NEWBERRY STATION HOMEOWNERS ASSOCIATION

BOARD OF DIRECTORS MEETING

March 3, 2010

I. Call to Order

A. The meeting was called to order at 7:06

B. Roster

Board Attendees                     Brandon Farlander

                        Michael Miller

                                                Todd Austin

Management                                                                          Brandi Langeneck, Community Manager

II. Approval Of Minutes

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

III. Community Forum

Apparently, several residents of Shannons Landing Way object to parking of what they consider a commercial vehicle on the overflow parking off their streets.

For the record, this is the policy of Newberry Station regarding the parking of commercial vehicles.

“1.  Boats, campers, camptrucks, commercial vehicles, farm vehicles, motor homes, trailers of any kind, or other similar machinery or equipment of any kind or character. The parking of such vehicles is prohibited under Fairfax County Code, Section 82-5-7 and/or the Covenants, Article VII, Section 7, ¶ d.  Per the Fairfax County Zoning Ordinance (Chapter 112 of the County Code), a commercial vehicle is defined as any vehicle:

(a)     With a rated carrying capacity of 1500 pounds (3/4 ton) or more, or

(b)     Which displays advertising lettered thereon, or

(c)     Which is licensed as a “for hire” vehicle (taxicab, limousine, etc.).

            Exempted form this definition is any vehicle operated by a public agency with a capacity of less than 3/4 ton.

“2.  Any vehicle visibly laden with supplies and equipment for construction, electrical work, plumbing, painting, and/or other such trades.  This prohibition applies whether or not the vehicle has been lettered with a business name or logo.  Such vehicles may be parked on Newberry Station roads only if the supplies and equipment are fully concealed from public view.  If found in the Community, they will be subject to towing pursuant to Va. State Code, Chap. 8, Section 46.l-55l.”

The owner of the vehicle in question -- the only resident in attendance at the meeting -- had received a letter of complaint from a resident of Shannons Landing Way.  The vehicle does have “advertising letters” on its doors; but the letters are ordinarily covered with a blank magnetic panel.  The panel had fallen off the truck during the recent storm, which raised the ire of the Shannons Landing Way resident. 

The Board noted that, when the lettering is concealed, the resident has the perfect right to park in any parking spot in any part of the community that has not been assigned to a resident. For the sake of comity, the resident volunteered to park his vehicle in overflow parking away from Shannons Landing Way.

IV. Financial Reports

Mr. Miller noted that the snow contract was $24,000 over budget. Ms. Langeneck said that there might be some relief from the Federal Government for HOAs in the DC area, given the unprecedented amount of snow – Cardinal Management is investigating.  Mr. Farlander noted that, just as with the unexpected $20.000 plus spent on ash tree removal, the Board ultimately might have divert funds from monies otherwise going to Reserves.

V. Bank Loan Applications and Resident Delinquencies

Ms. Langeneck provided forms for loans from three different banks for signature by Board officials.  However, one of the forms, from M&T Bank, was confusing — Mr. Miller volunteered to meet with Cardinal Management and a representative of that bank for clarification. 

Ms. Langeneck also reported that the banks have been leery of granting us a loan because of the relatively high rate of delinquencies in payments of monthly assessments — in part due to the fact that past Boards have never raised the late fee of $15.  The Board authorized Cardinal Management to consult our attorneys about drafting language to raise the fee to $25.  But the Board will draft the letter to residents explaining the late fee and the options a resident has his or her account becomes delinquent. 

VI.   Contracts

1. Professional Grounds had submitted a proposal to install a French drain system near the pool and clubhouse entrance.. Mr. Budnik reviewed the proposal and instead recommended a simple regrading of the original swale around the clubhouse.  The Board agreed with Mr. Budnik.  Ms. Langeneck will solicit bids for this project.

2.  The Board accepted a draft RFP from GJB Engineering for pavement replacement.  Ms. Langeneck will use the RFP to solicit offers.