NEWBERRY STATION HOMEOWNERS ASSOCIATION

BOARD OF DIRECTORS MEETING

January 6, 2010

I. Call to Order

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

B. Roster

Board Attendees 

                   Brandon Farlander

                    Michael Miller

                    Todd Austin

Management
                    Brandi Langeneck, Community Manager 

II. Approval Of Minutes

Mr. Farlander moved to accept the minutes of the November 2009 meeting. Mr. Austin seconded the motion. Passed unanimously.

III. Community Forum

Several residents from Shannons Landing Way had the following observations.

1.  The snow plow contractor initially did not plow Shannons Landing Way and was unaware that he had any obligation to do so. Ms. Langeneck noted that the contract does in fact cover Shannons Landing Way and will remind the contractor of that fact. 

2.  Too many residents put out trash that is not secured and blows all over the streets.  Mr. Miller said that he will work on new language for the AER requiring residents to properly bag and otherwise secure their trash. 

3.  Verizon’s FIOS installers have invaded the fenced-in yards of some residents – is that legal? Ms. Langeneck suggested that residents check their plats for the location of utility easements which, yes, do run through some yards.  She said that Verizon apparently has the right to even remove fences when necessary to install their lines; with the caveat that Verizon has to pay for any repairs to the fences and yards.  (This is not correct, I indicated that if an owners plat indicates a utility easement that the utility company including verizon has the right to remove a fence portion, garden etc, should any area within the easement not be accessible to them or their equipment) the only thing that they are required to do is seed and straw)  Comments by Brandi Langeneck

4.  The residents had several complaints about ProGrounds.  Mr. Miller and Ms. Langeneck will meet with the contractor for an end-of-year review to discuss those complaints and otherwise set the stage for next year’s performance (the option in the contract having already been exercised automatically).  Mr. Miller also suggested that the Board resolicit next Fall even though the contract has several option years remaining, just to ensure that the community is getting best value from its current contract.  Mr. Farlander reminded the Board and residents that the Board has gone through a number of different contractors trying to get the best deal for the community, with mixed results.  

IV. Towing Contract

After reviewing several offers, Mr. Miller moved to accept the offer from A-1 Towing.  Mr. Austin seconded the motion.  During discussion, Mr. Farlender stressed the need to ensure that the towing contractor does not immediately tow cars that are double parked when the double parking is temporary for the purpose of removing cargo.  Ms. Langeneck said that she will ensure the contract reflects that requirement.  The motion passed unanimously.

V. Clubhouse Renovation

The work is complete.

VI.   Roads

Mr. Miller asked Ms. Langeneck to follow-up with Mr. Budnik on specifications for soliciting work on the roads.

Mr. Miller also provided the name of a contact at M&T bank who works on HOA loans.

VII.   Snow

Mr. Farlender reported that a number of residents during the blizzard dumped snow from around their cars onto the streets, which made the streets impassible for other residents.  Ms. Langeneck will work on a notice to residents about the do’s and don’ts of snow removal.

VIII.   Storm Sewer Outfall Ditch

The Fairfax County of Public Works and Environmental Services is seeking our approval to dig 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.  It would run behind the houses on Shannons Landing Way.  Mr. Miller and Ms. Langeneck will meet with the representatives of the County to walk the property and determine exactly what will be done and the exact impact on our community.  Mr. Farlender also suggested that residents at Shannons Landing Way be alerted to this development.

IX.   AER Mailing

The Board gave Ms. Langeneck the go-ahead to mail the new Architecture and Environmental Regulations of the to all residents, to set up Spring inspections.