FALLS RUN COMMUNITY ASSOCIATION, INC.

Minutes of the Meeting of the Board of Directors

13 May 2009

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

Members Absent:  Jake Bernard, Bill Barnes.

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:  Request for review of the pool regulations regarding numbers of guests.  After discussion, the Board requested that the Community Center Committee review the current pool regulations and present the results of their review to the Board.

                b:  Speeding on streets in the community.

                c:  Shenandoah Landscaping activities.

                d:  Replacement of dead bushes.

                e:  Tree pruning along the walking path.

III:  Announcements:

                a:  A new Chair is needed for the Community Center Committee to replace Jo Schmidt who has submitted his resignation.

                b:  The draft 2008 audit has been received and is being reviewed.

IV:  Approval of Minutes:  A motion was made by Dan Owens, seconded by Jack Mounts, to waive the reading of and approve as written both the minutes of the Board – Committee Chairs meeting of 20 April 2009 and the Board of Directors meeting of 22 April 2009.  The motion was approved 5-0.

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

                a:  Status of contracts:  She noted that new common grounds maintenance and snow removal contracts were in the process of being developed.

                b:  Status of projects underway.

                c:  Lot 9 Easement.

                d:  Handling of Violation Letters.

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

                a:  The use of credit or debit cards for activity payments is being investigated.

                b:  The Ad-Hoc Identity Card Review Committee is continuing to develop requirements and review possible solutions.

                c:  An updated Events listing has been prepared and is available on the website.

VII:  Treasurer’s Report:  Casey Naatjes reported:

                a:  Review of the 2008 Audit report has revealed several areas of disagreement with the auditors but nothing controversial.

                b:  Inputs for the 2010 Budget are due to the Finance Committee by 15 July.

                c:  The Finance Committee is working on the preparation of a policy for signing contracts, work orders and similar documents.

VIII:  Committee Reports:

                a:  Villas Liaison:  No report.

                b:  Covenants:  No report.

                c:  Community Center:  The committee is working on some additional electrical issues regarding the tennis courts and the billiard room.

                d:  Property & Grounds:  The committee is meeting at 1:00pm, 14 May.

                e:  Modifications:  22 applications were processed this month.  The committee is working on recommendations for retaining wall and railings appearance standards.

                f:  Election:  No report.

                g:  Communications:  No report.

                h:  Finance:  No report.

                i:  Ad-Hoc Committee on policy for annual transition to new Board:  A draft policy has been submitted to the Board for consideration.

                j:  Ad-Hoc Activity Card Review Committee:  See paragraph VIb above.

IX:  Old Business:

                a:  Results of Joint Boards meeting:  Don Horan briefed all present on the major results of the 6 May meeting of the FRCA/Villas boards.

                b:  Policy for annual transition to new Board:  The Board agreed to the concepts included in Draft #5 and suggested several minor modifications to be included in Draft #6. The Board directed that Draft #6 be completed and sent for legal review.

                c:  Maintenance of railings atop FRCA retaining walls:  The Property Manager is researching alternatives to painting the railings; however, it appears they are very expensive.  She has one source for maintenance painting of the railings.  FRCA needs to determine exactly which railings in the community are their responsibility.

                d:  Administrative Resolution 06-01 – Procedures for Verifying Occupancy by Persons 55 and Older:  After discussion, a motion was made by Dan Owens, seconded by Harriet Schrader, to replace the present Administrative Resolution #06-01 with the proposed document as Administrative Resolution #09-03, effective 13 May 2009.  The motion was APPROVED 5-0.

                e:  Policy for signing contracts, work orders, etc:  The Finance Committee is preparing a proposed policy for consideration by the Board.

X:  New Business:

                a:  Statement of Work [SOW] for Common Grounds Maintenance Contract RFP:  During discussion it was emphasized that this SOW is for a minimum acceptable level of work.  Separate contracts would be needed for enhancement of the common grounds.  Major concerns were expressed about the appearance of parts of the common grounds.  After discussion, a motion was made by Harriet Schrader, seconded by Jack Mounts, to proceed with the proposed SOW.  The motion was APPROVED 5-0.

                b:  Photographing houses during pre-sales inspections:  After discussion, a motion was made by Harriet Schrader, seconded by Tom Whalen, to require the photographing of houses during pre-sale inspections to preserve a record of the appearance of the house.  The motion was APPROVED 5-0.

                c:  Policy for Gazette articles:  The Board discussed the need for a policy regarding articles which might be viewed as being an endorsement of a political candidate or position.  The Board requested input from the Gazette editor and Gazette committee.

XI:  Open Forum:  There were no comments during this open forum.

XII:  At 9:06pm, a motion to adjourn was made by Dan Owens, seconded by Jack Mounts.  The motion was APPROVED 5-0.

THOMAS J. WHALEN

FRCA Secretary

FALLS RUN COMMUNITY ASSOCIATION, INC.

Minutes of Board of Directors meeting of 13 May 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 27 May 2009.

By:  Thomas J. Whalen, Secretary