Meeting Notes:

Notes are not to be considered minutes.  Notes are not a transcript.

Notes

Meeting of the Falls Run Community Association Board of Directors

Date:  23 April 2008

Time:  10:00 AM

Members Present:  Toni Brown, Jake Bernard, Chuck Strub, Jack Mounts, Harriet Schrader, Don Horan

Members Absent:  Don Webb

Others Present:  Sylva Southwell, Armstrong Property Manager,  Ann Jones, Activity Director.

I           Announcements:  There will be a special meeting of the FRCA Board to establish a project priority list.  The meeting will be on Monday, 28 April at 7:00PM.  All residents are welcome to attend. 

II          Motion was made by Jack Mounts, seconded by Chuck Strub, to accept as written the minutes of the 26 March 2008 meeting. 

III        Management Report:

a.       The easement for the use of land at the Legend Dr gate is still in progress.

b.      HVAC Contractor:  The report from Childress Heating & AC has not been received to date. 

c.       Flooring replacement:  Don Horan will review the four proposals in hand.  He indicated that Nationwide Insurance has accepted Fairfax Carpet’s $30,000 proposal and probably would not pay more than that if another proposal is accepted.  $20,000 has already been received, part of which is for the flooring replacement.

d.      Center touchup work:  Lin will do this work.  A list of items is being set up.

e.       Middlebrook Gate telephone line:  Sylva is still working to get Koger Management removed as the identification of this line.

f.        Armstrong Connect & Alert letter:  The letter to all residents regarding these programs is in process.  No additional information was available.

g.       Irrigation repair proposal:  Shenandoah has indicated a cost of $425.  Questions remain regarding what is covered under our maintenance contract and what exactly this proposal would cover.

h.       Sandblasting paint off waterfall:  This is being looked into. 

i.         Shenandoah has provided a proposal for fixing the large pots at the Middlebrook Gate and on the veranda.  The total cost of the proposal is $3567.  No action was taken by the Board.

j.        Billiard Tables:  The billiard tables are being refinished today.

IV:       Activity Director’s Report:  There are 13 events in the planning stage divided equally between trips and social events.  The Ireland trip rebate was @$200 for each participant.  Ann indicated that her email regarding bocce vs shuffleboard is running in favor of bocce at this point.  She is also looking into the possibility of adding a horseshoe court.  She is interviewing a new strength/fitness trainer and looking into adding a rowing machine if there is enough interest.

V:         Status of 2007 Audit/Treasurer’s Report:

a.       31 March monthly financials have been received.  Expenditures are running $53,000 under budget year to date.

b.      Requested the status of a payment due to the Villas for $2900.

c.       Lin Bailey is going to put the six new benches together and in place throughout the community.  Questions were raised about his status while doing this work.  Chuck Strub made a motion, seconded by Don Horan to authorize Lin to do this work on an overtime basis.  Approved 6-0.

d.      Toni Brown questioned an item of $748 Legal Fee income.  Don Horan indicated he and Jean Strub have prepared a list of questions for Armstrong Management regarding both the monthly financial statements and the 2007 Draft Audit.

e.       Don indicated that banks where our reserve funds are on deposit are beginning to charge monthly service charges which will reduce our income from these deposits.  To date, First Trust and BB&T have imposed the charges.

VI:       Committee Reports:  None were presented.

VII:      Old Business:

a.       Sprinkler system review:  The report from Childress Heating and A/C was received during the meeting.  The Board indicated they were not sure that Childress knew what was requested and the board was left with many unanswered questions.  Jake Bernard will provide Sylva with a list of questions to present to the contractor.

b.      Election Policy:  Jack Mounts was working with the Elections committee and has presented a proposal to the Board.  The changes appear to be minor and need legal review.  A motion was made by Jack Mounts, seconded by Harriet Schrader, to accept the proposed election policy and nomination of candidates. Approved 6-0.  Toni Brown, Jack Mounts and Harriet Schrader will review the By-Laws and recommend changes as needed.

c.       Universal Gate Code Change:  After discussion, the Board decided not to implement any changes at this time.  The present universal gate codes will remain in effect.

d.      Middlebrook Gate:  The Ad-Hoc Gate Committee has requested a delay in their presentation date from the present 14 May date as many interested members will be out of town on that date.  After extensive discussion, the board agreed 5-1 [Chuck Strub opposed] to set 11 June as the new date for the committee to make its’ proposal.

VIII:     New Business:

a.       SOS system for emergency vehicle entrance:  This system enables emergency vehicles to use particular frequency sound from their sirens to open gates into the community.  Special equipment is needed at each gate.  After much discussion of technical details and our current system, the Board decided to put this item on hold at this time.

b.      Temperature control in meeting rooms:  Toni Brown discussed this item and      the lack of consistency in thermostat settings in the three rooms in the Community Center.  A number of questions were raised and Toni has asked for iuputs on how to better manage this item.

IX:       Items from the floor:

a.       Additional discussion of the leaks in the irrigation system at the Community Center

b.      Additional discussion of the A/C system in the Community Center.  Is this a two stage system?

c.       A question was raised regarding timing of pool maintenance and cleaning.

d.      Stafford County will inspect Section 4 [Smithfield Way/Goose Creek Circle] next week.

e.       Specific locations of the six new benches were mentioned.

f.        There will be a meeting of the Property & Grounds Committee at 1:00PM.  The initial Master Plan is being presented by Shenandoah.

g.       For Sale signs in use throughout the community are not standardized.  Sylva is going to follow up on this issue.

h.       There was an additional question on the Universal Gate Code and Knox box keys on emergency vehicles.  It was noted that we have no control over Stafford County’s key control and training procedures.

i.         A resident asked what was being done about lawn maintenance and some residents lack thereof.  Sylva indicated that a recent inspection of the community left her with 91 violation letters to send to residents.

j.        The issue of Middlebrook Gate being one vs two lanes was again raised and deferred until the 11 June meeting.

X:         Chuck Strub made a motion to adjourn to executive session, seconded by Don Horan, and approved 6-0.  The Board adjourned to executive session at 12:10PM.

XI:       The Board convened in executive session at 12:15 PM to discuss a resident's claim for damages.

XII       The Board adjourned the executive session at 12:35.

XIII:     The Board resumed open session at 12:35 PM.  Motion by Chuck Strub, 2nd by Don Horan, to reimburse resident for damages in the amount of $174.00.  Carried unanimously.

The meeting was adjourned at 12:40.

THOMAS J. WHALEN

Recording Secretary