FALLS RUN COMMUNITY ASSOCIATION, INC.

Minutes of the Meeting of the Board of Directors

8 July 2009

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

Members Absent:  Harriet Schrader

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

I.  The meeting was called to order at 6:00pm in Conference Room 3 of the Community Center by the President, Don Horan.  A motion was made by Dan Owens, seconded by Jack Mounts, to adjourn and reconvene in executive session to discuss violations and violation procedures.  The motion was APPROVED 6-0 and the Board adjourned to executive session at 6:03pm.

II.  At 6:55pm, the Board adjourned from executive session to open session and recessed.  The Board reconvened in open session at 7:00pm and announced that the Board had met in executive session to discuss violations and violations procedures.  A motion was made by Tom Whalen, seconded by Dan Owens, to form an Ad-Hoc Committee for Enforcement Document.  The motion was APPROVED 6-0 and a committee consisting of Jack Mounts, Chair, Tom Whalen, Jake Bernard, Shirley Sommer, Marvin Wagner, and Debbie Sutton was formed.  Don Horan and Susan Manch will act as advisors to the committee.

III.   Ad-Hoc Activity Card Review Committee presentation:  Ann Jones, Committee Chair, presented the Committee’s report and recommendation to the Board. 

a.  The committee reviewed three options:

                        1/  Option 0:  No change from present system.

                        2/  Option 1:  Purchase and implement a Tracking system. Cost $5,000.

                        3/:  Option 2:  Purchase and implement a Door Controlled System. Cost $22,000.

            b.  The committee presented the pros and cons of all three options and recommended that the Board adopt Option 1.  The committee requested an early decision from the Board so that the selected system could be implemented by 1 January 2010.

(Committee's presentation available here)

IV.  Open Forum:  The following topics were discussed at the open forum:

            a.  A number of residents commented that the proposed card system would help the concierge do a better job.

            b.  Need for an ID system received both pro and con remarks.

V.  Announcements:

            a.  The scheduled August meeting of the Board and Committee Chairs has been cancelled.

            b.  The Board thanked the Directory sub-committee for their fine work producing the new Falls Run Directory.

            c.  Stafford County held a Storm Water Management Ponds meeting on 30 June which was attended by the Property Manager and several residents.

VI:  Waive Reading and Approve Minutes of 24 June Meeting:  Dan Owens made a motion, seconded by Jack Mounts, to waive the reading and approve the minutes of the 24 June 2009 meeting of the Board of Directors as written.  The motion was APPROVED 6-0.

VII.  Property Manager’s Report:  Debbie Sutton reported on:

            a.  Contracts out to bid.

            b.  Projects in progress:  In particular, it was noted that all FRCA owned retaining walls were inspected and 53 of 58 walls/railings need work this year.

            c.  Status of Lot 9 easement:  Pulte has been unable to contact the owner and has requested the name/contact information for our attorney.

VIII.  Activity Director’s Report:  Ann Jones reported that:

            a.  The August Activity Calendar distributed with the July/August Gazette was incorrect and would be replaced.

            b.  Bingo is going to be turned over to the Falls Run Lions Club to manage.

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

            a.  The revised draft audit for 2008 has been received and is being reviewed.

            b.  FRCA income through 30 May totaled $680,491.

            c.  FRCA expenses through 30 May totaled $610,293.

X.  Committee Reports:

            a.  Villas Liaison:  No report.

            b.  Covenants:  A hearing will be held on 23 July.

            c.  Community Center:  The next meeting of the committee will be 10 July.

            d.  Property and Grounds:  The next meeting of the committee will be 9 July.

            e.  Modifications:  8 applications were reviewed, 7 approved at the last meeting.

            f.  Election:  The committee will meet on 16 July to start the election cycle.

            g.  Communications:  No report.

            h.  Finance:  All 2010 budget inputs are due to the committee by 15 July. Also, a draft Procurement SOP has been sent to the Board for review.

            i.  Ad Hoc Activity Card Review Committee:  The committee was thanked by the Board for its’ work and presentation.

XI.  Old Business:

            a.   Approve draft 2008 audit as modified:  Deferred.

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

            c.  Policy for signing contracts, work orders, etc:  Deferred.

XII.  New Business:

            a.  Purchase of Casio projector:  After discussion, Tom Whalen made a motion to approved the purchase of the requested Casio projector with extra bulb for a total cost of $1569.14 to be paid for from Replacement Reserve funds.  The motion failed for want of a second and was not considered.  Dan Owens made a motion, seconded by Jack Mounts, to purchase the Casio projector and spare bulb as requested from the Social Budget at a cost of $1569.14.  The motion was APPROVED 4-2, Tom Whalen and Jake Bernard opposed due to the method of funding the purchase.

            b.  Need for sidewalk repairs:  A total of 27 concrete sidewalk areas require repair at this time.  The estimated cost might be $750 per piece.  The Property Manager is obtaining firm proposals.

            c.  Rowing machine for exercise room:  After discussion, Dan Owens made a motion, seconded by Bill Barnes, to purchase a rowing machine for the exercise room at a cost to FRCA of $1000 with a donor providing an additional $315 to cover the total cost of $1315.  The motion was APPROVED 6-0.

            d.  Acceptance of AMS plan for crediting FRCA for resale inspections:  After discussion, Jack Mounts made a motion, seconded by Tom Whalen, to accept Armstrong Management’s plan to reimburse FRCA the $100 resale inspection fee for the 11 resale inspections conducted since 1 July 2008 and to credit the fee to FRCA for all resale inspections conducted in the future.  The motion was APPROVED 6-0.

            e.  Expending Replacement Reserve funds budgeted for 2009:  The Board discussed planned expenditures from Replacement Reserve without decision.

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

            a.  Replacement of present railings with low maintenance type railings.

            b.  Use of safety cones to mark cement problem areas.

            c.  Retaining wall behind Birchleaf.

            d.  Dead trees from last year’s planting.

            e.  National Night Out – 150 of 200 tickets are distributed.

            f.  Pond 4 looks like a meadow after being mowed.

            g.  Rusting guardrail along Bridgewater Circle.

XIV.  At 8:45pm, a motion to adjourn was made by Jack Mounts, seconded by Dan Owens, and APPROVED 6-0.

THOMAS J. WHALEN

FRCA Secretary

FALLS RUN COMMUNITY ASSOCIATION, INC.

Minutes of Board of Directors Meeting of 8 July 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 22 July 2009

By:  Thomas J. Whalen, Secretary