FALLS RUN COMMUNITY ASSOCIATION

Meeting Minutes:

Community Association Board of Directors

Date: 13 August 2008

Time: 7:00 PM

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

Members Absent: None

Others Present: Sylva Southwell, Armstrong Property Manager

I: The meeting was called to order at 7:00pm by the Board President; Toni Brown.

II: Open Forum regarding Maintenance of Common Areas: Toni Brown started this portion of the meeting by discussing the goals for the evening.

a: Cindy Horan, Property & Grounds Committee Chair, made clear several points regarding the maintenance of the common areas of the community.

b: Dee Roppo spoke on behalf of a group of residents and made a number of points.

c: Gordon Ashley of Shenandoah Landscaping then spoke.

d: Toni Brown opened the meeting to residents for their comments regarding this issue.

III: Announcements:

a: Our insurance reimbursement for the Koger claim has been received. b: The as built/final plans for the Community Center have been received.

c: A Joint Meeting with the Villas Board was held on 11 August 2008 in order to hear our attorney, Ed O’Connell, brief the two boards on the requirements of HB-516.

d: Jack Lynch has notified the Board that he has been informed by VDOT and Stafford County that the proposed traffic signal at the corner of Lyons and Plantation will be installed before the end of the year.

IV: A motion was made by Don Webb, seconded by Don Horan, to approve the minutes of the 23 July 2008 meeting as written. Approved 7-0.

V: Management Report: Sylva Southwell reported that:

a: Discovery of natural spring: A natural spring has been discovered near the tennis courts. b: The installation of the streetlight at the Smithfield Gate entrance should be completed in the near future.

c: The $550 late payment owed by Armstrong should be included in the August financials.

d: There is no update on the status of the new snowplowing contract.

e: The new pool heaters have been shipped and are expected to arrive next week.

VI: Treasurer’s Report: Don Horan reported:

a: The Koger claim reimbursement of $98,431 has been deposited in our Money Market Operating Fund.

b: Two new accounts have been opened with Smith, Barney here in Fredericksburg. One is for our Operating Fund, the second for our Reserve Funds.

c: The 30 June 2008 Financial Reports were received.

d: FRCA can still collect the transfer fees on the sale of houses in the community since they are included in the disclosure statements provided to buyer and seller.

VII: Committee Reports:

a: Covenants: No report.

b: Community Center: No report.

c: Property & Grounds: There will be a committee meeting at 1:00pm, Thursday, 14 August.

d: Modifications: The committee has received a request to amend our guidelines regarding rear yard fences in order to allow fences to go to within 5 feet of the property line. The board decided that no further action would be taken at this time.

e: Election/Communications: The election process started with a mailing to all Villa/FRCA homeowners on 4 August. To date, three nominations have been received.

f: Finance: Preparation of the 2009 budget proposal is underway.

g: Waterfall Ad-Hoc: The committee met on 19 July and has identified three main approaches to a solution. They are conversion to some sort of planter; modify the existing configuration; or go to a pondless waterfall recirculating system. The committee has requested bids/proposals to accomplish all of these approaches and will evaluate them upon receipt.

VIII: Old Business:

a: Proposal re painting signs and Middlebrook pillars: The board has evaluated one proposal received for this work. After discussion, Don Horan made a motion, seconded by Chuck Strub, to accept Old Time Construction’s 21 July 2008 proposal in the amount of $5,670 for this work. Approved 7-0.

b: Status of Bylaws revisions: Jack Mounts reported that the current version has significant issues regarding elections, the meeting of the 80/20 policy, violations and delinquency handling, and duties of the Board officers. Proposed changes have been prepared and we are now waiting to see if HB-516 makes necessary any more changes.

c: Proposal for installation of heaters in the Community Center dressing rooms: Robert B Payne Inc. has presented a proposal for the installation of heaters. The proposal was tabled while the Board awaits further information.

IX: New Business:

a: Status of Gladstone and Smithfield Gates: The Board discussed the necessity to replace the current gate control boxes at the Gladstone and Smithfield Gates. After this discussion, a motion was made by Jake Bernard, seconded by Don Horan, to approve estimate #1181, dated 23 July 2008, from ESV, Inc, in the amount of $20,598 for the installation of new gate boxes at Gladstone and Smithfield Gates and to fund this cost from replacement reserve funds. Approved 7-0.

b: Proposal – 5 Year Sprinkler Inspection: The Board discussed the proposal from East Coast Fire Protection, Inc. After discussion, a motion was made by Don Horan, seconded by Jake Bernard, to accept the 28 May 2008 proposal from East Coast Fire Protection Inc. in the amount of $1,520 to perform the inspection as detailed in the proposal. Approved 7-0.

X: Open Forum: The following items were brought up during the open forum:

a: The Board was asked about the Middlebrook entrance gates.

b: Dan Owens thanked the Board for holding an open forum at the start of the meeting.

c: Setback of fences from property lines was raised again.

d: The Board was asked if individual homes need a five year fire inspection.

XI: At 9:10PM, a motion to adjourn the meeting was made by Harriet Schrader, seconded by Jack Mounts. Approved 7-0.

THOMAS J. WHALEN

Recorder

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

I: The meeting was called to order at 7:00pm by the Board President; Toni Brown.

II: Open Forum regarding Maintenance of Common Areas: Toni Brown started this portion of the meeting by discussing the goals for the evening.

a: Cindy Horan, Property & Grounds Committee Chair, made clear several points regarding the maintenance of the common areas of the community:

1/ Storm Water Management Ponds: The committee will meet with Stafford County as soon as possible to ensure that we are dealing with the ponds properly.

2/ All of the common grounds in the community are still under bond. Pulte is working with Stafford County to handle erosion and other issues. Falls Run sent Pulte a proposal to deal with the soil improvement last year which projected a cost of $160, 000 for all work. Pulte rejected that proposal.

b: Dee Roppo spoke on behalf of a group of residents and made the following points:

1/ Residents feel that the common grounds used to be better maintained than they are at the present time.

2/ The schedule of seeding, fertilizer, lime and other similar work is very broad.

4/ Blades were not sharp on mowers being used to cut grass. The grass was being torn and not cut off.

5/ Regarding the “no mow” areas along Ripplemead. Has there been cost compensation to Falls Run or a contract amendment?

6/ Why is there so much crabgrass and why has the netting put down not been taken up in the areas where Pulte did erosion work last year?

7/ The group would like to see the Board appoint/sanction a Special Interest Group to inspect Shenandoah’s work. Toni Brown stated that the Board would take that request under advisement.

2/ Many of the common grounds problems are caused by the lack of irrigation of the common grounds. Last year’s prolonged drought conditions also hurt all areas appearance.

3/ Pulte and Shenandoah seeded all of the common grounds in 2006and 2007. Much of that seed died which caused mainly by lack of irrigation and the prolonged drought last year.

4/ When Shenandoah took over maintenance of the common areas, they said they would need three years to make a significant difference. They have had only one year so far.

5/ More seeding will be done in the fall of this year and the common grounds should look much different in the Spring of 2009.

7/ Robert Ashley is Shenandoah’s point of contact for Falls Run and he deals directly with our Property Manager, Sylva Southwell. Residents were asked to follow that chain when dealing with Shenandoah.

d: Toni Brown opened the meeting to residents for their comments regarding this issue:

2/ Clarification was requested on the $160,000 proposal made to Pulte. It was explained that this was a proposal for a one-time “quick” fix of identified problems existing at that time.

3/ Possible cost savings from the “no mow” area increases. Toni Brown explained the Board position on this issue and indicated that evaluation of the issue was on-going.

5/ Concerns were expressed about Pond 4. In particular, the appearance of the area was contrasted with a Storm Water Management Pond located on Lichfield Drive which is not maintained by the same company.

6/ The possibility of an increased fire risk in the common areas from the “no mow” increases were mentioned.

7/ A number of residents concluded this portion of the meeting by expressing their thanks to Shenandoah for their hard work and giving Robert and Gordon Ashley a standing ovation.

a: Our insurance reimbursement for the Koger claim has been received. The $98,431 has been deposited into the bank.

c: A Joint Meeting with the Villas Board was held on 11 August 2008 in order to hear our attorney, Ed O’Connell, brief the two boards on the requirements of HB-516.

IV: A motion was made by Don Webb, seconded by Don Horan, to approve the minutes of the 23 July 2008 meeting as written. Approved 7-0.

a: Discovery of natural spring: A natural spring has been discovered near the tennis courts. Photos of the area as dug up have been provided to Stafford County who will deal with Pulte about the condition of the spring and surrounding areas.

b: The installation of the streetlight at the Smithfield Gate entrance should be completed in the near future.

c: The $550 late payment owed by Armstrong should be included in the August financials.

a: The Koger claim reimbursement of $98,431 has been deposited in our Money Market Operating Fund.

b: Two new accounts have been opened with Smith, Barney here in Fredericksburg. One is for our Operating Fund, the second for our Reserve Funds.

c: The 30 June 2008 Financial Reports were received and look good. Through 30 June, we have underspent our projections by $28,000.

d: FRCA can still collect the transfer fees on the sale of houses in the community since they are included in the disclosure statements provided to buyer and seller.

e: Don Horan will meet with the Finance Committee to review procedures for accounting for money taken from the Replacement Reserve.

c: Property & Grounds: There will be a committee meeting at 1:00pm, Thursday, 14 August.

d: Modifications: The committee has received a request to amend our guidelines regarding rear yard fences in order to allow fences to go to within 5 feet of the property line. The committee notes that Stafford County codes will need to be researched due to some requirements for setbacks to permit free, natural drainage in rear areas. The board decided that no further action would be taken at this time.

e: Election/Communications: The election process started with a mailing to all Villa/FRCA homeowners on 4 August. To date, three nominations have been received.

a: Proposal re painting signs and Middlebrook pillars: The board has evaluated one proposal received for this work. Discussion of various points including height of protective bases for signposts, 12 inches, and color/quality of paint; and funding for this proposal [priority funding list, $3,000 and 2008 budget, $3,000] ensued. After discussion, Don Horan made a motion, seconded by Chuck Strub, to accept Old Time Construction’s 21 July 2008 proposal in the amount of $5,670 for this work. Approved 7-0.

c: Proposal for installation of heaters in the Community Center dressing rooms: Robert B Payne Inc. has presented a proposal for the installation of heaters. During discussion, it was noted that this proposal did not cover any necessary electrical work not did it address possible relocation of thermostats in the dressing rooms. The proposal was tabled while the Board awaits further information.

a: Status of Gladstone and Smithfield Gates: The Board discussed the necessity to replace the current gate control boxes at the Gladstone and Smithfield Gates due to sharply rising costs being incurred to keep the gates operational. It was noted that the control boxes are no longer manufactured and repair costs have increased significantly due to lack of qualified personnel. After this discussion, a motion was made by Jake Bernard, seconded by Don Horan, to approve estimate #1181, dated 23 July 2008, from ESV, Inc, in the amount of $20,598 for the installation of new gate boxes at Gladstone and Smithfield Gates and to fund this cost from replacement reserve funds. Approved 7-0.

b: Proposal – 5 Year Sprinkler Inspection: The Board discussed the proposal from East Coast Fire Protection, Inc. to satisfy the NFPA 25 requirement for a full inspection of the Community Center sprinkler system every five years. This requirement is incorporated in State of Virginia statutes. After discussion, a motion was made by Don Horan, seconded by Jake Bernard, to accept the 28 May 2008 proposal from East Coast Fire Protection Inc. in the amount of $1,520 to perform the inspection as detailed in the proposal. Approved 7-0.

a: The Board was asked if any additional issues had surfaced regarding the Middlebrook entrance gates.

b: Dan Owens thanked the Board for holding an open forum at the start of the meeting and felt that this should be done at all meetings.

d: The Board was asked if individual homes need a five year fire inspection. The Board noted that NFPA 25 applies to commercial type structures and suggested that homeowners contact their insurance company for information.

XI: At 9:10PM, a motion to adjourn the meeting was made by Harriet Schrader, seconded by Jack Mounts. Approved 7-0.