The Village at Pebble Lake Townhouse Owners’ Association

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Community Update on Ice Conditions and Board Actions

Homeowners of Pebble Lake,

The Board of Directors is providing this update regarding the significant ice conditions following last weekend’s storm and the extended period of below-freezing temperatures, which are forecast to continue through this Sunday.

We fully understand the frustration and safety concerns this situation has created. No one is satisfied with the current conditions, including the Board. Unfortunately, this weather event is uncommon for our area and presents conditions that are unusually difficult to address safely or effectively.

Since the storm, the Board has been in daily contact with our snow and ice removal contractor.  We have also been in contact with our property manager to help advise the board.  Based on their professional guidance—and consistent with industry standards—the contractor has advised against mechanical scraping or plowing at this time. Under current conditions, scraping would remove packed snow and ice down to pavement, which then refreezes into a smooth, uneven ice surface. This significantly increases slip-and-fall risk and potential liability and can leave roadways and sidewalks more hazardous than if left undisturbed.

The approximately ¼ inch of ice that accumulated last week has required manual ice removal in many of the communities serviced by our contractor. Manual removal involves crews physically breaking ice and using heavy equipment to remove it. This process is extremely slow, creates substantial service delays, and increases costs by four to six times normal snow operations. What would ordinarily take one to two hours can take a full day or more.

For Pebble Lake specifically, we received a quote with a low-end cost of $14,000 for a single day of mechanical ice removal (labor and front loader). This pricing is not price-gouging; it is the contracted rate established prior to the season and reflects current regional demand and limited contractor availability.

For your context:

  • The 2026 snow and ice budget is $5,500.
  • In a typical winter, the community requires 2–4 treatments of rock salt, usually totaling $3,000–$6,000.
  • Two calcium chloride treatments have already been completed at the contractor’s recommendation (calcium chloride is significantly more expensive than standard rock salt but is more effective and safer at low temperatures), with an expected cost of $3,000–$5,000.
  • Approximately $1,500 remains in the 2026 snow budget for 2026.
  • The Board could apply up to $3,000 in discretionary funds, leaving a minimum shortfall of $10,000.
  • All remaining Association funds are legally restricted for other designated purposes and cannot be repurposed by law.

Given these realities, the Board has two lawful options:

  1. Wait for temperatures to rise, at which point treatment becomes effective again, and perform an additional treatment when conditions allow using remaining available funds.
  2. Pursue a special assessment, which would require approval by two-thirds of the homeowners. A minimum assessment to remove the current ice would be approximately $100 per household, in addition to regular dues. This would not cover any additional snow or ice events through December 31, 2026, and any further winter events could require an additional vote and assessment.

In an ideal scenario with unlimited resources, the Board would authorize daily mechanical removal until the community was fully clear. However, the Board has a fiduciary duty to operate within the approved budget and to act in the best long-term financial and legal interests of the Association as a whole.

After careful consideration, professional consultation, and review of our legal and financial constraints, the Board has determined that the most responsible course of action is to monitor conditions closely and perform additional treatments once temperatures return to normal seasonal ranges, which is currently forecast for early next week following this weekend’s storm.

The Board recognizes that this is not the outcome we—or homeowners—would prefer. Please understand that this decision was made carefully, documented thoroughly, and based on professional advice in a situation that is not normal for our community. We will continue to reassess conditions daily and provide updates as circumstances change.

Due to the extreme nature of this weather event, the Association cannot guarantee that roads or sidewalks will be free of snow or ice. Residents and guests must use caution and good judgment at all times. Neither the Association nor its contractors are responsible for injuries resulting from winter weather conditions, or for damage to personal property left in common areas during necessary snow or ice operations.

We understand how frustrating this situation is and wish there were a better option available. Thank you for your continued patience and understanding during this challenging and unusual weather event.

Sincerely,
The Board of Directors
Pebble Lake

  

 

Homeowners,

The Board is continuing to monitor storm conditions and remains in daily contact with our snow/ice contractor.

Current contractor guidance form today’s visit: no plowing at this time. Due to the freezing rain, plowing at other communities has been creating ice slicks after plowing and as a result they are no longer recommending plowing.  The snow is providing better traction than exposed ice would provide.

Next step (tomorrow afternoon): The contractor will be on-site to reassess conditions tomorrow afternoon when temperatures rise above freezing, at which time calcium chloride treatment will be more effective. If conditions warrant, the contractor has Board authorization to treat and/or plow as needed to protect safety and maintain emergency access.

Safety reminders

  • Expect slippery conditions for the next several days, including refreezing overnight. Use extreme caution on sidewalks, steps, and roadways.
  • Limit walking/driving if possible. Wear appropriate footwear and use handrails.

Responsibilities

  • HOA: The Association addresses the main/walking sidewalks and community roadways as conditions allow.
  • Homeowners: Each homeowner is responsible for the walkway from the main sidewalk to the townhouse entrance, plus steps/porch and driveways.

Parking and access

  • Please avoid parking in a way that restricts equipment access.
  • Towing is enforced in all fire lanes to maintain emergency access.

Report urgent hazards
For urgent common-area issues (blocked roadway, downed limbs, unsafe conditions), contact ACS West at (804) 282-7451. For emergencies, call 911.

Important notice

The Association will take reasonable steps to respond to winter conditions; however, the Association cannot guarantee that roads or sidewalks will be free of snow/ice at all times. Residents and guests must use caution and good judgment. Neither the Association nor the contractor is responsible for injuries resulting from winter weather conditions, or for damage to personal items left in common areas during necessary snow/ice operations.

Sincerely,
Board of Directors

  

Homeowners,

This is a storm update for Sunday, January 25.

We are continuing to monitor conditions and remain in close contact with our snow/ice removal contractor. Freezing rain and ice are expected, followed by several days of below-freezing temperatures, which may cause persistent slick conditions and repeated refreezing.

Contractor status and Board authorization

  • Our contractor is monitoring conditions across multiple communities and is also assisting the County with plowing operations, so response timing can vary as conditions change. 

  • The Board has authorized the contractor to take reasonable actions they believe are necessary to protect safety and maintain emergency access for our community, including treatment and plowing when conditions warrant.

Current recommendation

At this time, the contractor is not recommending plowing or additional treatment. When precipitation is primarily freezing rain/ice, plowing is typically ineffective and can create additional hazards. Similarly, de-icing materials are less effective while freezing rain is actively falling and surfaces are continuously re-freezing.

Next planned action

  • We have a scheduled treatment planned once the freezing rain ends.

  • After that treatment, the contractor will reassess whether plowing will be beneficial based on accumulation, roadway conditions, and temperatures.

  • If conditions warrant, the contractor has permission to plow without additional Board approval so they can respond promptly.

Sidewalk and driveway responsibilities

  • HOA responsibility: The Association will treat and address the main/walking sidewalks in the community as conditions allow.

  • Homeowner responsibility: Each homeowner is responsible for the sidewalk/walkway from the main walking sidewalk to the townhouse entrance, as well as their steps, porch/stoop, and driveway.

Resident safety reminders

  • Please avoid unnecessary walking or driving during the storm and the prolonged freeze. Even treated surfaces may remain slick due to refreezing.

  • Use extra caution on steps, shaded areas, slopes, and curb transitions.

  • Wear appropriate footwear and use handrails.

To help storm operations and keep emergency access open

  • If possible, avoid parking on community streets during storm response periods so equipment can safely access the full roadway.

  • Keep trash/recycling bins, vehicles, and personal items out of roadways and away from curb lines and sidewalks.

  • Towing is enforced in fire lanes to ensure emergency access at all times.

Reporting urgent issues

If you see an urgent common-area issue (downed tree/limb, blocked access, impassable area, etc.), please contact ACS West at (804) 282-7451. For emergencies, call 911.

Important notice
The Association will make reasonable efforts to treat common areas; however, the Association cannot guarantee that roads or sidewalks will be free of ice at all times during winter conditions. All residents and guests must use caution and good judgment. Neither the contractor nor the Association is responsible for damage to personal items left in common areas that may occur during necessary snow/ice removal or treatment operations.

Thank you for your cooperation as we work to keep the community as safe and accessible as possible.

Sincerely,
Board of Directors

 

 

 

winter weather

Homeowners,

The Board is continuing to monitor the winter storm expected to arrive this weekend, bringing significant ice and below-freezing temperatures for several days.
 

What the Association is doing

  • Pre-treatment has been completed on community roads and sidewalks.
  • We will reassess conditions Sunday evening and continue to monitor throughout the event.
  • Our snow/ice contractor will respond as conditions allow; however, during heavy icing and extreme cold, surfaces may remain slippery even after treatment. Please plan accordingly.

Resident safety reminders

  • Limit driving and walking when possible, especially during periods of active icing and refreezing.
  • Wear appropriate footwear and use handrails. Use extra caution on shaded areas, bridges, and sloped walkways where ice persists.
  • If you see a hazardous condition (downed tree/limb, impassable area, or an urgent common-area issue), report it promptly to ACS West at 804-282-7451. For emergencies, call 911.

To help snow/ice operations

  • Do not park on community streets if possible during the storm and any plowing/ice response periods. Street parking can prevent full-width clearing and delay emergency access.
  • Keep trash/recycling bins, vehicles, and personal items out of roadways and away from curb lines and sidewalks.
  • Towing will be enforced.

Please note

  1. Homeowners are responsible for clearing and treating the path/steps to their home, porches, and driveways, as well as any areas assigned to them.
  2. The Association will make reasonable efforts to treat common areas, but cannot guarantee that roads and sidewalks will be free of ice at all times during winter conditions. Please use good judgment and proceed with caution.
  3. The Association and its contractor are not responsible for damage to personal property (including items in yards, lawns, or common areas) that may occur during necessary snow/ice removal or treatment operations. Please secure or relocate items in advance.
Thank you for your cooperation as we work to keep the community as safe and accessible as possible.
 
Sincerely,The Board of Directors

 

 

NOTICE

The Village at Pebble Lake

GUTTER INSPECTION/CLEANING

Homeowners are responsible for routine gutter maintenance under the Association’s governing documents. As a one-time courtesy for 2026, the Board has approved and is funding a community-wide gutter inspection and cleaning to help protect roofs, fascia, and drainage systems.

The current expected dates are Monday January 19th through Friday January 31. This is weather dependent.

Please note: This courtesy service does not shift ongoing maintenance responsibility from the homeowner and does not amend or waive any existing owner obligations.

What to Expect

  • The contractor will perform a gutter inspection and cleaning during the scheduled window, weather permitting.

  • Work will occur during normal daytime hours. The Association/contractor may not be able to provide a precise day/time for each home.

  • The contractor will proceed on a home-by-home basis and may skip a home if conditions are unsafe or access is blocked.

Homeowner Preparation Requirements (Action Needed)

To ensure your home can be serviced, please complete the following before the start of the scheduled window:

  1. Move vehicles from the driveway if possible.
    This improves access and reduces the risk of accidental contact from ladders, tools, water, or debris.

  2. Remove all gutter/downspout extensions before service and reinstall them after cleaning.
    Extensions can interfere with safe access and proper flushing of downspouts.

  3. Relocate or secure items around the work area.
    This includes (but is not limited to) plants, patio furniture, grills, décor, hose reels, toys, and any attached or hanging items near gutters/downspouts.

  4. Close all windows and exterior doors.
    While the contractor will take reasonable care, water and debris may fall or splash during cleaning and flushing.

  5. Provide safe access where applicable.
    If your layout requires access through a gate or into a fenced area, please ensure gates are unlocked and clear during the service window.

Liability and Risk Allocation

  • The homeowner is solely responsible for removing/relocating personal property and maintaining a safe, unobstructed work area.

  • The Association, management company, and contractor do not assume responsibility or liability for damage to personal property that is not removed/secured as requested.

  • The contractor will not relocate personal items and reserves the right to decline service at any home where access is blocked or conditions are deemed unsafe.

Thank you for helping this courtesy service go smoothly and safely for everyone. If you have questions, please contact the management company.

The Board at Pebble Lake

 

 

Village at Pebble Lake 

Board of Directors Meeting

December 11th, 2025, 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       officer Reports

VII      New Business

VIII     Old Business

IX        Owner’s Forum

VII       Executive Session

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.

 

 

 

 

 

 

 

 

winter weather

Dear Residents,

The Board is continuing to monitor the winter storm which is expected to arrive early Friday morning. With the information we have at this point, decided to pre-treat our roadways and primary sidewalks tonight. We will reassess our roadways and sidewalks after the storm.

Please note:

1. Homeowners are responsible for the path/steps to their home, porches, as well as their driveway.

2. Please use caution during the winter conditions; the HOA is not responsible for any injuries due to weather conditions.

3. Neither contractor or HOA is responsible for items in yards, lawns, or common areas that may become damaged by snow removal efforts.

Please be careful when walking or driving around the property!

 

 

Village at Pebble Lake 

Board of Directors Budget Work Session

October 20th, 2025, at 6:30 pm and

final session November 3rd, 2025, 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         Working on 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.

 

 

Screen Shot 2021-06-08 at 12.47.20 PM

Power Washing to occur October 7 through Oct. 13

 

Power Wash This will be onsite to power wash the exterior of the following townhouse units on Tuesday October 7 through Monday October 13, 2025, weather permitting.

Power washing to include: Home, front stoop, porch, concrete pads in back, and dividing fence.

The perimeter vinyl fence on the left side of the community, and the clubhouse will also be power washed during this time.

Buildings — scope of work:

Power-wash only: 7333–7343, 8201–8211, 8111–8101, 7346–7356

Power-wash + painting/caulking: 8113–8123, 7358–7368, 7370–7380, 7382–7392

Clubhouse: wash and paint

Each homeowner/tenant will be responsible for ensuring all windows and doors are closed, removing all decorative items, deck and patio furniture, umbrellas, wreaths, flowerpots, etc. away from the townhome and/or decks and patios in order for the power washing to be completed in a timely manner and not damage these items. It is also recommended that all window screens be removed by each homeowner. The HOA nor Vendor will not be responsible for any damage to the items, leaking windows, and doors, or any items that are left open.

 

All homeowners with tenants in any of these units are responsible for notifying the tenants of this upcoming work. We appreciate your time and attention to this upcoming maintenance work in order for our community to be kept in good condition.

 

Please contact Kirsten Small with any questions at: kirsten@acswest.org

 

 

Village of Pebble Lake Homeowners

Board of Directors Meeting

Thursday, June 19, 2025 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      Officer Reports

    • President
      • Pool Season plan (letter, keys, Sauna, signs)
      • HOA management contract
    • Vice-president
    • Treasurer
    • Secretary
    • ACS West

VII        New Business

    • ARC request
    • Annual meeting planning

VIII       Old Business

    • Update on the reserve study

IX       Owner’s  Forum

X        Information session

    • If you are interested in running for the board, this is your chance to ask your questions or express any concerns

XI        Executive Session

    • Violations
    • Delinquencies
    • Contracts
    • Repairs

NOTE:  Homeowners are welcome to address the Board during the Member Voice segment of the meeting.  This section is intended to provide homeowners 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 meeting section to an appropriate time.  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

2025 Pool Season Information

Pool Registration for our residents

 

The Village of Pebble Lake Pool will be opening

Saturday May 24 at 12 noon (weather permitting)

 

Forms were mailed last week and will be arriving to each owner this week. In addition, forms are attached to this email and forms can be found on the amenities page (link below).

 

Find information on the amenities page

 

KEY Pick up days:

Saturday May 24, 11am-2pm

Sunday May 25, 2-3:30 PM

Tuesday May 27, 5:30-7 PM

IF any additional days are added, they will be posted at the pool gate.

**Notes: These are the ONLY on-site pickup dates. Key pickup for all dates will be at the clubhouse

***After the last pickup date, the homeowner must schedule a time with our management company to pick up the key at ACS West.

****Additional forms can be found on the amenities page of the pebble lake website

 

 

Village of Pebble Lake Homeowners

Board of Directors Meeting

Thursday, April 14, 2025 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     Officer Reports

    • President
    • Vice-president
    • Treasurer
    • Secretary
    • ACS West

VII        New Business

    • Pool Season plan (letter, keys, Sauna, signs)
    • Annual meeting planning
    • HOA management contract

VIII       Old Business

    • Clubhouse rental vote

IX       Owner’s  Forum

X         Executive Session

    • Violations
    • Delinquencies
    • Contracts
    • Repairs

NOTE:  Homeowners are welcome to address the Board during the Member Voice segment of the meeting.  This section is intended to provide homeowners 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 meeting section to an appropriate time.  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.

  

MowingInformation

As we are sure you have noticed, our vendor BWS, has started mowing with our normal mowing day (weather and holidays permitting) will be Tuesday.

Raindrop will be doing an irrigation start-up late April with an anticipated start of the first week of May. 

Please help us monitor the sprinkler heads on your property. If you notice one is broken, or facing the incorrect direction (i.e. pointing towards your home or anywhere other than grass), please immediately contact Kirsten Small at Kirsten@acswest.org, so the issue can be corrected.    

Reminders:

1. It is your responsibility to move items out of your lawn; the vendor and the HOA are not responsible to move items.  In addition, the HOA and the vendor are not responsible for any damage caused to items left in the yard – this includes, walkway lights, lawn decor.

 

2. Per the rules and regulations:  Dog waste is to be removed immediately,  this includes your yard.  The lawn service will not mow any yard that has feces per state law.

3. If sprinklers are pointing at your home, it is your responsibility to notify management and the board, immediately.

4. No signs/decorations are permitted be in the front yard past the mulch bed.

 

 

Village of Pebble Lake Homeowners

Board of Directors Meeting

Thursday, March 20, 2025 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     Officer Reports

    • President

    • Vice-president

    • Treasurer

    • Secretary

    • ACS West

VII        New Business

    • BWS- Snow removal cost update

    • Pool Season plan (letter, keys, Sauna, signs)

    • Annual meeting planning

VIII       Old Business

    • Clubhouse rental vote

IX       Owner’s  Forum

X         Executive Session

    • Violations

    • Delinquencies

    • Contracts

    • Repairs

NOTE:  Homeowners are welcome to address the Board during the Member Voice segment of the meeting.  This section is intended to provide homeowners 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 meeting section to an appropriate time.  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.

 

GUTTER INSPECTION/CLEANING

The board approved a community-wide gutter inspection/cleaning at the board meeting last week.

The gutter inspection and cleaning will occur this week, Thursday, January 30th, and Friday, January 31 weather permitting.  There should be minimal interruption to our community.

IMPORTANT NOTES: The gutter cleaning company requests that vehicles be removed from the driveway, if possible. The homeowner is solely responsible for relocating any plants, vehicles, patio furniture, attached items, etc. to avoid any property damage while your gutters are being cleaned. The HOA, management company and the gutter cleaning company DO NOT assume any responsibility or liability for damage to any items left out. The gutter cleaning company will not relocate items and reserves the right to refuse to clean the gutters of any home that they feel they cannot safely wash. Please ensure that ALL doors and windows are closed.While the gutter cleaning company is very careful, they cannot control overspray, so it is highly recommended that you relocate your vehicle during this time. Thank you!

 

 

 

winter weather

 

Dear Residents,

The Board is continuing to monitor the winter storm which is expected to arrive early Monday morning. If the storm continues to track the way it is, we will pre-treat our roadways and primary sidewalks tomorrow evening.

Please note:

1. Homeowners are responsible for the path/steps to their home, porches, as well as their driveway.

2. Please use caution during the winter conditions; the HOA is not responsible for any injuries due to weather conditions.

3. Neither contractor or HOA is responsible for items in yards, lawns, or common areas that may become damaged by snow removal efforts.

Please be careful when walking or driving around the property!

 

 

The Village at Pebble Lake

Board of Directors meeting

Thursday October 24th 2024 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 2nd Date for Annual Meeting

• ARC request

• Pool repairs

• End of year -budget timeline

VIII.  Old Business

• Board position

IX.  Owners Forum

X.  Executive Session

• Violations

• Delinquencies

• Contracts

• Repairs

• Homeowner Requests

 

Power Washing to occur October 15 through October 21

Power Wash This will be onsite to power wash the exterior of the following townhouse units on Tuesday October 15 through Monday October 21, 2024, weather permitting.

Power washing to include: Home, front stoop, porch, concrete pads in back, and dividing fence.

The perimeter vinyl fence on the left side of the community, clubhouse, and deck will also be power washed during this time. The deck will be repaired and stained.

Homes being power washed: Building 7427 – 7433 Building 7437 – 7443 Building 7415 – 7423 Building 7403 – 7411 Building 8100 – 8106 Building 7447 – 7453 Building 7458 – 7468 Building 7470 – 7480 Building 7493 – 7499 Building 8200 – 8206 Building 7323 – 7329

Each homeowner/tenant will be responsible for ensuring all windows and doors are closed, removing all decorative items, deck and patio furniture, umbrellas, wreaths, flowerpots, etc. away from the townhome and/or decks and patios in order for the power washing to be completed in a timely manner and not damage these items. It is also recommended that all window screens be removed by each homeowner. The HOA nor Vendor will not be responsible for any damage to the items, leaking windows, and doors, or any items that are left open.

All homeowners with tenants in any of these units are responsible for notifying the tenants of this upcoming work. We appreciate your time and attention to this upcoming maintenance work in order for our community to be kept in good condition.

Please contact Kirsten Small with any questions at: kirsten@acswest.org

 

 

Village of Pebble Lake

Board of Directors Meeting

August 29th, 2024, 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     Officer Reports

    • President

    • Vice-president

    • Treasurer

    • Secretary

    • ACS West

VII        New Business

    • Annual meeting

    • BWS- Lawn care and Tree Trimming

    • ARC Request

    • Power Wash Quote / gutter cleaning / Deck Repair

    • Key Reimbursement 

VIII       Old Business

    • Pond

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:

Thanks to all owners for adjusting to the correct parking as dictated by the county development plans.

Just a reminder: There is no curb or grass parking. Owners should not park sideways or block parking spots to save them for someone else. The ONLY assigned spaces are the ones in the rear of the townhomes. EVERY unit has 2 spots in the rear only (either 2 paved, or 1 paved and 1 garage).

ALL parking out front is on a first come first serve, there are NO additional assigned spaces. Regardless of how long you have parked in a spot or it’s relation to your townhome, there are no other assigned/reserved spots.

Towing will be enforced; towing is at the owner’s expense.The HOA towing company is Peaco Towing. Signs are posted at the entrances of the community. Please contact the HOA Board with any questions: president.board@pebblelakehoa.com

___________________________________________

The Pond

The Village of Pebble Lake Pond is for the enjoyment of all residents. The Pond allows Fishing for Residents and Guest Only.** Fishing license required**

No other wildlife are to be removed from the pond or property. No fish or other wildlife are to be removed by nets, buckets, or traps.

______________________________________________________

   

 

Why You Should Always Pick Up after Your Dog’s Poop 

 1. It’s A Matter of respect for people and the community. Cleaning up after your dog is always the right thing to do. It’s unfair to other residents to leave your dog’s poop laying around.  No one likes to step in poop and take it into homes, cars and businesses. If you’ve ever tried to get dog poop out of the treads of your shoes, you know how infuriating it can be.

2. It’s bad for the environment. The Environmental Protection Agency (EPA) classifies pet waste as a toxic pollutant and places it in the same category as chemical and oil spills. The EPA estimates that just two days’ worth of dog waste from about 100 dogs would contribute enough pollution to close a beach and all watershed areas within 20 miles of it.

Stormwater carries dog poop directly into waterways. Dog waste contains nutrients and pathogens that harm local waters by depleting the oxygen in water necessary for beneficial underwater grasses, wildlife and fish. In addition, dog waste decomposes in waterways releasing nutrients that cause excessive growth of algae and weeds. The water becomes murky, green, and smelly.

3. Dog poop poses a health threat to people and pets. According to the Centers for Disease Control and Prevention dog poop can contain parasites and germs that can be harmful to humans. In particular, roundworms and hookworms deposited by infected animals can live in the soil for long periods of time and be transmitted to other humans and animals.

In addition, veterinary experts at Drs. Foster and Smith say that giardia and E-coli can be transmitted from feces to people and dogs. Dogs can also spread or contract parvovirus or coronavirus through infected feces.

4. Dog poop is not a natural fertilizer. One of the top reasons people give for not cleaning up after their dogs is a belief that dog waste is natural and good for the Earth, according to the Humane Society of the United States.

However—unlike cow or horse manure—dog waste is not good for the soil. That’s because cows and horses are herbivores, whereas dogs are omnivores, and their diet is high in protein, say experts at Practica, a pet waste management company. In fact, dog waste is so high in nitrogen and phosphorus it can burn grass if not picked up.

5. It takes dog waste a long time to decompose. Many people who don’t pick up after their dogs believe that it’s no big deal, because the poop will quickly decompose.

This is not true. According to Clear Choices Clean Water, dog poop can take up to a year to break down depending on the climate and the dog’s diet. And even after the poop breaks down the bacteria and parasites remain in the soil.

6. We’ve made it easy for you! There are multiple dog waste disposal stations around the grounds.  We even supply the bags!  Please make use of them and we’ll all have a cleaner, healthier community.  Thanks!

 

     

 

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