NEWBERRY STATION HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
February 6, 2008
I. Call to Order
A. The meeting was called to order at 7:05 pm
B. Roster
Board Attendees Kevin Brugman
Brandon Farlander
Michael Miller
Robert Schaefer
Management Brandi Langeneck, Community Manager
Shirley Klocek, Senior Portfolio Manager
Lynn W. House, Vice President, High Rise Division
Residents Sean Carey
C. Review of the January meeting minutes was deferred until the March meeting.
II.
Open Forum
1. MPO James R.Nida, Crime Prevention Office, Franconia District Station, gave a second briefing on Neighborhood Watch. He stressed that there is no need for an organized patrols; that an ad hoc strategy of arming every resident with the neighborhood watch phone line works just as well. The key is to let residents know the phone number and to urge that they use the number whenever they witness wrongdoing. The number: 703 922 2131.
2. Mr. Brugman reported that he witnessed pre-teens in the clubhouse ransacking it. The problem is that the kids had copies of the key. Mr. Miller moved to install double locks on the front door to the clubhouse and to the party room (one for renters and one for Board members). Mr. Schaefer seconded. Passed unanimously.
However, the Board tasked Cardinal Management, prior to implementing this resolution, to have Cardinal’s locksmith contractor inspect the entire premises (windows, all doors, and the patio doors) and recommend how the facility can best be locked down. Mr. Schaefer so resolved. Mr. Miller seconded. Passed unanimously.
Mr. Carey noted that the lifeguards need access to the party room because the fresh water spigot is located in that room. He recommended that a second spigot be added to the freshwater line outside the party room, so that the lifeguards can access a fresh water spigot without having to have access to the party room.
III.
Old Business
A. Firelanes. Milestones —
·
11/19/07: Initial contact with GJB Engineering by Cardinal Management (CM).
·
11/26/07:
·
12/5/07:
Proposal submitted to the Board at the December meeting by GJB; Board authorizes
GJB to proceed on PSP.
· 1/03/08: GJB submits a draft PSP to the Board for review.
· 1/05/08 With some modifications and concurrence by Board members, Mr. Brugman authorizes GJB to submit the PSP to the County.
· 1/21/08 GJB informs Mr. Brugman that preliminary feedback from County staff on the PSP is that (a) the Fire Marshall’s staff concurs but (b) other County staff are disinclined to approve the PSP because there is not sufficient space between the parallel parking spots and the opposite perpendicular parking spots — at least 23 feet is required from the curb to the back of the perpendicular parking spaces. GJB came up with an alternative plan that might win staff backing — moving the parking spots opposite the parallel spots from a 90 degree right angle to a 60 degree slant angle. This would result in a loss of 14 spaces; but put us within half a foot of compliance with the 23 foot rule.
· Before authorizing GJB to proceed any further in negotiations with County staff, Mr. Brugman reported that Board members will meet with a representative of County Board Member Hyland’s staff to determine whether it makes sense to force the 23 foot rule on a community that is thirty years old — the question being, what public purpose is served by that rule?
III.
New Business
1. Mr.
Miller and others reported lights out at the base of
2. Mr. Miller reported a gutter had fallen from 8305 Stationhouse; Cardinal replied that attempts to contact the Bank responsible for the house (which apparently is in foreclosure) had not been fruitful. Mr. Miller moved that Board invoke its authority under the A&E regulations to remove the gutter at the owner’s expense. Mr. Brugman seconded. Passed unanimously.
IV.
Reports From Officers
1. Mr. Brugman reported that he had replaced clubhouse locks again following the latest act of vandalism (see above).
2. Mr. Farlander reviewed the financial status of the Association with Cardinal Management staff; Mr. Farlander and Mr. Brugman signed the necessary papers to transfer funds for payment of outstanding bills. Mr. Farlander also recommended eliminating the petty cash fund; which funds he will transfer into regular Association accounts.
V.
Contracts
1. Mr. Schaefer moved; Mr. Miller seconded; to defer consideration of the Wilcoxon whitecoating proposal until March. This pursuant to a recommendation from Mr. Carey that the pool be first drained and examined before proceeding with whitecoating and any other necessary repairs (e.g., to the underwater lights). Passed unanimously.
2. Cardinal Management will develop a bidder’s list for the pool contract and work with the Board on soliciting bids for that contract during the next month. The pool contract will be limited to management of the pool; winterization, whitecoating, and other such aspects of infrastructure maintenance and repairs will be handled through separate contracts with the best providers of those services.
3. The Board considered three proposals for the landscaping contract. None were responsive, in terms of incorporating the RFP provided to the offerors as the basis for their proposals. The Board dismissed the proposal from Shenandoah Landscape Services as being outside the competitive range on the basis of price. Proposals still under consideration — True Green Landcare (first year fixed price $26,902; five year price $112,547 — no price escalation clause) and Professional Grounds, Inc. (first year fixed price $28,938; five year price $119,808).
Mr. Brugman moved; Mr. Schaefer seconded, to authorize Mr. Miller on behalf of the Board to negotiate with remaining offerors to incorporate most salient terms of the RFP into the final contract. Passed unanimously.
4. The Board considered two quotations for installing security equipment to protect the clubhouse and pool from further vandalism — one of $5,200 from Baldino and $12,888 from Force Security Solutions, LLC. Mr. Schaefer moved; Mr. Farlander seconded; to award the contract to Baldino. Passed unanimously.
VI. Recess
The Board adjourned the regular monthly meeting and entered into Executive Session.