NEWBERRY STATION HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
October 3, 2007
http://www.newberrystationhoa.org
I. Call to Order
A. The meeting was called to order at 7:20 pm
B. Roster
Board Attendees Kevin Brugman
Michael Miller
Management Ms. Unrath, Community Manager
Residents Lars Sweigart
Sean Carey
C. Review of the September meeting minutes was deferred until the November meeting.
II. Open Forum
1. Mr. Sweigart raised several issues, as follows.
· The fact that the July meeting was postponed by one week should have been publicized.
· There should have been notice of Professional Grounds Inc. schedule for removing leaves off the sidewalks (so homeowners could have raked their leaves onto the sidewalks for removal).
· The French drain across Hamilton has become a victory garden – needs clearing.
· The chain across Ainsley Court is broken.
· When a homeowner has been given a date of September 5 for rectifying A&E violations, the re-inspection should not take place on the September 4.
· Trampolines are still in evidence on neighboring properties and should be stored out of sight when not in use.
· Clubhouse windows need repair.
· Review of the management contract to determine whether the contract price includes annual A&E inspections (vs. separately priced task orders for such inspections by Cardinal staff).
· Tot light is out.
III. Old Business
1. Fire Lanes — Mr. Miller has in several tries not had success in contacting the Fire Marshall’s office for an inspection date.
2. Mr. Miller made no progress in terms of approaching Fairfax County regarding the need for lighting Ona Drive – but will pursue the matter this month.
3. Amending the A&E regulations — we have had no luck in identifying when and with what language the community approved changes to the guidelines on windows or on staining fences. Mr. Brugman will review the language on windows in the current regulations and construct do novo the language of the change for the Board to officially re-enact. Mr. Miller would also prefer a de novo review of the staining language (bearing in mind that the original guidelines prohibited staining altogether), with an eye towards being more liberal in terms of what is allowed.
4. Tree Inspection — Ms. Unrath has not yet had any reply from Bartlett to her request for a review of the trees fronting the fence line from the pool to Hamilton Ct (townhouses on Stationhouse Ct.).
5. Clubhouse — McCarthy Services allowed that there would be no benefit in relocating the heating and cooling plant to one of the current Clubhouse bathrooms. However, access to the attic can be improved, bearing in mind that the pull down ladder is partially blocked and the access hole is too small. Kevin will ask the Board members by email to accept the proposal from McCarthy Services of $7,500 to replace the heating and cooling plant. Ms. Unrath will separately solicit quotations for the carpentry work necessary to improve access to the attic and repair the windows.
6. Steps to Hamilton Ct from Shannon’s Landing. Two quotations are in hand for the construction, one from Professional Grounds for $3,558 and one from TrueGreen LandCare for $2,989. Mr. Brugman and Mr. Miller concurred that the lower bid should be accepted; Mr. Brugman will ask Board members by email to accept the TrueGreen Landcare quotation.
IV. New Business
1. Regarding the Pool —
· Mr. Miller is working with Mr. Carey on the pool solicitation (including the SOW) and will report on progress at the next meeting.
· Mr. Carey will email the Board next week an itemized “to do” list for winterizing and white coating the pool, including a schedule of events, materials prices, labor costs (including the costs of his labor), and estimated contract prices from Virginia Pump (for removing and storing pump motors) and Wilcoxon Construction, Inc. for whitecoating.
2. Landscaping — Five companies submitted proposals for next year’s grounds maintenance contract — Springfield Lawn Service, Inc., Chapel Valley, Shenandoah Landscape Services, TruGreen Landcare, and the incumbent, Professional Grounds. These will be considered at the November Board meeting. Among other things, any new contract should include —
· Leaf clearing of roads and sidewalks (with a requirement for prior notification of homeowners of the schedule).
· Maintenance of storm drains.
3. Audit Report — Daly, Hamad & Associates, P.L.L.C,., Certified Public Accountants, submitted 2006 audited financial statements, with a representation letter for signature. Mr. Brugman will forward this to the Treasurer, Brandon Farlander, for further action.
4. Budget — Ms. Unrath submitted a proposed 2008 budget for consideration by the Board at the November meeting. The draft budget would total $226,827 vs. the 2007 budget of $217,744 (and would necessitate a change in the monthly homeowner fee from $97 to $103) for service at current levels. Cardinal also proposed additional monies for higher levels of service (e.g., requirements for the pool company to provide college-age lifeguards; tree pruning and spraying). Mr. Brugman asked that Ms. Unrath investigate the discrepancy between the amount of $26,800 in the 2007 budget for the pool contract vs. the actual expenditure in 2007 of $28,617.
5. Snow Removal — Two companies submitted proposals for the 2008 snow removal contract — LCB. Inc., and the Walker Company. These will be considered at the November meeting.
6. Recycling — Mr. Miller asked Ms. Unrath to investigate the disposition of recycled materials (noting that the “recycling” truck has the look and mechanisms of an ordinary trash truck).
7. Ainsley Court chain, tot lot light, and French drains — Mr. Brugman asked Ms. Unrath to secure repairs for all these items.
8. Trash barrels for the common areas — Mr. Miller has volunteered to remove trash from the common areas and asked Mr. Brugman to make one of the pool trash barrels available for that purpose. Ms. Unrath suggested that other developments have trash barrels in common areas for use by residents. This will be further discussed at the next Board meeting.
9. Retaining walls — Mr. Brugman asked Ms. Unrath to determine which retaining walls are the responsibility of the community and which of individual homeowners. Mr. Miller suggested that the Board seek a single contract to make any necessary repairs to all retaining walls that are the responsibility of the community; and Mr. Brugman suggested that residents who have their own retaining walls to maintain might wish to ride that contract. This will also be discussed at the next Board meeting.
V. Post-Meeting Actions
From: kbrugman@cox.net
Subject: Re: October hoa board items
Date: October 4, 2007 7:57:29 PM EDT
To: m.unrath@cmgmt.com
Cc: trudell_rachel@bah.com, robert.schaefer@post.harvard.edu, Brandon_Farlander@ita.doc.gov, karenmiller5@cox.net
Marya,
Brandon, Rachel, Robert and I all vote to go ahead on the McCarthy proposal.
We all voted Aye on the True Green proposal for the steps as well as long as the proposal is at the end of the Shannon Landing street up to Hamilton.
From the conversation last night, I believe Mike is in concurrence on both as as well.
Kevin