Minutes

Meeting of the FRCA Board of Directors

11 March 2009

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

Members Absent:  Bill Barnes, Dan Owens [attended part of meeting via teleconference]

Others Present:  Debbie Sutton, Property Manager.

I:  The meeting was called to order in Conference Room 1 of the Community Center at 7:00pm by the Board President, Don Horan.

II:  Open Forum:  The following topics were discussed during the open forum:

                a:  New chairs proposed for the billiard room card tables.

                b:  Resident’s letter concerning snow shoveling and storm water drains.

                c:  Delinquent assessments.

                d:  Shenandoah Landscaping performance.

III:  Announcements:  Developments in the on-going Koger Management case were reported including the cancellation of Koger’s insurance policy.

IV:  Minutes of the 25 February meeting:  Jack Mounts made a motion, seconded by Harriet Schrader, to waive the reading and approve the minutes of the 25 February 2009 meeting of the Board of Directors as written.  The motion was APPROVED 5-0.

V:  Management Report:  Debbie Sutton reported on the following topics:

                a:  Status of contracts in progress or review.

                b:  Various minor electrical work had been completed on 10 March.

                c:  Status of Lot 9 easement.

                d:  FRCA resale disclosure package review.

VI:  Treasurer’s Report:  Casey Naatjes reported on the proposed purchase of new chairs for the card tables in the Billiard Room.  A sample chair was available to be inspected.

VII:  Committee Reports:

                a:  Villas Liaison:  No report.

                b:  Covenants:  There will be a meeting of the committee at 9:30am, 17 March.

                c:  Community Center:  Nothing new to report. 

                d:  Property & Grounds:  There will be a meeting of the committee at 1:00pm, 12 March.

                e:  Modifications:  5 applications were approved at the last meeting.

                f:  Elections:  No report.

                g:  Communications:  The Directory sub-committee is working on the new directory.

                h:  Finance:  See VI above.

                i:  Ad-Hoc Committee on policy for annual transition to new BOD:  Preliminary draft will be distributed to the Board prior to the next meeting.

                j:  Ad-Hoc Waterfall Committee:  They are working on landscaping proposals. 

VIII:  Old Business:

                a:  Board & Committee Chairs meeting of 26 January:  Briefed status of all identified items.

IX:  New Business:

                a:  April Board and Committee Chairs Meeting:  This meeting will follow the format used for the January meeting.  Tom Whalen has volunteered to lead the meeting and will develop the agenda.  All suggestions for agenda items are welcomed.

                b:  Revision of Application for Changes and Improvements:  The Modifications Committee requested approval of minor changes to the present application.  Tom Whalen made a motion, seconded by Harriet Schrader, to approve the requested changes and to authorize the use of the modified form.  The motion was APPROVED 6-0, Dan Owens participated via teleconference.

                c:  Maintenance of homeowner’s retaining walls:  With the exception of the poured concrete retaining wall paralleling and between Birchleaf and Calloway Drives, maintenance of the poured concrete retaining walls and their wrought iron railings located on a homeowner's property or separating homeowners' properties is homeowners' responsibility.  Standards for appearance and maintenance are not included in the Design Guidelines.  The Board indicated that the Modification Committee could prepare suggested standards for consideration."

                d:  Numbering Systems for FRCA policies and procedures:  Jack Mounts presented a draft policy for consideration by the Board.  Discussion ensued and a number of changes proposed.  The revised draft will be considered at the next meeting.

                e:  Administrative Resolution 06-01 – Procedures for Verifying Occupancy by Persons 55 and Older:  Deferred until completion of update/rewrite by Don Horan.

                f:  New chairs for card tables in the billiards and puzzle rooms:  The Community Center Committee briefed the Board on the process used to select the recommended chairs for purchase.  The Board deferred consideration of the request until after review by the Finance Committee.

                g:  Purchase of TV audio transmitters for exercise room:  The Board discussed the history of this item and the present needs.  Consideration of this request was deferred until after review by the Finance Committee.

                h:  Maintenance of railings atop FRCA retaining walls:  The Board deferred consideration of this topic.

                i:  Temporary administrative help in the Property Manager’s office:  After a discussion of the requirement for additional temporary help; Jack Mounts made a motion, seconded by Harriet Schrader, to authorize additional temporary administrative help for the Property Manager at a cost not to exceed $1,000.

The motion was APPROVED 6-0, Dan Owens participated via teleconference.

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

                a:  Several lights around the outdoor pool are inoperative.

                b:  The Board could form an Ad-Hoc Committee to work on the numbering system for FRCA policy and procedure documents.

                c:  What are the risks of refusal of sales?

                d:  Is there a threshold of spending before the community is involved in the decision?

                e:  Increased community involvement.

XI:  Adjournment:  At 9:25pm, a motion to adjourn was made by Jake Bernard, seconded by Harriet Schrader, and APPROVED  5-0.

THOMAS J. WHALEN

Secretary

FALLS RUN COMMUNITY ASSOCIATION, INC

Minutes of Board of Directors meeting of 11 March 2009

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 25 March 2009.

By:  Thomas J. Whalen, Secretary