Minutes

Meeting of the FRCA Board of Directors

26 November 2008

Time: 9:30am

Members Present: Don Horan, Bill Barnes, Tom Whalen, Jake Bernard, Jack Mounts, Harriet Schrader

Members Absent: Dan Owens [joined the Board via teleconference for the executive session only]

Others Present: Susan Manch, AMS; Debbie Sutton, Property Manager

I: The meeting was called to order at 9:30am by Jake Bernard, Acting President.

II: The Board adjourned to executive session at 9:31 am for the purpose of electing officers of the Board. The Board was joined in the executive session by Dan Owens via teleconference.

 

Ill: The Board reconvened in open session at 9:50am and recessed for ten minutes. The meeting was called to order at 10:00am by the President, Don Horan.

 

IV: Introduction of officers:

a: The Board announced that the following officers of the Board of Directors had been elected during the executive session:

1/ President: Don Horan

2/ Vice President: Dan Owens

3/ Treasurer: Bill Barnes

4/ Secretary: Tom Whalen

 

b: The Board also announced the following Board of Directors Committee Liaisons were appointed during the executive session:

1/ Covenants Committee: Jake Bernard

2/ Community Center Committee: Dan Owens

3/ Property & Grounds Committee: Tom Whalen

4/ Modifications Committee: Don Horan

5/ Communications/Elections Committees: Jack Mounts

61 Finance Committee: Bill Bames

7/ Liaison to Villas Board: Harriet Schrader

 

V: Open Forum: No comments.

VI: Announcements: The following announcements were made:

a: The FRCA monthly assessment will change to $152 per month effective 1 January 2009.

b: The Board of Directors will only meet once during December 2008. The 24 December 2008 scheduled meeting of the Board has been cancelled.

 

VII: Approve minutes of 12 November 2008: Tom Whalen made a motion, seconded by Harriet Schrader, to approve the minutes of the 12 November 2008 meeting as written. Approved 6-0.

 

VIII: Management Report: Debbie Sutton reported among other items that:

a: Status of census form responses: She is working on the second letter to non-responding residents and should have it ready to go out in early December.

b: Gladstone street light installation: The new light at the gate should be installed around 25 December 2008.

c: Status of Lot 9 easement: This issue in on-going and has not been resolved. Pulte/Del Webb attorneys are handling all actions.

d: Conference room heating: When Columbia Gas installed a new gas meter on the line supplying gas to the conference room heater, they forgot to turn the gas back on. We have had this done by one of our contractors.

e: Lighting over billiard room card tables: We have received a proposal for increased lighting over the card tables in the billiard room.

f: Financial reports on Connect: Don Horan noted that not all of the financial reports on Connect which the Board wished available to all residents can be downloaded. Debbie stated that AMS is aware of the problem and working to resolve it.

 

IX: Treasurer's Report: Don Horan reported that he had reviewed the October 2008 Financial Statements and that FRCA appeared to be in good shape. He is looking into Replacement Reserve movements to ensure that postings of activity were correct.

 

X: Committee Reports:

a: Covenants: No report.

b: Community Center: The Statement of Work for both the outdoor and indoor pool contracts has been sent to the Property Manager.

c: Property & Grounds: The 87 new shade trees have been installed by the contractor. Also, the juniper bed has been completed and looks good.

d: Modifications: No report.

e: Election/Communications: No report.

f: Finance: The Committee Chair, Jean Strub, has resigned effective 31 December 2008.

g: Villa Liaison: No report.

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XI: Old Business:

 

a: Attorney review of By-Laws: The reviewed By-Laws have not been received from our attorney to date.

 

XII: New Business:

 

a: Temporary Admin help for Property Manager:

 

1/ Susan Manch requested that the Board approve the hiring of temporary help for the Property Manager. It was anticipated that the known workload would be about 15 days of work; to be done one day a week, and cost about $2,000. Discussion by the Board ensued.

2/ Tom Whalen made a motion, seconded by Harriet Schrader, to authorize the expenditure of up to $2,000 for temporary administrative assistance for the Property Manager. After some additional discussion, the motion was Approved 5-1, Bill Barnes opposed.

 

XIII: Open Forum: The following items were discussed during the open forum;

 

a: Temporary help for the Property Manager.

b: A resident stated that he felt the management company should be responsible for the correction of the problems in the Property Manager's office.

c: Update on financial position: October ended with a surplus for the month of about $17,500 and a year to date position of about $12,000 deficit. The 2008 Budget planned for a $75,000 deficit for the year.

d: The impact upon the community of the changes by residents from Cox Communications to Verizon for their cable TV.

e: Waterfall landscaping.

 

XIV: Motion to adjourn: Jack Mounts made a motion, seconded by Tom Whalen, to adjourn the meeting. Approved 6-0. The meeting adjourned at 11:08am.

 

THOMAS J. WHALEN Secretary