Power Wash This, Inc. is scheduled for the entire week of 9/11/2023.  Make sure you are prepared PRIOR to Power Wash This, Inc. coming onsite to do this work in the community.  You will be charged $50 for each personal item the power washing company has to move in order to complete the work on your townhome.   To avoid these charges and to review the detailed instructions, please see the OWNERS ONLY section of the VPL website.  

 

 

Notices:

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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 – $3000 budgeted 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 – $3000 budgeted 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

 VII         Executive 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.

 

The Village at Pebble Lake 

Board of Directors meeting

Wednesday, April 19^th, 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- President

 V        Approval of Agenda

 VI      Officer Reports

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

VII    New Business

• In-Motion Reimbursement
• CMS Preventive Maintenance Contract

VIII   Old Business

• Ad  Hoc and Rental Cap

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 meeting

February 7, 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- President

V         Approval of Agenda

VI    Officer Reports

1. President
2. Vice President
3. Treasurer
4. Secretary
5. Committees/ACS West

VII      New Business

• Schedule Date for Annual Meeting
• Start Process of pool/volunteers

VIII      Old Business

• Fountain Light – Tabled
• Rental Cap

IX        Owners Forum

 X         Executive Session

• Violations
• Delinquencies
• Contracts
• Repairs
• Homeowner Requests

 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.

Dear Owners at Village of Pebble Lake, On January 10, 2023, the Secretary resigned from the HOA Board of Directors (“Board”). Consequently, there is a vacancy that needs to be filled immediately in order for the Board to conduct business on behalf of the owners. Any member of the community that would like to be considered by the Board to serve the Secretary’s unexpired term should send the attached nomination form to Doris at Doris@acswest.org AND president.board@pebblelakehoa.com. You can also find the form at pebblelakehoa.com. Your nomination form must be received by Friday, January 20, 2023. Please note that without the required minimum number of Directors, the Board cannot: *Have meetings*Approve ARC’s *Sign contracts (e.g. lights, fencing) *Respond to homeowner issues *Consider any new business Further, the duties delegated by the Board cannot be performed by our management company, ACS West, or any other organization. Until the vacancy is filled, ACS West can only pay the HOA bills and act on decisions already made. More than ever, your community needs you. Board meetings are held at least one to two times a month. The appointee will serve the remaining unexpired term, which means the appointment will end at the annual meeting held this summer. Self Nomination Form

 

 

Due to unforeseen circumstances, the board meeting for tonight, January 10th at 6:30 PM has been canceled. We apologize for the late notice.  It will be rescheduled at a future date.

 

 

The Village at Pebble Lake 

Board of Directors meeting

January 10, 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- President

V Approval of Agenda

VI    Officer Reports

1. President
2. Vice President
3. Treasurer 
4. Secretary
5. Committees/ACS West

VII New Business

• Schedule Date for Annual Meeting
• Lighting Repairs

VIII      Old Business

• Fountain Light – Tabled

 IX Owners Forum

X Executive Session

• Violations
• Delinquencies
• Contracts
• Repairs
• Homeowner Requests

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.

 

Board of Directors Meeting with the Ad Hoc Committee Tuesday, January 10, 6:00 pm LOCATION: Clubhouse The board will meet with the Ad Hoc Committee for the Rental cap before the Regular Board meeting from 6 to 6:30 PM for the purpose of establishing the committee. This is a closed-session meeting due to confidentiality.

 

 

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.

As mentioned in our November 9 letter, the Board of Directors determined that the assessment needs to increase from $150 per month in 2022 to $156 per month in 2023. This includes a $3.03 increase in the reserve amount, as recommended from the reserve study. It also includes a $2.97 increase in the operating budget, which is less than projected. A meeting was held by the Board in December to discuss the proposed budget for 2023. At that meeting, the proposed budget was approved. Therefore, the new payment of $156.00 a month or $468.00 quarterly, will take effect January 1, 2023. 

A copy of the proposed budget for 2023 was sent to all owners in November. Please know that the increase is not taken lightly. The Board of Directors will continue to do everything in its power to control expenses and to find the most cost-effective ways to maintain the quality of life we have here in the Village of Pebble Lake.

 

Sincerely,

The Board of Directors of the Village at Pebble Lake:

Danielle Powell, President

Melanie Spahr, Vice President and Treasurer

Will Fulop, Secretary

 

Board of Directors Meeting with the Ad Hoc Committee Monday, December 12, 6:00 pm LOCATION: Clubhouse The board will meet with the Ad Hoc Committee for the Rental cap before the Regular Board meeting from 6 to 6:30 PM for the purpose of establishing the committee. This is a closed-session meeting due to confidentiality.

 

The Village at Pebble Lake 

Board of Directors meeting

November 12, 2022, 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- President

V         Approval of Agenda

VI    Officer Reports

1. President

2. Vice President

3. Treasurer

4. Secretary

5. Committees/ACS West

VII      New Business

• Budget

• Clubhouse Cleaning Fee

• Reimbursement for Clubhouse Fire Inspection

• Ad Hoc Committee Charter Amendment

• Pool Contract

 

VIII      Old Business

• Fountain Light

IX        Owners Forum

 X         Executive Session

• Violations

• Delinquencies

• 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.

 

 

 

 

The Village at Pebble Lake 

Board of Directors meeting

November 1 2022, 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- September 20, 2022 and October 23, 2022

V         Approval of Agenda

VI    Officer Reports

1. President
2. Vice President
3. Treasurer
4. Secretary
5. Committees/ACS West

VII      New Business

• 2023 Budget
• Newsletter

VIII      Old Business

• Pond Lighting
• Rental Cap Update
• Reimbursement for clubhouse fire inspection

IX        Owners Forum

• Board response

 X         Executive Session

• Violations
• Delinquencies
• Contracts
• Repairs
• Homeowner Requests

 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 with 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.  The standard time is 3 minutes unless directed otherwise at the start of the Owners Forum.  Any member having an Association business item to be addressed by the Association Board is asked to call your Managing Agent at 282-7451 to have the item placed on the next meeting agenda.  Please observe Robert’s Rules of Order during the meeting.

 

 

Rescheduled Board of Directors Meeting

Sunday, October 23rd, 3:30 pm

LOCATION: Clubhouse

 

I   Welcome and Call to Order – President

II   Roll Call and Verification of Quorum 

III   Set adjournment time-President

IV   Approval of Agenda- President

V    Officer Reports

1. President
2. Vice-President/Treasure
3. Secretary
4. ACS West Report/Committees

VI    New Business

• Budget Work Session 
• Pond Lighting
• Snow Removal 

VII Owners Forum

VIII Board Comment

IX Executive Session

• Violations
• Delinquencies
• Contracts
• Repairs
• Homeowner Requests
• ARC

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 to be addressed by the Association Board is asked to call your Managing Agent at 282-7451 to have the item placed on the next meeting agenda. Please observe Robert’s Rules of Order during the meeting.

 

MEETING CANCELLED it will be rescheduled. 

The Village at Pebble Lake

Board of Directors Meeting

October 18th 

 6:30 pm LOCATION: Clubhouse

 

I   Welcome and Call to Order – President

 

II   Roll Call and Verification of Quorum 

 

III   Set adjournment time-President

 

IV   Approval of Agenda- President

 

V    Officer Reports

1. President
2. Vice-President/Treasure
3. Secretary
4. ACS West Report/Committees

VI    New Business

• Budget Work Session 
• Pond Lighting

 

VII Owners Forum

 

VIII Board Comment

 

IX Executive Session

 

• Violations
• Delinquencies
• Contracts
• Repairs
• Homeowner Requests
• ARC

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 to be addressed by the Association Board is asked to call your Managing Agent at 282-7451 to have the item placed on the next meeting agenda. Please observe Robert’s Rules of Order during the meeting.

REMINDERS: