NEWBERRY STATION HOMEOWNERS ASSOCIATION
Board of Directors Meeting – May 7, 2003
***** BOARD MEETINGS ARE NOW HELD ON THE FIRST WEDNESDAY OF THE MONTH *****
Call to order.
· The meeting was called to order at 7:10 p.m.
· Attendees: Lars Sweigart, Brandon Farlander, Laura Newberry, and Dawn-Lynn Crawford.
· The March minutes were reviewed and corrections made – Mr. Brandon Farlander made the motion to approve the minutes. Ms. Laura Newberry seconded the motion and the Board approved by unanimous vote.
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Open Forum
· A homeowner noted that trash is being put out before the scheduled time. Trash may be put out the night before the Tuesday and Friday pickups.
· A homeowner questioned about the allowed start time for the construction at the new townhouse development. The management agent stated that the law does not allow construction to start earlier than 7 a.m. The homeowner stated that construction has not started earlier than this time.
· Stop sign at the corner of Trestle Court and Hamilton needs to be raised (the stop sign traveling towards Stationhouse and Ainsley Court). Also, to make this stop sign more visible, the Board will have the yellow paint extended and a stop line painted on the asphalt.
· Several homeowners discussed the parking rules.
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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 received a letter from Cardinal for a copy of the AECC approval to build the shed in this way. The homeowner has not responded. 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 soon at an association meeting.
Building & Grounds – Vacant
Action Items
· Cardinal walked the property with a Cox Cable representative to document exposed cable. Cox has since buried all of its exposed cables. The remaining cable above ground are Verizon phone cables. Cardinal has send a letter to Verizon to bury its phone cables. Also, Cardinal has called Verizon several times but has not received a return call.
· Cardinal will contact Springfield Nursery to remove leaves in the upper playground. Also, they will contact them about cleaning out the sand and residue in the drain in the open flood plain area. Finally, they will let Springfield Nursery to not blow grass and debris into any homeowners’ yard.
· Cardinal will contact Mark Trostle, the contact for the townhouse developer, about a down tree near the property border.
· Cardinal will remove the cement tires in the flood plain area.
· The Board voted (Laura Newberry motioned and Brandon Farlander seconded the motion) to have Kolb Electric install a photocell, for $430, on the lights owned by the association. Currently, these lights are on constantly.
· Cardinal has contacted Dominion Paving numerous times to complete the job they were paid for since certain asphalt 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 the Board’s satisfaction. Cardinal will get new estimates, by the June Board meeting, 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. The Board requested other estimates and proposals. A possible solution is to repair the damaged portion rather than the entire wall.
· The tree at 8340 Stationhouse was removed and tree branches were trimmed for a cost of $425, which was less than the original estimate.
· Cardinal will complete the annual inspections by June 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 within a week. Also, Cardinal will get estimates for general repaving of this area.
Pool
· We are still waiting for the chrome fill spout near the deep end of the pool.
· The Board (Brandon Farlander made the motion and Laura Newberry seconded) agreed to Continental Pool’s proposed pool repairs except for chemical supplies.
· Board agreed to have a deadbolt lock to be installed on the main front door of the clubhouse.
· A residential phone / business phone has been purchased to replace the pay phone at the pool. Verizon will remove the current pay phone and there will be no additional charges because the new residential phone/business phone will use the current pay phone line.
· By the next Board meeting, three dead bolt locks will be installed in the rest room doors and the access door to the pool.
· The Board (Brandon Farlander made the motion and Laura Newberry seconded) agreed to allow Laura Newberry to purchase a cabinet and lock for pool supplies, not to excess $75.
· Cardinal and Laura Newberry will meet with Continental Pools regarding the association’s expectation for the pool company for this pool season.
· Hahn & Hahn cleaned the gutters, painted a portion of the clubhouse, and made other repairs.
New Townhouse Development Shannon’s Landing
Construction has begun by Richmond America. Cardinal has established a contact person (Mark Trostle) for the new development. The Board discussed the possibility of annexing the new townhouse development, which has 32 units. The Board agreed to have this issue voted on at the annual meeting in June. Cardinal stated that it would invite Mark Trostle and the association’s attorney to discuss the new property development at the annual meeting and possible annexation.
New Business and Other Items
· Financial Report – nothing further
· Resident Owners vs. Investor Units – Management Company reported that as of April 30, 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 9:02 p.m. The next meeting will be held on June 4th, 2003, 7:00 p.m. in the clubhouse. The annual meeting will be held on June 18th, 2003, at 7:00 p.m. in the clubhouse.
Submitted by Brandon Farlander, acting for Robertson Loar, Secretary