FALLS RUN COMMUNITY ASSOCIATION, INC.

Minutes of the Meeting of the Board of Directors

24 June 2009

Members Present:  Don Horan, Tom Whalen, Bill Barnes [not present for executive session], Jake Bernard, Jack Mounts, Harriet Schrader.

Members Absent:  Dan Owens

Others Present:  Debbie Sutton, Property Manager.

I.  The meeting was called to order at 9:00am in Conference Room 1 of the Community Center by the President, Don Horan.  A motion was made by Don Horan, seconded by Jake Bernard, to adjourn to executive session to discuss personnel matters.  The motion was APPROVED, 5-0.  The executive session was adjourned at 9:50am and the Board recessed until 10:00am.

II.  The Board reconvened in open session at 10:00am when the President announced that no decisions were reached during the executive session.

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

            a.  Several residents presented complaints about the process used by the Modifications Committee in conducting inspections of single family homes.

            b.  Lack of emphasis on back yards meeting Design Guidelines was noted.

            c.  The process for disputing violations letters was explained to those present.

            d.  Drainage issues in the common grounds behind Goose Creek Circle were mentioned.

IV.  Announcement:  Armstrong Management Services is crediting the FRCA for resale inspections.

V.  Waive reading and approve minutes of 10 June Meeting:  A motion was made by Jack Mounts, seconded by Harriet Schrader, to waive the reading and approve the minutes of the 10 June 2009 Meeting of the Board.  The motion was APPROVED, 6-0.

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

            a.  Contracts in progress:

                        1/  Six bid packages were sent out for the Common Grounds Maintenance Contract with replies due to AMS by 17 July.

                        2/  There are at least four possible contractors for the Snow Removal contract.

            b.  Projects in progress:  39 FRCA owned retaining walls with railings have been inspected to date with 37 noted as needing repair at this time.

            c.  Status of Lot 9 easement.

VII.  Activity Director’s Report:  No report.

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

            a.  We are awaiting the final audit report for 2008 from the auditors.

            b.  Our assessment delinquency rate at the end of May was 1.44%.

IX:  Committee Reports:

            a.  Villas Liaison:  The Villas were reimbursed $40,000 by Pulte for roof work.

            b.  Covenants:  No report.

            c.  Community Center:  Identified a number of projects that will be submitted to the Board for action.

            d.  Property & Grounds:  Preparing budget submission for 2010.

            e.  Modifications:  The committee is preparing a retaining walls/railings maintenance standard to submit to the Board and will be conducting another community inspection around 15 September.

            f.  Election:  The committee will be meeting during the month of July to start the 2009 BOD election program.

            g.  Communications:  The updated Community Directory has gone to the printers and should be distributed during the week of 6 July.

            h.  Finance:  AMS is taking action on previously identified items.  Items for the 2010 Budget must be submitted by 15 July.

            i.  Ad Hoc Activity Card Review Committee:  The committee will be presenting its findings and recommendations to the Board at the 8 July meeting.

X.  Old Business:

            a.  Maintenance of railings atop FRCA retaining walls:  A complete survey of all FRCA owned retaining walls is being conducted to determine the extent of maintenance and repair needed.

            b.  Policy on signing contracts, work orders, etc:  Awaiting draft policy from the Finance committee.

            c.  Hot Tub recoating:  After discussion, Tom Whalen made a motion, seconded by Jack Mounts, to accept Turner’s Pool and Spa, Inc. proposal #1040 in the amount of $2,800 for recoating of the spa with the total cost not to exceed $3,000.  The motion was APPROVED 6-0.

            d.  August Board – Committee Chairs meeting:  Harriet Schrader will request inputs on agenda items for the proposed meeting.

XI.  New Business:

            a.  Approve draft 2008 audit as modified:  Deferred.

            b.  Test resident survey capability using FRCA web page:  Dan Augustine briefed the Board on the survey capability of our website.  After much discussion, Jack Mounts made a motion, seconded by Jake Bernard, to implement a test of the survey capability of the website.  The motion was APPROVED 6-0.

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

            a.  Retaining walls and railings.

            b.  Falls Run Directory efforts were praised.

            c.  Plants located on/near the retaining walls and railings.

            d.  Web survey.

XIII.  At 11:56am, a motion to adjourn was made by Harriet Schrader, seconded by Tom Whalen.  The motion was APPROVED 6-0.

THOMAS J. WHALEN

FRCA Secretary

FALLS RUN COMMUNITY ASSOCIATION, INC.

Minutes of Board of Directors Meeting of 24 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 8 July 2009.

By:  Thomas J. Whalen, Secretary