NEWBERRY STATION HOMEOWNERS ASSOCIATION
Board of Directors Meeting – November 5, 2003
**** BOARD MEETINGS ARE NOW HELD ON THE FIRST WEDNESDAY OF THE MONTH****
· The meeting was called at 7:00 p.m.
· Attendees: Laura Newberry, April Scherer, Tracey Murphy, Dawn-Lynn Crawford, Brandon Farlander and Jane Brown.
· The October minutes were reviewed and corrections made – Mrs. Jane Brown made the motion to approve the minutes. Mrs. Laura Newberry seconded the motion and the Board approved by unanimous vote.
Open Forum
· Several homeowners have complained of a large amount of wood fence and other debris near the pool road. A homeowner who is undertaking remodeling and whose debris the pile belongs, has called Nightengale on two occasions whereby they were informed that the debris would be picked up. The debris has been sitting for over a week (through no fault of the homeowner) and as of today, has not been picked up. Dawn Lynn will call Nightengale tomorrow to make sure this is removed no later than Friday and also to find out if a special pick-up is required in which case the homeowner is responsible for the cost to remove the debris.
· Home on Stationhouse Court has major violations. Dawn Lynn will inspect on 11/06/03.
· Homeowner has brought to the Boards attention that several trees in the park behind Hamilton Court are either dead or need attention.
· Shaun to email Dawn Lynn the name of the gentleman who trims trees.
· Dawn Lynn will get a date from Springfield Nursery for the cleaning up of leaves throughout the community. This way we can get a heads up on what day they will be in the community thus allowing homeowners to remove their vehicles if they choose to do so.
· The Board is currently trying to get a representative from the Mount Vernon HOA to come and share with us the benefits (if any) of joining their HOA.
· A work order has been generated in regards to the tree on Ona and Newington.
· The Board will need to come up with a plan in regards to how young people within Newberry Station will be compensated for shoveling snow in approved areas only. Those areas are sidewalks, near mail boxes and the pool road.
Reports from Committees
AECC – Second notices were sent out to home owners on October 8th. A total of 41 unit’s received second notices. Hearings will be held at the next Board meeting (December 3rd) starting at 6:30 pm. Each homeowner requesting a hearing will receive a letter in the mail fourteen days in advance of the meeting. Each homeowner has five minutes to state their case. After the Board meeting, a final decision will be made in regards to each homeowners requests. Homeowners will receive a certified letter within seven business days regarding the decision that the Board has made.
Building & Grounds – Vacant
Action Items
· Waiting for report from FEA regarding railroad ties supporting the retaining wall near the raceway development. Dawn Lynn to contact FEA this week to see if we can have a date when the report might be ready.
· To date, homeowner still has not been sent a letter by management. Dawn Lynn will send a letter out immediately requesting the owner to make repairs to the retaining wall.
· Trees behind 6905 need to be trimmed. Dawn Lynn will be out on 11/06 to determine if said trees can wait until the tree assessment is completed.
· Mulheron Company came out on 10/9/03 to assess trees throughout the community. Additionally, Ross Tree Service has been out as well. We are waiting for their assessment’s and proposal’s.
· Exposed cable needs to be buried behind 8209 Stationhouse court. Dawn Lynn to contact Cox Cable to bury ASAP.
Pool
Action Items
· Dawn Lynn will speak to Patrick Mazzei regarding the $300.00 cleaning charge which was charged to Newberry Station HOA. It is the opinion of the Board that it is unfair to charge Newberry Station HOA these monies as it was due to the lack of action on managements part that necessitated these costs which were incurred by a renter of the clubhouse. The clubhouse had equipment that sat for weeks which should have been removed before the renters party. The clubhouse was a mess and should never have been rented out in it’s condition. This money was the cost the renter incurred to have a company come out and remove the water in the carpet thus allowing them to have their party. Dawn Lynn will let the Board know what decision is made in regards to this charge no later than next months meeting.
· Sinks in ladies and men’s bathrooms have been caulked only. Will need to look at sinks in the Spring again to determine if this was sufficient.
New Townhouse Development
Shannon’s Landing
· As you have been made aware, Newberry Station and the new development (Shannon’s Landing) will be annexing. Contracts are in process with Attorneys at this time. We will keep you posted as things develop.
·
We are waiting for the report from FEA regarding the drainage
issue between Newberry Station and Shannon’s Landing. Once we have the report,
we will be in a better position to determine what our next step needs to be to
ensure that once the new townhomes are in place there are no flooding problems
for homeowners on Trestle Court.
New business and Other Items
Verizon was in the community on October 1st and are currently upgrading the equipment to enable our new townhomes to have service.
As of this meeting, the Board has approved a $3.00 increase in the HOA fee’s for the 2004 fiscal year. Management will be mailing the budget line item and cover letter to all homeowners by December 1st. Mrs. Laura Newberry made the motion to approve the increase seconded by Mrs. April Scherer and the Board approved by unanimous vote.
Report from
officers
President – All
items covered. Vice –President – All items covered. Secretary – All items
covered. Treasurer – absent.
Report from
Management Agent
All items covered.
Adjournment
The meeting was
adjourned at 9:20 p.m. The next meeting will be held on December 3rd, 2003 at
7:00 p.m. in the clubhouse.