Stonefield Maintenance Corporation

Board Meeting Min. 081208

Stonefield Maintenance Corp.

Stonefield Maintenance Corp.
Board Meeting Minutes
August 12, 2008


Meeting called to order at 7:00 pm

In attendance: Ron Sutton, Rob Gordon, Lana Fry, Rebecca Saxton, Chuck Wojick, Dana Vascik

Absent: None

Guests: None

Elections: Since everyone was present, we were able to conduct elections. The new Board of Directors
follows: President – Ron Sutton; Vice President/Interior – Rob Gordon; Secretary -
Rebecca Saxton; Treasurer – Chuck Wojick; Architectural Review – Lana Fry.
Dana Vascik, outgoing Treasurer, will attend meetings until an orderly transition of
duties are accomplished, but will not be a “voting” Board member.

Rules of Ethics: The Rules of Ethics agreement was signed by the new Board of Directors.

Secretary’s Report: Minutes from last meeting approved and posted to the web site. Board Members have 7 days to review and approve Board Meeting Minutes. After 7 days,
Rob is to assume the Minutes are approved and post to the web site.

Treasurer’s/President’s Report:

Collections: 6 homeowners have not paid their 2008 assessments, which were due
January 31st. These 6 homeowners have now been turned over to the attorney for
collection. Final demand letters have gone out with an additional charge of $225
per home (attorney’s fee). If it is necessary to go to court on any of these cases,
there is an additional attorney’s fee of $150 per hour plus court costs, which will be
billed back to the homeowner. Our attorney has filed the court papers.

Two of the three Judgments from last year have been satisfied (due to the sale of both homes) and we have been paid. We now have one Judgment remaining from 2007.

Old Business: Community Bulletin Board: Coming soon!!

Landscaping: Rob received copy of snow removal contract from our landscaper for our
files, and is now in the process of acquiring bids for snow removal for the coming winter.

Bagworms: Many of the trees along Old State Road were infested with bagworms.
The affected trees were treated for this invasive pest. The trees in the common areas
were inspected and found to be free of infestation. Total cost was $500. Our trees
should be inspected every Spring for bagworms. This has been added to our Task List.

Signs: Ron contacted our insurance company to discuss black spray painted graffiti on one
of our new stone walls, since none of the remedies we tried removed the paint. Dana
contacted the manufacturer and was advised the affected stones will have to be removed
and replaced. The estimate for this is $320.00. Since we have $250 deductible, we
decided to take care of the expense ourselves rather than putting another claim against
our insurance company. Dana will contact Quality Stone about the repairs.


Insurance Policy: Ron contacted our insurer to review our policy to make sure our levels
of coverage were adequate. A change was made to carry $10,000 coverage for each of
the new stone walls.

Insurance Policy Premium: Dana to find out when our insurance premium comes due, so
we can add to our Task List to make sure it gets paid on time.

Architectural Review: Several letters were sent to homeowners who have exterior
additions in various stages of construction, without first submitting the required Architectural
Review Form to the Architectural Review Committee for approval of their projects (Ref.
Declaration of Restrictions, Section 19. Review of Plans.)

Cracked sidewalks: The Board is working on this issue. Ron pursuing a couple of ideas.
More on this subject to come in the future.

New Business: Parks: We have broken benches in one of the children’s parks. Dana will get price from
our landscaper for the repairs. Chuck also offered to take a look to see what’s involved.

Deed Restrictions: Letters will be sent to homeowners who are keeping boats and wave-
runners on their properties.

Pay-Pal Account – Rebecca will research and advise at the next meeting.


Meeting adjourned at 9:00 p.m.


Next meeting: Monday, September 8, 2008 at 7:00 p.m. at 115 N. Broad St., 2nd Floor, Middletown.



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