Minutes of the Meeting of the Board of Directors

Falls Run Community Association Inc.

25 March 2009

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

Members Absent:  Jack Mounts, Dan Owens [attended part of the meeting via teleconference]

Others Present:  Ann Jones, Activity Director; Debbie Sutton, Property Manager.

I:  The meeting was called to order at 10:00am in Conference Room 1 of the Community Center by Don Horan, FRCA President.

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

                a:  Expected date of Dan Owens return.

III:  Announcements:

                a:  Time changes for the two scheduled April meetings of the Board of Directors.

                b:  The Board will meet in executive session at 9:00am, 8 April, prior to the regular meeting.

IV:  Minutes of the 11 March Meeting:  A motion was made by Jake Bernard, seconded by Harriet Schrader, to waive the reading and approve the minutes of the 11 March 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 current and pending contracts.

                b:  Lot 9 easement.

                c:  Administrative items.

                d:  Repairs to Middlebrook gate kiosk after damage by unknown party.

VI:  Activity Director’s Report:  Ann Jones reported on the following topics:

                a:  Changed features in the Falls Run Gazette.

                b:  New events being offered to the residents:

                                1/  Seminar on aging on 28 April.

                                2/  Sunday Brunch on 26 April.

VII:  Treasurer’s Report:  Bill Barnes reported that:

                a:  FRCA has purchased another $50,000 Certificate of Deposit with a 90 day maturity and paying 1.84% interest with current Operating Account funds.

                b:  The Fiscal Year 2008 financial audit has started.

VIII:  Committee Reports:

                a:  Villas Liaison:  Harriet Schrader recapped the Villa Board meeting of 16 March.

                b:  Covenants:  No report.

                c:  Community Center:  No report.

                d:  Property & Grounds:  No report.

                e:  Modifications:  Shirley Sommer indicated that the spring inspection of single family homes will begin on 21 April.  Also, the committee will develop standards for poured concrete wall and railing appearance to be included in the Design Guidelines.

                f:  Elections:  No report.

                g:  Communications:  No report.

                h:  Finance:  No report.

                i:  Ad-Hoc Committee on policy for annual transition to new board:  No report.

                j:  Ad-Hoc Waterfall Committee:  Two proposals for landscaping have been received and another is expected shortly.

IX:  Old Business:

                a:  April Board & Committee Chairs meeting:  The two dates proposed are 20 April and 27 April. A decision will be made before the next meeting.  The agenda is being prepared and will be distributed in the near future.

                b:  Numbering system for FRCA policies and procedures, et al:  A motion was made by Tom Whalen, seconded by Harriet Schrader, to accept as written and implement the proposed FRCA Administrative Resolution No. 09-02 “Policy on Numbering FRCA Administrative Resolutions”.  The motion was APPROVED 6-0.

                c:  New chairs for card tables in the billiards and puzzle rooms:  A motion was made by Dan Owens, seconded by Harriet Schrader, to accept the Ethan Allen proposal to provide 20 chairs at a total cost of $6489 less possible discount.  All funds required to be taken from Replacement Reserve and any proceeds from the sale of existing chairs to be used to offset the expenditure of Replacement Reserve funds.  The motion was APPROVED 6-0.

                d:  Replacing TV audio transmitters in exercise room:  A motion was made by Jake Bernard, seconded by Harriet Schrader, to accept the Supreme Audio proposal to supply five audio transmitters for the TVs in the exercise room at a cost of $349 each less discount [$1591 total].  All funding to be taken from Replacement Reserve funds.  After discussion, the motion was APPROVED 6-0.

                e:  Proposed By-Laws:  A motion was made by Harriet Schrader, seconded by Tom Whalen, to forward the proposed By-Laws to Ed O’Connell for legal review. After legal review, the Board will consider whether to adopt the proposed By-Laws. The motion was APPROVED 6-0.

                f:  Administrative Resolution 06-01 – Procedures for Verifying Occupancy by Persons 55 or Older:  The Board reviewed the proposed Administrative Resolution No 09-03 which is intended to replace the current Administrative Resolution 06-01.  The Board directed that the current rewrite of the resolution be finished and the document be forwarded to the Covenants committee for their review.

X:  New Business:

                a:  Maintenance of railings atop FRCA retaining walls:  Consideration was deferred until the next meeting of the Board.

                b:  Amazon.com Marketing Link:  Dan Augustine presented a proposal to the Board for the establishment of a marketing link to Amazon.com from the FRCA website.  After discussion of the proposal, the Board deferred a decision until the next meeting of the Board.

                c:  Proposal to make ground at same level as sidewalks at Community Center:  Two proposals have been received to correct dropoffs from the sidewalks around the Community Center to ground levels.  After discussion, the Board decided that no action would be taken while sidewalks bordering common grounds throughout the community were surveyed to determine the full extent of the dropoff problem. 

                d:  Proposals for planting around waterfall:  See paragraph VIIIj above.

                e:  Proposal for maintenance of fitness equipment:  A motion was made by Jake Bernard, seconded by Harriet Schrader, to accept the Fit Repairs proposal for maintenance of the exercise room fitness equipment in the amount of $635 per quarter.  This is the same rate as the previous contract.  After discussion, the motion was APPROVED 6-0.

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

                a:  What should be done with information about pending foreclosures?

                b:  Middlebrook entrance kiosk damage.

                c:  Damage to posts on shed by tennis court.

XII:  Adjournment:  At 12:20pm a motion to adjourn was made by Jake Bernard, seconded by Harriet Schrader.  The motion was APPROVED 5-0.

THOMAS J WHALEN

Secretary

FALLS RUN COMMUNITY ASSOCIATION, INC.

Minutes of the Board of Directors meeting of 25 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 8 April 2009.

By:  Thomas J. Whalen, Secretary