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Village of Pebble Lake

Board of Directors Meeting

April 18th, 2024, at 7:00 pm

LOCATION: Clubhouse

I         Welcome and Call to Order – President

II       Roll Call and Verification of Quorum

III      Set adjournment time

IV      Disposition of Minutes

V      Approval of Agenda

VI     Officer Reports

• • President

  • Vice-president

  • Treasurer

  • Secretary

  • ACS West

VII        New Business

• • Pond -update

  • BWS- Lawn care and Tree Trimming

  • Pool-Opening-logistics and update

  • ARC Request

  • Website Reimbursement 

VIII       Old Business

• • priorities for 2024

IX       Owner’s  Forum

X         Executive Session

• • Violations

  • Delinquencies

  • Contracts

  • Repairs

NOTE:  Audience members are welcome to address the Board during the Member Voice segment of the meeting.  This section is intended to provide audience members an opportunity to give input to the Board of Directors.  The Board will take any input under advisement but may not respond immediately as they proceed with the planned business of the Association.  The Board reserves the right to limit this section of the meeting to a time they believe is appropriate.  Any member having an Association business item is asked to call your Managing Agent at 282-7451.  Please observe Robert’s Rules of Order during the meeting.

Village of Pebble Lake

Board of Directors Meeting

March 14th, 2024, at 7:30 pm

LOCATION: Clubhouse

I         Welcome and Call to Order – President

II       Roll Call and Verification of Quorum

III      Set adjournment time

IV      Disposition of Minutes

V      Approval of Agenda

VI     Officer Reports

• • President

  • Vice-president

  • Treasurer

  • Secretary

  • ACS West

VII        New Business

• • Raindrop-Irrigation

  • Pool-Opening, Rules, Keying

  • ARC Request

  • Roof Repairs

VIII       Old Business

• • priorities for 2024

  • Pool/fence-Contract

IX       Owner’s  Forum

X         Executive Session

• • Violations

  • Delinquencies

  • Contracts

  • Repairs

NOTE:  Audience members are welcome to address the Board during the Member Voice segment of the meeting.  This section is intended to provide audience members an opportunity to give input to the Board of Directors.  The Board will take any input under advisement but may not respond immediately as they proceed with the planned business of the Association.  The Board reserves the right to limit this section of the meeting to a time they believe is appropriate.  Any member having an Association business item is asked to call your Managing Agent at 282-7451.  Please observe Robert’s Rules of Order during the meeting.

of Pebble Lake

Board of Directors Meeting

January 25th, 2024, at 7:00 pm

LOCATION: Clubhouse

I         Welcome and Call to Order – President

II       Roll Call and Verification of Quorum

III      Set adjournment time

IV      Disposition of Minutes

V      Approval of Agenda

VI     Officer Reports

• • President

  • Vice-president

  • Treasurer

  • Secretary

  • ACS West

VII        New Business

• • Set priorities for 2024

  • Pool/fence

VIII      Owner’s  Forum

IX         Executive Session

• • Violations

  • Delinquencies

  • Contracts

  • Repairs

  • Board Training

NOTE:  Audience members are welcome to address the Board during the Member Voice segment of the meeting.  This section is intended to provide audience members an opportunity to give input to the Board of Directors.  The Board will take any input under advisement but may not respond immediately as they proceed with the planned business of the Association.  The Board reserves the right to limit this section of the meeting to a time they believe is appropriate.  Any member having an Association business item is asked to call your Managing Agent at 282-7451.  Please observe Robert’s Rules of Order during the meeting.

 

Village at Pebble Lake 

Board of Directors Meeting and 2024 Budget Vote

December 14th, 2023, at 6:30 pm

LOCATION: Clubhouse

I         Welcome and Call to Order – President

II       Roll Call and Verification of Quorum

III      Set adjournment time

IV      Disposition of Minutes

V      Approval of Agenda

VI     Present 2024 Budget

VII        Owners Forum

VIII      Approval of 2024 Budget

NOTE:  Audience members are welcome to address the Board during the Member Voice segment of the meeting.  This section is intended to provide audience members an opportunity to give input to the Board of Directors.  The Board will take any input under advisement but may not respond immediately as they proceed with the planned business of the Association.  The Board reserves the right to limit this section of the meeting to a time they believe is appropriate.  Any member having an Association business item is asked to call your Managing Agent at 282-7451.  Please observe Robert’s Rules of Order during the meeting.

 

All homeowners have been mailed a proposed 2024 Budget!

Dear Owners of the Village at Pebble Lake Townhouse Owners’ Association, Inc.:

Our Homeowners’ Association fees pay for the services and amenities we enjoy in this community. As you know, every owner in the Village at Pebble Lake has partial ownership in all of the common areas within the Village. As representatives of the owners, the Board of Directors is charged with maintaining or improving the common areas within the community. We all share in the costs through the assessment fees.

The Board of Directors also has a fiduciary responsibility to ensure the Association’s finances and reserves are sufficient to cover long-term costs such as maintenance, repair, and replacement of our capital assets over their lifetime. A previous Board hired an external firm to create a reserve study to advise it and future boards on the customary and appropriate levels of reserves needed for a community of our size and asset types. Based on that study, we have increased our reserve budget this year and will likely need to do so in the future.

Therefore, the Board of Directors has determined that our assessment will need to increase from $156 per month in 2023 to $170.50 per month in 2024. This includes a $3.00 increase per home in the reserve amount, as required by the reserve study. It also includes a $11.50 increase in the operating budget, to cover vendor increases due to inflation. Please know that the increase is not taken lightly. A copy of the proposed budget for 2023 is attached and has been mailed to all owners at the address on file.  All owners are encouraged to review the budget and email any questions, suggestions, or concerns to Kirsten, our community manager, at Kirsten@acswest.org. There will be an Owners’ Forum during the meeting where owners may also address the Board directly concerning the budget.

The Board of Directors of The Village of Pebble Lake Townhouse Owners’ Association, Inc., will hold a Special Meeting to approve the proposed budget for 2024 thirty (30) days from the date of this letter. (11.10.2023).  This meeting will be held Thursday, December 14 at 6:30 pm at the clubhouse.

The Board of Directors will continue to do everything in its power to control expenses and find the most cost-effective ways to maintain the quality of life in the Village of Pebble Lake.

Sincerely,
The Board of Directors of the Village at Pebble Lake:

Christopher Spahr, President
Lori Gates, Vice President
Rob Nease, Secretary

The board will vote to approve the budget
Thursday, December 14, 2023

Special Meeting

6:30p @ Clubhouse

The Proposed Budget For 2024 Can Be Found On The Owner’s Only Site

 

 

Village at Pebble Lake 

Board of Directors Budget Work Session

November 9th, 2023, at 6:30 pm

LOCATION: Clubhouse

I           Welcome and Call to Order – President

II         Roll Call and Verification of Quorum

III        Set adjournment time

IV         Approval of Agenda

V      Old Business

• Finalize Budget

VI        Owners Forum

NOTE:  Audience members are welcome to address the Board during the Member Voice segment of the meeting.  This section is intended to provide audience members an opportunity to give input to the Board of Directors.  The Board will take any input under advisement but may not respond immediately as they proceed with the planned business of the Association.  The Board reserves the right to limit this section of the meeting to a time they believe is appropriate.  Any member having an Association business item is asked to call your Managing Agent at 282-7451.  Please observe Robert’s Rules of Order during the meeting.

 

UPCOMING IMPORTANT DATES

Monday, October 16, 2023

Village @ Pebble Lake HOA/Board of Directors Meeting

TOPIC:  2024 Budget Working Session

6:30p – 8:00p @ VPL Clubhouse

 

Monday October 23, 2023

Village @ Pebble Lake HOA/Board of Directors Meeting

TOPIC:  2024 Budget Working Session

6:30p-8:00p @ VPL Clubhouse

 

Saturday, November 11, 2023

VPL Fall Harvest

Community Social Event 3p-5p

Additional information to follow.

 

Tuesday, November 14, 2023

Village @ Pebble Lake HOA/Board of Directors Meeting

Regular Meeting

6:30p @ Clubhouse

 

 

 

 

The Village at Pebble Lake

HOA Board of Directors Meeting Agenda DRAFT

Tuesday, October 10, 2023 @ 6:30 pm

LOCATION: Clubhouse

I Welcome and Call to Order

II Roll Call and Verification of Quorum

III Set adjournment time

IV Disposition of Minutes

V Officer Reports

1. President
2. Vice Presidents
3. Treasurer
4. Secretary
5. Committees – security, social
6. ACS West

VI Old Business

• Transitioning to new property manager with ACS West – Kirsten Small effective 10/1/2023
• No Trespass Notice – private ownership consideration – Have on list to review w/ legal
• Board of Directors Secretary Position – Rob Nease volunteered to fulfill this role
•  Exterminating Contracts for active carpenter ants/clubhouse & termite prevention [APPROVED – LOYAL PEST] – termite traps have been placed around the clubhouse perimeter and the first application for carpenter ants extermination was completed.  A second visit will verify all insects are dead or a second application will be completed by Loyal on Thursday, October 12.
• Reserve Study – 5 year planning document completed 9/2020 prior to inflation increases. DMA recommended level 3 financial update for contracts in years 2-4. Cost = $160/hr @ approximately 4-6 hours of work = $1000 [Contacted DMA and David Herring is our assigned contact.  Left message for Mr. Herring to phone back to determine next steps in order to make 2024 budget considerations.]
• Since HOA owner run established 2018; there has never been an independent auditing of the Village at Pebble Lake’s financial records. [PROCEED WITH PRICING – Board Members will attempt to get auditing firm name/contact info and bring to next meeting.  Perhaps committee formed would be better approach due to workload.  Audit costs was going to be a 2024 budgetary item.]
• Camera solution – pool surveillance, committee opportunity:  President announced a committee needs to be formed to research and BOD members agreed would not be completed for 2023 pool season. – Mr. Daniel Titus volunteered to research camera options and will present findings.
• Rental Cap 
• Pool – heating element & pipe leak in pump room. See prior board’s June 2, 2023 meeting minutes: $890 approved for repairs/replacement. – (Aquatics Authority to provide individualized line item quote to complete repairs for all pool/water amenities to include the pipe leak between hot tub and pump room)  Cost to use in developing 2024 community budget.
• Two of 4 requested ARC forms received for replaced foliage in front building at entrance.

 

VII New Business

• DMA component repairs 2020-present and response to clubhouse items to be replaced?  Other items discussion.
• Budget 2024 – schedule meetings to review and finalize before deadline to mail out to owners with new coupon payment books.
• Pricing obtained from fence vandalism in rear of property admitted to by owner/tenant teenaged children
• President position to be filled; need to have another’s charge card entered for webhosting services, have electronic copy with updated passwords, etc. on how to use/navigate website applications and other transition assistance if needed.

VIII Owners Forum

IX Executive Session

• ARC Requests
• Legal
• Contracts
• Violations
• Delinquencies
• Repairs

NOTE: Audience members are welcome to address the Board during the Member Voice segment of the meeting. This section is intended to provide audience members an opportunity to give input to the Board of Directors. The Board will take any input under advisement but may not respond immediately as they proceed with the planned business of the Association. The Board reserves the right to limit this section of the meeting to a time they believe is appropriate. Please observe Robert’s Rules of Order during the meeting.

The Village at Pebble Lake

Board of Directors Meeting Agenda DRAFT

Tuesday, September 12, 2023 @ 6:30 pm

LOCATION: Clubhouse

I Welcome and Call to Order

II Roll Call and Verification of Quorum

III Set adjournment time

IV Disposition of Minutes

V Officer Reports

VI Old Business

• Power Wash This, Inc. – onsite preparation for upcoming September scheduled work. [APPROVED]
• Exterminating Contracts for active carpenter ants/clubhouse & termite prevention [APPROVED – LOYAL PEST]
• Broken door locks / Clubhouse [BUDGET ISSUE 2024]
• Spa/hot tub – has 2 heating elements/only 1 was replaced. 2nd needs replacing costing an additional $500 [DENY – WILL READDRESS NEXT SEASON/BUDGET]
• Reserve Study – 5 year planning document completed 9/2020 prior to inflation increases. DMA recommended level 3 financial update for contracts in years 2-4. Cost = $160/hr @ approximately 4-6 hours of work = $1000 [APPROVE – delay until after power washing complete]
• Since HOA owner run established 2018; there has never been an independent auditing of the Village at Pebble Lake’s financial records. [PROCEED WITH PRICING – Board Members will attempt to get auditing firm name/contact info and bring to next meeting.]
• Camera solution – pool surveillance, committee opportunity:  President announced a committee needs to be formed to research and BOD members agreed would not be completed for 2023 pool season.
• Fencing repairs – vandalized pool fencing on order to be repaired.
• Rental Cap 
• Pool – heating element & pipe leak in pump room. See prior board’s June 2, 2023 meeting minutes: $890 approved for repairs/replacement. – in process
• Clubhouse Men’s Restroom plumbing leak fixed – no ETA from ACS on remaining repairs due to water damage. – in process
• Ongoing sprinkler repairs – $3000budgeted 2023 – continuous

VII New Business

• Transitioning to new property manager with ACS West
• No Trespass Notice – private ownership consideration
• Board of Directors Secretary Position – available

VIII Owners Forum

IX Executive Session

• ARC Requests
• Legal
• Contracts
• Violations
• Delinquencies
• Repairs

NOTE: Audience members are welcome to address the Board during the Member Voice segment of the meeting. This section is intended to provide audience members an opportunity to give input to the Board of Directors. The Board will take any input under advisement but may not respond immediately as they proceed with the planned business of the Association. The Board reserves the right to limit this section of the meeting to a time they believe is appropriate. Please observe Robert’s Rules of Order during the meeting.

 

The Village at Pebble Lake 

Board of Directors meeting

Tuesday, August 8, 2023 @ 6:30 pm

LOCATION: Clubhouse

  I         Welcome and Call to Order – President 

II         Roll Call and Verification of Quorum

III       Set adjournment time

IV       Disposition of Minutes- President

V        Approval of Agenda

VI      Officer Reports

1. President
2. Vice President
3. Co-Vice President
4. Treasurer
5. Secretary
6. Committees
7. ACS West Report

VII    New Business

• Power Wash This, Inc. – onsite preparation for upcoming September scheduled work. [APPROVED]

• Exterminating Contracts for active carpenter ants/clubhouse & termite prevention [APPROVE/DENY]
• Broken door locks / Clubhouse
• Spa/hot tub – has 2 heating elements/only 1 was replaced. 2nd needs replacing costing an additional $500 [APPROVE/DENY]
• Reserve Study – 5 year planning document completed 9/2020 prior to inflation increases. DMA recommended level 3 financial update for contracts in years 2-4. Cost = $160/hr @ approximately 4-6 hours of work = $1000 [APPROVE/DENY]
• Since HOA owner run established 2018; there has never been an independent auditing of the Villages at Pebble Lake’s financial records. [PROCEED WITH PRICING?]
• Camera solution – pool surveillance, committee opportunity?
• Fencing repairs?

VIII   Old Business

• Rental Cap – current state

• Pool – heating element & pipe leak in pump room. See prior board’s June 2, 2023 meeting minutes: $890 approved for repairs/replacement.
• Pool – filters stopped working: emergency sand replacement required – specific maintenance item included in reserve study costs
• Clubhouse Men’s Restroom plumbing leak fixed – no ETA from ACS on remaining repairs due to water damage.
• Ongoing sprinkler repairs – $3000budgeted 2023

IX      Owners Forum

X       Executive Session

• Legal
• Contracts
• Violations
• Delinquencies
• Repairs

NOTE:  Audience members are welcome to address the Board during the Member Voice segment of the meeting.  This section is intended to provide audience members an opportunity to give input to the Board of Directors.  The Board will take any input under advisement but may not respond immediately as they proceed with the planned business of the Association.  The Board reserves the right to limit this section of the meeting to a time they believe is appropriate.  Please observe Robert’s Rules of Order during the meeting.

 

The Village at Pebble Lake 

Board of Directors Special Meeting

Friday, June 2nd, 2023, at 5:00 pm

I           Welcome and Call to Order – President

II         Roll Call and Verification of Quorum

III        Set adjournment time

IV        Disposition of Minutes- President

V         Approval of Agenda

VI        Owners Forum

 VIIExecutive Session

• Contracts
• Repairs
• ARC Request

NOTE:  Audience members are welcome to address the Board during the Member Voice segment of the meeting.  This section is intended to provide audience members an opportunity to give input to the Board of Directors.  The Board will take any input under advisement but may not respond immediately as they proceed with the planned business of the Association.  The Board reserves the right to limit this section of the meeting to a time they believe is appropriate.  Any member having an Association business item is asked to call your Managing Agent at 282-7451.  Please observe Robert’s Rules of Order during the meeting.

 

 

REMINDERS: