NEWBERRY STATION HOMEOWNERS ASSOCIATION

BOARD OF DIRECTORS MEETING

December 1, 2004

** BOARD MEETINGS ARE NOW HELD ON THE FIRST WEDNESDAY OF THE MONTH**

I. Call to Order

A. The meeting was called to order at 7:00 p.m.

B. Attendees: Laura Newberry, Brandon Farlander, April Scherer, Jane Brown and Darryl Payne.

C. The November minutes were reviewed and a motion was made by Laura Newberry to accept them as written.  Jane Brown seconded the motion and the motion carried unanimously.

II. AECC

A. Proposed AECC changes have been submitted to the AECC committee and the Board for review. A copy will be provided to Purvis Dawson for their review. Additional items need to be addressed. 

1. A section concerning the disposal of hazardous waste will need to be added.

2. A section concerning the care and repair of railroad ties in the community will need to be added before publication.

3.  A possible section concerning the staining of decks and fences.

4.  A section concerning the new section of townhouses in general.

B.  The board requested a status of the findings from the hearings.  Management will get                       

                  back to us on this matter.

III. Building & Grounds

A. Trees

1. The willow stump in the field has still not been removed. It is even with 6920 Trestle Court.

B. Repairs

1. The light in front of 6921 Trestle Ct needs to be repaired.  This light belongs to    us.  Management will arrange this repair.

2. The culvert in the field needs to be cleaned.

3. Management will obtain bids on repair to the end parking space in front of 6918 Trestle Ct as it is starting to erode.

C. Landscaping

1. The split rail fences need to be assessed in the spring for repairs or removal.  The area with the split rail fence on Hamilton Ct next to the new townhouses needs to be cleaned up.

D. Miscellaneous

1. A homeowner said that there is water seeping out of the road at the corner of Hamilton Ct and Trestle Ct. This is where there was a leak previously.  Purvis will call Fairfax County Water Authority about this.

2. Phyllis called the county to ask if they were responsible for the drains in the field and they said they don’t do this on HOA property.  We will need to arrange for the landscaping company to do this.

3. Management will look into the problem of exposed Verizon wires, but she will need some addresses of the areas where it is a problem. The board will map out the areas where wires are exposed.

4. The street sign at Ona and Newington has been replaced.

5. There is a Verizon box with no lock on it between Shannon’s Landing Way and the flood plain.

6.  We need to call and get Shannon’s Landing Way added to our snow contract.

7.  The Board Members will look over the landscaping contracts and discuss via email.

IV. Pool

A. We will need bids for pool companies so that we may choose a company.  Management said they will get bids from Winkler, Palm Pools and US Aquatics.  Laura asked that management please try to include bids from Northern Virginia Pools and Splash.

B. A leak in the pool was reported.  The water level is dropping.  Continental and Winkler had bids for the repairs.  The board chose the bid from Winkler.  Laura Newberry made a motion and Jane Brown seconded that we accept the bid from Winkler to do the repairs.  The board voted unanimously to accept the bid.

C. Management had an assessment of the pool lights completed and they recommended that we replace all yellow bulbs with white bulbs.

V. New Townhouse Development Shannon’s Landing

A. Richmond American Homes (RAH) Concerns and Issues

1. Management will contact Mark Trostle to meet with Homeowners at the January 5^th board meeting.

2. Susan Finken is now the POC. Management is pursuing issues with her.

3. The last pine trees between the new houses and existing houses on Trestle Ct need to be moved.

4. A homeowner said that one of the residents in the new development did not receive a copy of the bylaws, etc.  We need to make an effort to contact all homeowners with another welcome letter.

5. There is dead grass in the new part of the community and needs to be replaced.

6. RAH has removed some of the trees and replanted them on the other side of the property line, but now some of them are on people’s property or in front of areas that should be their gate.

7. A homeowner informed us that the drainage from the new development is still a problem.  The runoff from the new houses to the existing house’s yards is getting worse.  The water now meanders between the yards like a river.

8. Trees are still causing problems for people exiting the community.

9. For people that have concerns about the property inside and outside their houses please contact RAH and cc management and the county.

10. For people that have concerns about lighting in the new development, please contact management and Gerry Highland.

11. Signs need to be placed around the storm retention pond in the new section of the community.

12. The board has decided that the path from the new community will be placed next to 6920 Trestle Ct..  We will now identify this to RAH.

B. Miscellaneous

1. Purvis brought up that he was approached by homeowners outside our community and told that children from Newberry Station were vandalizing the Lavelle Dupell Park.  It was also mentioned by several board members that many, many people frequent that park.  Brandon also said that RAH was to give the park money as part of the proffer.  That money could be used for repairs.

2. A new budget will need to be mailed out to include the income from the new    townhouses.

3. It was suggested that we might want to enlist a janitorial service in the community by using hired help. The restrooms in the clubhouse also need to be cleaned.

VI. Open Forum

A. Signs need to be placed around the storm retention pond in the new section of the community.

B. The gutters on the clubhouse need to be cleaned.

C. Tracey Murphy asked for a paper copy of the approval for her renovations to her house.  This needs to be checked on.

VII. Tabled Items

A. Shingles are being torn off the bus stop again.  There is also spray paint on the bus stop.  The board will look into a special meeting in January concerning vandalism.

B. Management has bids for street repairs and sealing; sidewalk repairs, and asphalt path repair.  The board will look them over and make a decision on which company to go with in the spring.

C. The Board has tabled the issue of purchasing a sign for the community to announce community events.  Phyllis will look through  the catalogs and make some suggestions.

D. The board has tabled the issue of removing the fence between Hamilton Ct and the new properties.  The board would like to solicit the opinions of the new homeowners.  We need to see if it will be in the way of construction of their fences.

E. A resident brought up that the ground in front of 6900 Hamilton was very bare.  There are many spots like this in our community and they will need to be looked at in the spring for possible hydroseeding or other repairs.

F. The railing in the large playground, behind 6920 Hamilton Ct, needs to be painted.

G. A resident brought up that there is a lot of mushy ground under the swings and that it needs to be relandscaped.

H. The Board is still waiting for bids to replace the retaining wall near the Raceway                                             Development.   Management will ask for bids to repair it instead of replacing it.

I. Erosion is occurring at the base of the light pole at the end of Trestle Ct. We will   look      at it again in the spring to see if reseeding is needed.

J. The repairs to the grounds behind 6920 Hamilton Ct are ongoing.  This has been shoddy repair work.  Management has walked the area and will address  the contractor in the spring. 

K. We need to have the lines on the pavement at the STOP signs painted throughout the                                               community.  Also, we need Slow - Children At Play painted at the entrances to the community.

L. The Board would like to discuss putting in concrete steps in the pool to allow the elderly and handicapped easier access to the pool. The steps would have a rail in the middle allowing for easier entry and exiting. Tabled until spring.

VIII. Other Items

A. Would you like to place an ad in our quarterly flyer? Are you a Plumber, Electrician or maybe you’re a Caterer who caters for special occasions? You can place an ad for $5.00 in our new quarterly flyer “Newberry Station News”. Homeowners may place a merchandise ad for free.What a deal! Contact  Cardinal Management to place your ad today!

IX. Report from officers

A. President – All items covered. Vice –President – Absent. Secretary – All items covered. Treasurer – All items covered.

X. Report from Management Agent

A. All items covered.

XI. Adjournment

The meeting was adjourned at 7:47 p.m. The next meeting will be held on January 5^th , 2004 at 7:00 p.m. in the clubhous