NEWBERRY STATION HOMEOWNERS ASSOCIATION

BOARD OF DIRECTORS MEETING

May 7, 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

Management               Brandi Langeneck, Community Manager

II.  Community Forum

A.  Grounds. One attendee stressed the need to remove weeds around trees.  She also asked that TruGreen be put on notice that residents are responsible for edging the sidewalks on the side adjacent to their properties.

B.  Inspections.  Several residents raised concerns regarding inspections of their properties.  Mr. Miller noted that residents can dispute any findings by contacting (preferably by email) Cardinal Management, who will forward the dispute to the AECC. 

      Some of the comments concerned Shannon’s Landing.  The original residents had a set of architectural guidelines furnished by their builder prior to the annexation; it may well be that these residents do not have a copy of the Newberry Station Architectural and Environmental Regulations (AER).  In any case, Mr. Miller reiterated his view that the AER might need to be adjusted to some extent for the Shannons Landing properties, considering that their architecture does differ from that of the original Newberry Station dwellings.  Mr. Ray Jarrad, a resident of Shannons Landing, volunteered to help the AECC review the AER for that purpose.

III.  Approval Of Minutes Of Prior Meetings

Mr. Farlander moved to accept the minutes of the April meeting. Mr. Miller seconded the motion. Passed unanimously.

IV.  Officer’s Reports

A.  President. Mr. Brugman reported the latest developments regarding fire lanes (see “Unfinished Business” below).

      Mr. Brugman also asked for information on the status of the Reserve Study. Ms. Langeneck reported that the contractor is nearly done and only needs access to the Clubhouse to complete the report.  She pledged to provide Board members with advance copies of the report prior to the June meeting.

B.  Treasurer. Mr. Farlander asked questions about accounting for fire lane expenses, especially with respect to any related legal fees.  Cardinal Management will group all fire lane related expenses under code 61670 (“Paving Repairs”) in the next report.

V.  Committee Reports

A. Pool. Sean Carey provided an update on status of pool improvements. One of the outstanding questions has to do with vending machines.  Cardinal Management will contact the vending machine companies to repair or replace them.

VI.  Management Report

A. Contracts.

Pool Management. By  unanimous e-mail vote (recorded by Cardinal Management), the Board on April 21, on a motion by Mr. Miller and seconded by Ms. Trudell, voted to award the Pool Management company to Palm Pools at price of $25,900. Jazzie Pools was unwilling to reduce its price of $26,000 at our request to remove the Opening and Closing process from the proposal. Moreover, the Jazzie price is subject to change during the summer if at its discretion it determines that an increase is warranted in the price of chlorine.  We have already arranged for chlorine shipments to the pool at fixed price of $1.69 per gallon for the entire season, which is  a lower unit price than Jazzie quoted as part of its $26,000 overall figure.  More importantly, Jazzie’s lifeguards are not Internationals; all of Palm Pool’s guards are.

During the Board meeting, Mr. Brugman stressed the need for a pre-opening meeting with the lifeguards to go over the pool rules of our community (and for a briefing by Sean Carey on the equipment).

Landscaping. Ms. Langeneck informed the Board that TruGreen had performed the following tasks in April —

·         Treatment of the lawn with pre-emergent herbicides and fertilizer.

·         Submission of a proposal for drainage management behind Stationhouse Ct.

      Planned for May —

·         Completion of the five year plan for landscaping improvements.

·         Trimming of shrubs.

·         May flower rotation.

·         Mowing.

      Mr. Brugman expressed concerns about the TruGreen drainage proposals, noting that the experts we had consulted recommend a French Drain. Ms. Langeneck pledged to forward these concerns to TruGreen and obtain a proposal for a French Drain in lieu of what had been proposed.  [Subsequent to the meeting, Mr. Miller and Ms. Langeneck met with TruGreen’s agent, Mr. Garrett, during the May inspection of TruGreen’s work, and asked that Mr. Garrett or his representative discuss the matter with Mr. Brugman.]

Trees. Ms. Langeneck will check on the status of the Bartlett tree contract.

VII. Unfinished Business

A. Firelanes. Mr. Brugman reported that Chief Johnson has approved our Fire lane plan.  The Board considered a quotation for $7,754 from “Finishing Touch Fire Lane Painting” to repaint the curbs to add, subtract, and/or repair yellow paint marking “no parking” zones; install all new stop and one way street signs; install two new signs an the entrances warning against parking in fire lanes; stripe the parallel parking spots; and remove yellow hash marks for an additional parking spot.  The Board requested Cardinal Management to solicit other quotations.  [Subsequent to the meeting, Ms. Langeneck reported that the Fire Marshall has given Newberry Station until June 2 to install the new signs].

VIII. New Business

A. Pool Passes. The Board discussed the price that ought to be charged to non-residents for pool memberships. Ms. Langeneck will survey local area membership based pools to help us determine a fair market price.

IX. Executive Session and X. Recess

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