NEWBERRY STATION HOMEOWNERS ASSOCIATION
** BOARD MEETINGS ARE NOW HELD ON THE FIRST WEDNESDAY OF THE MONTH**
A. Webpage: Kevin still needs the minutes of the June Annual Meeting to post to the website.
B. Staining of Fences: The Board will look into an acceptable range of stain colors so that members may stain their fences. In the past, including the current inspection, staining fences have been written up as violations.
C. Hurricane Katrina: A member said she was willing to head up a relief effort for the evacuees in the form of a car wash. Mark motioned that the Board support these efforts, in a sum not to exceed $50. Laura seconded, and the Board unanimously approved the motion. PLEASE CONTACT A BOARD MEMBER IF YOU’D LIKE TO GET INVOLVED.
D. Asphalt Surfacing: In the light of continued dissatisfaction with the surfacing job, Laura explained that the company did all that we asked. To do a more thorough job would have cost at least $10,000 more.
E. Pet Servicing: One member thanked the Board for sending out the pet servicing letter. He’s seen a marked improvement in super duper pooper scooper use.
F. Parking Violations: Cars with expired tags were still parked at Shannon’s Landing. Beth said she would have them towed. It came to the Board’s attention that Shannons Landing homeowners were never informed of the fact that they must park in the garages, and that the garages could not be used for mere storage space. This was one of the contingencies for Shannons Landing to become part of the Newberry Station HOA.
G. Commercial Vehicles Parked: Association members can call Cardinal Management or Board Members to have commercial vehicles ticketed. Cardinal or Board can call to have the vehicles towed if warranted, e.g., parking on the yellow curb. Government vehicles parked in the community are OK, i.e., not in violation of by-laws.
H. Annoying and Vicious Dogs: One member complained that a neighbor refused to quiet his barking dog, even after he politely asked him to do so. Another dog has attacked him while walking his dog. Laura asked that he send an e-mail to the Board for specifics, and that Cardinal Management will notify the pet owners and authorities, if necessary.
I. Trash Can Left Out: Notify member who continually leaves trash can outside on Hamilton Ct. by the pool road.
J. Pool Season: Most members agree that this was the worst pool season they’ve ever experienced: lack of attentive guards, too few guards, misuse of clubhouse, no pool cleaning, and late arrival. The Board instructed Beth to withhold the final payment, pending documentation of number of days only one guard was on duty and other violations of the contract.
K. Playground: Laura asked that the interested member get a brochure from the company for equipment and prices so the Board could better evaluate her proposal to put in a simple playground. Also, she asked that the member survey other residents to see if they are interested. The likely target group would be grade school kids.
A. AECC Inspections: Laura reminded the members that they can request an extension if needed and justified (must have signed proposal and timeframe), since fix-ups are due the first week of October. They can also submit disputes if they disagree with certain items, which will be taken up by the Board.
B. Shed on Stationhouse: Since the shed hasn’t been moved an appropriate distance from the house or taken down re-built, the board asked that Cardinal start fining the violator.
C. Shannons Landing Townhouse Fences: The Board tabled amending the by-laws to require fences. As a first step, Cardinal Management will send out a letter asking that all homeowners construct a fence according to certain specifications. In the spring, the Board will see how many voluntarily did so, and take further action if deemed appropriate.
D. Approval Needed for Decks & Fences: The recent deck and fence built at Shannon Landing, by Hamilton Ct., didn’t get approval prior to construction. Cardinal should ask that this member submit plans to the AECC committee to do a retroactive approval. If plans and submittals aren’t forthcoming, Cardinal should start fines.
E. Decks on Two-Story Townhouses: The Board approved granting a variance for deck construction on a property that doesn’t have a walk-out basement, as stipulated in the AECC guidelines. The Board will take up the matter of amending the guidelines at a future date.
A. Split-Rail Fence on Hamilton: Mark and Brandon surveyed Shannon Landing homeowners whose property abuts the fence to get their views on the fence. Three wanted the fence taken out, one was noncommittal. Recommend taking out the portion behind the five houses, and using salvaged pieces to repair fence in open area. Cardinal will request a bid from Springfield nursery to do so, and to landscape the area to prevent erosion and runoff.
B. Landscape Common Area: Cardinal should request a bid from Springfield Nursery to landscape a bare patch of ground near 6901 Trestle. NO BID YET.
C. Utility Lines: Laura will walk grounds to get addresses and precise locations of exposed lines so that cable and telephone companies can repair/bury them.
D. Tree Pruning: Springfield Nursery will do low pruning in September, and then the Board will assess what, if any, pruning is still necessary. Bid request will proceed upon the decision of the Board, but likely spots needing subsequent pruning are by 6901, 6917, and 6920 Trestle Ct.
E. Drainage Problem: Drainage repair behind 6920 Hamilton was not done properly, but Cardinal paid VA Contracting. Cardinal is offering to pay up to $400 to repair properly, so that the drain pipe empties into the storm drain.
F. Richmond Home Requested Repairs/Restoration: Cardinal has sent 3 letters to Richmond requesting a meeting concerning the proposed path and a number of landscaping issues, such as the removal and replacement of dead trees by the road. Richmond still hasn’t responded. Mark will draft a letter to the office of the area supervisor, Gerald Hyland, asking that Richmond take care of the matters addressed. Signatories will be the Board, after review and approval.
G. Front-yard Stumps: Stumps must either be removed or cut down to ground level. Jane got a list of locations having stumps. Cardinal will notify the members of the violations
H. Plats for Individual Lots: Cardinal should request plats for all end units, as well as lots 16, 36, 42, 43, 44, 122, and 123 to determine responsibility for timber repair and other erosion control matters.
I. New Landscaping Company?: The Board tabled discussion of whether or not to hire a new contractor for groundskeeping. The bid Cardinal obtained from another company was quite a bit higher than what the Association is currently paying.
J. Clubhouse Roof: The Board did not discuss this matter at the meeting. Board is going to find out when and how much of the roof was replaced after the fire damage a few years ago. Then the Board will then proceed with a bid for that portion only. The bid obtained by Cardinal seemed too high, and possibly unnecessary.
A. Pool Closing Procedures: Cardinal should oversee carefully that the current contractor close the pool for the season properly, i.e., winterizing the pipes, storing furniture, list of repairs, and covering the pool. The Board tabled the matter of buying a new pool cover.
B. New Contractor: The Board will most likely hire a new company to run the pool next year and may have the prospective company do the repairs and cleaning prior to opening next year to assess their performance.
C. Pool Stairs: Cardinal should request a bid to construct pool stairs in the shallow end.
The Slate of Officers: President: Jane Vice President: Laura
Treasurer: Brandon Secretary: Mark Member-at-Large: Purvis
IX. Adjournment
1. Check to see if cars with expired tags are parked in the community. Give a sticker warning to first time violators, and have continual violators towed.
2. Follow up on annoying and vicious dogs (send letters).
3. Withhold payment to pool company pending documentation of number of days only one guard was present and other violations.
4. Begin fines against house on Stationhouse Ct for shed violations.
5. Send letters to Shannons Landing residents asking that they voluntarily construct fences to certain specifications. Members still must submit construction applications to include plans and description of materials to be used.
6. If an application packet for already constructed fences at Shannons Landing isn’t submitted, Cardinal should start fining the property.
7. Request bid for taking out Hamilton Ct split-rail fence behind the five Shannons Landing townhouses, and repairing remaining portion with good pieces salvaged. Also, request bid for landscaping the area where fence is removed to prevent erosion and minimize runoff.
8. Notify residents of the stumps to be removed or cut down.
9. Oversee the pool closing so that it is done properly.
10. Request bid to construct pool stairs in the shallow end.