NEWBERRY STATION HOMEOWNERS ASSOCIATION

BOARD OF DIRECTORS MEETING

July 7, 2009

I. Call to Order

A. The meeting was called to order at

B. Roster

Board Attendees                     Brandon Farlander

                        Michael Miller

                                                David Simcic

                                                John Saulsbery

Management                                                                          Brandi Langeneck, Community Manager

II. Approval Of Minutes

Mr. Farlander moved to accept the minutes of the June and May 2009 meetings. Mr. Miller seconded the motion. Passed unanimously.

III.  Election Of Officers

President                                 Brandon Farlander

Vice President                         John Saulsbery

Secretary                     Michael Miller

Treasurer                                  David Simcic

At Large Member                    Todd Austin

IV.  Community Forum

Several residents expressed concern about frequent changes in meeting dates; that these changes are not always posted in a timely manner on the HOA web site or bulletin board.  Mr. Miller volunteered to post current meeting dates on the bulletin board; Mr. Brugman will continue to post the dates on the web site.

A number of residents expressed concern regarding the performance of Professional Grounds. Ms. Langeneck will direct the contractor to resolve these concerns (see action items below).

A resident reported a number of problems with properties maintained by the Association (e.g., the roof of the bus stop; rusting fences). Ms. Langeneck will arrange for these properties to be repaired, as part of a laundry list for the Association’s handyman contractor (see action items below).

A resident reported a number of violations of the Association’s Architectural and Environmental Regulations (AER).  Mr. Miller recorded these violations and will make the record available to the inspectors for followup.  Mr. Saulsbery also obtained clarification that any resident can report a violation to Cardinal Management for more immediate redress than provided by the annual inspection process.

IV.  Reserve Study Action Items

Cardinal Management is continuing the hunt for a bank that would be willing to lend the Association funds for road repairs.  Mr. Miller expressed concern about moving forward before asphalt prices get out of hand and recommended that we get bids immediately for whatever road repairs can be acquired with the Reserve Funds already in hand.  Mr. Farlander said that he would also desire bids on the totality of the project, to get a better grasp on actual funding requirements.  The Board than reached consensus on the following course of action — if we cannot get a loan within the next month, Cardinal will request a five year plan for road construction from Mr. Budnik predicated on paying as we go — with spending at least initially upwards of $120,000 or so out of Reserve Funds already in the bank.

The Board also put a hold on repairing the retaining wall behind Stationhouse Court until we know whether or not we can borrow funds for the roads.  Ms. Langeneck reported that Mr. Budnik has confirmed that the Association is not responsible for retaining walls beneath the fences of property owners; nor for walls that are within the property lines of homeowners even if no fences are anchored to them.  Ms. Langeneck will prepare and mail a letter to these homeowners informing them that they are responsible for the walls and will have to replace them if required by the AEEC; but that they will be given an opportunity to ride the Association’s contract to repair the retaining walls above Stationhouse Court.  [Mr. Miller and Mr. Farlander will inventory these houses and provide mailing addresses to Cardinal Management.]

V.  Grounds Maintenance Action Items

Based on feedback from residents and Board members, Cardinal Management will direct Professional Grounds to do the following.

A.  Remove debris from the culverts in the flood plains and behind Trestle Ct.

B.  Trim the bushes on the slope behind Trestle Ct.

C.   Remove the weeds that line the perimeter of the pool.

D.  Mulch or otherwise provide appropriate ground cover for the bare spots of the lost ash trees.

E.  Pick up trash as they mow the lawns.

VI.  Trees

After a discussion of problems with trees — including trees on the common grounds overgrowing private properties of residents and dead limbs dangling from trees from recent lightening strikes — the Board requested Cardinal Management to initiate pruning under the contract with “Bartlett Tree Experts”.  It was noted that Bartlett also owes us a plan for replacing the ash trees.

VII.  Other Maintenance Items

Based on feedback from residents and Board members, Cardinal Management will contract for the following.

A.  Clean the French Drains across Hamilton Court (unless the need for so doing is obviated by a contract to redo Hamilton Court, in which case the contractor should install the proper drain).

B.  Scrape and repaint rusting railings on common grounds (e.g., in the quadrangle bounded by Hamilton and Stationhouse Courts).

C.  Repair the wooden fence in the floodplain; remove the remnants of the fence above Stationhouse Court.

D.  Remove the trash on the grounds above Ona Drive.

E.  Repair the bus stop roof.

F.  Fix the fan in the clubhouse (and make other repairs).

VIII.  Shannon Landing Streetlights

Ms. Langeneck reported that the Streetlights are installed and will be operational in a matter of days.

IX.  Implementing The Annual Meeting Resolution On Signage

Ms. Langeneck will determine VDOT guidelines for public street signs and advise the Board on contracting for bringing our signs into compliance.

X.  Implementing The Annual Meeting Resolution On Signage

Ms. Langeneck will determine VDOT guidelines for public street signs and advise the Board on contracting for bringing our signs into compliance.  Mr. Miller will follow-up with Mr. Dawson on obtaining the language used by a prior Board to authorize police enforcement of the one way street signs and also a statement for a letter to the community regarding police enforcement of the signs and the fact that violation of those signs could result in a reckless driving charge.

XI.  AER Inspections

Board members will collaborate with volunteers on conducting the inspections in the latter half of this month.  Mr. Miller will furnish Mr. Saulsbery with electronic copies of the AER for the development of a supplement for Shannons Landing; Mr. Saulsbery will take the lead in inspecting Shannons Landing properties.

XII.  Towing

Ms. Langeneck is working on finding a new towing company.