NEWBERRY STATION HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
October 8, 2008
I. Call to Order
A. The meeting was called to order at 7:07 pm
B. Roster
Board Attendees Kevin Brugman
Brandon Farlander
Robert Schafer
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 September 2008 meeting, as amended (Attachment 1). Mr. Brugman seconded the motion. Passed unanimously.
IV. Officer's Reports
None presented.
V. Committee Reports
A. AEEC. Committee staff finished the second round of inspections. Not counting television cable violations, round about twenty owners have not completed all required repairs. Cardinal Management will mail hearing notices to those owners. The Board also tasked the AECC to identify cable violations that warrant hearings. Hearings are scheduled for 6:00 PM November 5, 2008.
VI. Management Report
A. Contracts.
Drainage Rear
Pool Winterization. Ms. Langeneck reported that Continental has winterized the pool. Mr. Brugman moved to request that Sean Carey inspect the winterization prior to paying Continental for that work; and that Mr. Carey be tasked to arrange for removal and storage of the pump by Virginia Pump. Mr. Miller seconded; passed unanimously.
Mulch. Ms. Langeneck will solicit proposals from TruGreen and ProGrounds to remove the mulch left over from the ash tree cutbacks and disperse the mulch either in the tot lots or on the bare ground underneath pine trees. (If the dollar value of the contract is less than $750, Brandi will place the order without further action by the Board,)
Palm Pool Termination. Ms. Langeneck will solicit a legal analysis from the Association’s attorney of the status of the termination and remedies available to us at this time and likely outcomes of further legal action.
Contracts For
Pavement And Retaining Wall Plans. Ms. Langeneck will assure that
Community Association Engineering provides the
plans before the next Board meeting.
TruGreen
Inspections. Ms. Langeneck will schedule and conduct the October inspection.
Palm Cover. Ms. Langeneck presented bids from two companies for a Duramesh pool cover; one for $7,046 from Continental and $7,600 from Millennium Pools. On a motion by Mr. Brugman, seconded by Mr. Miller, the Board unanimously awarded the contract to Continental.
B. Budget.
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. However, it should be noted that Community Association Engineering will present the Board with a revised Reserve Study at the December meeting, with revisions based in part on questions raised at the September Board meeting and also on the Long-Range Pavement Plan and study of the retaining walls due next Board meeting. All of this will be summarized by Mr. Farlander in a letter to the community.
VII. Unfinished Business
A. There was no unfinished business for discussion.
VIII. New Business
There was no new business for discussion.
IX. Recess
On a motion by Mr. Brugman, seconded by Mr. Schafer, the Board adjourned the regular monthly meeting.
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