NEWBERRY STATION HOMEOWNERS ASSOCIATION

BOARD OF DIRECTORS MEETING

March 5, 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

Rachel Trudell

Management               Brandi Langeneck, Community Manager

Special Guest              Tom Howard, Senior Staff Aide, Mount Vernon District
Supervisor’s Staff

II.  Community Forum

A.  Complaints were registered regarding street lights that are out and need repair — two at guest parking along Ainsley Court, one near the clubhouse, and one near the tot lot.  Also action is needed to implement past Board approval of installing two street lights at Shannons Landing.

B.  One of the residents in attendance recommended that the HOA construct an entrance sign along the lines of those that grace other communities. Mr. Brugman remarked that this may have been discussed at a prior meeting and that the Board will research the matter.

C.  The French Drain across Hamilton Road is still clogged with dirt, vegetation and now gravel that spilled from a truck.

D.  Trampolines are still in place.  Mr. Brugman reported that the owner and renter in at least one case had been given an opportunity to submit a waiver of A&E regulations that prohibit trampolines but that more than 60 days have elapsed since that offer.

E.  The chain across the service road to the clubhouse is frequently untethered.  Mr. Brugman reported that the chain has a new padlock and has been down only because contractors have required access to the clubhouse for installation of security devices and  other such purposes.

III.  Approval Of Minutes Of Prior Meetings

Mr. Miller moved to accept the minutes of the January and February meetings. Mr. Brandon seconded. Passed unanimously.

IV.  Officer’s Reports

A.  President.  Mr. Brugman reported that security cameras have been installed in the clubhouse and that Dominion Power has finally repaired the street light at the foot of Trestle Court.  Mr. Brugman also plans to release a new general letter to the community apprising residents of Fairfax County’s plans for Ona Drive and the latest news on Firelanes (see Mr. Howard’s report below).  The letter would also cover the security cameras at the Clubhouse and other such news. Ms. Langeneck confirmed that, if Mr. Brugman supplies copies of the letter, the actual cost of stuffing and mailing envelopes would be negligible. 

      Mr. Brugman also reported that there is interest in a community cleanup day and will solicit volunteers for that effort.  Among other things, the community cleanup would include the task of removing debris in the French drain across Hamilton Court.

B.  Treasurer.  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.

V.  Committee Reports

None.

VI.  Management Report

A.  Administrative. The Board reviewed the financial report and procedures for dunning delinquent owners.

B.  Contracts.

1.   Window Replacement —Clubhouse.  Mr. Brugman reported that by email vote the Board has approved a contract for $1,395.00 to repair the broken window at the Clubhouse.  The winning contractor is Windows Plus LLC.

2.   Landscape Proposal.  Mr. Miller reported that he plans to negotiate only with TruGreen Landcare because (1) TruGreen submitted the lowest first year and five year prices, (2) Professional Grounds, Inc., — the incumbent — was unwilling to agree with a performance standard for disease control and bare area coverage (its email of January 23, 2008, states that “we can not guarantee overseeding will result in no more than 15% bare areas, and turf diseases are not covered by the contract … our IPM program includes treating for insect infestation, but does not include applications for disease control.”), and (3) Ms. Langeneck indicated that TruGreen has satisfactorily performed other contracts with Cardinal.  True Green Landcare has offered a first year fixed price $26,902 and a five year price of $112,547.  This compared with the offer of Professional Grounds, Inc., of a first year fixed price $28,938 and a five year price of $119,808.

      Mr. Miller informed the Board that he will meet with a representative of TruGreen Landcare on March 8 to negotiate the terms of the landscaping contract, which will result in a final proposal from TruGreen.  At issue is not price but the final  terms for inspection and acceptance of work.

3.   Pool Improvements.  Mr. Miller reported that he and Mr. Carey had inspected the pool with a representative of K. R. Jenkins Pool Service Inc..  Pursuant to that site visit, K. R. Jenkins Pool Service, Inc., has prepared a bid for whitecoating that is lower than the price bid by Wilcoxon but also includes other necessary repairs not bid on by Wilcoxon.  The total K. R. Jenkins Pool Service bid is $31,900.  However, the actual bid was not in hand for review by the Board, which will take up that bid and the final proposal for landscaping from TruGreen at its next meeting.

4.   Pool Management. Ms. Langeneck reported that she is soliciting quotes based on pool hours of 10:00 AM till dusk (8:00 PM ordinarily) and seven days per week usage by the community (vs. the six days per week last year).

5.   Cardinal Management. Ms. Langeneck is arranging a meeting next week between Board members and Mr. Mazzei to discuss the termination letter.

VII. Unfinished Business

A.  Ona Drive.  Mr. Howard reported that the County has made funds available to install six street lights on Ona Drive, entirely at County expense with Dominion Power thereafter responsible for maintenance.  He expects that the lights will be up round about mid-April.

B.  Firelanes. Mr. Howard reported that Gerry Hyland has tasked the County Attorney to review the issue of retroactive application of current laws and regulations regarding streets in communities that are as old as our community.  Meanwhile, Mr. Howard advised the Board that the Fire Marshal has authority to approve our plans for one-way streets.  Mr. Miller moved, and Ms. Trudell seconded, to send a letter to the Fire Marshall conveying our one-way street plans and requesting approval of said plans.  The motion carried unanimously.

C.  Trampolines. The Board again reviewed the question of trampolines. It is clear that trampolines are prohibited under current A&E guidelines and that the trampoline in question has been the subject of several years of violation notices to the owner.  Ms. Langeneck stressed that the HOA cannot escape liability for accidents associated with trampolines absent action to remove them.  She will proceed to initiate such action.

VIII.  New Business

A.  The Board asked that Ms. Langeneck check out the cost of  making signs for posting at the entrances to the community announcing Board meetings and other such matters,

B.  Ms. Trudell asked that Ms. Langeneck review the procedures for placing liens on the residences of owners delinquent in paying the HOA monthly assessments, to ensure that owners who have their houses for sale do not escape paying what they owe the HOA.

IX And X. Adjournment and Executive Session

Ms. Trudell moved to adjourn the regular meeting; Mr. Brugman seconded.  Passed unanimously.  The Board then entered Executive Session.