 this month and a $6,498.59 loss YTD on SBHOA investments.

Insurance:  James reported the committee continues to achieve total compliance with covenants.  

Grounds:  Ron reported no meeting this month.  A chair for the committee is still being sought. 

Hospitality: Dave reported the parade was very well received.  Hartmans have shared the processes they use with new residents.  Dave will ask if they would note guidelines they use for socials and other responsibilities of the committee chair. 

 

OLD Business:

Aaron will share revised draft of procedure for alterations of exterior property, at next month’s meeting.  This item was tabled until next month.  

Review of By-Laws, Covenants and Policies:  This item was tabled this month.  Mary Beth will share drafts of revisions with board members.

 

NEW Business:

Holding the Annual Meeting may take place on July 27, depending on whether the church will be available.  Lara will get this information.  Definite decision will be made at next board meeting.  More names of candidates should be sent to Doyle.

PSA Chad Marty: 

Comments from the Board: none

Comments from Visitors: none

 

Meeting adjourned at 5:50 P.M.  Next meeting: June 22, 2020, at 4:30, via Zoom.

 

Respectfully Submitted,  

Mary Beth Oostenbrug, Secretary

 

Board Meeting, April 29, 2020

 

Present:  Dean Axland, Aaron Keller, Doyle Kepley, Dave Schraeder, Jim Billings, Lara Hallgrimsdottir, Linda Thrailkill

Absent: Ron Schnoes, Mary Beth Oostenbrug

Visitors: 

 

Call to Order:  Doyle called the meeting to order at 4:32 PM via Zoom.  Minutes approved as written.

 

Treasurer’s Report: Aaron reported Total Assets of $424,149.95.  The balance sheet having been revised just prior to meeting time will be forwarded to the Board after the meeting. Our accountant will be taking over the process of securing dues through the Automated Clearing House (ACH) and has requested that all residents sign a new ACH form to give them authority to do so.  Aaron will attach a new form to a member email and directly contact those without email addresses. Treasurer’s report will be filed for audit.  

 

Committee Reports

Architectural Control: Lara reported one project needing approval at 4139 Stone Brooke Road, for a deck replacement.  Motion to approve made by Aaron, seconded by Dean.  Motion passed.

Building and Maintenance Committee: Dean reported no meeting held in April.  Inspections are complete, gutters and siding have started to be replaced.  Eagle View for gutters has been received so cost estimate for replacements will be done soon.

Clubhouse and Pool: Linda reported no meeting was held.  A fee was sent to IDPH for 2020 pool inspection.  Monitoring federal and state guidelines re summer pool openings. Doyle moved and Dave seconded a motion to keep the clubhouse closed until such time as the Governor of Iowa authorizes gatherings. The motioned carried and Doyle will email the membership of this: The board agreed to leave the clubhouse and pool closed until the Governor of Iowa authorizes the appropriate time. Linda will post sign on the door of the clubhouse. After discussion the Board asked the Clubhouse and Pool committee to negotiate a reduced rate for the pool maintenance vendor until such time as the pool is opened.

Investment: Aaron reported a loss of $7,127 this month and a $13,038 loss YTD on SBHOA investments.

Insurance:  James reported the committee delivered 26 letters to residents, informing each, of what is needed from them and reminding them of the covenant re: insurance.  The committee will also send out 10 more letters to those not in full compliance.  

Grounds:  Ron’s report filed earlier indicated the landscape was repaired at Weber residence.  A hole in ground left by Mediacom is still needed by the city to bore new electrical line.  The hole will be filled after the city completes its work, but at the expense of SBHOA.  Brush piles will be consolidated and available at the north pile.  A policy proposal for responsibility for structures built on common ground at the time of purchase of residence, has not yet been submitted.  The issue is tabled until next month.  Doyle noted Ron’s email to the board informing members of Andrea’s resignation as Chair of the grounds committee, however, she will remain on the committee. Sharon A. will approve expenditures until a new chair is appointed. 

Hospitality: Dave reported no potluck held in April due to cancellation of all Clubhouse activities. Future social events will be determined as time nears.  The Hartmans have given notice of their planned resignation as Chairs of the Hospitality Committee.  They will be moving out of Iowa at the end of the year, therefore, a new Chair is needed.  Ideally, a replacement will be found soon so that they can work with Hartmans before they move. Dave will speak with Ken to see if procedures could be written for that position.

 

OLD Business: An email was sent to all residents re: postponement of Annual Meeting.

Aaron will share revised draft of procedure for alterations of exterior property, at next month’s meeting.  This item was tabled until next month.

 

NEW Business:

Review of By-Laws, Covenants and Policies:  This item was tabled this month.

PSA Chad Marty: 

Comments from the Board: none

Comments from Visitors: none

 

Meeting adjourned at 5:30 P.M.  Next meeting: May 25, 2020, at 4:30, via Zoom.

 

Respectfully Submitted,  Aaron Keller, for Mary Beth Oostenbrug, Secretary

 

Board Meeting, March 30, 2020

 

Present:  Dean Axland, Mary Beth Oostenbrug, Aaron Keller, Doyle Kepley, Dave Schraeder, Jim Billings, Lara Hallgrimsdottir, Linda Thrailkill

Absent: Ron Schnoes

Visitors: Andrea D’onore 

 

Call to Order:  Doyle called the meeting to order at 4:30 PM via Zoom.

Minutes approved as written.

 

Treasurer’s Report: Aaron reported Total Assets of $440,408. Aaron reviewed the new account numbers in his report.  Treasurer’s report will be filed for audit.  

 

Committee Reports

Architectural Control: Lara reported no activity from the committee.

Building and Maintenance Committee: Dean reported unit inspections have been completed.  Estimates have been received for replacing gutters and downspouts.  A contract has not yet been signed, as more information is being gathered. 

Clubhouse and Pool: Linda reported the pool will plan on opening Memorial Day, however, that may be postponed, depending on the status of the pandemic and social distancing.  Clubhouse usage during last year was shared.  There is no committee chair as yet because they feel more members are needed on the committee.

Investment: Aaron reported a $5,425.91 loss this month and a $5,910.72 loss YTD.

Insurance:  James reported continual work on gathering information from insurance companies.  Discussion was held about reasons for resident non-compliance.  The committee plans on including insurance information/requirements in new resident packets.

Grounds: Andrea reported mulching was done and will be kept to use on common properties.  Estimates are being gathered to repair the path and the bridges. 

Hospitality: Dave reported no potluck held in March due to cancellation of all Clubhouse activities. Upcoming events are: April 24, 4-9 Wine and Cheese party, June 12, 4-9 Summer Cocktail Hour, August 15, 7-12 Annual Garage Sale.  Future events will be determined as time nears.

 

OLD Business: Tabled this month

Information will be gathered re cost and payment methods for internet website host service.  

Aaron will share revised draft of procedure for alterations of exterior property, at next month’s meeting.  

 

NEW Business:

Nomination committee consists of Howard Levine and Doyle Kepley.  One board candidate name has been submitted.  The nomination committee is still searching for additional candidate names.  The Annual Meeting will not be held in April, therefore, no new board members will be elected in April, and current board members whose terms would normally end in April, have agreed to extend their terms until the Annual meeting can be held.  Doyle and Mary Beth will compose an email to all residents informing them of this.

 

Review of By-Laws, Covenants and Policies:  This item was tabled this month.

  

PSA Chad Marty: no report

Comments from the Board: none

Comments from Visitors: none

 

Meeting adjourned at 6:00 P.M.  

Next meeting: April 27, 2020, 4:30, via Zoom.

 

Respectfully Submitted,

Mary Beth Oostenbrug, Secretary

Board Meeting, Feb. 24, 2020

 

Present:  Dean Axland, Mary Beth Oostenbrug, Aaron Keller, Doyle Kepley, Dave Schraeder, Jim Billings, Lara Hallgrimsdottir, Ron Schnoes, Linda Thrailkill

Absent:

Visitors: Sharon Axland, Chad Marty

 

Call to Order:  Doyle called the meeting to order at 4:30 PM at the Clubhouse.

Minutes approved as amended.

 

Treasurer’s Report: Aaron reported Total Assets of $416,177.00. Treasurer’s report will be filed for audit.  

 

Committee Reports

Architectural Control: Lara reported no activity from the committee.

Building and Maintenance Committee:  Water line break repaired at 4001 Fletcher.  Discussion held re costs for water line repairs. Lara motioned that the interior service lines, as well as interior wall/flooring repairs are owner’s expense.  Jim seconded. Motion passed.  Eagle view of units will be used to re-evaluate dues based on gutter length of each unit. The cost is $1100 for the eagle view. 

Clubhouse and Pool:  Pool and clubhouse rules will be re-written by the committee. Inspections of pool was discussed and will be scheduled. Ant invasion control and cleaning of clubhouse discussed.  Solution to lost keys being replaced and keys turned in upon moving out, is still being discussed by the committee.

Investment: Aaron reported a $484.81 loss this month and a $484.81 loss YTD.

Insurance:  The committee continues to seek getting complete insurance information from owners.  Committee will include an insurance information sheet in Welcome packets to help with the understanding of covenants re insurance.

Grounds: Proposal received for removal of trees to cost $15,250.00 over the course of 5 years.  Also getting proposals for extending common ground to simplify mowing and for repair of path.  

Hospitality: Dave reported 27 at last potluck. There were 24 at the Saturday coffee. Upcoming events are: April 24, 4-9 Wine and Cheese party, June 12, 4-9 Summer Cocktail Hour, August 15, 7-12 Annual Garage Sale.

 

OLD Business:

Information will be gathered re cost and payment methods for internet website host service.  

Aaron will share revised draft of procedure for alterations of exterior property, at next month’s meeting.  

 

NEW Business:

Review of By-Laws, Covenants and Policies:  A list of issues needing to be addressed will be emailed to board members.  Discussion was held and items on list will be addressed at next month’s meeting.    

Nomination committee: Doyle will appoint members who will bring names to our next meeting.

 

PSA Chad Marty:

Comments from the Board: Request made to send monthly reports to all board members prior to meeting, to lesson length of meetings.  This should prevent the reading of committee reports at the meetings as well as members being prepared with questions and items needing board action.

Comments from Visitors:  

 

Meeting adjourned at 6:45 P.M.  

 

Next meeting: Mar. 23, 2020, 4:30, at Clubhouse

 

Respectfully Submitted,

Mary Beth Oostenbrug, Secretary

Board Meeting, Jan. 27, 2020

 

Present:  Dean Axland, Mary Beth Oostenbrug, Aaron Keller, Doyle Kepley, Dave Schraeder, Jim Billings, Lara Hallgrimsdottir, Ron Schnoes

Absent: Linda Thrailkill

Visitors: Sharon Axland, Chad Marty, Mary and Jim Lohr, Ed Adcock

 

Call to Order:  Doyle called the meeting to order at 4:30 PM at the Clubhouse.

Minutes were amended to correct Andrew Zbaracki’s name.  Minutes approved as amended.

 

Treasurer’s Report: Aaron reported Total Assets of $448,546.  Treasurer’s report will be filed for audit.

 

Committee Reports
Architectural Control:  Motion made to approve 1511 Stone Brooke Road project except for adding the privacy fence/wall.  Motion seconded and passed.

Building and Maintenance Committee:  Water leak in yard above 4009 Fletcher has been flagged for digging this week by Ames Trenching to find the cause.  

Seven roof replacements were completed in 2019. Seven or eight roofs need to be replaced each year to stay on schedule. These are determined each year after inspections are completed by PSA.

Homeowner reported to Chad that their roof would not be covered for Replacement Cost at their next policy renewal date and would depreciate (when the roof becomes 15 years old). SBHOA requires a Replacement Cost policy according to the Covenants. Discussion followed and the committee will send a letter addressing this requirement. The letter will also include information on how a roof settlement is handled by SBHOA, including the deductible, in event of a roof claim.  Information will be presented by the committee chair re policy riders that will cover the cost of roof replacement on roofs older than 15 years.  This issue will be decided after the information is shared with the board.

Discussion followed regarding interior water damage due to ice dams and sudden roof leaks. Both would be covered by a Replacement Cost Policy subject to the deductible of the owner.  Aaron made a motion to abolish previous practices of HOA paying for all repairs related to these issues, but that HOA pay for those interior repairs that are due to HOA negligence. Mary Beth seconded. Motion passed.  Exception to this motion are repair requests made in the fall, which will be honored and completed this spring.

A list of owners that have added or enclosed a previously open area of their unit was shared with Aaron for the purpose of re-evaluating dues.

Committee will send a letter regarding possible hail damage to homeowners of 10 oldest roofs from a hail storm last fall. Letter will ask them to file a claim with their insurance company so an adjuster can make an inspection this spring. Committee will follow up on how claim would be handled if damage is found to be present.

Clubhouse and Pool:  Linda will secure a committee chair within the committee. Landscape By Design will clear sidewalk and de-ice it, but at times when snow is less than 2”, Chad will clear and de-ice the sidewalk.

Investment:  Aaron reported a $2,239.77 gain this month and a $12,873.99 gain YTD.

Insurance:   It was discovered that some homeowner’s policies named LWBJ as additional beneficiary instead of SBHOA.  Insurance information must be changed to name and send information to, SBHOA.  An email will be sent out to homeowners re these requirements and new contact info.  The committee will also contact insurance companies re requirements/declarations.  A few homeowners still are not in compliance with requirements per covenants.

Grounds: No committee meeting this month.     

Hospitality:  Dave reported 13 at last potluck.  Committee called on 3 new residents and have 3 more to call on.

 

OLD Business:  

Ron reported that after asking for volunteers to replace retiring webmasters and email managers, several responded quickly.  New co-webmasters are Mary Lohr and Ed Adcock.  Kathy Glatz is now managing SB emails.  The Board thanks these residents for volunteering.  Information will be gathered re cost and payment methods for internet website host service.  Mary Beth made a motion to pay for these costs at current rate.  Seconded by Aaron. Motion passed.

Aaron will be sharing policy re obligation to pay for goods at next month’s meeting.  

Procedure for assessing dues increase based on enlargement of unit was shared and discussed.  Procedure will be approved at next month’s meeting, after board members consider its content.

 

Policy on gutter modification – toppers, etc. will be drafted by Bldg and Maintainence Committee.

 

NEW Business

Review of By-Laws, Covenants and Policies, was led by Mary Beth.  A list of issues needing to be addressed was shared with board members.  Discussion was held and items on list will be addressed at next month’s meeting.

    

PSA Chad Marty: 

Comments from the Board:

Comments from Visitors: Sharon Axland brought an issue to the board’s attention re homeowner’s attention to landscape maintenance.  A letter will be sent to the homeowner, informing them of covenant re this issue.  

 

Meeting adjourned at 6:45 P.M.  

 

Next meeting: Feb. 24, 2020, 4:30, at Clubhouse

 

Respectfully Submitted,

Mary Beth Oostenbrug, Secretary

 

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