NEWBERRY STATION HOMEOWNERS ASSOCIATION

BOARD OF DIRECTORS MEETING

February 4, 2009

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

                                                Robert Schafer

                                                David Simcic

Management                            Brandi Langeneck, Community Manager

Special Guests             James Echkhoff and John Tagliaferri, TruGreen Landcare

II.  Guest Speaker “True Green Landcare”

The TruGreen representatives apologized for the problems with the contract and informed us of a change in their management – Mr. Echkoff now having responsibility for our account.  He provided us with a first draft of the five year plan and promised to provide a version that conforms with the contract requirements (this being a task covered by the contract price). 

III. Approval Of Minutes

Mr. Schafer moved to accept the minutes of the January 2009 meeting. Mr. Brugman seconded the motion. Passed unanimously.

IV. Officer's Reports

Treasurer – Mr. Simcic identified several Journal entries that need correction.  Ms. Langeneck noted those corrections and will have them made.

V.  Management Report

Contracts For The Pavement And Retaining Wall Plans And Revised Reserve Study.  No reports yet from Mr. Budnick.  Ms. Langeneck is on the case.

Grounds contract. Offers are being solicited from four firms — TruGreen, ProGrounds, Curb Appeal, and McFall. Ms. Langeneck will arrange meetings between offerors and Mr. Miller to negotiate the terms of a new grounds contract.  Ms. Langeneck will also solicit bids on providing pads for mail boxes.

Pool contract. Continental has submitted a proposal for obtaining permits and licenses.  This proposal will be forwarded to Sean Carey for review.  Also, Mr. Miller will contact Sean regarding the changes to the drainage required by law. 

VI. New Business

1.   The Board debated the feasibility of painting arrows on the streets to reinforce the one-way requirements. Action was deferred until weather is more favorable to painting.

2.  The Board discussed the procedures for collecting monthly fees in arrears.  Mr. Schafer moved, seconded by Mr. Miller, to authorize Cardinal Management to issue payment plan notices to any owner whose balance exceeds $380 but is less than $750 — giving said owner the opportunity to bring the balance up to date by sending monthly payments over and above the monthly fee due the Association.  Ms. Langeneck will provide the Board a sample of the notice prior to issuing them.

VII. Executive Session and Recess

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