FALLS RUN COMMUNITY ASSOCIATION INC.

Minutes of the Meeting of the Board of Directors

26 August 2009

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

Members Absent:  None

Others Present:  Ann Jones, Activity Director; Debbie Sutton, Property Manager [both not present during executive session]

I.  Call Meeting to Order:  The meeting was called to order at 9:00am by the President, Don Horan, in Conference Room 1.  Jake Bernard made a motion, seconded by Tom Whalen, to adjourn to executive session to discuss personnel issues.  The motion was APPROVED 7-0 and the Board adjourned to executive session at 9:02am.

II.  Reconvene in Open Session:  At 9:50am, Dan Owens made a motion, seconded by Bill Barnes, to reconvene in open session.  The motion was APPROVED 7-0 and the Board reconvened in open session at 9:50 and recessed until 10:00am.  At 10:00, the meeting was called to order by the President, Don Horan, who announced that the Board had met in executive session to consider personnel issues.  A motion was made by Tom Whalen, seconded by Bill Barnes, to accept the proposed 2010 salary and compensation structure for FRCA employees as discussed during the executive session and to adopt a SIMPLE Retirement Account for eligible FRCA employees.  The motion was APPROVED 7-0.

III.  Presentation by Cox Communications:  Mark Moats discussed Cox’s plans for Cable TV channel changes and analog/digital conversion issues.  He then answered questions and addressed resident’s concerns.

IV.  Open Forum:  The following subjects were discussed during this open forum:

                a.  Can Verizon be put on Channel 20?  No.

                b.  Joan Bitely read a letter to the Board regarding maintenance of the tennis courts.

                c.  Bee problems behind Verona Court.

                d.  Length of the present contract with Cox Communications.  It expires in 2012.

                e.  Sidewalk repairs.

V.  Announcements:  None

VI.  Minutes of 12 August Meeting:  Jack Mounts made a motion, seconded by Dan Owens, to waive the reading and approve as written the minutes of the 12 August 2009 meeting of the Board of Directors.  The motion was APPROVED 7-0.

VII.  Individual reports:

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

                                1/  Contracts in progress/review:  Interviews and vendor presentations for the common grounds maintenance contract were conducted on 25 August.  Bids for the snow removal contract are being reviewed jointly with the Villas.

                                2/  Projects in progress:  Indoor pool deck work has started.  Bids to repair the Monument sign are being requested. 

                                3/  Lot 9 Easement:  No change

                b.  Activities Director’s Report:  Ann Jones reported that work has begun to install the horseshoe pit.  Also, the 4 September outdoor movie will be “Grease”.

                c.  Treasurer’s Report:  The final 2008 Audit report has just been received and is being reviewed.

                d.  Secretary’s Report:  Action on two proposed Administrative Resolutions was deferred.

                e.  Villas Liaison Report:  The Villas have recently inspected the entire community for violations. The Del Webb/Pulte warranty expired 28 July and the Villas have received $40,000 from Pulte for roof repairs.

VIII.  Committee Reports:

                a.  Communications:  No report.

                b.  Community Center:  An inventory is being conducted of all Community Center property.

                c.  Covenants:  No report.

                d.  Election:  No report.

                e.  Finance:  July Financial reports have not yet been received.

                f.  Modifications:  The committee is beginning a complete review of the Design Guidelines.  All suggestions for changes should be sent to the Board, the committee or submitted thru the Board’s website link.

                g.  Property & Grounds:  No report.

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

                i.  Ad Hoc Committee for Enforcement Document:  Reviewed progress made at the 24 August committee meeting.  Next meeting is scheduled for 8 September. Go to the report

IX.  Old Business:

                a.  Sidewalk repairs:  Two proposals are being reviewed. 

                b.  Policy for signing contracts, work orders, etc:  Being written.  Draft may be distributed to the Board for review prior to the next meeting.

                c.  Maintenance of railings atop FRCA retaining walls:  Jake Bernard will measure the railings so that proposals can be requested from contractors.  Questions remain concerning the exact ownership of some railings both in the single family area and in the Villas.

                d.  Delivery of Administrative Resolutions:  The Property Manager will arrange for the printing of ARs to be delivered to all residences.  Copies will be mailed to owners of record not resident in Falls Run.

X.  New Business:

                a.  Approval of proposals for alarm system monitoring, pest control, and mosquito abatement:

                                1/  Tom Whalen made a motion, seconded by Jake Bernard, that the Board accept the Triple S Pest Management Services 6 August 2009 proposal for a 48 month renewal of our present contract for pest control services at a rate of $27 per month [$324 per year/ $1,296 total] commencing upon the expiration of our present contract.  The motion was APPROVED 7-0.

                                2/  Tom Whalen made a motion, seconded by Harriet Schrader, that the Board accept the Triple S Pest Management Services 6 August 2009 proposal for a 24 month contract for mosquito abatement services for 2010/2011 at a rate of $395 per month [8 months active] [$3,160 per year/ $6,320 total].  The motion was APPROVED 7-0.

                                3/  Tom Whalen made a motion, seconded by Harriet Schrader, that the Board accept the East Coast Fire Protection undated proposal #QUO-04651-RJ08XQ for Fire Alarm system monitoring for a five year period at a rate of $360 per annum [$1,800 total] commencing when agreed upon.  The motion was APPROVED 7-0.

                b.  Insurance policy review:  The Board will review current insurance coverage before policy renewal due in September.

                c.  Approach to revising Design Guidelines and conducting property inspections:  See paragraph VIIIf above.  No decision was reached on inspection procedures.

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

                a.  Cost of document printing.

                b.  Input for Design Guidelines.

XII.  At 11:45, Jack Mounts made a motion, seconded by Jake Bernard, to adjourn.  The motion was APPROVED 7-0.

THOMAS J. WHALEN

FRCA Secretary

FALLS RUN COMMUNITY ASSOCIATION, INC.

Minutes of the Board of Directors Meeting of 26 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 9 September 2009.

By:  Thomas J. Whalen, Secretary

Report of the Ad Hoc Committee on Enforcement:

Committee:

I have reserved room 1 on Monday August 24 at 10:00 a.m. for the next committee meeting.  I will send an agenda before the meeting.

At today's meeting, we reviewed the committee charter, and I discussed the fact that FR has never enforced its rules and regulations, although a lot of effort has been done in support of enforcement.  The document developed should be accurate, inclusive, legally correct, understandable and useable.  It also should be long enough only to ensure that it includes everything that is necessary.

We should time the implementation of the enforcement policy and procedures so they support and interface with the Center's card system and inspections of FR residences.  We will need a good outreach and education program, allowing residents ample time to meet regulations, and would provide support to the Center Card education and outreach program, if needed.

Some of the decisions:

1. We should distribute the document as an insert to the Gazette; we are not legally required to mail it.

2.  We should add the Articles of Incorporation to the list of documents.

3.  The delinquent payments policy should be included in the document in its entirety and removed as a standalone resolution from the FR Website.

4.  We will not include a detailed discussion of the sanctions as included in the draft.

5.  Hearings will be public and not private.

6.  I will rework the draft as follows:

Section 1:  Will include all applicable parts of the FR documents in which enforcement is addressed. 

Section 2:  Will review the introductory write-up to ensure all paragraph discussions are accurate/complete and should be included.

Section 2.a.  Will compose a section describing the general sanctions to be imposed for violations.

Sections 2.c. and 2.d. Will review the write-up to ensure all paragraph discussions are accurate/complete and should be included.

7.  I will provide the revised draft to the committee prior to the meeting, and we will go down the document line by line during the meeting.

Please add to, correct or delete the above.

Thanks, Jack