NEWBERRY STATION HOMEOWNERS ASSOCIATION
Approved 5/2/2007
** BOARD MEETINGS ARE NOW HELD ON THE FIRST WEDNESDAY OF THE MONTH**
Presentation by Mr. Hager of Bartlett Tree: Mr. Hager explained the importance of a long-term plan for tree care in a community such as ours where there are lots of mature trees. He said that proper pest control and fertilization, for instance, could decrease the need for tree removal. The Board accepted Mr. Hager’s offer to put together a plan, free of charge, which would include pruning, dead limb removal, diseased and dead tree removal, soil testing, integrated pest management, and deep fertilization. The Board can then look at the proposal and prioritize items so that it is within the budget. Mr. Hager says he will attempt to get a plan to Cardinal before the next Board meeting.
III. Buildings & Grounds
A. Tree
Pruning and Removal: Kevin moved to accept the proposal by Bartlett Tree
to remove the Red Maple by 6921 Trestle Ct and prune the Ash tree by 6919
Trestle, Rachel seconded, and the motion carried by unanimous consent. A
homeowner walked out with Mr. Hager to point out the branch he wanted removed on
the Ash.
B. Perennials/Annuals Planting: Rachel moved to accept Pro Grounds proposal to plant perennials and annuals by the entrance, Kevin seconded, and the motion carried by unanimous consent.
C. Towing Reimbursement Request Dismissed: Rachel moved to dismiss the request by a man who claimed to be a renter to reimburse him for towing and storage of his vehicle, Mark seconded, and the motion carried unanimously. Marya had proof that the vehicle had been parked for more than two weeks in the same spot, and had two flat tires. She asked for proof of rent from the vehicle owner but none was provided.
D. Towing: Marya will clarify the verbal agreement the community has with Dominion Towing. The feeling was that it’s OK for the company to tow any vehicle parked in the fire lanes, but that more than 5 minutes should be allowed for double parking (as long as the car isn’t blocking the neighbor’s car). She will report to the Board her findings. For now, all homeowners who feel they were unnecessarily towed should put their request for reimbursement in writing to the Board.
E. New HVAC Maintenance Contract: Marya will solicit bids for a new maintenance contractor, to include the water heater. Once the Board selects a company, the members ask that Cardinal be present at the initial inspection and first scheduled maintenance call.
F. Aeration and Seeding: Marya has included this provision in the contract and is awaiting a proposal from Pro Grounds. This isn’t done until the Fall so there is still time to negotiate this change.
G. Street Lights in Shannons Landing: Cardinal got a bid for installation of two lights, near 8270 and 8250 Shannons Landing Way. However, instead of approving the proposal, the Board directed Cardinal to notify the Shannons Landing homeowners of this proposed installation by mail, preferably with the pool pass mailing. The Board will then review the homeowners’ feedback, if any, Cardinal will solicit additional bids, and a decision will be made on installation at a future meeting.
H. Railing to the Pool Broken Down: The Board asked Marya to get bids for replacing the long railing leading from Stationhouse Ct to the pool.
I. Clubhouse Doors Not Secured: Marya called the company that claimed to have fixed the charley bar in the sliding door. The bar had not been replaced, resulting in the door being able to open wide enough for a young child to enter, the condition it’s been in for more that 3 months! Subsequently, the top latch of one of the inside double doors had been ripped off along with a piece of the door. The Board requests that Cardinal ensure that the company fix all items at no expense to the Association.
A. AECC Inspections: Kevin moved to have Cardinal contract out for inspections, Brandon seconded, and the motion passed by unanimous consent. Inspections should be done by the end of April, with mailing to homeowners by mid-May.
B. AECC and Parking Guidelines: The Board requested that Cardinal forward to Kevin electronically the AECC Guidelines and Parking Rules so that he can post them to the website.
C. AECC Committee: Marya reported that several requests for exterior modifications have come to the committee, who is dealing with them in a timely manner. Three were recently approved and one disapproved.
A. Powerwash Pool Deck and Clubhouse: Kevin moved to accept the proposal by Clean as a Whistle to powerwash the pool deck and clubhouse, Mark seconded, and the motion carried by unanimous consent.
B. Pool Pass Application: Mailing will go out soon for homeowners to submit applications for pool passes. One Board member asked Marya to ensure that addresses are correct and that both addresses and homeowners’ names are correctly spelled.
C. Pool Preparations: Marya said she is lining up the county inspection and will coordinate any needed repairs or maintenance with Winkler. The Board asked that she check the condition of the showers as well as the toilets and get them repaired if needed. Also, the Board asked her to arrange for a meeting immediately prior to opening with the lifeguards, pool management, and Board members.
VI. Report from Officers
B. Treasurer – CD Purchases for Different Maturities: Brandon and Kevin will look into converting the Reserve Fund into 5, 4, 3, 2, 1 CD’s and report to the Board their recommendations.
1. Bartlett Tree Plan: Obtain the plan from Bartlett Tree for review by Board.
2. Implement the Approved Proposals: (a) Tree removal and pruning, (b) Perennial planting, (c) AECC inspections and, (d) Powerwashing pool deck & clubhouse.
3. Notify Towed Vehicle Owner: Board’s decision NOT to reimburse him.
4. Towing Agreement: Find out about verbal or written agreement Newberry has with Dominion and report it to the Board.
5. New HVAC Maintenance Contract: Get bids for the Board’s evaluation.
6. Aeration and Seeding Requirement: Report to Board Pro Ground’s bid to add these services.
Status of Previous Action Items (February 2007):
1. Offer to HVAC Contractor: The contractor accepted the offer of partial payment of their invoice.
2. Erosion at End of Ona: In process
Submitted by Mark Sajbel, Secretary, on 06 April 2007