FALLS RUN COMMUNITY ASSOCIATION, INC.

Minutes of the meeting of the Board of Directors

22 April 2009

Members Present:  Don Horan, Dan Owens, Tom Whalen, Bill Barnes, 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 in Conference Room 1 of the Community Center by the President, Don Horan.

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

                a:  Disposition of eleven excess plastic pots.

                b:  Delinquent assessment actions.

                c:  Foreclosures and impact on lawn maintenance.

                d:  Railings on retaining walls.

                e:  Results of 21 April home inspections by Modifications Committee.

                f:  Furniture on lawns.

                g:  Outdoor pool opening 23 May.

                h:  Asking the community how to cut costs and reduce 2010 budget.

III:  Announcements:

                a:  The Board will return to the normal meeting schedule with the meeting at 7:00pm on 13 May.

                b:  A meeting of the Joint Boards of the FRCA and Villa Association will be held at 10:00am on 6 May.

                c:  We have received a donation of $200 towards the cost of the armoire from NARFE.

IV:  Waive Reading and Approve Minutes of 8 April Meeting:  A motion was made by Jack Mounts, seconded by Dan Owens, to waive the reading and approve as written the minutes of the meeting of the Board of Directors on 8 April 2009.  The motion was APPROVED, 7-0.

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

                a:  Status of contracts.

                b:  Status of Lot 9 Easement.

                c:  2008 Financial audit – she will be audited on 23 April.

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

                a:  Interview in November 2008 has resulted in an article published in a Swedish magazine.

                b:  Sunday Brunch schedule.

                c:  Falls Run Singers schedule.

                d:  Seminar on Aging scheduled for 28 April.

                e:  Lifeline screening is planned if 50 people sign up for it.

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

                a:  Several mistakes noted in the March Financial reports are being corrected by AMS.

                b:  Monthly utility bills for the Community Center.

                c:  The 2008 financial audit is ongoing.

                d:  Delinquent assessments through 31 March totaled 1.19% of our yearly assessment income.  They were spread across 54 residences delinquent 30 days, 3 delinquent 60days and 8 delinquent 90 or more days.

                e:  Committee inputs for the 2010 Budget are due to the Finance Committee by 15 July.

VIII:  Committee Reports:

                a:  Villas Liaison:  No report.

                b:  Covenants:  No report.

                c:  Community Center:  The new chairs have been ordered.  Lighting in the billiard room will be modified to conserve energy when possible.

                d:  Property & Grounds:  No report.

                e:  Modifications:  There were 89 residences with violations noted during the 21 April inspection of single family homes.

                f:  Elections:  No report.

                g:  Communications:  No report.

                h:  Finance:  There is a minor variance in Reserve funds which is being investigated.

                i:  Ad-Hoc Committee on policy for transition to new board:  The committee met on 20 April and the final draft of the policy should be distributed to the Board by the end of the week.

                j:  Ad-Hoc Waterfall Committee:  The committee can be dissolved when the waterfall landscaping is completed.

IX:  Old Business:

                a:  Results of Board and Committee Chairs meeting: 

                                1/  Should time limits be placed on Committee Chairs?  A consensus was reached that formal time limits on service were not needed. 

                                2/  Should time limits be placed on concierges?  The consensus view was that procedures exist to evaluate performance of concierges and effect removal if necessary. 

                                3/  What should the committee role be in monitoring AMS operations in support of Falls Run?  The consensus view was that our present procedures/process was effective and efficient and did not need to be changed at this time.

                                4/  What are various approaches to enforcement of rules and regulations in the Community Center [eg: card and access systems]?  The Board directed the formation of an ad-hoc Activity Card Review Committee to be chaired by Ann Jones.  Tom Whalen agreed to be the Board liaison to the committee.  The committee was asked to report their findings to the Board by the end of June 2009.

                b:  Joint Boards meeting:  The agenda for the 6 May joint Boards meeting will be published this week.

                c:  Revised By-Laws:  The proposed revisions to the By-Laws were briefed to those in attendance. A motion was made by Jack Mounts, seconded by Tom Whalen, to accept the By-Laws revision of 3 April 2009 effective 22 April 2009 and to publish and distribute them to all residents.  The motion was APPROVED 7-0.

                d:  Administrative Resolution 06-01 – Procedures for Verifying Occupancy by Persons 55 and Older:  The revision is not yet complete.  Consideration was therefore deferred.

                e:  Policy for annual transition to new Board:  See paragraph VIIIi above.

                f:  Maintenance of railings atop FRCA retaining walls:  The estimated cost to repair/repaint the 7500 linear feet of railings is $4.00 per foot for a total of at least $30,000.  Replacement with low maintenance railings which meet code is estimated to cost about $150,000 plus the cost of removing the present railings.  Additional research is being done.

X:  New Business:

                a:  Policy for signing contracts, work orders etc:  The Finance Committee has been asked to develop a proposed policy.

                b:  Maintenance proposals for SWM ponds 3 and 5:  After discussion, a motion was made by Dan Owens, seconded by Tom Whalen, to accept the Snyder’s Pipe Cleaning proposal for the maintenance of SWM pond 3 in the amount of $3,500.  The motion was APPROVED 7-0.

                c:  HVAC maintenance proposals:  After discussion, a motion was made by Jack Mounts, seconded by Harriet Schrader, to accept Robert B Payne Inc. proposal C008517 in the amount of $1,800 and proposal C009130 in the amount of $700 for the maintenance of the Community Center HVAC systems for the period of one year.  The motion was APPROVED 7-0.

                d:  Big, green, plastic pots:  A motion was made by Jack Mounts, seconded by Harriet Schrader, to offer the 11 excess big, green plastic pots to any interested residents on a first-come, first-served, as-is, where-is, basis.  The motion was APPROVED 7-0.

XI:  Open Forum:  The following topics were discussed:

                a:  Maintenance proposals for SWM pond 5.

                b:  The status of the proposed Farmer’s Market.

                c:  The excess big, green plastic pots.

                d:  Retaining wall railings.

XII:  At 8:55pm, a motion was made by Jake Bernard, seconded by Harriet Schrader, to adjourn.  The motion was APPROVED 7-0.

THOMAS J. WHALEN

FRCA Secretary

FALLS RUN COMMUNITY ASSOCIATION, INC.

Minutes of Board of Directors meeting of 22 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 13 May 2009.

By:  Thomas J. Whalen, Secretary