Minutes
Meeting of the FRCA Board of Directors December 10, 2008
Present: Don Horan, Dan Owens, Bill Barnes, Tom Whalen, Harriet Schrader, Jack Mounts, Jake Bernard
Absent: None Others present: Debbie Sutton, Property Manager
I. The meeting was called to order at 7:00pm by the President, Don Horan.
II. The following topics were discussed during the initial Open Forum:
a: Lighting over the card tables in the billiard room.
III. Announcements:
a. The Board Meeting scheduled for 24 December 2008 has been canceled. The next Meeting of the Board of Directors will be at 7:00pm on 14 January 2009.
b. Effective 1 January 2009, the monthly assessment will be $152.00.
IV: Bill Barnes made a motion, seconded by Harriet Schrader, to waive the reading and approve the Minutes of the 26 November 2008 meeting as written.
V: Management Report: Debbie Sutton reported that:
a: Status of contracts:
1/ The snow removal contract has been signed and returned by Goodfellows.
2/ A pool contract meeting with Douglas Aquatics took place on 4 Dec. 3/ The current contract with Robert B Payne for repair work seems to provide only basic coverage. This should be changed when the contract is up for renewal.
b. Status of Lot 9 Easement: As of 20 November attorneys for Pulte/Del Webb were handling this issue.
c. Gladstone Gate Street Light Installation: The light is on order and completion of installation is targeted toward the end of December.
d. Census Forms: The second letter is ready for distribution as needed. We are currently researching the files to ensure that the 175 residents listed as non-compliant have not submitted the required age verification prior to sending out the second set of letters. They should go out by 15 December.
e. TV Audio Transmitters in Fitness Center: A contractor was able to restore three of the transmitters to limited function for a short time. They will provide proposals to
replace the 2 bad transmitters and to update the equipment. f. The lock on the electric box at the waterfall has been installed.
g. Letters have been sent requesting reimbursement for the gas hookup from Columbia Gas and for damaged mailboxes from Stafford County Utilities and Shenandoah Landscaping.
h. A contractor will submit proposals for the cleaning of the Storm Water Management ponds and intake pipes.
VI: Activity Directors Report: Ann Jones sent Don Horan the following items:
a. The Holiday Party held on 9 December at the Riverside was a success with about 175 residents attending.
b. Change in Community Center hours: See New Business VII: Treasurer's Report: Bill Barnes reported that;
a. The October Financial statements have been analyzed and comments sent to Armstrong Management.
b. Jean Strub's resignation as the Chair of the Finance Committee is effective 31 December. The new Chair of the Committee will be Casey Naatjes.
c. Our current assessment delinquency status. We have 28 residents who are 30 days overdue, 16 60 days overdue, and 6 who are 90 days overdue. Action is being taken in accordance with our current procedures to deal with this problem.
d. The Finance Committee is shorthanded and need volunteers. In particular, someone with a working knowledge of insurance would be very helpful.
VIII: Committee Reports:
a. Covenants: No report.
b. Community Center: No report.
c. Property & Grounds: No report.
d. Modifications: No report.
e. Elections: No report.
f. Communications: No report.
g. Finance: No report.
h. Villa Liaison: Harriet Schrader reported that the Villa Association had held their organizational meeting and elected officers for 2009. They are:
1/ President - Sherri Burke 2/ Vice President - Carlos Button 31 Treasurer - Nancy Garner 4/ Secretary - Emery Dilda IX: Old Business:
a: Board organizational items: The Board discussed the status of items relative to the transition to the new Board:
1/ The Board felt that the Monthly Director's Packets should contain only the Property Manager's monthly report and the financial statements.
21 A meeting of the Board and all Committee Chairs will be held as soon as possible. Jack Mounts wilt chair this meeting and will prepare an agenda in advance with input from the Board and Committee Chairs.
31 Don Horan will write the next Director's Corner for the Falls Run Gazette. Bill Barnes will write a flyer to be distributed with the next Gazette. The Board will rotate these assignments for the future.
41 Don Horan requested that all Board members go thru him when making requests of either the Property Manager or Activity Director.
b. Creation of Enforcement Policy: Marvin Wagner gave a brief explanation of the reasons for
having a specific policy regarding enforcement of the requirements contained in the C, C&Rs and By-Laws. He and Jack Mounts stressed that it was a formal ization of the process to be used. Tom Whalen noted a lack of consistency when the policy refers to Virginia law and asked that specific references be added. Additional discussion ensued and several additional minor modifications were requested including insertion of an effective date of 10 December 2008. Jack Mounts made a motion, seconded by Dan Owens, to approve FRCA Policy Resolution 01-08 "Falls Run Community Association Covenant and Enforcement Policy" as modified during discussion. The motionwas approved 6-1, Tom Whalen opposed.
c. Attorney review of By-Laws changes: Jack Mounts noted that the July version of proposed changes had been sent to our attorney for review instead of the 13 August 2008 final version. He volunteered to incorporate any changes necessary and send them to the Board for review. It was also noted that minor changes had been made by our attorney. The Board deferred consideration of the By-Law changes until our next meeting.
d. Ice formation on the waterfall: Bill Barnes stated that ice can form during colder weather at the bottom of the waterfall at the Middlebrook entrance. It is only a problem if there is an extended freeze.
X: New Business:
a. Policy for annual transition to new Board: The Board discussed the need to develop a standard methodology for the transition after BOD elections. Jake Bernard volunteered to lead the effort in conjunction with the Elections Committee, Tom Whalen and Jack Mounts.
b. Proposal for increased lighting over billiard room card tables: The Board noted that the bulb wattage in the present lights had been increased today and decided to table consideration of this proposal pending review of the effect of the light bulb replacement.
c. Making monthly bank statements available to residents via Armstrong Connect: The Board determined that bank balance information was available to residents as part of the present financial information on Connect. Therefore, the actual bank statements would not be made available.
d. Ann Jones requests the Board consider a change in the operating hours of the Community Center for the months of January thru April 2009. She requests that Sunday hours be changed to 10am - 5pm rather than the current 7am - 7pm. The Board deferred action on this proposal until a later date.
XI: Open Forum: The following items were raised during this open forum:
a. Concrete repairs throughout the community: Debbie Sutton indicated that she had received one proposal and is currently waiting for another.
b. Community Center access and ID cards
c. Underage residents and visitors in the community.
d. Several persons commented upon the fitness room TV audio system problems.
e. Community Center hours and use on Sunday mornings was commented upon by several residents.
f. Tennis court lights were noticed being on at odd hours.
g. The Modifications Committee has noted about 12 homes with identifiable violations of our Design Guidelines. There was a vigorous discussion of remedies and possible consequences.
XII: Harriet Schrader made a motion, seconded by Jack Mounts, to adjourn. Approved 7-0. The Board adjourned at 8:40pm.
THOMAS J. WHALEN Secretary
FALLS RUN COMMUNITY ASSOCIATION, INC.
Minutes of the Board of Directors meeting of 10 December 2008
________________________/s/__________________________
By: Donald M. Horan, President
I attest that the foregoing minutes were accepted and approved by the Board of Directors at a duly called meeting of the Board of Directors on 14 January 2009.
______________________/s/___________________________
By: Thomas J. Whalen, Secretary