NEWBERRY STATION HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
April 2, 2008
I. Call to Order
A. The meeting was called to order at 7:15 pm
B. Roster
Board Attendees Kevin Brugman
Brandon Farlander
Michael Miller
Robert Schaefer
Management Brandi Langeneck, Community Manager
Special Guest
Mike Garrett, TruGreen Landcare, Program
Manager, Newberry Station Lawncare Contract
II.
Community Forum
No comments were made by residents in attendance.
III.
Approval Of Minutes Of Prior
Meetings
Mr. Miller moved to accept the minutes of the March meetings (March 5 and March 14). Ms. Langeneck noted that the window replacement contract was for $1,395 rather than the $2,695 noted in the March 6 minutes. Mr. Brandon seconded the motion, amended to reflect the accurate figure for window replacement. Passed unanimously.
IV.
Officer’s Reports
None.
V.
Committee Reports
A.
AECC.
The entire committee was introduced to the Board.
The committee chair is Lisa Albano;
members include Christina Dowell, Sean Carey, John Octavec, and Michael Miller.
The committee will begin the Spring inspections next week.
B.
Pool.
The chair and entire committee (thus far) is
Sean Carey, who is working with the Board on
pool related contracts and performing other opening day chores.
VI.
Management Report
A. Administrative. Mr. Farlander reported that the petty cash account has been closed and funds forwarded to Cardinal Management. He also reported that $20,000 had been transferred from reserve accounts for payment of late bills.
The Board reviewed the
financial report and procedures for dunning delinquent owners.
B. Contracts.
(1) Pool Improvements. K. R. Jenkins Pool Service, Inc., is making good progress in rebuilding the pool.
(2) Pool Management. The Board reviewed two pool management proposals — one from Jazzie Pools for $26,000 and the other from Continental for $30,975. Both proposals were based on pool hours of 10:00 AM till 8:00 PM, with seven days per week usage by the community. Ms. Langeneck reported that both companies have had good records with Cardinal and that both employ more experienced, older guards than Winkler employed last year. Mr. Brugman moved, and Mr. Farlander seconded, to award to Jazzie, subject to renegotiation by Cardinal Management of the price based on the following —
(a) Pool hours of 1 PM to 8 PM weekdays from May 27 through June 13,
(b) Removal from the contract of certain tasks (being researched by Sean Carey) related to opening and winterization that the Association will break out for award to other companies that specialize in those tasks (e.g., Virginia Pump for removing, storing, returning and reconnecting the main pump).
The motion was approved unanimously.
(3) Landscaping. Mr. Garrett informed the Board that the following tasks would be performed by TruGreen in April —
a. Treatment of the lawn with pre-emergent herbicides and fertilizer.
b. Drafting of the five year plan for landscaping improvements.
c.
Submission of a proposal for drainage management behind
d. Clearing of leaves and other organic debris from the pool area.
e. Trimming of shrubs.
f. May flower rotation.
g. Mowing.
h. Spring cleanup.
Sean Carey also requested that the mulch be removed from the siding of the clubhouse. Another resident requested trimming of shrubs and grasses adjacent to mailboxes.
VII. Unfinished Business
A. Firelanes. Mr. Brugman reported
that Chief Johnson will review our Firelane plan next Friday.
His staff expects approval with minor modifications related to where and
what signs must be posted. Upon
approval, Cardinal Management will begin work immediately on implementation of
the plan.
VIII. New Business
IX. Executive Session and X. Recess
The Board adjourned the regular monthly meeting and entered into Executive Session.