NEWBERRY STATION HOMEOWNERS ASSOCIATION

BOARD OF DIRECTORS MEETING

December 3, 2008

I. Call to Order

A. The meeting was called to order at 7:05 pm

B. Roster

Board Attendees                     Kevin Brugman

                                                Brandon Farlander

                                                David Simcic

                                                Michael Miller

                                                Robert Schafer

Management                            Brandi Langeneck, Community Manager

Special Guest              Greg Budnick, Community Association Engineering, GJB Engineering, Inc.

II. Community Forum

A. An “Open House” sign has been tacked to the entrance stop sign.  Ms. Langeneck will remove it.

B. Why don’t the new street signs feature international symbols?  Mr. Brugman noted that the signs we established were those recommended by the signage company and had County approval.  More importantly, he observed that there has been a high degree of compliance with the one-way directions.

C.  A resident noted that there is little in the way of information on Cardinal Management’s monthly fee  “direct deposit” arrangement. Ms. Langeneck will obtain more information from Cardinal’s accounting department and will work with Mr. Brugman and Mr. Miller to post that information on the Newberry Station website.

D.  The web site does not have the latest Board Minutes.  Mr. Miller volunteered to assist Mr. Brugman in maintaining the web site.

E.  A resident expressed concern that the letter announcing the increase in the monthly fee, in his opinion, wrongly implied that the increase had been limited to that amount necessary to keep pace with the “cost of living” when in fact it exceed that amount. The October Board minutes actually had this to say about the increase — “On a motion by Mr. Miller, seconded by Mr. Schafer, the Board unanimously approved the budget as proposed by Cardinal Management (Attachments 2 and 3), with an increase in monthly assessments to $116 per residence (within the 10% limit on the amount that the Board can raise the fee on its own authority).  This amount falls short of the $145 monthly assessment recommended in the Reserve Study (see the minutes of the September Board meeting) to provide a contribution of $137,078 annually to the Reserve Fund.  The $116 monthly assessment will result in a contribution this coming year of $83,052 to the Reserve Fund, up from $59,000 this year.”

F.  Concern was expressed about the turnover in pool companies.  Mr. Brugman noted that the turnover was the result of poor performance by the prior year’s company and the company that had the contract for the first weeks of this year.  However, Continental did a very good job and the Board is likely to exercise the option for renewal of its contract.

G.  The leaves have yet to be cleared from the culvert behind Trestle Ct.

H.  The drain across Hamilton is still clogged with dirt and vegetation.  Mr. Budnick noted that the drain is too small for that purpose and should be replaced; and the replacement can be self-cleaning.  He will provide information on that to Ms. Langeneck.

I.  A resident requested that the Board consider reserving parking spaces for visitors.  Part of the request was prompted by the claim that one of the non-reserved spaces near her house was always occupied by the same car of the same resident. Ms. Langeneck will investigate that claim to assure compliance with our parking regulations.  However, after considerable discussion, the Board concluded that there was no practical means of enforcing a “visitor’s parking” policy.

III. Approval Of Minutes Of Prior Meetings

Mr. Miller moved to accept the minutes of the October 2008 meeting. Mr. Simcic seconded the motion. Passed unanimously.

IV. Officer's Reports

None presented.

V. Committee Reports

A. Pool.   Sean Carey has completed winterization.  He will arrange for removal and storage of the pump by Virginia Pump.  He also noted that at least one of the tie-downs had yet to be installed by Continental.  Finally, he is obtaining information on the new Federal requirement to install an additional drain in the major pool.

VI. Management Report

A. Contracts.

Street Lights. Ms. Langeneck reported that the lights have all been repaired save one which apparently is awaiting delivery of the necessary ballast.  She also noted that there had been several trial postings of new street lights for Shannons Landing and will email information on that to Board members.

Snow Removal. Mr. Farlander moved that the Board accept the proposal of the incumbent contractor, LCB, Inc. Mr. Brugman seconded the motion; passed unanimously.

Tree Trimming. Bartlett has submit a revised schedule for tree trimming (with emphasis on those trees that have been the subject of homeowner complaints); Ms. Langeneck will provide that to Board members.

Pool Covers. The covers have been installed by Continental.

Contracts For The Pavement And Retaining Wall Plans And Revised Reserve Study.  Mr. Budnick reported that Community Association Engineering is nearing completion of all three products.  However, he has been hampered by the fact the County’s records of the original roadway engineering (done prior to 1977) are inadequate for the task of determining what exactly will be necessary to repair the roads and at what cost.  Given that, Mr Miller moved, and Mr. Brugman seconded, to authorize Cardinal to orally solict quotations and award up to a maximum of $3,000 the drilling of 18 core samples in locations to be recommended by Mr. Budnick (including in that $3,000 several hundred dollars for an engineer from Community Association Engineering to inspect the samples).  Passed unanimously.  This work will be undertaken immediately and be considered by Community Association Engineering in its final reports on repaving requirements and the reserve study.

Grounds contract. Ms. Langeneck reported resoliciting is in process.

VII. Unfinished Business

There was no unfinished business for discussion.

VIII. New Business

A.  Mr. Brugman moved, and Mr. Farlander seconded, to award $100 for the purchase of software to enable Mr. Miller to assist in maintaining the Newberry Station web site.

B. Mr. Brugman moved, and Mr. Miller seconded, to write off credit and debit amounts at $45 and under that were still on the books from prior fiscal years.  Passed unanimously.  

IX. Executive Session and X. Recess

The Board adjourned the regular monthly meeting and entered into Executive Session.