NEWBERRY STATION HOMEOWNERS ASSOCIATION
Approved 10/4/2006
** BOARD MEETINGS ARE NOW HELD ON THE FIRST WEDNESDAY OF THE MONTH**
A. Erosion Control/Tree Pruning on Stationhouse Ct: Bartlett Tree Experts completed this pruning to the Board’s and homeowner’s satisfaction. The homeowner planted some sod in the previously-eroded incline that is growing well.
B. Door Needs AECC Approval: Hamilton Ct house requested approval of front door for his records.
C. Fence Stain: Homeowner is willing to remove stain after being sent a violation letter. The homeowner may then use one of the Board-approved stains: Natural (209); Golden Oak (210B); Ipswich Pine (221); or Pecan (320/420)
D. Summer Party Receipts: The person in charge of the party returned some of the money to the Management Agent, since the food and supplies came under budget.
III. Buildings & Grounds
A. Tree Removal Proposal: Mark moved to accept Pro Ground’s proposal to remove four dead trees near the entrance of the community, Rachel seconded, and the motion passed by a vote of 3 to 2.
B. Flower-Planting Proposal: Mark moved to accept Pro Ground’s proposal to plant pansies in the flowerbed, Brandon seconded, and the motion passed by unanimous consent.
C. Proposal to Deal with Trash Placed out Early: Mark moved to accept the proposal to have a company come Monday, mid-morning to mid-afternoon, to inspect for trash left out early and identify perpetrators through addresses found in bags for a weekly fee, Tom seconded, and the motion passed by unanimous consent. The company will send identified homeowners to Cardinal, who will issue a letter charging the homeowner for the cost the Association incurs in doing the inspection and cleanup. The Association may have to pay tipping and hauling fees in addition to weekly service charge, depending on the amount of trash accumulated, but the term of this service is not expected to last over 3 months. Cardinal will notify homeowners of this new service in writing (see VII., Report from Management Agent, below).
D. Leaf Removal Schedule: The Board asked Cardinal to revise the leaf removal schedule so that the three removals are as follows: mid-Oct, mid-Nov, and mid-Dec.
E. Briar/Rose Bushes on Stationhouse: The Board directed Cardinal to have Pro Grounds trim the bushes on the street parallel to Newington Road, since these plants are interfering with parking.
F. Gutter Guards on Clubhouse: The Board directed Cardinal to get bids for installing gutter guards on the clubhouse. Cardinal should also have the gutters cleaned.
G. Street Cleanup: Beth is waiting on a proposal from Pro Grounds to clean the streets, including the gutters, from the debris left by TS Ernesto. Pro Grounds will clean up the grounds as part of their regular contract.
H. Erosion at the End of Ona: Beth has called VDOT to repair/replace the barricade, but they have been unresponsive. Pro Grounds submitted a proposal to landscape and terrace the area, but the Board rejected the proposal as extravagant and overpriced. A Board member will draft a scope of work that the Board/Cardinal will consider to remediate the problem.
I. Dead Tree Behind Trestle Ct and Partially Dead Tree on Hamilton & Ainsley Ct: Beth will request a proposal from Bartlett for removing these trees.
J. Lighting on Ona: The Board still plans to survey homeowners adjacent to Ona on the desirability of street lights on Ona. If the consensus is for more lighting, the Board will request same from the County Supervisor’s office. In the mean time, the Board recommends that homeowners install motion-activated flood lights in the back.
K. Watering Invoices: Cardinal will review the Pro Grounds invoices submitted for watering to ensure that they are correct. Beth will report to the Board her findings.
L. Clubhouse A/C: Fixed.
A. AECC Guidelines Re-Write: Board members are still evaluating guidelines to make changes and updates.
B. AECC Committee: Two members of the new AECC Committee attended the meeting. Cardinal will send them new Applications for Exterior Modifications for their review and approval, as well a list of properties that are ready for re-inspection, per owners’ affirmation. Welcome Aboard!
C. Prioritizing Violations: The Board discussed how to handle violations. One member pointed out, for instance, that “excessive use of rock for landscaping” isn’t allowed, but several houses have nothing but rock in their front yard. Not all homes have the required “lantern-style” lights in the front, but haven’t been cited. Several exterior doors are two-tone, but are required to be monochromatic. Some Boards spent lots of time on hearings, while others have had only one a year. No consensus was reached as to how to enforce violations, or which ones to concentrate on, so the subject was tabled, though it’s agreed that yearly inspections will continue.
B. Pool Difficulties: Cleaning supplies not provided by company; no sign-in sheets provided; lifeguards didn’t always check pool passes; backboard (stretcher) disappeared; lifeguards were late in arriving on many occasions; lifeguards didn’t stop dangerous behavior (e.g., kid jumping into pool with sister on his back); chain on pool road (Ainsley Ct) is broken; all doors were left open after early pool closing prior to TS Ernesto coming. The Board requests that Cardinal pass these complaints on to the company, and to do a closing inventory and report to the Board any missing, broken, or improperly maintained items.
C. Carpenter Bees in Pool Shed: Cardinal should check for infestation and get bids for extermination, if needed.
VI. Report from Officers
B. Treasurer – All items covered
1. Approved Proposals: Follow through on the two Pro Ground, the one trash inspection, and the Winkler proposals the Board approved. Send letters citing assessments to homeowners who place trash out at inappropriate times and are identified by inspection company, after notification goes out of pending service.
2. Door Installation Approval: Provide homeowner with approval for door already installed, since current AECC Committee wasn’t on board when request went out.
3. Wrong Fence Stain: Inform homeowner who got a violation letter of the stains to be used once inappropriate stain is removed: Natural (209); Golden Oak (210B); Ipswich Pine (221); or Pecan (320/420)
4. Leaf Removal: Advise Pro Grounds of revised schedule, with mid-October being the first removal, and mid-November and mid-December being the final two.
5. Trim Rose Bushes on Stationhouse: Instruct Pro Grounds to trim back the bushes encroaching on the parking spaces parallel to Newington Road.
6. Clubhouse Gutters: Get bids for installation of gutter guards, and have the gutters cleaned out.
7. Removal of Two Trees: Get bids from Bartlett to remove the dead trees: one behind Trestle Ct (by Shannons Landing) and one at Hamilton and Ainsley Ct.
8. Watering Invoices: Review Pro Grounds watering invoices, especially why we were charged twice for one day; report to the Board your findings.
9. AECC Committee Submittals: Send members new Applications for Modifications and re-inspections.
10. Pool
Business: Inform pool company of difficulties we’ve documented: cleaning
supplies not provided by company; no sign-in sheets provided; lifeguards didn’t
always check pool passes; backboard (stretcher) disappeared; lifeguards were
late in arriving on many occasions; lifeguards didn’t stop dangerous behavior
(e.g., kid jumping into pool with sister on his back); chain on pool road is
broken; all doors were left open after early pool closing prior to TS Ernesto
coming.
Do a walk-thru to check for proper winterization and identify any missing,
broken, or improperly maintained items.
11. Carpenter Bees: Inspect for the bees in the pool shed and hire an exterminator, if needed.
12. Budget: Send out the approved budget and rate increase notice to homeowners, along with the flyer regarding trash inspection service. Include the message: “Keep Your Porch Light On”. Revise the line item description, so that tree pruning comes under “Landscape Projects”.
13. Extensions: Notify homeowners that requested extensions have been approved.
Previous Action Items (August 2006):
All were taken care of by Cardinal or rolled over into these minutes.
Submitted by Mark Sajbel, Secretary, on 08 September 2006