Stone Brooke Home Owners Association
Board Meeting, May 24, 2021
Board members present:
Absent: Marlene Johnson
Stone Brooke residents present:
Bill and Jan Anderson
Having determined there was a quorum of Board members, Doyle called the meeting to order.
A motion was made and seconded to approve the Minutes from the March SBHOA Board meeting. Motion passed.
Treasurer’s Report Aaron provided a thorough overview of the financial status of the Association. The Board was informed that the Association was $34,000 over budget for snow removal over the winter months.
A motion was made and seconded to pay off the bank loan by redeeming the CD, and sell necessary investments in order to bring in approximately $97,000 to cover the roofing costs, and on-going repair work (painting, siding, gutters, etc) scheduled for 2021. Motion passed
Pool and Clubhouse Committee Report Liaison Linda Thrailkill reported on the May 13th committee meeting. Committed members passed a motion to open the pool on May 29, if it is ready. Motion passed The rules and regulations regarding pool access and usage this summer are available on the SBHOA website.
The Board noted the new and much nicer carpet in the clubhouse.
Linda brought up an issue regarding possible overpayment and cashing of checks to the clubhouse cleaning service for services not rendered from April to December 2020. The person was paid by the Board’s accounting firm directly, not the Pool and Clubhouse Committee. She asked that the Board correspond with this person to clear up this issue, and that in the future all invoices related to the pool and clubhouse be approved by the committee before payment by our accounting firm. Linda isn’t sure if there is a contract between HOA, the Board, or the Pool and Clubhouse Committee with Vince Simon, our pool operation. If there is no contract, the Committee and Linda will follow up and try to get one in place for this season.
A a motion was passed unanimously commending the Clubhouse and Pool Committee for selection and installation of the new carpet and vinyl.
Building Maintenance Liaison Jim Twedt and committee chair Sharon Axland informed the Board that all spring home inspections have been completed. A motion was made and seconded to approve payment by the Board for the gutters at Bill and Jan Anderson’s home. Payment would cover the cost of uncovered gutters, and the Andersons will pay the balance for the covered gutters. Motion passed. Sharon informed the Board that the first invoice from the roofing company has been received.
Architecture In Marlene’s absence, Cheryl presented the committee report. The committee had approved the addition of a 3 season porch at 3909 Fletcher Blvd. A motion was made and seconded to support the committee recommendation. Motion passed.
There was further discussion about the garage door decorations. The Board agreed to look at old Board meeting minutes and find a policy statement passed regarding the look of all garage doors in the Association.
Investments Liaison Fred Johnson stated that year-to-date return on the SBHOA investment portfolio is up approximately $8,400.
Insurance Liaison Jim Billings said there was no report for this month.
Grounds Liaison Jeffry Borgmeyer presented a detailed report covering the Iowa Native Tree replacement program, the Community Clean-up Day on May 2nd, Planting of Understory Native Bushed, and Iowa Pollinators. The next committee meeting is Wednesday May 26.
Stone Brooke resident and Iowa State University Landscape Architecture professor Julia Badenhope made a half hour slide show presentation: A pilot project to create neighborhood masterplans for a more resilient and bird friendly community in the Stone Brooke Community. Dr. Badenhope has received a substantial grant from Iowa Dept of Natural Resources, and has requested a $5,000 matching amount from SBHOA. She made a similar prevention to the Grounds Committee prior to the pandemic, and the Ground Committee chair indicated support, and may have even budgeted for the $5,000 in this year’s budget. Julia will attend the Wednesday May 26 committee meeting to follow up. The Board is waiting for final recommendation from the Committee, and will go ahead with it quickly in order to meet her deadline of June 15.
Hospitality With Liaison Cheryl Martin, Committee member Jan Anderson reported that there will be a Memorial Day parade in Stone Brooke on Monday May 31st, and a food truck “Carlos Casadea” will be at the Clubhouse at 1:30. We have guaranteed at least 100 meals from the truck, so do show up Monday at the clubhouse for lunch!
An Ice Cream Truck - Sweet Treats - will be passing through Stone Brooke on June 23rd.
Old Business Doyle will check old Board Meeting minutes to find a policy passed regarding garage doors.
New Business The new owners of the Class B house across the street from the clubhouse, Friendship Ark, asked Doyle, who subsequently asked the Board, for support to their request to have CYRIDE pass through Stone Brooke. This will greatly accommodate the new residents of this house. The Board agreed to the proposal, as long as CYRIDE only use their smaller buses to pass through our Association streets.
Jim, who is acting Board secretary, requested the we advertise for someone outside the Board to take the Board meeting minutes in the future, through the Stone Brooke newsletter. It was approved.
Next Meeting Monday June 28, 4:30 pm Stone Brooke Clubhouse
Board Meeting, April 26, 2021
Doyle Kepley opened the meeting, following the SBHOA annual meeting, at 8 p.m.
Board Meeting, Feb. 22, 2021
Present: Aaron Keller, Doyle Kepley, James Billings, Linda Thrailkill, Mary Beth Oostenbrug, Cheryl Martin, Ron Schnoes, Marlene Johnson, Jim Twedt
Visitors: Doug Lawrence, Ernie Unger, Loren Donaldson, Kathy Glatz, Tanny Latuska, Andrea D’onore, Bill Anderson
Call to Order: Doyle called the meeting to order via Zoom, at 4:30 PM. Minutes of January meeting approved as corrected.
Treasurer’s Report: Aaron reported Total Assets of $485,128.00 as of Jan. 31, 2021. Treasurer’s report will be filed for audit.
Architectural Control: Marlene received no requests from committee. Jim B reported his discussion with Dean re garage door decorations. According to our Covenants, By-Laws and Policies, conformity is not specifically defined. Aaron motioned that an ad hoc committee be created to define conformity and harmony. Jim B seconded. Approved.
Building and Maintenance Committee: Jim T and Sharon, chair of committee, reported roofing costs will increase in 2021, as well as costs for those roofs that should have been completed in 2020, partly due to Durecho. Ice dam damage is responsibility of homeowner.
Clubhouse and Pool: Linda reported committee is still in process of working on repairing floor crack and sliding door, in relation to water damage to clubhouse floor.
Investment: Aaron reported a loss of $493.37 this month and a loss of $493.37 YTD on SBHOA investments.
Insurance: James reported the committee continues to gain compliance from homeowners.
Grounds: Ron reported no meeting held this month. He motioned that board approve the generation of a grounds survey. Seconded by Jim B. Approved.
Hospitality: Cheryl and Kathy, chair of committee, reported Welcome packets have been updated and are being distributed to new residents. Discussion held re dividing committee into two separate committees. The committee’s workload has been divided informally. Suggestion was made to make the separation formal after this year’s annual meeting. Duties will be outlined by committee chairs, for next month’s meeting.
Fletcher Court driveways: postponed until next meeting
Draft Policy for Architectural Review of Proposed Exterior Property Alteration: Aaron discussed with Jim Twedt, who recommended that if we wish to proceed, we should also secure a lawyer. Aaron recommends talking with the group of people who have protested the policy. Jim T made motion to remove approval of policy and send it back to Architectural Control Committee for further review. Jim B seconded. Motion passed.
Board member terms expiring in April: Mary Beth and Ron. Cheryl will lead nomination committee and present at least two candidates at next meeting.
Comments from PSA-Chad Marty: not present
Comments from the Board:
Comments from Visitors:
Meeting adjourned at 5:45 p.m.
Next meeting: March 22, 2021.
Mary Beth Oostenbrug, Secretary
Board Meeting, Jan. 25, 2021
Present: Aaron Keller, Doyle Kepley, James Billings, Linda Thrailkill, Mary Beth Oostenbrug, Cheryl Martin, Ron Schnoes
Absent: Jim Twedt
Visitors: Chad Marty, Bill and Jan Anderson, Ernie Unger, Kathy Glatz, Max Schnepf, Loren Donaldson, Char Hulsebus, Robert Bergmann, John and Mary Wilson
Call to Order: Doyle called the meeting to order via Zoom, at 4:30 PM. Minutes of November meeting corrected to reflect active board members present. Minutes approved as corrected.
Treasurer’s Report: Aaron reported Total Assets of $461,715 as of Dec. 31, 2020. Treasurer’s report will be filed for audit.
Architectural Control: Committee forwarded report to board and reads as such: Committee approved request by 3908 Fletcher Blvd for deck. Board motioned and approved request. Committee recommends to board, removal of garage door decorations. The board recommends the Committee review Covenants, By-Laws and Policies to clarify interpretation of and report back to board. Jim Billings will communicate this to committee.
Building and Maintenance Committee: Chad reported for Jim that water leak at 4135 SBR was repaired for the utility line replacement of the water supply line and 4013 Fl was temporarily repaired until spring. Roofing quotes gathered from TMJ, shows costs increased another 8%. One roof repair from 2019 still left to complete and one completed this month. List of gutter replacement complete, but waiting on costs to determine number that can be done this year. Committee recommends SBA have special line item for future roof replacements, that allows for replacements to take place as needed instead of a specific number completed each year. Yearly inspections are planned to be completed prior to annual meeting. Current estimate for repairing Fletcher Court, will be gathered.
Clubhouse and Pool: Linda reported discussions of the following issues: Clubhouse floor viewed after furniture moved out and carpet pulled. Cracks visible but water source unknown. Options discussed for proceeding with determining water source. Carpet sample selected by committee consensus. C. Marty, PSA, to be contacted to pull exterior boards (ASAP) around Clubhouse to search for previous water damage.
Investment: Aaron reported that the Investment Committee didn’t meet in Dec. Aaron reported a gain of $2,135.73 this month and a gain of $9,137.90 YTD on SBHOA investments.
Insurance: James reported while most everyone has complied with the requirements set out in the SBHOA by-laws and covenants, there are still a few outstanding: 13 residents have yet to include SBHOA as an additional insured, 13 residents still have too-low (in our estimation) insured replacement amounts for their dwelling, and 17, mostly newly arrived residents, have yet to submit any insurance declarations.
Grounds: Ron reported that the committee did not meet in Dec. Ron reported on snow expenses so far this year. A sample of path paving material is at the Clubhouse front door, for residents to view.
Hospitality: Cheryl reported that the committee clarified its responsibilities and outlined them for board review, for purposes of dividing responsibilities to be carried out by two separate committees. One would be the Welcome Committee, the other the Hospitality Committee. Also, samples of the Welcome packet were delivered to each board member, for review, prior to this meeting. Discussion held re packets. Request of dividing committee into two, will be discussed further at next meeting.
Draft Policy for Architectural Review of Proposed Exterior Property Alteration was shared with all residents. One written response to SBA address, was received and forwarded to board. Additionally, Aaron was contacted by a resident representing an unnumbered group of residents who had engaged an attorney to render an opinion on the permissibility of said policy in light of the Declaration of Covenants for SBHOA. The attorney’s opinion was that the board is not permitted to approve this policy according to the Covenants. Aaron will talk with Jim T for his opinion as to how to move forward on this issue.
Board vacancy and nominating committee: Cheryl Martin and one other resident will be the nomination committee. All board members are asked to consider candidates to fulfill rest of Mary’s term.
Feeding deer: Mary Beth inquired if board members had received any complaints re feeding the deer. Issue was discussed but it was decided this wasn’t a problem, overall.
Comments from PSA-Chad Marty: Made above during various issues discussed.
Comments from the Board: Ron asked residents to be patient with new snow removal employees as he’s received complaints.
Comments from Visitors: John Wilson asked re ground survey status. Ron will share the survey with all board members before next meeting.
Meeting adjourned at 6:30 p.m. Next meeting: Feb. 22, 2021.
Mary Beth Oostenbrug, Secretary