NEWBERRY STATION HOMEOWNERS ASSOCIATION

BOARD OF DIRECTORS MEETING

April 14, 2009

I. Call to Order

A. The meeting was called to order at 7:08 pm

B. Roster

Board Attendees                     Kevin Brugman

                                                Brandon Farlander

                                                Michael Miller

                                                David Simcic

                                                Robert Schafer

Management                           Brandi Langeneck, Community Manager; Terry McGuire, Vice President, Management – Eastern Division

II. Approval Of Minutes

Mr. Farlander moved to accept the minutes of the March 4 and March 11 2009 meetings. Mr. Simcic seconded the motion. Passed unanimously.

III. 

Community Forum

Mr. Allen was the only resident in attendance and raised the following matters.

1.  He expressed concern that several residents apparently warehouse cars, leaving them in the same parking spot for weeks on end.  Unfortunately, no-one at the meeting had a copy of the current ““Motor Vehicles and Parking” regulations, to clarify our policies on warehousing.  For the benefit of all residents, pertinent excerpts from the regulations appear below.

2.  He expressed concern that too many cars travel too fast through the community, endangering children -- why not install speed bumps?  This is a question that has long been debated and would be worth raising at the June annual meeting.

3.  Finally, he expressed concern that the Board not continue to raise monthly fees to cover the costs of improvements that will be recommended by the Reserve study.  Mr. Allen would prefer a special assessment to higher monthly fees.  How to pay for Reserve study improvements will be discussed at length at the next Board meeting (which all residents are encouraged to attend).

IV. Officer's Reports

None.

V. Contracts

Mail Box Pads. Ms. Langeneck presented the Board with three proposals to install seven mail box pads —

·         TruGreen $4,941

·         PSG $4,312

·         ProGrounds $2,971

She reported no significant differences in what they proposed to do.  Mr. Miller moved to accept the Professional Grounds, Inc., proposal; seconded by Mr. Brugman, passed unanimously. At the request of Mr. Brugman, Ms. Langeneck will investigate the possibility of moving one of the mail boxes to a more accessible location.

French drain at the pool. Ms. Langeneck presented a proposal from Professional Grounds, Inc., to install a French drain near the pool area that has been collecting water, causing pooling.  The Board asked that Ms. Langeneck explore alternatives, such as regrading the slope above the pool to prevent erosion and rechannel the water flow.

Planting of annuals. Ms. Langeneck presented a proposal from Professional Grounds, Inc. for the installation of 114 6 inch Annuals to be planted in ornamental beds throughout the community.  The Board expressed concern that the only known beds maintained by the Association are at the entrance; many of the other beds are maintained by residents. Ms. Langeneck will determine exactly what beds are covered by the proposal from Professional Grounds, Inc.

Salt and sand street sweeping. Ms. Langeneck presented a proposal from Professional Grounds, Inc., for street sweeping to remove salt and sand debris from the community streets.  No Board members could identify any particular buildups of salt or sand in the streets and thus decided against this proposal.

Shannons Landing Lighting. Ms. Langeneck presented a proposal from PSE to install street lights; including installation and testing of –

·         100 amp electrical service near 8279 Shannons Landing Way.

·         340 feet of new underground conduit and wire.

·         Two 14 foot black fiberglass poles.

·         Two GE T10C 150 watt HPS fixtures.

The price --  $7,318.

Mr. Brugman moved to accept the Professional Grounds, Inc., proposal; seconded by Mr. Schafer, passed unanimously.

Salt and sand street sweeping. Ms. Langeneck presented a proposal from Professional Grounds, Inc., for street sweeping to remove salt and sand debris from the community streets.  No Board members could identify any particular buildups of salt or sand in the streets and thus decided against this proposal.

Pool Repairs. Ms. Langeneck presented a proposal from K R Jenkins of $2,990 to drain and clean the pool; redo pool drains to conform to new State code, and repair a filter that has been leaking sand. Mr. Farlander moved to accept the proposal; seconded by Mr. Brugman, passed unanimously.

Ms. Langeneck will also review proposals from Continental Pools, Inc., on other pool repairs and expenditures.

Reserve Study. Ms. Langeneck and Mr. McGuire will ensure that Board members receive electronic copies of the studies owed by GJB Engineering, Inc., and at the next Board meeting present options for financing the improvements recommended in the studies.

VI. Mr. Schafer’s Resignation

Mr. Schafer announced that he will resign the Board after its next meeting to take an overseas post for the Government.  He thanked Ms. Langeneck for a job well done (thanks that were seconded by the Board members); the Board in turn thanked Mr. Schafer for his splendid work on the Board.

VII. Executive Session and Recess

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

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Excerpts from the Newberry Station “Motor Vehicles and Parking”  regulations, as of October 4, 2001 —

“Homeowner's [sic], who have additional vehicles, may park in overflow parking or on
the street sections that are not designated fire lanes or safety zones. Vehicles parked for ten (10) or more days in the same place or for which another vehicle is switched to prevent others from using the parking space shall be deemed hoarding the space
and in violation of parking regulations. These actions will be deemed private or
exclusive use of the common area. This is to include parking trailers, boats, or
vehicles designated by law to be infrequently driven.

“Only a homeowner (not the towing company or management agent) has the
authority to report, to the management agent, this type of parking violation (i.e.
hoarding a parking space for 10 days or more). Once a homeowner has filed a written
complaint with the management agent, either the management agent or a member of
the board has the authority to place a violation notice informing the owner to move
the vehicle. If the vehicle is not moved by the tenth day, either the management agent
or a member of the board has the authority to call the towing company to have the
vehicle towed. If a homeowner is going to be absent for more than two weeks and
will leave a car in the overflow or common area parking space, they are encouraged
to notify management to avoid possible towing. Vehicles that will not be moved for
an extended period of time may be parked on public roads.”