NEWBERRY STATION HOMEOWNERS ASSOCIATION

BOARD OF DIRECTORS MEETING

February 3, 2010

I. Call to Order

A. The meeting was called to order at 7:10

B. Roster

Board Attendees                     Brandon Farlander

                        Michael Miller

                                                David Simcic

Management                                                                          Brandi Langeneck, Community Manager

II. Approval Of Minutes

Mr. Miller moved to accept the minutes of the January 2010 meeting. Mr. Farlander seconded the motion. Passed unanimously.

III. Community Forum

IV. Pool Contract

The Board deferred renewal of the contract with Continental Pools, Inc., pending negotiations between their representatives and Ms. Langeneck to remove opening and closing tasks (and a commensurate reduction in price); said tasks to be awarded to K. R. Jenkins Pool Service, Inc..  Before negotiating with Continental, Ms. Langeneck will contact K.R. Jenkins to doublecheck the opening and closing tasks that K. R. Jenkins will perform and ensure that reasonableness of the K. R. Jenkins prices for those tasks.

V. Trash Contract

Ms. Langeneck provided the Board with a copy of the contract with Nightingale Trucking, as initially awarded in 2004.  She reported that the contract annually renews at the same price.

VI.   Construction Loans And Contracts

Ms. Langeneck will arrange a meeting next week between Mr. Miller and Cardinal’s Darryl Payne (who represents Cardinal Management in its dealings with banks).

Ms. Langeneck also reported that Mr. Budnik will complete work on the RFPs next week, for consideration by the Board at its next meeting.

VII.   Contract For Removal Of Overgrowth Between Shannon’s Landing And The Pool

Professional Grounds has submitted a proposal to remove the wooded overgrowth between Shannon’s Landing and the storm management pond area that will allow access for owners and residents of Shannon’s Landing to the common area and pool.  The price:  $820.  Mr. Simcic moved approval of the proposal; seconded by Mr. Miller.  Passed unanimously.

VIII.   Contract For Installation Of A French Drain Near Pool

Professional Grounds has submitted a proposal to install a French drain system along the ditch area near the pool and clubhouse entrance..  The price:  $1,812.  The Board deferred action on this proposal, pending a review by Mr. Budnik (to be arranged by Langeneck).  The purpose of the review – to ensure that a French drain would be the best solution to the problem of silt runoff from the slope between Stationhouse Court and the pool area.

IX.   Contract For Removal Of Juniper Fronting 8219 Stationhouse Court.

Professional Grounds has submitted a proposal to remove the juniper in front of 6219 Stationhouse Court.  Following removal, the stumps will be ground and straw added back to the area.  The price:  $585.  Mr. Simcic moved approval of the proposal; seconded by Mr. Miller.  Passed unanimously.

X.   Contract For Removal Of Overgrowth Around The Pool

Professional Grounds has submitted a proposal to cut back all of the overgrowth and encroaching brush and limbs that surround the pool fence.  The price:  $420.  Mr. Miller moved approval of the proposal; seconded by Mr. Simcic.  Passed unanimously.

XI. Storm Sewer Outfall Ditch

The Board agreed to grant approval to the Fairfax County of Public Works and Environmental Services for an outfall ditch that would convey runoff water from the Newington DVS Maintenance Facility (aka  Bus Garage) to Long Branch Stream.  The ditch would be underground as it enters our property and emerge from the ground somewhere close to the stream.  Mr. Miller had a meeting with representatives of the County to walk the property and determine exactly what will be done.  The underground pipes will be installed in the fields behind the Shannon’s Landing property (and not encroach on the grassy areas behind the fence lines). 

XII. Professional Grounds Report

Professional Grounds submitted a report on past tasks completed.  Mr. Miller asked Ms. Langeneck to secure a checklist of events planned in the coming months, to accompany each monthly report of past activities.