NEWBERRY STATION HOMEOWNERS ASSOCIATION
Draft
** BOARD MEETINGS ARE NOW HELD ON THE FIRST WEDNESDAY OF THE MONTH**
Vending Machine Company: Marya will get a key to the clubhouse to the homeowner who has been interfacing with the vending machine company that services the machines so that this service may continue all summer.
III. Buildings & Grounds
A. Maintenance Contract for Clubhouse HVAC: Kevin moved to contract out with McCarthy Services to do preventive maintenance on the HVAC equipment in the clubhouse, including 4 inspections a year, Mark seconded, and the motion carried by unanimous consent. Marya will oversee the initial inspection and servicing by the company, which was one of three bidders for the job.
C. Tree Pruning and Removal: This was not accomplished by Bartlett Tree, even though the Board had approved their proposal. Marya will follow up with the company, and also look into the free proposal they had offered to put together a long-term plan for tree care.
D. New Trees in Shannons Landing: One homeowner was concerned that the new trees Pro Grounds had planted might die from lack of watering. Marya pointed out that watering wasn’t in Pro Ground’s contract, but that she would keep an eye on the trees and recommend action, if needed, to the Board.
E. Mowing: Marya said she has informed Pro Grounds that the county noise ordinance says that mowing should not be done before 8 AM. One homeowner said he heard the company mowing at 7:30. Also, Kevin said that the company still isn’t mowing all the way to homeowners’ property lines, despite his photos showing places the mowers missed.
F. Poor Drainage behind Hamilton Ct (by big playground): Marya will contact the county to see if they can assess, and possibly remediate, the poor storm water drainage behind Hamilton Ct adjacent to the big playground. She will also ask an engineering company if they have a specialist who could evaluate the problem. If the county is non-responsive, the Board will consider an engineering study prior to soliciting bids for correction. Marya had inspected the affected yards, which were soggy and muddy, after a homeowner had sent e-mails and visited her office asking for remediation of the problem.
G. Street Lights in Shannons Landing: The Board heard from the two homeowners whose addresses correspond to the placement of the lights. Neither homeowner wanted the lights placed directly in front of their houses, but they both endorsed the idea of having streetlights in Shannons Landing. One recommended that the lights instead be placed near the mailboxes and the other said that he already has a fire hydrant on his property and didn’t need another obstruction. Marya will have the company bid on the new positioning of the lights, and look into installing a third light, and report to the Board the new proposed price prior to approving commencement of work.
H. Railing to the Pool: This was repaired. One Board member asked that Marya look into putting additional bracing on the bottom of the rails to prevent future breakage.
I. Clubhouse Doors Secured: Marya had the company secure the doors which had been vandalized.
J. Bottle Breakage: Two twelve-packs of beer had been consumed, and many bottles broken, outside the clubhouse near the pool. Mary called to have the mess cleaned up, including vacuuming all the adjacent lawn area.
A. AECC Approval: Rachel moved to approve a request to take out the grass and an evergreen and replace them with ground cover and a deciduous tree, Kevin seconded, and the motion passed by unanimous consent.
B. AECC Inspections: The inspections were finished but there are a couple items the Board would like corrected before they go out: (1) Don’t write up homeowners simply because they don’t have a hose caddy; hoses can be neatly coiled and places behind a bush, and (2) Write the actual violation instead the remedy. Marya will check to see how the actual inspections forms were filled out (the Board saw only the spreadsheet) and modify these items, if necessary before sending out the letters to homeowners.
C. 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.
A. Powerwash Pool Deck and Clubhouse: This was accomplished to the Board’s satisfaction.
B. Pool Pass Application: Cardinal Management sent out the pool pass application. Homeowners are reminded to submit this form to Cardinal to ensure admittance to the pool.
C. Pool Preparations: Marya called Winkler to alert them that the hose was out of the pool and the pump house door was left open. Winkler said they would place the hose in a pipe which will prevent anyone moving it so the pool will finish filling.
VI. Report from Officers
B. Treasurer – CD Purchases for Different Maturities: Kevin moved to allow Cardinal to move a total of $75,000 of the reserve funds into $15,000 allotments as CD’s for maturity in the following number of years: 5, 4, 3, 2, and 1, Brandon seconded, and the motion passed by unanimous consent. This will still leave about $100,000 in liquid reserve funds.
1. Vending Machines: Get a key to the homeowner who interacts with the vending machine company.
2. Notify McCarthy of Winning HVAC Bid: Meet with the company when they do initial inspection and servicing of the heat pump.
3. Upper Playground Light: Notify company that they may proceed with work on assessing the problem and fixing the tot lot light.
4. Mowing: Inform Pro Grounds that they must mow all the way to the homeowners’ property lines and not to start mowing before 8:00 AM.
10. AECC Inspections: Don’t write up homeowners for not having a hose caddy, as long as the hose is neatly coiled and behind a bush, and write the violations as violations, not remedies, unless the actual inspection reports cited violations on them.
12. CD Allotment: Allocate a total of $75,000 of the reserve funds into $15,000 allotments as CD’s for maturity in the following number of years: 5, 4, 3, 2, & 1.
13. Annual Meeting: Send out notice of Annual Meeting by the middle of May.
Status of Previous Action Items (April 2007):
1. Tree Pruning and Removal: Have Bartlett Tree perform the work the Board approved in April.
2. Bartlett Tree Plan: Obtain the plan from Bartlett Tree for review by Board.
3. Erosion at End of Ona: In process
4. Towing Agreement: Find out about verbal or written agreement Newberry has with Dominion and report it to the Board.
Submitted by Mark Sajbel, Secretary, on 04 May 2007