NEWBERRY STATION HOMEOWNERS ASSOCIATION
Board of Directors Meeting – April 2, 2003
***** BOARD MEETINGS ARE NOW HELD ON THE FIRST WEDNESDAY OF THE MONTH *****
Call to order.
· The meeting was called to order at 7:06 p.m.
· Attendees: Lars Sweigart, Brandon Farlander, Robertson Loar, Laura Newberry, and Dawn-Lynn Crawford.
· The March minutes were reviewed and corrections made – Ms. Laura Newberry made the motion to approve the minutes. Mr. Brandon Farlander seconded the motion and the Board approved by unanimous vote.
Open Forum
· The fence on the hill next to Newington Road is not a legal liability issue, according to our lawyer.
A suggestion was made to possibly use the fence elsewhere in the community rather than
trashing the fence.
· Homeowner complained she was sent a letter to remove a white trash bag from her porch when the
bag was for Purple Heart Association. The managing agent does not know the disposition of a
white bag placed on the porch. Therefore, the violation letter. In the future the managing agent will leave a hangtag with the information and thus should be better able to identify actual violations.
Reports from Committees
AECC – No report was given
· Discussion was held about a homeowner’s shed in their back yard that is in violation of architecture guidelines. The homeowner will receive a letter from Cardinal for a copy of the AECC approval to build the shed in this way. Records available to the AECC committee and the Board show no such approval.
· The AECC committee is in the process of updating the home color chart for the community so it will be current.
· The AECC will document on the existing color scheme for the clubhouse.
· The AECC regulations review committee is meeting and plan to present a draft at the May meeting or whenever it is available.
Building & Grounds – Vacant
Action Items
· Cardinal has requested a general walk through to bury the exposed Cox cables in the community.
· Cardinal will contact Dominion paving to complete the job they were paid for since certain cracks were not filled from their job last year. The error occurred when the previous managing agent sent the check before the job was completed to satisfaction. Cardinal will get new estimates for additional asphalt work and an estimate for a cutout for handicap access at the corner of lower Stationhouse Ct and Hamilton Ct. to be completed this year.
· The rail ties supporting the retaining wall and several fence posts in the common area are rotting near the Raceway development. Hicks and Company estimated the cost to be around $50,000 to repair. Other estimates are required. A possible solution is to repair the damaged portion rather than the entire wall.
· A motion was made by Mr. Farlander to remove the dead maple at 8340 Stationhouse and grind
the stump. Additionally trim the tree branches at Ona and Newington for a cost of $480 total. The
motion was seconded by Mr. Loar and unanimously voted for by the board.
· Cardinal will complete the annual inspections by May 1, 2003.
· Potholes at the intersection of Hamilton and Stationhouse Court were discussed. The board agreed
that to ignore the holes would only allow them to get bigger. The Cardinal management
handyman will place
concrete in the holes to repair them. Cardinal will get estimates for general
repaving of this
area.
Pool
· Motion was made by Ms. Newberry to make the fill spout for the pool chrome rather than plastic. It will last longer. Additionally in the motion was to complete all necessary repairs to the pool for $1490. Seconded by Mr. Farlander. All in favor.
· Motion was made by Ms Newberry to place three dead bolts in the rest room doors and the access door to the pool. When the clubhouse is rented these restooms can be accessed and have been trashed in the past. The access to the pool after hours with no lifeguard present is dangerous. The motion was seconded by Mr. Farlander.
· Cardinal will investigate whether a residential phone / business phone can be placed in the pool house instead of the expensive pay phone now located there. Ms. Newberry investigated and there are cheaper alternative phones that can be obtained for the pool house. Verizon has increased rates and eliminated the lower rates over the off-season. Ms Newberry gave the information to Cardinal for action.
· Pool pass information will be mailed on the 11th of April.
· Continental Pools has suggested the repair/replacement of some of the concrete slabs around the pool. This will need to be put this out to bid along with the other sidewalk repairs. Pending
New Townhouse Development Shannon’s Landing
Construction has begun by Richmond America. Cardinal has established a contact person (Mark Trastle) for the new development. Mr. Trastle stated that two more months of land grading would be necessary before building could begin. Issues and concerns of the homeowners adjacent to the construction were addressed. The area at the Newington Rd and Hamilton Court corner was discussed since it is dangerous to have the area built up to prevent drivers from seeing down Newington to Cinder Bed Road. The fence between the Richmond America Homes and Newberry Station is falling down and Mr. Trastle said the fence could be removed if he has a letter of intent from the board. There is also the possibility that Newberry Station Homeowners Association could incorporate the new construction into our association.
New Business and Other Items
· Financial Report – nothing further
· Resident Owners vs. Investor Units – Management Company reported that as of March 31, 2003 we had 28 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 9:50 p.m. The next meeting will be held on May 7th, 2003, 7:00 p.m. in the clubhouse.
Submitted by Robertson Loar, Secretary