NEWBERRY STATION HOMEOWNERS ASSOCIATION

BOARD OF DIRECTORS MEETING

November 5, 2008

I. Call to Order

A. The meeting was called to order at 7:20 pm

B. Roster

Board Attendees                     Kevin Brugman

                                                Brandon Farlander

                                                David Simcic

                                                Michael Miller

Management                            Brandi Langeneck, Community Manager

II. Community Forum

No residents attended.

III. Approval Of Minutes Of Prior Meetings

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

IV. Officer's Reports

None presented.

V. Committee Reports

A. AEEC. Cardinal Management has mailed notices to owners who have not yet confirmed that they have remedied deficiencies from the last round of inspections. The Board has reset hearings for 6:00 PM January 7, 2009, to allow for final reinspection.

VI. Management Report

A. Contracts.

Street Lights. The Board reviewed a proposal from Power Systems Electric to repair pole lights that are out.  Mr. Brugman noted that the lights in question are the responsibility of the County (on Ona Drive) or Dominion Power. Ms. Langeneck will review the poles in question (and the status of lights for which the Board is responsible) and contact the requisite authorities.  She will also solicit proposals to install needed lights at Shannon Landing.  

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. Several residents have complained about trees on the common area overhanging their houses. Ms. Langeneck noted that Bartlett had not undertaken the communitywide trimming contract because of the ash tree problem.  Now that the ash trees are gone (along with any trimming that had been planned for those trees), Ms. Langeneck will require Bartlett to submit a revised schedule for tree trimming (with emphasis on those trees that have been the subject of homeowner complaints).

Pool Cover. The cover has been shipped and will be installed by Continental shortly.

Pool Winterization. Mr. Carey reported that Continental has failed to winterize the pool (other than for lowering the water level in the pool inadequately). When asked why, Continental’s representatives told Ms. Langeneck that they did not have the keys for the pump room and clubhouse meeting room.  Prior to the meeting, Ms. Langeneck and Mr. Carey jointly inspected the pool and clubhouse to review several of the winterization tasks that have yet to be performed. Ms. Langeneck will task Continental to remove caulking around a gasket for the baby pool pump that ought not to have been applied.  Mr. Miller moved to rescind authority for Continental to winterize the pool and instead task Mr. Carey to perform the winterization tasks at the same price as last year, with adjustments for any changes in chemical prices (and, if requested by Mr. Carey, allow for an increase in the price of his labor subject to Board approval).   Mr. Brugman seconded the motion; passed unanimously. Note that, at the prior Board meeting, the Board has tasked Mr. Carey to arrange for removal and storage of the pump by Virginia Pump.

Contracts For Pavement And Retaining Wall Plans. Ms. Langeneck reported that Community Association Engineering had still not completed work on these contracts and that the work would be completed (along with revisions to the Reserve Study) prior to the before the next Board meeting.

TruGreen Inspections. Ms. Langeneck reported that TruGreen had to be prodded to aerate the grounds and seed.  Mr. Miller noted that TruGreen has not complied with the simple reporting requirements of the contract.  Mr. Brugman observed that TruGreen has not understood the obligations of a performance based contract. The TruGreen contract has an options clause; the Board reached consensus that the option will not be exercised. Ms. Langeneck will bring the RFP used for the last grounds solicitation to the next Board meeting as the basis for a new solicitation of offers.

Mudpatch. Ms. Langeneck has solicited bids from TruGreen and ProGrounds to repair the non-grassy knoll behind Mr. Schaefer’s house.

VII. Unfinished Business

A. There was no unfinished business for discussion.

VIII. New Business

There was no new business for discussion.