NEWBERRY STATION HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
September 5, 2007
http://www.newberrystationhoa.org
I. Call to Order
A. The meeting was called to order at 7:00 pm
B. Roster
Board Attendees Kevin Brugman
Brandon Farlander
Michael Miller
Robert Schaeffer
Rachel Trudell
Management Jonathan Sucher, Vice President, Cardinal Management
Ms. Unrath, Community Manager
Representatives of the Pool Contractor (Winkler)
Residents Terri Farlander
Thomas Allen
Sean Carey
C. Several corrections were made to the August draft minutes (meeting began at 7:05 PM; 5 CDs had not been purchased) Mr. Schaeffer moved to accept the minutes of the August meeting, as amended. Ms. Trudell seconded. Passed unanimously.
II. Open Forum
1. The meeting opened with an hour-long discussion of problems with the pool and clubhouse —trash, stopped toilets, lifeguards playing cards rather than manning the chair and watching swimmers; unchaperoned children, and the like. Winkler’s representatives offered a variety of explanations for the problems (international students make the best lifeguards, but our pool is too out of the way to attract them; the first and last two weeks are always difficult because lifeguards are returning to school; ); but they essentially confessed that our pool was out of control this last month.
2. Thomas Allen raised several concerns about fire lanes. First, the paint is fading in several areas. Second, several areas have never been painted yellow that, in his opinion should be banned from parked cars (especially at the turning radii for egress into our community off Ona Drive and Stationhouse Court). Third, he reported that cars all too often park in the fireplanes, but Dominion Towing informed him that the cars cannot be towed on his say-so; that only a Board member can authorize Dominion to tow cars in the fire lanes. Mr. Allen has contacted Marlene Moran at the Fire Marshall’s Office to schedule an inspection of our fire lanes.
III. Old Business
1. At the July meeting, concerns were expressed regarding the extent to which the Board could tap the Reserve Fund for tree maintenance. Mr. Sucher reported that Board had available an $8,000 capital fund from the Shannon’s Landing acquisition which could be used for tree maintenance, but that the Reserve Fund itself is not a proper source for funding such expenses. Ms. Unrath’s draft budget will include funds for tree maintenance (which Mr. Sucher said typically runs round about $15,000 per year).
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. Ms. Unrath presented reported that the stain Pecan 320/420 is no longer supported. The replacement stain is “Golden Pecan 245”.
4. Ms. Unrath and Mr. Brugman renewed their pledge to research the minutes of past meetings to identify the exact language for the amendment regarding the stain and windows and forward that language to Mr. Miller. Upon receipt, Mr. Miller will draft amendments to the Regulations on all these matters for consideration by the Board at its next meeting.
5. Ms. Unrath will submit a proposed budget for consideration by the Board at the October meeting. The Board directed Ms. Unrath to, among other things, include the estimated costs of —
· A Reserve Funds study (which she noted should be done every five years and will, among other things, review the need to repair the various timber retaining walls).
· Tree maintenance.
· White coating the pool.
During the discussion of this item of Old Business, the Board also requested that Cardinal Management provide a baseline budget, reflecting current service levels provided by contractors under our existing contracts, and options for higher levels of service with corresponding estimate of the cost of each additional service that would be provided.
6. 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.
7. At the August meeting, Mark Sajell had complained that several trees in the common areas are encroaching on his property; he requested that the Board approach Bartlett (the tree contractor) about trimming the trees. Ms. Unrath reported that a work order had been issued to Bartlett but, as of this meeting, the work had not yet been done. Ms.Trudell noted that there is a more general need to inspect the trees along that entire fence line from the pool to Stationhouse Ct. Mr. Farlander volunteered to perform that inspection.
IV. New Business
1. Regarding Fire lanes —
· Mr. Miller will contact Marlene Moran to accompany her on the inspection. Once she has clarified where and what fire lane markings are required, the Board will at the following meeting arrange for any necessary painting.
· Mr. Brugman will contact Dominion Towing to clarify their policies on towing cars in the fire lanes.
2. Regarding the Pool and Clubhouse —
· Mr. Carey volunteered to help the Board rewrite the solicitation (including the SOW) and develop a bidder’s list for next year’s contract. Mr. Miller will follow up with Mr. Carey.
· Ms. Unrath will email copies of the current and prior pool contracts to Board members and also contribute names to a bidder’s mailing list.
· Mr. Carey also suggested that the Board consider using specialized contractors (rather than rely on a general pool management company) for such tasks as winterizing the pool and providing off-site, off-season storage for pumps. Mr. Carey volunteered to contact the Board regarding this suggestion following the meeting.
· Ms. Unrath will change the locks on the Community Center (vis-à-vis the locks on the pool facilities) and not put the new key in the lockbox.
4. Regarding Certificates of Deposit (CDs) — Mr. Farlander reported that, since Cardinal Management has no authority to purchase CDs on our behalf, he signed and sent the necessary letter to BB&T for the purchase (and will forward a copy of said letter to Cardinal Management and Mr. Miller for the files). .
5. Regarding the heating and air conditioning system for the clubhouse — Ms. Unrath provided the Board with a quotation for $7,500 from McCarthy Services (which is presently under contract for maintaining said system) to replace the system “due to extreme fatigue and abused parts”. Mr. Brugman reported that the cost may be higher than expected because the internal elements are in the attic of the Clubhouse, with very narrow egress. Mr. Brugman asked Cardinal Management to look into the possibility of replacing one of the two Clubhouse bathrooms with a furnace room and, if that is allowable under County ordinances and practicable, to ask McCarthy to repropose based on installing the internal elements of the system in said furnace room.
6. Regarding tulips — Ms. Unrath provided the Board with a quotations from Professional Grounds, Inc., for $94.29 to install tulips “in selected beds throughout the property” and $336.80 to install fall pansies “in annual beds throughout the property” and to “till soil, fertilize, [and] mulch upon installation”. Mr. Brugman asked Cardinal to obtain information on just where the tulips would be situated. Mr. Schaeffer moved to install the pansies as quoted; Mr. Miller seconded; the Board unanimously agreed.
V. Recess
Upon a motion by Mr. Farlander, seconded by Mr. Miller, and passed by acclamation, the Board adjourned the regular monthly meeting and entered into Executive Session.