FALLS RUN COMMUNITY ASSOCIATION, INC.

Minutes of the Meeting of the Board of Directors

22 July 2009

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

Members Absent:  None

Others Present:  Debbie Sutton, Property Manager

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

II.  Presentation by Shenandoah Landscape Services:  Gordon and Robert Ashley discussed the state of the common grounds landscape maintenance, indicated that it was better than in past years and indicated they wished to continue their relationship with the community in the future.

III.  Open Forum:  This open forum was divided into two parts as noted:

                a.  Comments relating to Shenandoah’s presentation:

                                1/  Pond 4 looks nice when freshly mowed.

                                2/  Will dead trees planted last year be replaced?  Yes.

                                3/  Community looking better than in the past.

                                4/  Trees overhanging sidewalks need trimming.

                b.  Other topics:

                                1/  The 2008 audit should have been completed months ago.

                                2/  Tennis court resurfacing.

                                3/  Horseshoe pits – the veranda site was preferred.

IV.  Announcements:

                a.  The Board has placed a trial survey on the website.  It will be there until 31 July for residents to answer.

                b.  Kurt Schaffert and Al Burden were thanked for their efforts for the community which led to significant cost savings.

V.  Minutes of the 8 July 2009 meeting:  Bill Barnes made a motion, seconded by Jack Mounts, to waive the reading and approve the minutes of the 8 July 2009 meeting as written.  The motion was APPROVED 7-0.

VI.  Management Report:  Debbie Sutton reported on:

                a.  Contracts in progress.

                b.  Projects in progress:

                                1/  The spa resurfacing is scheduled for 24 July.

                                2/  Clubhouse carpet stretching on 30-31 July will close the main rooms.

                c.  Lot 9 Easement.

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

                a.  30 June Delinquency rate was 1.23% for a total of $17,506 delinquent assessments.  This was $3500 less than the previous month due to payments received.

                b.  Financial motions:  Don Horan gave updates on legal actions on delinquent accounts which resulted in the following actions:

                                1/  Harriet Schrader made a motion, seconded by Bill Barnes, to accept our attorney’s recommendation in Case #WTP082376.00306 and write off as uncollectible the sum of $1183.51 in delinquent assessments plus charges and interest.  The motion was APPROVED 7-0.

                                2/  Tom Whalen made a motion, seconded by Dan Owens, to accept our attorney’s recommendation in Case #WTP082376.00311 and write off as uncollectible the sum of $956.02 in delinquent assessments plus charges and interest.  The motion was APPROVED 7-0.

VIII.  Committee Reports:

                a.  Villa Liaison:  Harriet Schrader reported that the Villas have no “as built” plans for their buildings, are having roof problems in some areas and have decided to award their landscape maintenance contract to Tru-Green.

                b.  Covenants:  There will be a hearing at 7:00pm 23 July.  This is an open hearing.

                c.  Community Center:  The rowing machine has been ordered.  Repairs are being planned to the bocce courts.

                d.  Property & Grounds:  The next meeting will be in September.

                e.  Modifications:  Noted that Betty Whiteaker has joined the committee.

                f.  Election:  Had held their first meeting of this election season last week.

                g.  Communications:  No report.

                h.  Finance:  Recommended that draft #2 of the 2008 Audit be accepted.

                i.  Ad Hoc Activity Card Review Committee:  No report.

                j.  Ad Hoc Committee for Enforcement Document:  The first meeting of the committee will be at 10:30am; 23 July.  Tom Whalen made a motion, seconded by Bill Barnes, to accept the proposed committee charter and publish it as Administrative Resolution No. 09-06.  The motion was APPROVED 7-0.

                k.  Secretary’s Report on Policy Documents:  Tom Whalen reported that he has found a total of 106 policy documents/actions approved by the FRCA Board since 1 Jan 2006.  Of these, 38 have been superseded by later actions, 22 are currently available on the website and 46 have not been published in any form other than Board meeting minutes.

IX.  Old Business:

                a.  Approve draft #2 of 2008 audit:  Bill Barnes made a motion, seconded by Tom Whalen, to approve and sign draft #2 of the 2008 Audit.  The motion was APPROVED 7-0.

                b.  Pond 5 maintenance:  Tom Whalen made a motion, seconded by Harriet Schrader, to approve Total Development Solutions proposal #1165-09 in the amount of $22,675 for various items of work to maintain Pond 5 and to fund this amount from the available Replacement Reserve funding for SWM Restoration.  The motion was APPROVED 7-0.

                c.  Community Center access control:  Dan Owens made a motion, seconded by Tom Whalen, to proceed with the Ad Hoc Activity Card Review Committee Option #1, Tracking option, in an amount not to exceed $5,000 to replace the previous systems in use.  Funding to be taken from the Replacement Reserve and the system to be in place and fully functional not later than 1 January 2010.  The motion was APPROVED 5-2, Jake Bernard and Harriet Schrader opposed.

                d.  Sidewalk repairs:  Deferred.

                e.  Policy for signing contracts, work orders, etc:  Don Horan briefed the Board on the draft policy proposed by the Finance committee.  The Board asked the Secretary to prepare a draft Administrative Resolution for consideration at the next meeting.

                f.  Maintenance standards for resident owned poured concrete retaining walls and railings:  Deferred.

                g.  Maintenance of railings atop FRCA retaining walls:  Don Horan briefed the Board on a legal opinion received from our attorney on this subject.  Further action was deferred to permit additional research and study.

X.  New Business:

                a.  Recoating indoor pool deck:  Dan Owens made a motion, seconded by Jack Mounts, to accept Chameleon Concrete Inc.’s proposal to replace the current indoor pool deck coating with a complete epoxy coating at a cost of $15, 561.  The motion was APPROVED 7-0.

                b.  Horseshoe pits:  Deferred.

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

                a.  Who is handling the tennis courts?

                b.  Tax consequences of bad debt writeoffs.

                c.  Cox changes of channels on cable TV.

                d.  Pulte has awarded contract for work in 3 Rivers area.  A meeting will be held 23 July at 10:00am.

                e.  Villa landscaping contract.

XII.  At 12:20pm, Jake Bernard made a motion to adjourn, seconded by Harriet Schrader.  The motion was APPROVED 7-0.

THOMAS J. WHALEN

Secretary

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 12 August 2009.

By:  Thomas J. Whalen, Secretary