NEWBERRY STATION HOMEOWNERS ASSOCIATION
Approved 12/7/2005
** BOARD MEETINGS ARE NOW HELD ON THE FIRST WEDNESDAY OF THE MONTH**
A. Webpage Advertising: Discussion on advertising on the HOA Webpage. The sense was that it is unfeasible because it would be too cumbersome to administer.
B. Webpage Archives: The webmaster said he would include more archived minutes on the webpage.
C. Two Certified Letters: Beth explained that some homeowners got two certified letters about the 17 Nov AECC hearing because not enough information was included in first letter. Cardinal Management picked up the cost for the additional mailing.
D. Suggestion for Future AECC Notification: Have two form letters: one for those who responded and one for those who didn’t. Only those who didn’t respond would go out certified.
E Community Bulletin Board: Jane said she would put updated information in it.
F. Erosion by Newington: Beth will check to see if erosion is a problem by sidewalk on Newington between the new fences at Shannons Landing and the split-rail fence. She will report her findings to the Board.
G. Demolished Van: Beth will call for the demolished van at the top of the pool stairs to be hauled.
AECC Inspections: Cardinal sent out Notice of Hearing to all homeowners who
failed to respond. Beth will give hard copies of respondents’ form to AECC
Committee so that re-inspections can be completed (Cardinal had sent only an
e-mail, which the committee members preferred not to print out.)
Homeowners have until 17 Nov to comply with the terms of the inspections. Those
homeowners who feel they may need even more time must have contractors’
proposals, timelines, and plans in hand at the Hearing as justification for the
delay. The Board reserves the right to begin assessments immediately
following the Hearing due to noncompliance, non-notification, absence at
Hearing, or unjustified delay.
A. Bid Requests: Cardinal got NO RESPONSE from the several companies they solicited for the following: Landscape bare patch near 6901 Trestle, high pruning of trees (especially 6901, 6917, and 6920 Trestle Ct), and removal of split-rail fence and needed landscaping behind Shannons Landing homes adjacent to Hamilton Ct. The Board decided to request the same from the company that replaces Springfield Nursery (Professional Grounds, Inc.)
B. Sidewalk Repairs: The company that won the bid, Brothers Paving, hasn’t given a schedule for completion to Cardinal yet.
C. Utility Lines: A suggestion was made to get the VA Public Service Commission to inspect the property in hopes that they would write up the companies for having exposed lines.
D. Richmond Home Requested (RAH) Repairs/Restoration: Marcia Hanlon’s office acknowledged receipt of letter drafted by Mark and approved by the Board asking that RAH complete certain items in Shannons Landing, but Cardinal has not received a copy of Ms. Hanlon’s reply to RAH, if in fact she’s composed one yet.
E. Plats for Individual Lots: Cardinal requested from Fairfax County plats for all end units, as well as for lots 16, 36, 42, 43, 44, 122, and 123 to determine responsibility for timber repair and other erosion control matters. Has not received them yet.
F. Culvert Cleaning by Trestle: Beth will inform Springfield Nursery of the need to thoroughly clean this culvert.
G. Leaf Cleanups: Beth will notify Jane when leaf cleanups will take place so that Jane can post flyers in the community. Kevin will also post notices on the webpage.
H. Drainage Problem: Cardinal will check out the drainage problem on Hamilton Ct. and report to the board what solution they propose.
I. New Landscaping Company: Mark moved to accept the proposal by Professional Grounds, Inc., Brandon seconded, and the Board unanimously approved the motion. Jane signed the acceptance line. Beth will inform Professional of the award, but will add culvert cleaning throughout the complex and weed-whacking up to the bridge as part of the scope.
J. Cleaning Proposal: Mark moved to approve the proposal by K& R Cleaning Services to clean the clubhouse and lobby (shower rooms not included), Brandon seconded, and the Board unanimously approved the measure. Jane signed the acceptance of the proposal.
K. Snow Removal: Jane moved to renew LCB snow removal contract, Purvis seconded, and the motion passed unanimously. Brandon agreed to be the on-site contact for coordinating removals with the company.
L. New Fences in Shannon’s Landing: The Board is pleased that Richmond American Homes has constructed fences in all Shannons Landing units. However, the Board asked Beth to, (1) See if gates or openings exist on each property (RAH allegedly charged for the installation of a gate) and, (2) Find out if having an opening but no gate or not having an opening is in violation of County ordinances. If violations are found notify RAH and the homeowner of the violation in writing.
Pool Cover: Cardinal still has received no price for a new pool cover.
VI. Report from officers
VIII. Adjournment
1. Demolished Van: Have demolished van on Stationhouse by the pool stairs towed.
2. New Shannons Landing Fences: See if gates or openings exist on each property (Richmond American Homes {RAH} allegedly charged for the installation of a gate) and find out if having an opening but no gate or not having an opening is in violation of County ordinances. Send notices of violations, if warranted, to homeowners and RAH.
3. Culvert Cleaning by Trestle: Inform Springfield Nursery of the need to thoroughly clean this culvert.
4. Erosion by Newington: Check to see if erosion is a problem by sidewalk on Newington between the new fences at Shannons Landing and the split-rail fence. Cardinal will report any findings to the Board.
5. Leaf Cleanups: Notify Jane when leaf cleanups will take place.
6. Drainage Problem: Check out the drainage problem on Hamilton Ct. and report to the Board what solution they propose. The location of the problem was clarified at the meeting—there had been confusion as to the exact location.
7. Awarded Contracts: Inform Professional, LCB, and K & R Cleaning Services of awards of contracts and get schedules for performance, if necessary, and copies of final contracts. In the Landscaping contract, add culvert cleaning throughout the complex (don’t forget the long one by Raceway) and weed-whacking up to the bridge as part of the scope.
Composed by Mark Sajbel
Secretary
04 November 2005