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:  10 September 2008

Time:  7:00PM

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

Chuck Strub

Members Absent:  Don Webb

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:  There was an extensive discussion of the lack of lighting at the Gladstone entrance and roadway and the need for additional lighting.  Several residents desired additional or brighter existing lights at the entrance.  It was noted that the Knox box is not easily visible at night.

III:  Announcements:

                a:  The “no mow” areas were eliminated by the Board at the 27 August 2008 meeting.

                b:  The Board approved the implementation of the Master Plan, Phase I, Package A [planting trees - $25,145] and Package C [replace a juniper bed with shrubs to correct erosion - $3,078]

                c:  The Board will hold a special budget review/approval meeting 29 September 2008 at 10:00AM.  This is an open meeting and all residents are welcome to attend.

IV:  Approve minutes of 27 August 2008 meeting:  Jack Mounts made a motion, seconded by Harriet Schrader, to approve the minutes of the 27 August 2008 meeting as written.  Approved 6-0.

V:  Management Report:  Sylva Southwell reported that:

                a:  The painting of the iron fencing throughout the community was turned over to the Contract Team at Armstrong Management for development of the RFP.

                b:  The missing check for the FedEx Claim has been received.

                c:  Sprinkler damage insurance check:  Nationwide Insurance should pay the balance of @$4,000 soon.

                d:  Copying association files and documents to CDs:  The material to be copied was delivered to the contractor yesterday.

                e:  Ownership question – road from Plantation Drive to the Gladstone entrance:  There is no new information.

                f:  Planned census:  AMS Fairfax office is mailing the census forms to all owners whose information is not on file.  This mailing will take place on 16 September with replies due by 30 September.

                g:  The new indoor pool/spa heater has been installed.  During installation, the gas line was cut by the vendor.  Columbia Gas will turn everything back on tomorrow, 11 September.

                h:  The locker room heaters have been installed.

                i:  Painting of sign posts throughout the community is in progress.

                j:  Sidewalk expansion joint repair:  We need to do a community-wide survey and determine the total requirement.  We can then go the SOW/RFP route.

                k:  We are expecting to receive some bids on the snowplow contract for this winter.

                l:  We are purchasing new national, state and county flags and will dispose of the old ones in an appropriate manner.

VI:  Treasurer’s Report:  Don Horan reported that he has worked with Smith, Barney and purchased the following CDs as previously authorized:

                a:  Capitol One Bank:  $95,000 for 5 years at 5% - Replacement Reserve funds.

                b:  Discover Bank:  $95,000 for 5 years at 5% - Replacement Reserve funds.

                c:  Washington Mutual of Nevada:  $94,700 maturing 28 November 2008 at 2.6% - Operating funds.

VII:  Committee reports:

                a:  Covenants:  No report.

                b:  Community Center:  No report.

                c:  Property & Grounds:  Cindy Horan reported that:

                                1/  Pulte is presently working in section 4 to correct deficiencies.

                                2/  Shenandoah Landscaping will aerate the common grounds, seed and so forth in the coming weeks.

                                3/  Pulte will cut the grass growing in Ponds 3, 4 and 4A.

                                4/  Stafford County has indicated that all bonds may be released by the end of the year.

                d:  Modifications:  Robbin Sentell has resigned at Chair of the Committee and has been replaced by Chuck Heath in that position.

                e:  Elections:  There are a total of five candidates for the three positions on the Board being filled this year.  They are:  Bill Barnes, Dan Owens, Chuck Strub, Don Webb and Tom Whalen.

                f:  Communications:  Jack Mounts reported that:

                                1/  The Welcome sub-committee has been well received.

                                2/  There still exists a need for timely information on new owners/renters throughout the community.

                                3/  Bill Arnst will head the Directory sub-committee and is trying to have a new directory published by next spring.

                g:  Finance:  No report.

                h:  Waterfall Ad-hoc Committee:  Dan Owens and Bill Barnes made a presentation to the Board of the three options identified by the committee and pursued with possible contractors.  They detailed the pros, cons, and projected costs of the options:

                                1/  Conversion to a planter and elimination of the waterfall and pond:

a/  Pros:  No expense to maintain the pond.  No need for chemicals to control algae.  No need to deal with soap suds issues.

                                                b/  Cons:  Major change in the appearance of the main entrance to Falls Run.

                                                c/  Annual cost:  Estimated to run between $2,500 and $4,000.

                                                d/  Initial cost:  Meadow Farms Nursery - $31,360.

                                                e/  Ten year cost:  Estimated at $56,360 to $71,360. 

                                2/  Put back into operation in the existing configuration:

a/  Pros:  Would repair leaks, add new liner and return the pond to a natural color.  Also, a skimmer box to help control algae would be added to the bottom pond.  Landscaping around the ponds would be enhanced with additional plants.

b/  Cons:  Requires fish to control algae and a high volume of water [10,000 gallons capacity] due to surface evaporation. High chemical and water costs.  Monthly maintenance and annual cleaning needed and there remains the high vandalism potential.

                                                c/  Annual cost:   Estimated to be $5,750 plus water costs.

                                                d/  Initial cost:  Virginia Water Gardens - $32,811.

                                                e/  Ten year cost:  Estimated at $91,711.

                                3/  Conversion to pondless re-circulating system:

a/  Pros:  Eliminates leaks and blue color of the lower pond.  Would provide additional filter and run with about one half the water [5,000 gallons capacity].  Would run year-round and would still be useable in another drought emergency. 

                                                b/  Cons:  Highest initial cost.

                                                c/  Annual cost:  Estimated to be $1,800.

                                                d/  Initial cost:  Virginia Water Gardens - $36,024.

                                                e/  Ten year cost:  Estimated at $54,024.

4/  Bill Barnes discussed the differences between option 3 as presented and the earlier proposal for similar modifications presented to the Board. 

5/  Recommendation:  The Waterfall Ad-hoc Committee recommends that the Board approve option 3 as described above including a maintenance contract.  The committee noted that this option would take 10-12 weeks to have operational after contract award. 

6/  The Board President thanked the committee for its’ report.  After discussion by the Board centering on options, appearance of the entrance and the presentation; Jake Bernard made a motion, seconded by Harriet Schrader, to accept the bid from Virginia Water Gardens in the amount of $36,024 for option 3 and proceed with the installation of a pondless re-circulating system.  Approved 6-0.

VIII:  Old Business: 

                a:  Resident request for ad-hoc committee to monitor Shenandoah’s work:  Toni Brown indicated that this is part of the job of the Property Manager and should remain so.  After a short discussion, Toni Brown made a motion, seconded by Chuck Strub, that the Board not form an ad-hoc committee to monitor Shenandoah Landscaping’ work.  Approved 6-0.

IX:  New Business:

                a:  Installation of street light at Gladstone entrance:  Jack Mounts noted that this issue was given a Priority 2 designation at the FRCA Priority Projects meeting and believes it should be raised to Priority 1. Chuck strub noted that this entrance is different from the other three and requires more light since it is very dark there at night.  Harriet Schrader asked if the current street light could be changed to something brighter and solve the problem.  Toni Brown asked Sylva to research available lights.  Jack Mounts made a motion, seconded by Chuck Strub, to add an additional street light at the Gladstone entrance and to accept ESV Inc proposal #1230, dated 5 September 2008, in the amount of $1,795 to do this work.  Approved 4-2, Toni Brown and Chuck Strub opposed.

X:  Open Forum:  The following topics were discussed in the open forum:

                a:  The Welcome Committee should visit all new residents, both owners and renters. 

                b:  Gladstone Gate lighting:  Can we get a professional to take a look at this and see what is required to improve safety at the gate.

                c:  Report on Ponds & Streams:  A resident noted the flow of water in some areas of the community.  The status of the Three Rivers area and the impact of the pending release of bonds on common grounds were of concern.

                d:  Ownership of Gladstone Drive.

XI:  Executive Session:  Toni Brown remarked that the Board had met in Executive Session prior to the regular meeting and that no actions were taken as a result of that meeting.

XII:  Chuck Strub made a motion, seconded by Don Horan, to adjourn.  Approved 6-0.  The Board adjourned at 8:35pm.

THOMAS J. WHALEN

Recorder