January 3, 2007 Meeting Minutes

Meeting Minutes:

     UNAPPROVED  WITHOUT CORRECTION, ADDITIONS OR DELETIONS

                       FALLS RUN COMMUNITY ASSOCIATION, INC.

 

Minutes of the Meeting of the Board of Directors

January 3, 2007

 

The Falls Run Community Association, Inc.’s Board of Directors met on January 3, 2007 for a Work Session at the Center.

The meeting was called to order at 10:00 AM by Bill Nosal, President.

 

A quorum was present.  Board members attending were:Bill Nosal, Chuck Heath, Jim Stagner, Toni Brown, Art Gabler, Mal Malo and Dan Owens.

 

Also present: Jim Armstrong, President, Armstrong Management; Sylva Southwell, Property Manager, Armstrong Management; Joan Bitely, Villas Vice-President and representative to FRCA.

 

The first order of business was to adjourn to executive session to nominate officers and select liaisons to various committees.  Mal Malo moved to do so, with 2^nd by Art Gabler.  Carried unanimously.

 

Open session continued after a motion by Mal Malo, 2^nd by Chuck Heath to close executive sessions. Carried unanimously.

 

Mal Malo, 2^nd by Dan Owens, moved to approve the nominations of officers. Those elected by acclamation were:

          President             Bill Nosal

          Vice-President    Chuck Heath

          Treasurer            Mal Malo

          Secretary            Toni Brown   

Carried unanimously.

 

Liaisons were selected as follows:

          Chuck Heath         Architectural Review – Modifications Committee

          Toni Brown           Covenants Committee

          Mal Malo               Finance Committee

          Art Gabler             Community Center Committee

          Jim Stagner            Property and Grounds/Neighborhood Watch

          Dan Owens           Communications/Elections

See the web site for further clarification and sub-committees.

 

Art Gabler moved, 2^nd by Mal Malo, to suspend the reading and accept the minutes of December 6, 2006.  Carried unanimously.

 

On a motion by Art Gabler, 2^nd by Chuck Heath, the Board voted unanimously, after a recommendation by the Community Center Committee, to accept a bid from Abby Construction to fireproof the Center’s Audio Visual Storage Room and adjacent Electrical Room, to install a cooling fan in the audio visual room and to remove the wall between the two rooms to gain easier access to the equipment. Price not to exceed $6,000.00.

 

The meeting was adjourned at 12:15 by unanimous vote.

 

The next working session will be January 17, at 10:00 at the Center.  Everyone is welcome to attend.

 

 

 

Submitted,

Toni Brown, Secretary

Falls Run Community Association, Inc

 ____________________________________________________________________________________

INFORMATION ONLY

NOT TO BE CONSIDERED MINUTES

NOT A TRANSCRIPT

 

Notes from Board of Directors Meeting

January 3, 2007

 

The Falls Run Community Association, Inc.’s Board of Directors met on January 3, 2007 for a Work Session at the Center.The meeting was called to order at 10:00 AM by Bill Nosal, President.

 

A quorum was present.  Board members attending were:Bill Nosal, Chuck Heath, Jim Stagner, Toni Brown, Art Gabler, Mal Malo and Dan Owens.

 

Also present: Jim Armstrong, President, Armstrong Management; Sylva Southwell, Property Manager, Armstrong Management; Joan Bitely, Villas Vice-President and representative to FRCA.

 

The first order of business was to adjourn to executive session to nominate officers and select liaisons to various committees.  Mal Malo moved to do so, with 2^nd by Art Gabler.  Carried unanimously.

 

Open session continued after a motion by Mal Malo, 2^nd by Chuck Heath to close executive sessions.

 

President Bill Nosal asked that each member of the board and members in the audience introduce themselves.

 

Mal Malo, 2^nd by Dan Owens, moved to approve the nominations of officers. Those elected by acclamation were:

          President             Bill Nosal

          Vice-President   Chuck Heath

          Treasurer            Mal Malo

          Secretary            Toni Brown   

Carried unanimously.

 

Liaisons were selected as follows:

          Chuck Heath         Architectural Review – Modifications Committee

          Toni Brown           Covenants Committee

          Mal Malo                 Finance Committee

          Art Gabler               Community Center Committee

          Jim Stagner            Property and Grounds/Neighborhood Watch

          Dan Owens            Communications/Elections

See the web site for further clarification and sub-committees.

 

Art Gabler moved, 2^nd by Mal Malo, to suspend the reading and accept the minutes of December 6, 2006.  Carried unanimously.

 

Jim Armstrong, President, Armstrong Management

 

Jim Armstrong announced the selection of Sylva Southwell as our property manager from Armstrong Management.  The announcement of Sylva as manager was delayed to protect her position with Koger since Armstrong was not slated to take over until January 1, 2007.  The board welcomed Sylva and is happy to have her continue with us.  She brings with her continuity, history and knowledge of our community.  With the improved support of Armstrong Management behind her, she will continue to serve our community well.  Armstrong is currently working on ways to set up a working space for Sylva in the Center where she can meet with residents in private and carry on her day to day admin duties.  We expect that space to be in place very soon.  The Board is also aware of the need for long range planning for extra space to accommodate our manager and additional meetings. 

 

The transition from Koger is currently at a standstill.  Koger has not responded to the request from Armstrong for a list of items necessary for the transition.  Attorney’s from both sides are involved, as well as our auditors.  So far there has been a transfer of $30,000 to open a new operating account, a list of dwelling units with 581 names and some miscellaneous paper work of minimum value to the process. Koger did not provide a list of owners of the Villas. The Board expressed concern and questioned if there was anything they could do to move the process along.  Jim suggested we give Koger another two to three weeks to comply.  After that, we may want to turn it over to our attorney.

There was general discussion of accounts controlled by the Activities Director.  Her accounts are overseen by the Finance committee and Mal Malo. They are in good condition.  The need for various accounts will be reviewed and determinations made with guidance from Armstrong.

 

Mal Malo commented that the 2005 audit is still being held up.

 

Bill Nosal raised the question about whether or not having two different managing companies between the Villas and FRCA is likely to cause problems.  According to Armstrong, this is not unusual and should work just fine.

 

It was confirmed that our snow contract is in place and that all arrangements have been made.

 

Also noted, parking on both sides of the street was a problem during the holidays.  Sylva will be monitoring and issuing notices.  It was generally agreed that on-street parking during the day was acceptable, but that residents should be sure that cars are staggered so that emergency vehicles can pass without difficulty.  Chronic violators will be subject to notice and potential towing.

 

Art Gabler – Community Center Liaison

 

In answer to a question by Bob Gilbert, Chair of the Community Center Committee, it was decided to invite all Chairs of all committees to attend a meeting on Wednesday, January 17, 2007 at 12:30 PM at the Center to discuss contracting procedures and to answer any questions they may have.  An invitation will go out to all Chairs.

 

Mal Malo – Treasurer

 

Mal reported that we will end 2006 with an operating surplus which will be carried over as a 2007 operating reserve. Because of delays by Koger, the exact amount is unknown at this time.

 

A $100,000 CD matures on January 25, 2007 and will be reinvested in a different bank.

A contract has been signed with Mason and Mason to conduct a Condition Assessment and Reserve Fund Plan update for 2007.  That study will begin some time in January or February.  Sylva will confirm start date.

  

Trash Pickup

 

There was general discussion about frequency of trash pickup.  Determining the pulse of the community is important to the Board but difficult to determine.  Armstrong will gather information to present to the community and ask for their input.  The Board will vote on either one or two pickups a week at the March quarterly Board meeting that is scheduled for Thursday, March 22, 2007 at 7:00 PM.

 

Board Meetings

 

The Board is concerned about improving communication with the community.  They want the community to be as informed as possible.

It was agreed that on a trial basis for the months of February and March the working session on the 3^rd Wednesday of the month will be held at the Center at 7:00 PM. Please mark your calendars for February 21 and March 21, 2007 and plan to attend.

 

All Board meetings are open to all residents.  We welcome and encourage everyone to attend all meetings, including any committee meeting that may be of interest.

 

Toni Brown – Covenants Committee

 

One of the questions raised at the annual meeting had to do with how the dwelling units will be asked to vote on the proposed changes to the CC&R’s as a package or by individual change? The committee has recommended a package vote.  This approach generated considerable discussion and several opinions were expressed.  It was finally agreed that Armstrong can help to guide us through this process and all options will be considered.  More discussion is needed and will be held.

 

Chuck Heath – Modification Committee

 

Chuck will resign as chair of the committee because of his election to the Board.  A new Chair will be announced soon.

 

Jim Stagner

Jim announced on behalf of the Gazette committee that space will be made available to report on Board actions each month as a way to help keep the community informed about its decisions and plans.  Chuck Heath volunteered to write the report for the February Gazette.

 

Art Gabler – Community Center Committee Liaison

 

On a motion by Art Gabler, 2^nd by Chuck Heath, the Board voted unanimously, after a recommendation by the Community Center Committee, to accept a bid from Abby Construction to fireproof the Center’s Audio  Visual Storage Room and adjacent  Electrical Room, to install a cooling fan in the audio visual room and to remove the wall between the two rooms to gain easier access to the equipment. Price not to exceed $6,000.00.

 

Medical Building

 

Questions have been raised about the Medical Building to be constructed at Gladstone and Plantation.  Residents living near by are concerned about losing the trees which form a buffer zone.  Falmouth Supervisor and Falls Run resident, George Schwartz has been questioned; he will ask that the developer leave at least some of the existing trees.  A 50 foot buffer is required, but there is no requirement to leave the existing trees.  Jim Stagner volunteered to draft a letter to the developer stating the Board’s opinion that the existing trees should be left in place if at all possible.

 

Appointment

 

Bill Nosal asked to appoint Marvin Wagner as the parliamentarian to the Board.  All agreed.

 

Open Forum

1.     What is the status of the priority list?  Still in process.  More items will be added by Armstrong  and the list will be prioritized. 

Three stop signs are now installed at Harborton and Smithfield and    appear to have been favorably received.

2.     How can the Board and Armstrong best convince the residents of the importance of approving the proposed changes to the CC&R’s?  A way must be found.  No answers were forthcoming at this meeting but further discussion will be held and all possible avenues explored.

3.      Should the new stop signs referred to above  have street signs as well?  Sylva will investigate.

4.     Not voting on the CC&R’s is the same as a NO vote.  Unless there is a stamped return envelope included with the ballot, why should I use my stamp to send in the ballot if I am voting No?  Good question that should be raised again.

 

The meeting was adjourned at 12:15 by unanimous vote.

 

The next working session will be January 17, at 10:00 at the Center.  Everyone is welcome to attend.