FALLS RUN COMMUNITY ASSOCIATION, INC.

Minutes of the Meeting of the Board of Directors

8 April 2009

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

Members Absent:  None

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

I:  The meeting was called to order at 9:00am in Conference Room 1 of the Community Center by the President, Don Horan.  The Board immediately moved to executive session by acclamation to discuss personnel matters and a resident’s possible financial violation.

II:  The Board adjourned the executive session at 10:00am and reconvened in open session after a short recess at 10:05am.  Don Horan announced the reasons for the executive session.  A motion was made by Harriet Schrader, seconded by Jack Mounts, to increase the salary of the Property Manager to the level agreed upon at the time of hiring.  The motion was APPROVED 7-0.

III:  Open Forum:  The following topics were discussed during this open forum:

                a:  Proposed periodic “Farmers Market” to be held at the Community Center.  The overall response was very favorable.

                b:  Lions Club Book Sale to be held on 18 April.

                c:  Home foreclosure process and auctions of homes.

                d:  Liens to protect FRCA financial interests.

                e:  Community Center furniture purchase.

IV:  Announcements: 

                a:  The meeting of the Board of Directors on 22 April will be held at 7:00pm.

                b:  The next Board of Directors – Committee Chairs meeting will be at 10:00am, 20 April.

                c:  There will be a joint meeting of the FRCA and Villa Boards at 10:00am, 6 May.

V:  Waive reading and approve minutes of 25 March Meeting:  A motion was made by Jack Mounts, seconded by Dan Owens, to waive the reading and approve the minutes of the 25 March meeting of the Board of Directors as written.  The motion was APPROVED 7-0.

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

                a:  Contracts in progress.

                b:  Current projects.

                c:  Status of Lot 9 easement.

                d:  Administrative matters.

                e:  Erosion repairs:  After discussion, a motion was made by Dan Owens, seconded by Harriet Schrader to accept items 1, 2 and 3 of Shenandoah Landscaping Services proposal #13349 for erosion repairs in the amount of $4,171.  The motion was APPROVED 7-0.

VII:  Activity Director’s Report:  Ann Jones reported:

                a:  Stafford County is sponsoring a “paper shredding” April 11 in the BB&T Bank parking lot on route 17 from 9-12.  The cost is $5 per box.

                b:  Requested guidance from the Board on the use of the facility by resident’s caregivers.

                c:  Recommended a change in the Community Center hours for Easter, 12 April.  Instead of the usual 8am-7pm hours, holiday hours of 11am- 5pm were suggested.  A motion was made by Dan Owens, seconded by Tom Whalen, to accept the recommendation for holiday hours of 11am- 5pm for the Community Center on 12 April.  The motion was APPROVED 7-0.

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

                a:  The FRCA was $13,330 under budget through 28 February. 

                b:  The 2008 financial audit was in progress.

                c:  Total delinquent assessments including interest and penalties as of 28 February were $15,989 or a rate of 1.12%.  There were 46 residents delinquent 30days, 2 delinquent 60 days and 0 delinquent 90 days or more.

                d:  AMS had not cleared up the small discrepancy in Reserve funds accounting to date.

IX:  Committee Reports:

                a:  Villas Liaison:  No report.

                b:  Covenants:  No report.

                c:  Community Center:  Dan Owens reported that the indoor pool deck coating is chipping and proposals are being solicited to repair/replace the deck coating. 

                d:  Property & Grounds:  Cindy Horan reported that the committee will meet at 1pm, 9 April and the SOW for the new landscaping contract will be discussed at the meeting.

                e:  Modifications:  Joan Bitely reported that the committee had approved all pending applications at today’s meeting.

                f:  Election:  No report.

                g:  Communications:  No report.

                h:  Finance:  No report.

                i:  Ad-Hoc committee on policy for annual transition to new board:  Jake Bernard reported that the committee has three drafts of a policy to reconcile before bringing anything to the Board.

                j:  Ad-Hoc Waterfall committee:  Dan Owens discussed various chemical solutions to the repeated soaping incidents.

X:  Old Business:

                a:  April BOD and Committee Chairs meeting:  The meeting will be held at 10am, 20 April.  The final agenda will be published by the end of the week.

                b:  Amazon.com Marketing Link:  After discussion, a motion was made by Tom Whalen, seconded by Harriet Schrader, to establish a marketing link to Amazon.com on the FRCA website with the proposed Disclaimer #1.  Access to account information would be provided to the FRCA Treasurer and Finance Committee Chair.  The motion was APPROVED 7-0.

                c:  Administrative Resolution #06-01 – Procedures for Verifying Occupancy by Persons 55 and Older:  The Board agreed to send the proposed revised policy to Ed O’Connell for legal review.

                d:  Proposal to make ground at same level as sidewalks at Community Center:  The Board discussed the three proposals presented.  After discussion, a motion was made by Harriet Schrader, seconded by Dan Owens, to accept the 5 March 2009 Lawn Solutions proposal in the amount of $2,600 contingent upon presentation of proof of satisfactory insurance.  The motion was APPROVED 7-0.

                e:  Proposals for planting around waterfall:  After discussion, a motion was made by Harriet Schrader, seconded by Tom Whalen, to accept Shenandoah Landscaping Services proposal #13320 in the amount of $2,292.  The motion was APPROVED 7-0.

                f:  Proposed revision to FRCA By-Laws:  The revision has completed legal review and will now by reviewed by the Board prior to a vote to adopt them.

XI:   New Business:

                a:  Maintenance of railings atop FRCA retaining walls:  Jake Bernard and Debbie Sutton will prepare a cost analysis of replacement railings available from local vendors.

                b:  Policy for annual transition to new Board:  See paragraph IXi above.

                c:  Lions Club Book Sale:  The semi-annual book sale will take place Saturday, 18 April, from 8am-2pm. To allow local educators to participate, the Lions Club requests that the main gate be left open during those hours to allow them access.  After discussion, a motion was made by Dan Owens, seconded by Jack Mounts, to allow the main gate to be open during the hours of the Lions Club Book Sale only without this single action being considered a precedent for the future.  The motion was APPROVED 6-1, Tom Whalen opposed.

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

                a:  Use of surveillance cameras at the main gate to prevent waterfall soaping incidents.

                b:  FRCA retaining walls.

XIII:  At 11:52am, a motion to adjourn was made by Jack Mounts, seconded by Dan Owens.  The motion was approved 6-0 [Harriet Schrader did not participate].

THOMAS J. WHALEN

Secretary

FALLS RUN COMMUNITY ASSOCIATION, INC.

Minutes of Board of Directors meeting of 8 April 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 22 April 2009.

By:  Thomas J. Whalen, Secretary