Meeting Minutes:

 

Minutes
Joint Meeting of the Falls Run Community Association & Villas Boards of Directors
 
Date:  25 August 2008
 
Time:  1:00 PM
 
FRCA Members Present:  Toni Brown, Jake Bernard, Jack Mounts, Don Webb
 
Villas Members Present:  Sherri Burke, Joan Bitely, Nancy Garner, Paul Niemi,
 
Members Absent:  Harriet Schrader, Don Horan, Chuck Strub, Carlos Sutton
 
Others Present: Susan Manch, Armstrong Management; Jeffery Hunter, Jeffrey Charles Associates; Sylva Southwell, Falls Run Property Manager
 
I:  The meeting was called to order at 1:00pm by Toni Brown.
 
II:  After a brief opening statement by Toni Brown, the meeting was turned over to Jack Mounts who began by emphasizing the following points:
 
            a:  He wants to encourage the exchange of required information between the FRCA and the Villas in order to avoid unnecessary duplication of effort.
            b:  HOPA [Housing for Older Persons Act] levies the same requirements on both boards and both management companies.  In order to fulfill those requirements, both boards need similar or identical information.
 
III:  Exchange of information between Armstrong Management [AMS] and Jeffrey Charles Associates [JCA]:
 
            a:  JCA maintains a separate file on each of the villas.  These are maintained by address, not by owner or tenant,  so that a complete history of each villa is available.  JCA is not sure that all of the earlier information has been included [2005-2006] but currently maintains each file up to date.
            b:  AMS maintains computer files on each owner.  These are available in Armstrong Connect.
            c:  AMS would prepare CDs with this data as part of a transition to a new management company if required.
            d:  AMS does not remove deceased owners from the Armstrong Connect database until they receive a death certificate.
           
 IV:  Ensuring we have age qualified residents [including tenants]:
 
            a:  FRCA intends to send a letter to all home and villa owners regarding age data requirements.  It is possible that this letter might be sent to only those owners where FRCA is missing age data.  This will be discussed again at the FRCA Board meeting on 27 August.
            b:  Real estate and settlement companies will also get a letter reminding them of the requirement to provide this information at the time of sale/lease of a property.
            c:  Sylva maintains this data here at the Community Center and is presently developing a flow chart for all resales to track information receipt.
 
V:  Coordination of efforts between AMS and JCA to obtain resident information and maintain FRCA/Villa files:
 
            a:  AMS/JCA coordination is important.  The decision was made that the following would be exchanged between JCA/AMS, (i.e., Sylva and Liz) via email and scanning: resale inspection requests, HUD statements, any lease information, age data information,  and modification applications.  
 
             b:  FRCA does maintain information on leasing of homes or villas.  They rely upon owner’s cooperation to obtain needed resident information.
            c:  JCA believes that resale coordination is a very important issue.  AMS and JCA will contact each other when they receive resale information to ensure both are informed.
            d:  It was decided that no Villa specific information would be maintained in AMS Connect. 
            e:  Some information might be found in both AMS and JCA files if needed by both companies. Examples included modifications, settlements, age and emergency data.
            f:  Sylva will forward all villa modifications received from the Modifications committee to JCA for their information.
 
VI:  The meeting was adjourned at 2:00pm.
 
 
 
THOMAS J WHALEN
Recorder

Meeting Notes: