June Minutes

Ashwood Town Home Owners’Association

Monthly Board Meeting

June 11, 2012

The President Laura Cofer called the meeting to order at 6:15pm.  We met at

LightHouse Properties Office at 137 Laxton Road, Suite 200, Lynchburg, VA 24502.

Those in attendance were Laura Cofer, President, Elizabeth Spurrier, Secretary, Jennifer Inscoe, Member at large, Helen Ann Spessard, homeowner and Tim Penick, property manager. Those absent were Ty Schmidt, Vice President, and Amanda Martin, member at large.

Minutes from May 22, 2012, Ashwood Townhome Annual Meeting were read and approved.  Laura made a motion and Jennifer seconded it.

Treasurer’s Report: 

            Operating account                      $ 6,609.32

            Money Market                        51,940.04

            FNB CD                                    15,943.07

            FNB CD                                     39,326.26

                                                           ___________

            Total                                            $113,818.69

Management Report:

Tim shared with us about some new software that they will be getting in the near future.

Homeowner, Helen Ann Spessard, ask Tim if he would give an overview of the insurance quotes and reasons behind them.

Old Business:

It was brought to our attention that the railing and brick are falling off at 1049 Blue Ridge View Circle.  Laura asked Tim to send the 30-day letter about getting it fixed.

Laura asked Tim about the status of the liens and judgments that he has been working on.  He has been working with an attorney and may be handling these at no charge.

We discussed the walk through that Laura had with the “CLC” representative and how it went.  Helen Ann Spessard agreed to be the chair of the Landscape Review Committee. This will be good since she knows about what plants will be good in what location.

The walk through will be done the 3rd Wednesday of each month. If homeowners have any concerns please call and report them to Tim Penick and we will address them at the next walk through.

Ashwood Town Home Owners’ Association                                                         

Monthly Board Meeting

June 11, 2012

Page 2

Old Business continued:

We had a discussion about the upcoming Bedford County Board Meeting regarding the request to build 54 units on the adjoining property.  Talked about getting a petition signed by homeowners, Tim is going to draft one and send it out so we can start getting signatures.

New Business:

Tim will get the newsletter ready so that it can be passed out the week of the 4th.

The meeting was adjourned at 8:18p.

_____________________________________

Elizabeth Spurrier/ Secretary

_____________________________________

Laura Cofer/ President

May minutes

ASHWOOD TOWNHOMES OWNERS ASSOCIATION

ANNUAL MEETING

MAY 22, 2012

Location: Forest Public Library

The annual meeting was called to order by President Laura Cofer at 6:35 pm on May 22nd, 2012, at the Forest Public Library.

The previous minutes of February 20th and April 9th, 2012 meetings were given to the attendees and were approved.

Treasurer’s Report:

The treasurer’s report was submitted by Jennifer Edgell, and she also submitted her resignation as Treasurer.

Account balances as of May 22, 2012:             

            Operating Account:                        $12,537.99

            Money Market:                          51,911.38

            FNB CD:                                      15,943.07

            FNB CD:                                      39,326.26

New Business:

The new business consisted of several discussions:

            Front door paint fading.

            Dip or bubble in areas of roofing where the firewalls overlap between units.

            A decision was made to obtain a carpenters viewpoint and to see what needs to                         be done to alleviate this problem.

            Jason Ore from Melvin Morgan Roofing made a presentation and gave                         suggestions to help the community resolve the issue.

            Tim Penick, property manager gave a presentation regarding that we have                         Liability Ins. only and not comprehensive which is very expensive.  It was                         recommended that each homeowner make sure that they have full                         coverage.  Tim is getting bids from several agencies so the board can                         make sure that our homes are covered according to our bylaws.

            The subject of election of Board of Director members was raised, however                         without a quorum of 35 units represented, there cannot be an election of                         officers.

ASHWOOD TOWNHOMES OWNERS ASSOCIATION

ANNUAL MEETING

MAY 22, 2012

Page 2

Old Business:

We discussed adding onto the existing playground equipment and Ryan Carboneau was designated to be the committee chair. He will get a committee together, make plans and then report back to the board for approval.

A discussion was held regarding the work of our new landscaping company “CLC”, and the walk through that will be done on the third Wednesday of each month. Homeowners were             encouraged to bring their concerns to the attention of Tim Penick so that we can address them with ” CLC” at the next walk through.

Several homeowners indicated a desire to be members of the Board and will attend the next scheduled meeting to be held on 6/11/12 at 6:00pm.

Goodyear Service Center, Sherwin Williams Paint, Betty Tolley and Libby Scot donated door prizes. Thank you Jennifer Inscoe for bringing this together.

They’re being no further business; the meeting was adjourned at approximately 8:00pm.

________________________________________

Secretary/Elizabeth Spurrier

________________________________________

President/ Laura Cofer

Minutes Dec. 13th

Meeting called to order by Laura Cofer, President at 6:30pm.

Members present: Ty Schmidt, Vice President, Jennifer Edgell, Treasurer, Elizabeth Spurrier, Secretary, Jennifer Inscoe, Amanda Martin and Tim Penick.

We discussed the 2012 proposed budget and the contract for lawn maintenance. Laura Cofer made a motion to accept the CLC bid and also the bid for snow removal. Jennifer Edgell seconded the motion and it passed.

Discussed the contract for termit

e control. The contract is to treat five buildings and insurance on all the buildings for the amount of $5200.00.

A Special Meeting of the Association will be held at the Forest Library on February 20, 2012 at 6:30pm. The topic to be discussed and voted on will be the approval of the $14k expenditure to have the road fixed.

Notices and Proxy’s will be sent out in January to give notice to homeowners about the importance of the upcoming Special meeting.

Meeting was adjourned at 7:11pm.

Minutes Dec. 5th

Meeting was called to order at 6:30 pm by Laura Cofer.

Present: Jennifer Edgell, Treasurer, Elizabeth Spurrier, Secretary,

Jennifer Inscoe, and Tim Penick with Lighthouse Properties.

Chris and Trevor of CLC Lawncare came to talk with the board about the bid they had submitted previously for 2012 lawn maintenance contract.

We also discussed the 2012 proposed budget. The Board will meet again on Dec. 13^th at Jennifer Inscoe’s home to review the revisions to the proposed budget.

Meeting was adjourned at: 8:44pm

Minutes Nov. 14th

The meeting was called to order at 6:30pm by Laura Cofer, president.

Present: Ty Schmidt, Vice President, Jennifer Edgell, Treasurer, Elizabeth Spurrier, Secretary, Jennifer Inscoe, Amanda Martin.

Treasurer’s report: Moved $9,620.00 to money market account.

Operating: $ 8,311.86

Money Market: 43,852.94

CD 15,729.02

CD 38,798.26

__________

Total $106,692.08

Discussed the following:

December 1st homeowners will be able to make HOA payments online. Dues will increase to $62.00 in January. Notices to Members will be mailed by December 1, 2011.

Tim told us that the collection of past due HOA dues is going well.

Jennifer Inscoe made the motion for Wells Construction to do the concrete work on the problem areas of the road next to the garbage collection areas on the east side of the property. Laura seconded the motion, and it passed.

We also discussed the three bids from the landscaping contractors.

Next Board meeting will be December 5, 2011 at Jennifer Inscoe’s home.

Meeting adjourned at 7:50pm.

October HOA minutes 10/11

ASHWOOD TOWNHOMES OWNERS ASSOCIATION, INC.

Board of Directors Monthly Meeting

Monday October 10, 2011

Location: Jennifer Inscoe Home

The meeting called to order at 6:00pm, by the President Laura Cofer. Members present were Jennifer Inscoe, Ty W. Schmidt V.P., Amanda Martin, Tim Pennick , Jennifer Edgell, Elizabeth Spurrier, Secretary and Mike Gambiotti, homeowner.

Treasurer’s Report: Presented by Jennifer Edgell

Asset balances as of October 07,2011

Total Assets: $105,238.67

Operating Account: $16,487.03

Money Market: $34,224.36

FNB C/D: $15,729.02

FNB C/D: $38,798.26

Old Business:

Discussed the on going problem of people not picking up behind their pets and keeping pets on leashes at ALL times. Tim will be sending out a certified letter about this to all homeowners.

Tim gave us a report about back payment of dues.

New Business:

Mike Gambiotti came to the meeting to inform us all about what happened when the car hit the back of his home and ended up in his kitchen. He would like to see the car moved and be parked in the cul-de-sac! Tim will write or contact the owner, letting him know where to park his car.

Reminder that we have a Blog! Located at: ashwoodhoa.blogspot.com

Tim will be checking on our termite contract.

Discussed raising the HOA dues in January to $62.00. This passed!

Jennifer Edgell, made a motion to move all but $5000 from the operating account to the Money Market. We all agreed.

Tim will be getting quotes from the following lawn care companies:

RSG

Southern Landscaping

Chris Templeton Lawn Care

Adjournment

They’re being no further business; the meeting was adjourned at 7:50 p.m.

Secretary/ Elizabeth Spurrier

Attest:

President, Laura Cofer

September monthly minutes

ASHWOOD TOWNHOMES OWNERS ASSOCIATION, INC.

Board of Directors Monthly Meeting

Monday September 12, 2011

Location: Jennifer Inscoe’ Home

Laura Cofer, President, called the meeting to order at 6:45 p.m. The Board Members present were Elizabeth Spurrier, Secretary; Jennifer Edgell, Treasurer; Jennifer Inscoe, Amanda Martin, Members at Large, Tim Penick with Light House property managers.

Treasurer’s Report:

Asset Balances as of 9/13/2011

FNB Operating Account - $14,968.44

FNB Money Market - $34,217.33

CD: $15,621.92

CD: $38,534.07

Total Assets: $ 103,341.76

Jennifer did not have the numbers for us to look at but will email them to us tomorrow.

New/Old business:

Discussed possibility of new people coming onto the board.

Laura shared that Ty, who is on vacation, wanted to know what the board thought about installing a horseshoe pit. Ty will install and owners can play with their own horseshoes. We all agreed that would be great to have for the adults.

Talked about needing more mulch for the playground.

It was brought up that the bagworms are back and the trees need to be sprayed before we lose them. Tim will contact the landscaper.

Have three estimates for fixing the asphalt:

Templeton Paving: $20,450.00

Law Horne Brother’s Paving: $20,000.00 +-

Wells Paving: $ 8,800.00

Tim Penick brought up the fact that the Regulatory Common Interest Board has established some new requirements on Property Managers. Until Tim is able to complete all of this he will be an employee of Ashowood HOA for the same amount that we are already paying his company. This is a temporary situation.

ASHWOOD TOWNHOMES OWNERS ASSOCIATION, INC.

Board of Directors Meeting Minutes

Monday, September 12, 2011

Page 2

Adjournment

They’re being no further business; the meeting was adjourned at 8:00 p.m.

Secretary/ Elizabeth Spurrier

Attest:

President, Laura Cofer