FALLS RUN COMMUNITY ASSOCIATION, INC.

Minutes of the Meeting of the Board of Directors

10 June 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:  No questions or comments were raised at this open forum.

III.  Announcements:  The following announcements were made:

            a.  Members of the Board and the Property Manager attended a seminar on legal matters on 27 May.

            b.  Jeff Koger has been sentenced to 66 years in prison for attempted murder in addition to the 66 months previously sentenced for embezzlement.

IV.  Waive Reading and Approve Minutes of 27 May Meeting:  A motion was made by Dan Owens, seconded by Bill Barnes, to waive the reading and approve the minutes of the 27 May 2009 meeting of the Board.  The motion was APPROVED 7-0.

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

            a.  Contracts in progress.

            b.  Projects in progress. 

                        1/  The carpet in the Clubhouse will be stretched 30-31 July.

                        2/  Stafford County is supplying a list of retaining walls with railings throughout the community.

            c.  Status of Lot 9 easement.  The Board asked that Debbie contact the Pulte individual handling this for an update.

            d.  Resale Inspections:  After discussion and the Property Manager’s request, a motion was made by Tom Whalen, seconded by Jack Mounts, to appoint Nancy Arnn, Joan Bitely, Bill Chance, Jim Eppes, Chuck Heath, Bill Nosal, Robbin Sentell and Shirley Sommer as FRCA authorized representatives to conduct resale inspections.  The motion was APPROVED 7-0.

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

            a.  Request for Approval – Horseshoe Pit.

            b.  Projector for the Community Center.

            c.  Use of credit cards for travel and social events.

            d.  Farmer’s Market.  Ann requested input from the community about the weekly Farmer’s Market.

VII.  Treasurer’s Report:  Bill Barnes reported on the following topics:

            a.  Website link to Amazon.com:  Our link from the FRCA website to Amazon has earned us $10.71 in April and $29.96 in May.

            b.  Purchases of short and medium term FDIC insured Certificates of Deposit.

VIII.  Committee Reports:

            a.  Villas Liaison:  Harriet Schrader noted that the next Villa Board meeting was 15 June.

            b.  Covenants:  No report.

            c.  Community Center:  Art Gabler briefed the Board on the status of on-going projects.

            d.  Property & Grounds:  Cindy Horan noted that the committee would be meeting on 11 June to review landscaping plans and the 2010 proposed budget items.

            e.  Modifications:  The committee met today and approved 10 applications.

            f.  Election:  No report.

            g.  Communications:  No report.

            h.  Finance:  Casey Naatjes discussed problems with AMS response to inquiries regarding Reserve Fund reimbursement of Operating Fund.

            i.  Ad-hoc Activity Card Review Committee:  Tom Whalen reported that the committee would like to make their report/presentation to the Board on 8 July.

IX.  Old Business: 

            a.  Annual motion for tax advantage:  After discussion, Bill Barnes made the following motion, seconded by Tom Whalen; I move that FRCA elects to apply all or part of the excess assessment income to the following year’s assessments and that such final amount shall be at the Board’s discretion.  The motion was APPROVED 7-0.

            b.  Maintenance of railings atop FRCA retaining walls:  See above.

            c.  Policy for signing contracts, work orders, etc:  The Finance Committee is continuing to work on developing this policy.

            d.  Maintenance of resident owned retaining walls and railings:  The Modifications Committee is developing a standard to be incorporated into the Design Guidelines for Falls Run.

            e.  2009 reimbursement of $2,970 to Villas for common ground maintenance:  Tom Whalen made a motion, seconded by Harriet Schrader, to reimburse the Villas Condominium Association $2,970 for 2009 maintenance costs of common grounds maintenance as required by our agreement with the Villas.  The motion was APPROVED 7-0.

X.  New Business:

            a.  Snow management statement of work:  After discussion, Dan Owens made a motion, seconded by Bill Barnes, that the Board approve the proposed statement of work and the concept that there will be separate contracts for the Villas and FRCA.  The motion was APPROVED 6-1, Tom Whalen opposed.

            b.  Approve draft 2008 audit as modified:  Deferred pending receipt of modified draft audit.

            c.  Hot tub recoating:  Deferred pending receipt of proposals.

            d.  Controlling speeding:  Bill Arnst reported the results of speed trailer monitoring on Smithfield Way.

            e.  Additional light switches in the billiard room:  After discussion, a motion was made by Harriet Schrader, seconded by Jack Mounts, to accept the O’Toole Electrical bid in the amount of $420 to install additional light switches in the billiard room.  The motion was APPROVED 6-1, Bill Barnes opposed.

            f.  Change generic gate entry codes:  After discussion, Tom Whalen made a motion, seconded by Jake Bernard,  to remove the generic gate entry codes from the entry gates.  The motion was NOT APPROVED 1-6, Tom Whalen in favor, all others opposed.

            g.  July Board – Committee Chairs meeting:  Harriet Schrader agreed to organize the next meeting to be held in the August timeframe.

XI.  Open Forum:  The following topics were raised at this open forum:

            a.  Are the costs of various projects available?

            b.  Do numbers matter when deciding what projects are approved?

            c.  Lot 9 easement.

            d.  Red Cross Blood Drive went well.

            e.  Children were noticed walking on the retaining wall by the outdoor pool.

XII.  A motion to adjourn was made at 8:55pm by Jake Bernard and was passed by acclamation.

THOMAS J. WHALEN

FRCA Secretary

FALLS RUN COMMUNITY ASSOCIATION, INC.

Minutes of Board of Directors Meeting of 19 June 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 24 June 2009.

By:  Thomas J. Whalen, Secretary