Minutes

Meeting of the FRCA Board of Directors

14 January 2009

Members Present: Don Horan, Dan Owens, Bill Bames, Tom Whalen, Jake Bernard, Jack Mounts, Harriet Schrader.

Members Absent: None

Others Present: Ann Jones, Activity Director; Debbie Sutton, Property Manager. I: The meeting was called to order at 7:00pm by the President, Don Horan. n: Open Forum:

a: Changes to Sunday hours of operation of the Community Center: Eight residents spoke on this topic. Four expressed support for the proposal. Four disagreed with the proposal.

b: Other topics discussed during the open forum were Community Center usage in general, use by the singles group and their potential conflict with scheduled hours of operation, and security concerns.

Ill: Announcements:

a: There will be a meeting of the Board and all Committee Chairs on 26 January at 10;00am. The meeting is open to all residents.

b: Chuck Heath, Modifications Committee Chairman, is resigning that position effective 1 February 2009. The Board is looking for a replacement.

IV: A motion was made by Dan Owens, seconded by Harriet Schrader to waive the reading and approve the Minutes of the 10 December 2008 Meeting of the Board of Directors. Approved 7-0.

V: Management Report: The Property Manager, Debbie Sutton made the following report to the Board:

a: Status of Contracts; new, in progress, those requiring immediate action

1/Pool Contract meeting took place with Douglas Aquatics 12/4/08.

2/The Plant Service Expires 3/31/09. This contract will be discussed at the Community Center Committee Meeting on January 16, 2009.

b: Status of Lot 9 Easement:

c: Gladstone Street Light Installation: As of Tuesday, January 13^th the fixture still had not arrived from the manufacturer.

d: Census Form: As of January 12, 2009, there are 23 single family homes and 13 Villa's who are not in compliance.

e: TV Audio Transmitters in Fitness Center:

f: Pond Maintenance

g: Administrative: Temporary Administrative person worked onl2/4/08, 12/8/08, 12/15/08 (sick), 12/22/08, 12/29/08, 1/5/09, 1/12/09.

VI: Activity Director's Report: Ann Jones reported that:

a: The present tentative list of 2009 activities includes 27 trips and 21 social events. The list will be posted on the Falls Run website in the near future.

b: Community Center hours on Sunday should be changed due to limited usage during some periods.

c: Panic alarm response by on-duty personnel needs to be reviewed and new personnel need to be trained in proper response to these alarms.

VII: Treasurer's Report: Bill Bames reported that:

a: AMS had corrected those items questioned from the October financial reports on the November reports.

b: The Falls Run Community Association presently has 28 residents delinquent 30 days in their assessments; 16 of those are behind 60 days and 12 of those behind by 90 days.

c: Smith, Barney mistakenly sold us a $50,000 Certificate of Deposit with a 9 month due date instead of the 90 day CD we had requested.

d: Bill Barnes made the following motions related to financial asset management:

1/I move that the Falls Run Community Association withdraw asset management from Smith Barney, Washington DC, and establish asset management with Merrill Lynch, Fredericksburg VA. This would be effective January 15, 2009 and will take approximately 1 to 2 weeks to complete the transition to Merrill Lynch. Seconded by Tom Whalen. A discussion of the reasons for the transfer ensued. After discussion, the motion was approved 7-0.

2/ I move to withdraw $50,000 from the Merrill Lynch Money Market operating account, once established, and purchase a 90 day Certificate of Deposit at best market rates. Seconded by Don Horan. Approved 7-0.

VIII: Committee Reports:

a: Villas Liaison: Harriet Schrader reported that there are 6 liens on property in place in the Villas, three of them only recently established.

b: Covenants: No report.

c: Community Center: Jo Schmidt reported that the Committee has commented upon the proposed pool contracts and that their next meeting is 16 January.

d: Property & Grounds: No report.

e: Modifications: No report.

f: Elections: No report.

g: Communications: The Committee will present recommendations regarding the Armstrong Alert System at the next Board meeting.

h: Finance: Casey Naatjes thanked the previous chair, Jean Strub, for all other help in making a smooth transition possible.

. i: Committee on policy for annual transition to new board: No report. DC: Old Business:

a: Revised Covenant and Enforcement Policy: After limited discussion, it was decided to send the revised policy statement to the Board's attorney for legal review prior to formal adoption by the Board.

b: Community Center weekend hours: The Board thanked all residents who had responded to our request for inputs on this subject. Considerable discussion of the proposal to reduce the Community Center open hours on Sundays ensued. After discussion, no motions were made and no decision reached on the proposal.

c: Proposal for increased lighting in billiards room and securing light fixture: Harriet Schrader made a motion, seconded by Jack Mounts, to accept ESV Inc.'s proposal to secure the light fixture over the billiard table in the amount of $250 plus necessary parts. Approved 7-0.

d: Board and Committee Chairs meeting: This meeting will take place on Monday, 26 January 2009 at 10:00am. All residents are welcome to attend. Jack Mounts is preparing the agenda and expects the meeting to focus upon briefings by committees to the board of problems they foresee and other issues.

e: Attorney review of proposed changes to By-Laws: The revised proposed changes to the By-Laws will be sent to our attorney for review prior to being formally approved by the Board.

X: New Business:

a: Transfer investments from Smith Barney to Merrill Lynch: Covered during the Treasurer's Report.

b: Policy on Age Verification: Don Horan briefed everyone about the requirements of Federal Law [80% of residents 55 or over] and our Covenants which say all residences must have at least one resident age 55 or over. He also covered the exceptions to that rule. The proposed policy letter will be sent to our lawyer for review before final approval by the Board.

c: Community Center access and ID Cards: The Board discussed the basis for the ID requirement. The Board noted that the previous system could be used again to meet requirements. No decision was reached by the Board.

d: Fitness Room TV Audio System: The Board discussed the system needed and reached no decisions.

XI: Open Forum: The following topics were raised during the open forum:

a: Stafford County release of bonds for the Storm Water Management ponds.

b: Use of the Community Center custodian to clean the ponds on an "as needed" basis.

c: Owners/renters not providing required notifications to the Property Manager.

d: Finance Committee review of our insurance coverage.

e: Alternatives to live plants in the indoor pool.

f: A suggestion that the community should inform the Property Manager when they notice new residents.

g: Commendations for the traffic light at the comer of Plantation Drive and Gladstone Drive.

h: A suggestion that energy saving light bulbs should be used in the Community Center. i: A suggestion that residents use only the approved trash bins especially when high winds are forecast.

XII: A motion to adjourn was made by Dan Owens, seconded by Jack Mounts, at 9:00pm. Approved 7-0.

THOMAS J. WHALEN

Secretary

FALLS RUN COMMUNITY ASSOCIATION, INC.

Minutes of Board of Directors meeting of 14 January 2009

 

__________________/s/__________________________________

by: Donald M. Horan, President