FALLS RUN COMMUNITY ASSOCIATION, INC.

Minutes of the Meeting of the Board of Directors

27 May 2009

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

Members Absent:  None

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

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

II.  Presentation by Shenandoah Landscaping Services:  Gordon and Robert Ashley discussed the current status of common grounds maintenance in the community and emphasized that the weather has had an impact upon mowing and other activities.  Also, some areas of the common grounds have patches without grass or soil and need additional work. 

III.  Open Forum:  Topics raised during this open forum included:

a.       Standards for lawns in common areas versus individual homes.

b.       Improvements noted throughout the community.

c.        Is weed control part of the present contract.

d.       Mowing at the bottom of Pond 4.

e.        Waterfall plantings.

f.        Today’s Farmers Market.

g.        Kudos extended to the Property Manager for her handling of a very difficult situation.

h.       Political articles in the Falls Run Gazette.

IV.  Announcements:  Don Horan announced that Arthur Gabler will be the new Chairman of the Community Center Committee replacing Jo Schmidt who resigned.

V.  Minutes of 13 May Meeting:  A motion was made by Bill Barnes, seconded by Harriet Schrader, to waive the reading and approve the minutes of the 13 May 2009 meeting.  The motion was APPROVED 7-0

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

a.       Contracts in progress.

b.       Status of projects currently underway or recently completed.

c.        Status of Lot 9 easement.

d.       Current re-sale report.

VII.  Activity Director’s Report:  Ann Jones reported upon the following topics:

a.       The Farmer’s Market will be held every Wednesday.

b.       Lifeline screening is planned for 17 September.

c.        The updated Events Calendar will be posted today.

VIII.  Treasurer’s Report:  Bill Barnes reported:

a.       The 2008 Audit has been received and is being reviewed.

b.       The 30 April 2009 delinquency rate was 1.22% which is well within the desired range.

c.  Financial Management:  Bill Barnes made a motion, seconded by Tom Whalen, that the Falls Run Community Association move up to $180,000 from the BB&T Reserve Money market account to the Merrill Lynch Reserve Money Market account.  Once moved pursue CD options at one to two year terms

depending on existing market rates.  The motion was APPROVED 7-0.

IX.  Committee Reports:

a.       Villas Liaison:  Harriet Schrader discussed the Villa Board meeting of 18 May noting their coordination with us on driveway/apron concrete repairs.

b.       Covenants:  No report.

c.        Community Center:  No report.

d.       Property and Grounds:  Cindy Horan thanked Chuck Heath for all of his work on the common grounds maintenance Statement of Work and noted that common grounds enhancement would be discussed at the next meeting of the committee.

e.        Modifications:  Shirley Sommer discussed the role of the committee in detail.

f.        Election:  No report.

g.        Communications:  Bill Arnst stated that the new Directory is being prepared and hoped for a 30 June publication date.

h.       Finance:  No report.

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

j.         Ad Hoc Activity Card Review Committee:  Tom Whalen noted that the Committee is reviewing possible solutions and will meet again on Monday, 1 June.

X.  Old Business:

a.       Statement of Work for Common Grounds Maintenance Contract RFP:  Tom Whalen detailed the additions/clarifications regarding grass mowing in/around Ponds 4, 5 requested by the Property and Grounds Committee.  After discussion, Tom Whalen made a motion, seconded by Dan Owens, to accept the recommendations of the Property and Grounds Committee regarding grass mowing in/around Ponds 4, 5 and add them to the Statement of Work.  The motion was APPROVED 7-0.

b.       Maintenance of railings atop FRCA retaining walls:  Debbie Sutton is checking with Stafford County Code Enforcement to determine if we must retain the present type of railings.  Jake Bernard and Debbie Sutton will survey the entire community to determine exactly where all of the FRCA walls are located and note the condition of their railings to help prioritize maintenance work.

c.        Policy for annual transition to new Board:  After a short review of the history of this item by Don Horan, Tom Whalen made a motion, seconded by Jake Bernard, to accept the present Draft #7 as FRCA Administrative Resolution No. 09-04 effective 27 May 2009.  The motion was APPROVED 7-0.

d.       Policy for Gazette articles:  After much discussion centering around publication of articles on political candidates who are Falls Run residents, a motion was made by Dan Owens, seconded by Bill Barnes, to accept Draft 1 as modified during discussion as FRCA Administrative Resolution No. 09-05 effective 27 May 2009.  The motion was APPROVED 6-1, Jack Mounts opposed.

e.        Policy for signing contracts, work orders, etc:  Deferred pending Finance Committee recommendations.

XI.  New Business:

a.       Pool rules for guests under age 18:  After discussion, a motion was made by Dan Owens, seconded by Jack Mounts, to accept the recommendation of the Community Center Committee to modify the present pool rules to allow a total of eight guests in any combination of adults/children so long as a 1-2 adult-child ratio is maintained.  This change is effective 27 May 2009 and will be included in the next published revision of the Community Center Rules.  The motion was APPROVED 7-0.

b.       2009 Annual Meeting date and number of Meet the Candidates sessions:  After discussion, a motion was made by Jack Mounts, seconded by Tom Whalen, to hold the FRCA Annual Meeting on 2 December 2009, and have only one Meet the Candidates session at a date to be selected by the Election Committee.  The motion was APPROVED 6-1, Don Horan opposed.

c.        Gate entry codes for vendors:  Deferred until the next meeting.

XII.  Open Forum:  The following topics were discussed at this open forum:

a.       Generic codes for the main gate.

b.       Speeding on Smithfield Way.

c.        Modifications to Pond 4 in-flows being made by Pulte.

d.       New pool rules.

XIII.  At 12:25pm, a motion to adjourn was made by Jake Bernard, seconded by Tom Whalen.  The motion was APPROVED 7-0.

THOMAS J. WHALEN

FRCA Secretary

FALLS RUN COMMUNITY ASSOCIATION, INC.

Minutes of Board of Directors Meeting of 27 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 10 June 2009.

By:  Thomas J. Whalen, Secretary