Final
NEWBERRY STATION HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
July 11, 2007
http://www.newberrystationhoa.org/
I. Call to Order
A. The meeting was called to order at 7:10pm
B. Roster
Board Attendees: Rachel Trudell
Brandon Farlander
Kevin Brugman
Michael Miller
Board Absence: Robert Schaeffer, excused
Management: Marya Unrath, Community Manager
Janet Smith, Interim Board Recorder
Residents: Terri Farlander
Debbie Garcia
Tracey Murphy
Christina Dowell
C. Special Order: The Board deferred discussion of determining positions to Executive Session.
D. Minutes Approved: Kevin Brugman motioned to accept the minutes of May 2, 2007, as presented. Rachel Trudell seconded. Passed unanimously.
Minutes of June 6, 2007 were not approved as they are from the annual meeting.
II. Open Forum
Tracey Murphy reported the lighting by the pool is out. Other lights include Ona, Trestle, and beyond Stationhouse. She spoke with Fairfax County, who said they will install and maintain new lighting if the Association requests these items; she will provide management a contact name and address. A vehicle on her street also has a flat tire and has not moved in a while. The Stationhouse sign is askew again. There are several instances of car windows being broken.
Terri Farlander expressed concerns about the inattentive lifeguards at the pool, unclear policy regarding guests, and passes are not being checked. Management has spoken with Winkler. Additionally, there is no response when calls to the Winkler are placed. Winkler was invited to attend the meeting tonight but have not shown up. Management was directed to request Winkler attend a meeting next week to provide a management plan and be held accountable for their lifeguards. A strongly worded letter will also be sent to them and they will not be allowed to bid next pool season. The Board suggested a performance based contract for future pool companies.
Debbie Garcia received first an approval letter and then a denial letter for staining her fence and stairs. She went ahead and finished the staining as the last letter was the denial letter. Management stated the approval letter was sent in error as the color is not on the approved color list. Ms. Garcia provided a signed petition from 87% of her neighbors that her staining is visually acceptable. The architectural guidelines are slated to be updated as they are ~30 years old and should be revised to reflect current colors and upgrades, especially on Shannon's Landing as they are a different design. Ms. Garcia relayed requests from Shannon's Landing residents for flowers; the Board will address these requests at a later date.
Christina Dowell states she has an ongoing list of exterior stairs and has noted several fences painted on the interior-side. The fences are not complete as an updated list has not been received. Management will ensure the chart is updated to reflect owner responses. Rachel Trudell directed management to ensure that the Board also receives a copy of the inspection list/chart. Ms Dowell also notes at the tow path behind Stationhouse (even numbers from 8216 on down) that several residents are using railroad ties and they are deteriorating. The committee also has an application to extend a fence on the side by 8 feet.
III. Old Business
1. Only 2 complaints have been received regarding the two lights on Shannon’s Landing.
2. The Board directed management to check with Fairfax County and the county supervisor (Jerry Highland) regarding lighting in the community.
IV. New Business
1. A resident reported the pool lights are out and it may be due to a timer error. The Board and management will check the box in the pool room.
2. The men’s commode is clogged. The Board will consider proposals at a later date for updated clubhouse flooring and décor.
3. Marya Unrath was unable to reach Sherri Dawson, and gave Rachel Trudell the $100 annual meeting door prize.
V. Officer’s Reports
A. President
1. Emphasis was placed on obtaining a meeting with Winkler next week. The Board also wants Winkler to provide a working phone number.
2. The Board is concerned with Cardinal Management, especially the administrative support.
3. The Board wants their forms to reflect Cardinal Management’s current address.
4. The Board questioned management about the frequency of on-site visits.
B. Treasurer
1. The Board requests clarification of the line item used for trees.
2. The Board requests investigation of the $483 payment to Jeffrey Strylowski.
3. Management will verify location of the 5 CDs.
VI. Management Report
A. Letter from Cardinal Management Regarding Changes in Virginia Law: The Board discussed the new law regarding resale documents, and requests a cost breakdown.
B. Approved Stain Colors for Fence Stain: Management was directed to provide samples of the stains.
C. ProGrounds Proposal #19417 – Steps – 8272 Shannon’s Landing Way: A decision is tabled pending a visual inspection by the Board.
D. ProGrounds Proposal #19419 – Steps – 6900 Trestle Court: The Board declined this proposal as the style is incorrect and may be dangerous in winter.
E. ProGrounds Proposal #19416 – Storm Pipe Cleanout Including Excavation and Grading – Drain Pipe at Pool Area: The Board requests a quote for cleaning only. Management may use discretionary funds if the cost is under $500.00.
F. Rachel Trudell motioned to accept proposal #19420 from ProGrounds to aerate and seed the community from August 15 to October 15, 2007, at a cost of $1,521.00. Michael Miller seconded. Passed unanimously.
G. ProGrounds Proposal #19418 – Address Drainage at Rear of 6920-6928 Hamilton Court and Create a Swale: The Board deferred a decision pending Management meeting with Fairfax County to inspect the area behind Hamilton to verify if they are contributing to the problem.
H. Desert Dry Weatherproofing – 6924 Hamilton Court – Water Issues: No action on the provided proposal, however, the Board would like a soil test to be performed.
I. Michael Miller motioned to accept the “ASAP” general tree work on the May 31, 2007 proposal from Bartlett Tree Experts, at a cost of $1,185.00. Brandon Farlander seconded. Passed unanimously.
J. Brandon Farlander motioned to accept the subsurface fertilization and borer treatments proposals from Bartlett Tree Experts, at a cost of $4,288.00 and $3,870.00, respectively. Kevin Brugman seconded. Passed unanimously.
K. The Board will conduct a walk-through to verify the rest of the proposals from Bartlett Tree Experts.
VII. Recess
Upon a motion and passed by acclamation, the Board adjourned the regular monthly meeting and entered into Executive Session at 9:32pm, for the purpose of discussing architectural issues, guidelines and election of officers.
VIII. Reconvene Regular Monthly Board Meeting
Upon a motion and passed by acclamation, the Board adjourned Executive Session at 9:37pm and reconvened the regular monthly meeting.
Upon a motion and passed by acclamation, Debbie Garcia is granted an exception for her architectural variance request for staining her fence and deck due to administrative error.
IX. Special Order
Upon a motion and passed by acclamation, the Board of Directors will be comprised thusly:
Kevin Brugman President
Rachel Trudell Vice President
Brandon Farlander Treasurer
Michael Miller Secretary
Robert Schaeffer Member at Large
X. Adjourn
There being no further business to discuss and upon a motion and passed by acclamation, the meeting adjourned at 9:40pm.
Respectfully submitted,
Janet Smith July 11, 2007
______________________________ ________________________
Janet Smith, Interim Board Recorder Date
Approved By:
______________________________ ________________________
Michael Miller, Secretary Date