FALLS RUN COMMUNITY ASSOCIATION

Meeting Minutes:

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

b. Ad Hoc Gate Committee: Their presentation to the Board will be made at the 11 June 2008 Board meeting.

c. Sylva’s job description: A brief job description has been posted on the website.

d. Future budget and increases in assessments: The 5 year budget forecast requires the Board to seriously look at cutting expenses.

e. Annual Meeting: The FRCA Annual Meeting will be held at 7:00pm, 19 November 2008, in the Community Center.

f. Website change: The special email address for the Board has been eliminated from the website.

g. Printer: A computer printer for resident’s use has been obtained and is installed at the Center.

i. The Board President, Toni Brown, is going to tape a message to all residents and have it available for viewing on Channel 20.

j. The Board President, Toni Brown, is drafting a letter to all vendors reminding them that their sole point of contact is the Property Manager, Sylva Southwell, and that residents and/or committees are not authorized direct contact with them.

III: Jack Mounts made a motion, seconded by Don Webb, to approve the minutes of the 14 May 2008 meeting as written. Approved 7-0.

g. Bartlett Tree work: Bartlett Tree Service will do the contracted work starting the first week of June.

j. Middlebrook Gate fountain: We are looking at creating a pondless [dry] waterfall with the current pond area converted into rocks/plants.

k. Empty pots at Middlebrook Gate: Harriet Schrader has asked to have the empty pots removed or relocated.

a. 2007 Audit: The second draft of the 2007 audit has been received. Don Horan, seconded by Chuck Strub, made a motion: To accept the Draft 2 of the 2007 Financial Audit and have it issued as the final 2007 Audit. Approved 7-0.

b. Don Horan stated that the April financial statements would need to be restated due to our acceptance of the audit.

c. Toni Brown made the following motion, seconded by Chuck Strub: I move that the Board accept the agreement for a payment plan as discussed in executive session on April 24, 2008. The Board agreed with that certain resident for a payment plan to bring account current. The resident will add $80 each month to the assessment payment. The $80.00 is to be applied to balance in arrears. There will be no further late charges provided the payment plan is adhered to and all assessment payments are made timely. Interest charges will continue to be added each month until the past due balance has been paid in full. The identity of the resident will be addressed in a separate correspondence, along with a copy of this motion, to Armstrong Accounting, as authorization for the implementation of this agreement. Armstrong Accounting was notified April 25, 2008 to immediately halt any and all legal action against this resident. Approved 7-0.

d. Procedures for handling delinquent accounts: Procedures were discussed and it was decided that Harriet Schrader would meet separately with Sylva on this issue.

a. Toni Brown reported that the Villa Association would like to have representation on the planning committee for the “volunteer’s recognition” party.

b. Elections: Jack Mounts reported that the use of a nominations committee is authorized by our By-Laws. The Elections Committee is meeting 5 June and will discuss this further.

c. Community Center: The committee wishes to establish guidelines for charity displays within the Center.

a. A motion was made by Chuck Strub, seconded by Don Horan, to approve the Mason & Mason 2007 study. Approved 6-0 with Harriet Schrader abstaining.

b. Sprinkler system review after HVAC inspection report: Chuck Strub suggested that we ask the Stafford County Fire Marshal to perform a courtesy inspection of the entire Community Center. After discussion, Toni Brown asked Jake Bernard to coordinate this with Sylva.

c. Landscaping Master Plan: The Board has received a request from the Property and Grounds Committee to begin the implementation of the Master Plan. They recommend the following work be done this year:

1/ Purchase and install the 87 shade trees since they will take the longest time to grow.

2/ Plantings to control erosion around the Community Center and at the top of the walking trail.

d. Don Webb made a motion, seconded by Harriet Schrader, to approve the Landscaping Master Plan and to obtain bids for the four areas of work recommended by the Property & Grounds Committee with the option to approve spending on each area as funds are available. Approved 7-0.

e. Resident donations for Master Plan: After a discussion of funds accountability, Don Webb made a motion, seconded by Jack Mounts, to accept resident contributions for the Landscaping Master Plan using the form prepared by the Property & Grounds Committee. Approved 7-0

a. Checking account for Property Manager: Don Horan made a motion, seconded by Chuck Strub, to open a checking account at Union Bank for the Property Manager’s use, to include a debit card and to maintain a $5,000 balance in the account. Approved 7-0. In addition, it was agreed that only one person would be needed to sign a check and that two members of the Board would also be on the account.

b. Common areas: Don Webb made a motion, seconded by Harriet Schrader, that the FRCA Board of Directors approve the non-mowing areas that have been recommended by the Property & Grounds Committee and have been implemented in the different areas of the community subject to Board modification. Approved 7-0

c. Discussion on use of Armstrong Connect: Jack Mounts stated that we were now in a position to use Connect to record documents, contracts, financial data and similar items.

d. Joint Meeting with the Villa Board: Both Boards have agreed to change the frequency of the joint meeting to semiannual from quarterly and to cancel the scheduled 13 June 2008 joint meeting.

e. There was a discussion of what should be included in the “Board Package” that Sylva prepares for Board members.

b. HVAC and sprinkler system. It was noted that Childress Heating & A/C could not determine the actual cause of the sprinkler problems or the amount of A/C capacity needed in the Community Center.

c. Change of Channel 20 to 96: It was noted that this change was made by Cox Communications and not the Board and that some instructions were posted on the Board’s website.

d. The Board was asked why the sprinkler system leak in the parking lot was not addressed earlier.

e. It was mentioned that tree limbs overhang sidewalks in some areas of the community.

f. The statement was made that additional night illumination may be needed in the future due to tree growth.

g. The Communications Committee had a meeting 19 May regarding the Connect system and a report of that meeting is being prepared and will be sent to the Board.

X: At 12:42pm a motion to adjourn was made by Chuck Strub, seconded by Jack Mounts. Approved 7-0

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

a. Insurance recovery of Koger claim: No new information has been received from Ed O’Connell in the last two weeks.

b. Ad Hoc Gate Committee: Their presentation to the Board will be made at the 11 June 2008 Board meeting.

c. Sylva’s job description: A brief job description has been posted on the website so that all residents can be aware of Sylva’s duties and responsibilities.

d. Future budget and increases in assessments: Toni Brown discussed the past history of the FRCA Budget and indicated that present trends cause the Board concern. The 5 year budget forecast requires the Board to seriously look at cutting expenses and reviewing all “pet” projects. Additional information will be provided to the community as it becomes available.

e. Annual Meeting: The FRCA Annual Meeting will be held at 7:00pm, 19 November 2008, in the Community Center.

f. Website change: The special email address for the Board has been eliminated from the website. The Board believes that there are enough other means of communicating with the Board and that the special email address was not needed.

g. Printer: A computer printer for resident’s use has been obtained and is installed at the Center.

h. Cox Cable is changing Channel 20 to Channel 96 on 16 June. Instructions for those residents without cable tuner boxes are posted on the website.

i. The Board President, Toni Brown, is going to tape a message to all residents and have it available for viewing on Channel 20.

III: Jack Mounts made a motion, seconded by Don Webb, to approve the minutes of the 14 May 2008 meeting as written. Approved 7-0.

a. Easement: Mr. Corson’s fiancée has taken over handling of this issue. Sylva is waiting for further information regarding their plans.

b. HVAC Contractor report: Childress Heating & A/C has submitted an updated report.

c. Touch-up work at the Center: An outside contractor is doing some of this work.

d. AT&T telephone line at Middlebrook Gate: Sylva will follow-up again on Friday.

e. Community Center temperatures: Most temperatures throughout the Center seem to be more comfortable. It was necessary to adjust the room temperatures for the exercise class again.

f. Sprinkler leak in Center parking lot: The contractor has started work and when digging they “struck water”. It is possible that the water may be leaking from either the pool or spa and Sylva will review the warranty on both.

g. Bartlett Tree work: Bartlett Tree Service will do the contracted work starting the first week of June. They will work along Plantation Drive first; then the Smithfield/Ripplemead area.

h. Fire Department remotes: The new remotes have been received and tested to ensure that they work. Sylva will send them to the Fire Department with a cover letter.

j. Middlebrook Gate fountain: We are looking at creating a pondless [dry] waterfall with the current pond area converted into rocks/plants. Plans and design are due tomorrow. A cost analysis will be done after getting the proposl.

k. Empty pots at Middlebrook Gate: Harriet Schrader has asked to have the empty pots removed or relocated. Nothing has been done due to the impending presentation of recommendations by the Ad Hoc Gate Committee.

l. Receivable item in amount of $1193: There was a long discussion of this item. Process and procedures were reviewed and Sylva described her actions to date. It appears that the settlement check may not have cleared. Research involves both Koger Management and Lawyers Title Insurance and is on-going at this time.

a. 2007 Audit: The second draft of the 2007 audit has been received. Don Horan and Jean Strub, Finance Committee chair, have reviewed it and it appears all of our questions have been answered and the audit is ready to be accepted. Don Horan, seconded by Chuck Strub, made a motion: To accept the Draft 2 of the 2007 Financial Audit and have it issued as the final 2007 Audit. Approved 7-0.

b. Don Horan stated that the April financial statements would need to be restated due to our acceptance of the audit.

d. Procedures for handling delinquent accounts: Procedures were discussed and it was decided that Harriet Schrader would meet separately with Sylva on this issue.

a. Toni Brown reported that the Villa Association would like to have representation on the planning committee for the “volunteer’s recognition” party.

b. Elections: Jack Mounts reported that the use of a nominations committee is authorized by our By-Laws. He thinks we should look into this in case not enough residents come forward on their own to run for positions on the Board. The Elections Committee is meeting 5 June and will discuss this further.

c. Community Center: The committee wishes to establish guidelines for charity displays within the Center. The Committee is going to consider recommendations at their next meeting.

a. A motion was made by Chuck Strub, seconded by Don Horan, to approve the Mason & Mason 2007 study. Approved 6-0 with Harriet Schrader abstaining.

c. Landscaping Master Plan: Toni Brown noted that we need to take a hard look at all expenditures and questioned whether it was necessary to spend the $50,000 included in this year’s budget for landscaping. Chuck Strub spoke of his desire to deal with erosion issues throughout Falls Run and also to work on bare spots on the common grounds. Harriet Schrader inquired about the price to deal solely with the erosion repairs. The Board has received a request from the Property and Grounds Committee to begin the implementation of the Master Plan. They recommend the following work be done this year:

1/ Purchase and install the 87 shade trees since they will take the longest time to grow.

2/ Plantings to control erosion around the Community Center and at the top of the walking trail.

a. Checking account for Property Manager: After discussion of the need for the Property Manager to have an account for her use, Don Horan made a motion, seconded by Chuck Strub, to open a checking account at Union Bank for the Property Manager’s use, to include a debit card and to maintain a $5,000 balance in the account. Approved 7-0. In addition, it was agreed that only one person would be needed to sign a check and that two members of the Board would also be on the account.

b. Common areas: There was extensive discussion of the proposal to let grass grow to a natural height in parts of the common areas of the community. Chuck Strub mentioned the views of the residents in the Reston Court area. Don Webb made a motion, seconded by Harriet Schrader, that the FRCA Board of Directors approve the non-mowing areas that have been recommended by the Property & Grounds Committee and have been implemented in the different areas of the community subject to Board modification. Approved 7-0

c. Discussion on use of Armstrong Connect: Jack Mounts stated that we were now in a position to use Connect to record documents, contracts, financial data and similar items. He noted that the Modifications Committee items had not been uploaded to Connect as yet. He then detailed a long list of items to be put into Connect. Sylva questioned the utility of some of the items. Toni Brown will meet with Sylva and Jack Mounts to establish specific types of material to be put on Connect at a date to be determined.

d. Joint Meeting with the Villa Board: Both Boards have agreed to change the frequency of the joint meeting to semiannual from quarterly and to cancel the scheduled 13 June 2008 joint meeting.

e. There was a discussion of what should be included in the “Board Package” that Sylva prepares for Board members.

b. HVAC and sprinkler system. It was stated that this issue has lingered for many months without resolution. It was noted that Childress Heating & A/C could not determine the actual cause of the sprinkler problems or the amount of A/C capacity needed in the Community Center.

c. Change of Channel 20 to 96: It was stated that many residents did not have cable converter boxes and could not receive channel 96 on older TV sets. It was noted that this change was made by Cox Communications and not the Board and that some instructions were posted on the Board’s website.

d. The Board was asked why the sprinkler system leak in the parking lot was not addressed earlier. The sprinkler system was shut off for the winter and this problem was not evident then. Runoff water from the leak is being tested to see if pool/spa chemical additives are present in the runoff.

e. It was mentioned that tree limbs overhang sidewalks in some areas of the community.

f. The statement was made that additional night illumination may be needed in the future due to tree growth.

g. The Communications Committee had a meeting 19 May regarding the Connect system and a report of that meeting is being prepared and will be sent to the Board.

X: At 12:42pm a motion to adjourn was made by Chuck Strub, seconded by Jack Mounts. Approved 7-0