NEWBERRY STATION HOMEOWNERS ASSOCIATION
**** BOARD MEETINGS ARE NOW HELD ON THE FIRST WEDNESDAY OF THE MONTH****
· The meeting was called at 7:00 p.m.
· Attendees: April Scherer, Tracey Murphy, Dawn-Lynn Crawford, Brandon Farlander and Jane Brown.
· The April minutes were reviewed and corrections made – Mrs. Tracey Murphy made the motion to approve the minutes. Mrs. April Scherer seconded the motion and the Board approved by unanimous vote.
Open Forum
· Management is currently working on a news letter that will be mailed out soon. A flyer has been printed up and will go out with the newsletter in regards to trash days and what is and is not considered recyclable.
· Management has spoken to Mark Trostle of Richmond American Homes about the noise coming from the new development late into the evening. Workers will try to refrain from tasks that are noisy late in the evening.
· There are still exposed phone lines behind homes on Trestle Court and throughout the communtiy. Dawn-Lynn has talked to the folks at Verizon on several occasions and to date she is still trying to get them out here and bury the cables in question.
· Homeowners inquired whether there will be a sign out front off of Newington for Newberry Station once the new development is completed. The Board and Management are working on this and will let you know of any developments as soon as we are made aware of them.
· A homeowner requested when vinyl windows will be addressed. It has been decided by the Board to have homeowners within the community vote on the issue of vinyl windows at the Annual Board meeting in June.
· A homeowner at 6934 Hamilton Court has expressed concern about sap from a common tree dripping onto her car and damaging the paint in addition to several branches breaking off and falling onto her car. Dawn-Lynn to look into this.
· A homeowner has complained of kids in the community riding motorized bikes on the sidewalks. This will be noted in the newsletter which is soon to be mailed out.
· A homeowner questioned what is being done about the stump in the field ? The homeowner would like to see another willow tree in it’s place. Homeowner to get a price on a new willow tree and present it to management.
AECC
· Proposed AECC changes have been submitted to the AECC committee and the Board alike for review.To date, the AECC committee have not reviewed the proposed changes.
· It has been noted by the AECC committee that there are several homes within the community that are in need of painting as the color of their home is faded. These homeowners will be sent a letter separate from the annual inspections. Homeowners will be given a period of time determined by the members of the AECC to complete the required painting.
· Laura Newberry motioned, seconded by Jane Brown to give homeowners 60 days initially to complete the work on their homes. After the 60 days, if the work has not been completed or if the homeowner has not submitted their form indicating as such, the Board will request the homeowner to come to a hearing. At that time, the Board can inquire why the work has not been completed.
· It has been reported that kids are vandalizing the new community. Please talk to your children and advise them that it is not in their best interest to be over in the new community. Should any individuals be caught vandalizing any property in the new development, they will be prosecuted to the fullest extent of the law.
· Homeowners please understand that the job of the AECC members is strictly to make the Annual inspections of each and every town home within the community to insure it is in compliance with the AECC guidelines. AECC members are volunteers from within our community and as such are not paid to climb up a ladder and see if anyones gutters need to be cleaned or check if ones roof leaks!
· The AECC committee requests at this time, siding and trim colors of the new community. Dawn-Lynn to contact Mark Trostle of Richmond American Homes.
· The new development will put in place only the sides of a fence for each town home thus leaving the back of the yard open. Homeowners in the new development are required by the by-laws to enclose the back yard with a fence. AECC to determine what is a reasonable amount of time to give homeowners to complete the task.
· The AECC would like to implement a provision that requires homeowners to be in compliance with respect to the by-laws in order to receive approval for any requests for variances.
Building & Grounds
· The Board to review the samples of signs that can be placed throughout the community to announce community events (i.e. board meetings, leaf removal, etc.)
· Although it has not been done to date, It has been determined that a map needs to be made to determine which lights and signs need cleaning throughout the community.
· The Board will discuss the possibility of having benches along the field although it has been the opinion of a few that this might not be a good idea and the benches will be vandalized by young people within our community. Tell us what you think?
· Mrs. Suzy Burnside of Hamilton Court will be forming a committee to look into playground equipment and their costs for the tot lots within our community. Laura to give books provided by Cardinal Management to Mrs. Burnside. If you would be interested in joining the committee or think you can help out in any way, please contact any Board member.
· Waiting for a bid from Springfield Nursery regarding the grounds behind 6920 Hamilton Court.
· Management to obtain price for a willow tree in addition to homeowner who offered to check cost.
· It has been determined by Springfield Nursery that Borer bugs are causing the holes in Janes Tree on the side of her home. The bugs have been treated. There is also a large split in the tree and Mulheron tree experts are coming out to look at it.
· Springfield Nursery will regrade and reseed several muddy areas within the community and covers are to be placed on the drain culverts in the open field (currently in violation of Fairfax County code).
· Springfield Nursery sprayed the Poison Ivy on the fence on Hamilton Court.
· Dawn-Lynn still trying to get Virginia Dominion Electric to repair the light which is out at Newington and Ona. Virginia Electric says they are going to replace the light.
· The bids for sand removal for the streets throughout the community are in and the Board has decided to wait until the June Board meeting to see if in fact the streets still need to be cleaned.
· The Board has requested Dawn-Lynn to obtain bids to clean up the edge of the woods.
· The Board will look into what is the best action to take regarding the split rail fence up on the hill. If it is decided that the split rail fence is to be removed, the Board will look into using the split rails in other areas throughout the community where they are needed and look into storing the excess rails for future use.
Action Items
· The Board is still waiting for bids to replace the retaining wall near the Raceway Development. This item is tabled until spring when weather permits other companies to inspect the retaining wall.
· The tree assessment has been completed and the Board has requested Dawn-Lynn to contact Mulheron to see if they can begin the task of removing and trimming several trees throughout the community.
· As to questions from homeowners regarding whether there will be a sign out in front of the community “Newberry Station” once the new development is completed, management and the Board are working on it and will let homeowners know of any developments as soon as we are made aware of them.
· Mark Trostle of Richmond American Homes did not make it to the May 5th, Board meeting to discuss the new development. Dawn-Lynn of Cardinal Management to request his presence at the June Board meeting but, no promises.
· The Board voted via e-mail to introduce a raffle into this years Annual Board Meeting. The raffle prizes will be $50.00 for homeowners who send in their proxy and $100.00 for homeowners who attend the Board Meeting. There will be one raffle ticket per household allowed.
Pool
· Although it is too late this year, 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.
· Applications for pool passes will be sent out over the next few weeks. This year we will be introducing a guest pass. Each home will receive a guest pass for up to 20 guests (see pool rules for restrictions) with their pool passes. Every time a guest is brought to the pool, the guest pass will be punched for each guest. When your card is finished, you may purchase another one from Cardinal Management for $20.00 for up to 20 guests.
· Pool repairs are currently underway and ongoing.
· The clubhouse is almost ready for the upcoming pool season!
· 2 Lights in party room at clubhouse are out and need replacing.
· Shower heads have been replaced.
· Pepsi machine to arrive soon at the club house and hopefully a snack machine too.
· Continental will be replacing the new pool umbrella at their expense that was found to be damaged.
· The Board will be working on an addendum to be added to the clubhouse rental agreement relating to the number of guests a homeowner who is renting the clubhouse may bring to the pool (during the pool season). If the number of guests exceeds the allowable number determined and agreed upon by the Board, the renter will be required to pay for the services of an additional lifeguard. Additionally, the Board will discuss with Continental Pool Company what is the best way to handle parties with guests.
· A total of $2,140.00 (minus 15%) was spent on replacing broken tile, coping stones and resetting coping stones on both the big pool and the kiddie pool. Dawn-Lynn has made a map showing exactly what stones were replaced this year so that next year, we will have a record of exactly what was replaced and reset this year.
· The Board has agreed on outside memberships for the pool this pool season.
· It was brought to Dawn-Lynns attention that the weeds around the pool area are in need of attention. Dawn-Lynn to contact Springfield Nursery.
· Fence off the pool (double-gates) needs immediate attention. The concrete base where the posts are placed are broken and the fence can be rocked.
New Townhouse Development Shannon’s Landing
· As the new development makes its way towards completion, homeowners will be notified with any changes as soon as we are made aware of them.
· Mr. Brandon Farlander of Trestle Court (Board Treasurer) sent to Mark Trostle of RAH a letter dated July 23, 2003 regarding the placement of the 20 Leland Cypress trees which are to be planted on both sides of the property. A year has passed and it appears that a hole has been dug right where the ridge was (to prevent the water from flooding the backyards of homeowners on Trestle) and cables for electricity and telephone have been laid. This area is where some of the leland cypress trees were supposed to be planted!??
New business and Other Items
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 Dawn-Lynn at Cardinal Management to place your ad today!
A summer party is planned for the children of our community on June 18th at the pool. There will be a small charge of $1.00 per person to help cover the cost of food and drinks. Would you like to volunteer to help out with the activities? Do you have any ideas or suggestions on how we can make this special day even more special for a bunch of wonderful young people? Contact any Board member or management if you can help out or have some ideas for this special day.
Would you like the chance to win some free money? During our Annual meeting which is held on June 16th, we are going to hold a raffle. For those homeowners who come to the Annual meeting, there will be the chance to win a $100.00 cash prize! For those home owners who cannot attend the meeting but send in their proxy, there will be the chance to win a $50.00 cash prize! Either way you can win! Only one raffle ticket per household will be permitted. Good luck!
Homeowners, this Board is committed to hearing each and every homeowner that lives in Newberry Station. If you have an idea, complaint, comment, suggestion or simply would like to meet other homeowners in your community, why not come to the Annual Board Meeting on June 16th at 7:00 pm? I have met more people in this community that tell me they never come to the meetings because they feel that their voice is never heard. Well guess what? The current Board is in every way committed to making a difference whilst serving Newberry Station. We are committed to listening to everyones voices, not just a few. Please mark your calendars and try to be there.
Mrs. Tracey Murphy (Board Secretary)
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 9:30 p.m. The next meeting will be held on June 2, 2004 at 7:00 p.m. in the clubhouse.