NEWBERRY STATION HOMEOWNERS ASSOCIATION

Board of Directors Meeting – June 6, 2002

Call to order.

·              The meeting was called to order at 7:50 p.m.

·              Attendees:  Lars Sweigart, Brandon Farlander, Marsha Cobbs Johnson, Tomas Little, Robert Loar and Bob Mikulski.

·              The May minutes – Mr. Little made the motion to approve the minutes with corrections.  Ms. Johnson seconded the motion and the Board approved by unanimous vote.

Reports from Committees

AECC – Paul Bohna, Sean Carey and John Oktavec gave no report

·              The AECC committee will update the home color chart for the community so it will be current.

·              The AECC will document on the existing color scheme for the clubhouse.  Genus will get bids to paint and repair the clubhouse exterior.

·              Genus mailed the 2002 inspection letters on May 1.  Repairs are due by May 31.  However, homeowners may request an extension of 30-days for repairs, to June 30.  Also, Genus has the authority to extend an additional 30-days to July 31.  After July 31, Genus has to get the Board’s approval for any additional time extensions.  Many residents have indicated they have completed the 2001 violation corrections to their residences; however, these repairs were not actually done.

Building & Grounds – Vacant

Action Items

·              Homeowner expressed concern that there wasn’t a light at the mailbox in front of 8345 Stationhouse Ct. Genus will contact Virginia Power for the cost of adding a light, however their original estimate is over $1,500.

·              Genus will contact Cox Cable to bury cables severed and repaired during landscaping behind the model row; 6940 Hamilton Ct.; 8218 Stationhouse Ct.; and several other areas.  Genus will also investigate a cable which is installed outside the fence of  8218 Stationhouse Ct.

·              Genus completed a yearly sidewalk check for cracks and will e-mail this list to the Board. This will include an estimate of a cutout for handicap access at the corner of lower Stationhouse Ct and Hamilton Ct. Estimate received for $3500.  Waiting for additional estimates.

·                  Fence removal on the hill across from lower Stationhouse left postholes that require filling.  Genus will do this.

·                 The rail ties supporting the retaining wall and several fence posts in the common area are rotting near the Raceway development.  Genus will fix.

·                 Several Dominion Virginia Power lights are out – 8208 Stationhouse Ct, Big playground, Ona Rd and Newington Rd. Genus will contact.  There are also problems with lights that we own – light out in guest parking, shattered lens on light between clubhouse and Trestle Ct, reset timers, and check into photo cells instead of timers.   8237 Stationhouse has flickering light.  Genus will correct.

·                 The tree that fell on our property from a house on Raceway Farms was cleared however the owner in Raceway Farms should assume the costs associated with the tree cleanup.  Genus will look into this.

·                 Genus will create a list of trees in the common area that need pruning.

·                  Genus will create a list of asphalt repair that needs to be completed this month.

·                 Someone posted signs on the bus stop using duct tape.  Removing the signs peeled off the paint.  Genus will repair.

·             Genus will check the common areas for railing conditions such as rust or required painting.

·             Genus will investigate the missing swing in the upper playground for replacement.

·             Genus will replace the stop sign removed from Hamilton and Stationhouse.

·             Genus will investigate the removal of the dead tree at the corner of 8340 Stationhouse.

Pool

Action Items

·              Diving board is not up to code and for now the board will not be installed.  Place tape on the metal frame to prevent scraping someone.

·              This spring repairs and painting of the clubhouse will be conducted by Genus.  Continental Company (pool service) completed the white coating on the pool and other repairs.

·              Signs for limited pool memberships were placed outside the entrance at Newington and Hamilton.  Memberships will help to defray costs associated with the pool.  The cost is $200 for 2-people and $300 for a family.

·                 Genus will provide a response from our insurance company concerning the liability of serving alcohol at the clubhouse.  This item has gone to the lawyer for review.  The rental agreement will need to be changed.

·                 The fence dividing the baby pool from the main pool was not replaced when the new green outside fence was installed.  This fence is in poor condition and needs to be painted.  Genus stated that the fence is currently being painted.

·                 Genus will get extra keys for renting the clubhouse.

·             The deep end and shallow end of the pools requires ladder maintenance.  Genus will see to it.

·             A homeowner committee has been formed to discuss concerns of the homeowners with the pool lifeguard company.  Ms Laura Newberry will head the committee.

·             Mr Little made a motion for an “Beginning of Summer Party” and $250 to defray expenses.  The motion was seconded by Ms Johnson and was approved by unanimous vote. 

New Townhouse Development Shannon’s Landing

The board approved the letter created by Genus to John Laing Homes restating the agreement concerning the planting of trees between Laing and the Board, as stated in Laing’s April 11, 2002 letter, which was a restatement of the verbal agreement between Laing and the Board concerning the planting of these trees.  This letter to Laing will be signed by Mr. Sweigart and Genus will carbon copy Fairfax County.  Also, the letter will grant Laing permission to plant trees on Newberry Station Homeowners Association common area property bordering Laing property.

New Business and Other Items

·              Financial Report – No additions.

·              Resident Owners vs. Investor Units – Management Company reported that as of May 31, 2002 we had 32 investor units. 

Report from Officers – President – All items covered. Vice-President – All items covered.  Secretary – All items covered.  Treasurer – All items covered.

Report from Management Agent –All items covered.

Adjournment

                The meeting was adjourned at 9:35 p.m.  The next meeting date was not decided on at this time for July. The annual board meeting is scheduled for June 20, 2002 (sign in 7:00 PM, call to order 7:30 PM).  The meeting will be held at the Newberry Station Clubhouse.

Submitted by Robertson Loar, Secretary