FALLS RUN COMMUNITY ASSOCIATION, INC.

Minutes of the Meeting of the Board of Directors

12 August 2009

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

Members Absent:  Don Horan

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

I.  The meeting was called to order at 7:00pm in Conference Room 1 by the Vice President, Dan Owens.

II.  Open Forum:  The following topics were mentioned during this open forum:

                a.  Sidewalk lights appear out of order behind the Community Center.

                b.  Pond #5 maintenance and repair work.

                c.  Tennis court resurfacing.

III.  Announcement:  There will be an executive session to discuss personnel issues at 9.00am on 26 August prior to the regular Board meeting.

IV.  Minutes of the 22 July Meeting:  A motion was made by Bill Barnes, seconded by Jack Mounts, to waive the reading and approve the minutes of the 22 July 2009 meeting of the Board of Directors as written.  The motion was APPROVED 6-0, Don Horan was absent.

V.  Management Report:  Debbie Sutton reported on:

                a.  Contract status:  The prospective contractor meetings for the landscape maintenance contract will be held on 25 August.  These meetings are not open to all residents.

                b.  Work in progress:  Pond 5 maintenance work has begun. 

                c.  Long term contracts:  Several contractors have proposed long term contracts to Falls Run.  These will be provided to the Board for their consideration.

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

                a.  Both the projector and rowing machine have been received.

                b.  Several new items have been added to the activity calendar.

VII.  Treasurer’s Report:  Bill Barnes reported:

                a.  Bad Debt:  Bill Barnes made a motion, seconded by Tom Whalen, to write off an additional $25.00 for case WTP 082376.00311 which combined with the $956.02 written off for this case on 22 July 2009 will bring the total write off for this case to $981.02.  The motion was APPROVED 6-0, Don Horan was absent.

                b.  Utility cost comparisons for the first six months of 2008 and 2009 were provided.

VIII.  Committee Reports:

                a.  Villas Liaison:  No report.

                b.  Covenants:  No report.

                c.  Community Center:  Recommended action on the horseshoe pits and tennis court resurfacing proposals.  Indicated that a full inventory of Community Center property was being done.

                d.  Property and Grounds:  No report.

                e.  Modifications:  Paul Niemi has joined the committee which reviewed 18 applications at their meeting today.  The committee is planning for the scheduled 15 September community inspection.

                f.  Election:  Briefed the key dates in this year’s BOD elections.

                g.  Communications:  No report.

                h.  Finance:  No report.

                i.  Ad Hoc Activity Card Review Committee:  The next meeting of the committee will be 14 August at 9:30am.

                j.  Ad Hoc Committee for Enforcement Document:  The next meeting of the committee will be 24 August.

                k.  The Kudzu Project:  Two draft Administrative Resolutions to document past Board decisions have been distributed to the Board for consideration at the next meeting.

IX.  Old Business:

                a.  Sidewalk Repairs:  Debbie Sutton briefed the board on developments regarding repair of sidewalks in the Villas and the causes of joint expansions on sidewalks. 

                b.  Recoating indoor pool deck:  The previously selected contractor has gone out of business. After discussion, Tom Whalen made a motion, seconded by Jack Mounts, to accept Artisan Designs proposal #1253 in the amount of $12,484.50 to coat and seal the indoor pool deck.  The motion was APPROVED 6-0, Don Horan absent.

                c.  Policy for signing contracts, work orders, etc:  The Board agreed to try to prepare a policy covering contracting procedures from start to finish and retain a two signature policy.  A draft policy will be prepared for presentation to the Board for approval.

                d.  Maintenance standards for residents’ railings and poured concrete retaining walls:  The Board briefly discussed the standard proposed by the Modifications Committee.

                e.  Maintenance of railings atop FRCA retaining walls:  The Board discussed the need for a special meeting devoted solely to this subject and also decided to move forward with needed maintenance on a number of clearly FRCA owned retaining walls.

                f.  Results of test resident survey capability using FRCA web page:  The test survey received 138 responses with large majorities indicating they thought the survey page was a good idea and that they would participate in future surveys.

                g.  Use of Community Center facilities by long-term caregivers:  After discussion, Jack Mounts made a motion, seconded by Harriet Schrader, to allow the Activity Director discretion to permit use of the Community Center facilities by long-term caregivers without resident escort.  The motion was NOT APPROVED 2-3, Jack Mounts and Harriet Schrader in favor; Jake Bernard, Tom Whalen and Bill Barnes opposed, Dan Owens abstained, Don Horan absent.

X.  New Business:

                a.  Delivery method for Bylaws and Administrative Resolutions:  The Board asked the Property Manager to arrange for the printing and delivery of the Bylaws and selected Administrative Resolutions to residents and offsite owners.

                b.  Request for approval to seek contractors for 2009 Master Plan Phase I implementation:  After discussion, Tom Whalen made a motion, seconded by Jake Bernard, to authorize the Property & Grounds Committee to seek contractors for Master Plan Phase I implementation for 2009.  The motion was APPROVED 6-0, Don Horan absent.

                c.  September 2009 property inspections:  After spirited discussion, Harriet Schrader made a motion to direct the Modifications Committee to conduct property inspections in September 2009 in the same manner as previously conducted.  This motion failed for want of a second and was not considered.  Then Jake Bernard made a motion, seconded by Bill Barnes, to cancel the scheduled 15 September inspections and direct the Modifications Committee to conduct a full review of the Design Guidelines and recommend changes to the Board, and to also redefine the inspection and violations process.  This motion was APPROVED 6-0, Don Horan absent.

                d.  Tennis court maintenance:  After discussion, Bill Barnes made a motion, seconded by Jake Bernard, to color coat and re-seal the tennis courts at a cost of $10,500 using Replacement Reserve funds available for that purpose.  The motion was APPROVED 6-0, Don Horan absent.

                e.  Horseshoe pits:  After discussion, Jack Mounts made a motion, seconded by Jake Bernard, to permit the installation of a horseshoe pit in the suggested area by the pool house after relocation of necessary shrubbery.  The motion was APPROVED 6-0, Don Horan absent.

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

                a.  Impact of projected rate increases on utility costs.

                b.  Design Guidelines are confusing as currently written.

                c.  Violations process changes are needed.

                d.  Property inspection process.

                e.  Guest privileges for caregivers.

                f.  FRCA owned retaining walls located in the Villas.

                g.  Enforcement policies.

XII.  At 9:30pm, Jake Bernard made a motion to adjourn, seconded by Harriet Schrader, and APPROVED 6-0, Don Horan absent.

THOMAS J. WHALEN

FRCA Secretary

FALLS RUN COMMUNITY ASSOCIATION, INC

Minutes of the Board of Directors Meeting of 12 August 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 26 August 2009.

By:  Thomas J. Whalen, Secretary