FALLS RUN COMMUNITY ASSOCIATION INC.
Minutes of the Meeting of the Board of Directors
09 September 2009
Members Present: Don Horan, Dan Owens, Bill Barnes, Tom Whalen, Jack Mounts, Harriet Schrader Members Absent: Jake Bernard Others Present: Ann Jones, Activities Director; Debbie Sutton, Property Manager I.: The meeting was called to order at 7:00pm in Conference Room 1 of the Community Center by the FRCA President, Don Horan. II.: Open Forum: The following topics were discussed during this open forum: a.: Reconsideration of tennis court maintenance work. b.: Opposition to inspections of resident’s backyards. III.: Announcements: a.: Open budget meetings will be held from 9:00am – 1:00pm on 30 September, 6 October and 19 October. There will an open forum at each meeting. b.: The Design Guidelines are being reviewed and suggestions for change may be made until 30 September in order to be considered at this time. c.: The last Saturday trash pickup this year will be on 26 September. IV.: Minutes of the 26 August meeting: Bill Barnes made a motion, seconded by Dan Owens, to waive the reading and approve as written the minutes of the 26 August 2009 meeting of the Board of Directors. The motion was APPROVED 6-0, Jake Bernard absent. V.: Individual Reports: a.: Management Report: Debbie Sutton briefed: 1/ Status of contracts in progress: Best and final offers have been received for the common grounds maintenance contract. Bids are being reviewed for the snow removal contract. 2/ Status of projects in progress: The indoor pool deck work is taking longer than planned due to circumstances beyond our control. The 3 rivers repairs appear to be done. Repairs on the monument sign will start this week. b.: Activities Director’s Report: Ann Jones noted that we would have an AARP drivers course here in October and provided the Board with some thoughts about redesigns of the concierge station. c.: Treasurer’s Report: Several financial management motions were presented: 1/ Bill Barnes made a motion, seconded by Tom Whalen, to reinvest the Goldman Sachs FRCA Operating Fund CD of $50,000 maturing on 10 September 2009 in another CD of $50,000 for a term of 90 days at the best available rate. The motion was APPROVED 6-0, Jake Bernard absent. 2/ Bill Barnes made a motion, seconded by Dan Owens, to reinvest the FirstBank FRCA Operating Fund CD of $50,000 maturing on 14 September 2009 in another CD of $50,000 for a term of 120 days at the best available rate. The motion was APPROVED 6-0, Jake Bernard absent. 3/ Bill Barnes made a motion, seconded by Harriet Schrader, to transfer $848.18 from the FRCA Operating Fund to the FRCA Reserve Fund. This transfer is to balance the Reserve Fund and provide the remainder of funds owed from the Operating Fund. The motion was APPROVED 6-0, Jake Bernard absent. d.: Secretary’s Report: A number of procedural and administrative motions were presented: 1/ Tom Whalen made a motion, seconded by Bill Barnes, that the Board of Directors accept without change the previously distributed Draft #2 of the proposed Administrative Resolution “Resale Inspections” and publish it as Administrative Resolution #09-07, effective 9 September 2009. The motion was APPROVED 6-0, Jake Bernard absent. 2/ Tom Whalen made a motion, seconded by Jack Mounts, that the Board of Directors accept without change the previously distributed Draft#2 of the proposed Administrative Resolution “Meetings of the Board of Directors” and publish it as Administrative Resolution #09-08, effective 9 September 2009. The motion was APPROVED 6-0, Jake Bernard absent. 3/ Tom Whalen made a motion, seconded by Dan Owens, that the Board of Directors accept the Community Center holiday hours as proposed by the Activities Director. The Community Center will be open from 8am to 12noon on Thanksgiving Day, Christmas Eve and New Years Eve; open from 11am to 5pm on New Years Day and closed on Christmas Day. The motion was APPROVED 6-0, Jake Bernard absent. e.: Villas Liaison Report: No report. VI.: Committee Reports: a.: Communications: No report. b.: Community Center: No report. c.: Covenants: No report. d.: Election: No report. e.: Finance: No report. f.: Modifications: The Design Guidelines are under review and resident’s suggestions are welcome. Submit them by 30 September for consideration during this review. g.: Property & Grounds: The next meeting is tomorrow at 1:00pm. h.: Ad Hoc Activity Card Review Committee: The next meeting is at 1:00pm on 16 September. The committee is currently reviewing software and preparing to salvage our old database. i.: Ad Hoc Committee for Enforcement Document: Next meeting will be 10am, 21 September. Work is progressing on the draft document which may be ready for the next Board meeting. Go to the report VII.: Old Business: a.: Reconsideration of maintenance of tennis courts: After discussion, 1/ Tom Whalen made a motion that the Board of Directors agree to re-open for re-consideration the 12 August 2009 decision regarding the maintenance of the tennis courts. The motion did not receive a second and was not considered by the Board. 2/ Dan Owens made a motion, seconded by Bill Barnes, to accept the 1 September 2009 proposal from Tennis Courts Inc. for maintenance work on the tennis courts in the amount of $7,200. The funds to be taken from Replacement Reserve Funds. The motion was APPROVED 6-0, Jake Bernard absent. b.: Approve 2008 Final Audit: Bill Barnes made a motion, seconded by Jack Mounts, to approve the Final Audit report for the Falls Run Community Association for 2008 as prepared by Goldklang, Cavanaugh and Associates and dated 25 July 2009. The motion was APPROVED 6-0, Jake Bernard absent. c.: Sidewalk repairs: Tom Whalen made a motion, seconded by Dan Owens, to accept the 18 August 2009 proposal for concrete repairs from Murphy Concrete & Asphalt in an amount not to exceed $15,000 with all work to be authorized by the Property Manager. The funds to be taken from Replacement Reserve Funds. The motion was APPROVED 5-0, Harriet Schrader abstained, Jake Bernard absent. d.: Proposed Covenant Enforcement Administrative Resolution: The ad hoc committee may have a complete draft document for consideration at the next Board meeting. e.: Policy for signing contracts, work orders, etc: The draft should be ready for review at the next Board meeting. f.: Maintenance of railings atop FRCA retaining walls: Measurements of work to be done should be complete by 30 September. g.: Insurance policy review: After discussion, the Board agreed to renew our current insurance coverage without change on the renewal date, 22 September. h.: Delivery of bylaws and Administrative Resolutions: The Property Manager is having the materials to be distributed printed. VIII.: New Business: a.: Snow management proposals: Three proposals have been received which will be reviewed by the Villas Board at their 21 September meeting. The FRCA BOD and Villas Board will meet after that date to coordinate their actions. b.: FRCA Budget Process: A full discussion was deferred. The October Gazette will contain an article explaining the process in detail. IX.: Open Forum: The following topics were discussed at this open forum: a.: Sidewalk repairs. b.: Criteria for inspectors who perform resale inspections. c.: Community Center air filters. They have been changed since the indoor pool work started. d.: Holiday hours are appreciated. e.: How much landscaping work does the FRCA plan to do in the Villas? X.: At 8:35pm, Dan Owens made a motion, seconded by Harriet Schrader, to adjourn. The motion was approved 6-0, Jake Bernard absent. THOMAS J. WHALEN FRCA Secretary FALLS RUN COMMUNITY ASSOCIATION, INC. Minutes of the Board of Directors Meeting of 9 September 2009
Report of the Ad Hoc Committee on Enforcement
The next meeting is scheduled for September 21 at 10 a.m.
Today's meeting was attended by Jack Mounts, Shirley Sommer, Debbie Sutton, Tom Whalen, Don Horan and Susan Manch. The following actions were taken on the Action Plan for implementation of FRCA Covenants and Enforcement Policy (please add to, correct or delete).
1. Complete the development of the FRCA Covenants and Enforcement Policy.
The committee reviewed Don Horan's draft of the enforcement policy (dated 9-1-09) and made changes, including combining paragraphs where applicable. Portions of the document will be rewritten to include in the Notice of Violations letter the date of the appeals hearing with the Covenants Committee. As a result of this decision, the Notice of Violation letter will include applicable parts of the Notice of Hearing Opportunity letter, eliminating the need for the second letter.
Don will try to have a redone version of the document in time for it to be on the "New Business" agenda for the September 23 Board meeting.
The Ad Hoc Committee is recommending to the Board that, as part of the implementation of the covenants and enforcement policy, the charters for both the Covenants and Mod Com be revisited and changed, if required, that the number of members for each committee be established and the names of the members be listed on the FR Website.
2. Conduct an intensive review of the Design Guidelines and make required changes.
Shirley said the Mod Com has met three times and another meeting is scheduled for Wednesday in support of their effort to rework the Guidelines. The committee is including, in its rewrite of the Guidelines, a review of all suggested changes as provided by residents. They also are developing an index to topics to make it easier for residents to access rules pertaining to their interest.
After receiving the updated Design Guidelines from the Mod Com (after September), the Ad Hoc Committee will review the draft with the idea of possible reorganization and simplification to increase access by residents.
3. Review and modify, as needed, the review processes for approval of Applications for Change and improvements.
Jack said he would begin the project of redesigning the Applications for Changes and improvement form, combining it with Section IV of guidelines.
4. Review and modify, as needed, the inspection of FR residences.
a. Provide recommendations to the Board on: (1) whether or not backyards should be inspected, (2) who should conduct inspections of residences, (3) and how often the inspections should be conducted.
Based on the agreement that the inspections of FR residences, both individual homes and Villas, should be accomplished by an AMS inspector, the committee reviewed a draft of the Scope of Work for this approach. Susan provided AMS input and consulting advice.
The committee is recommending that AMS conduct one walk around architectural inspection each year (Springtime), with periodic (weekly?) drive through inspections throughout the year. The inspector will also conduct follow-up inspections of properties with violations, produce and file all correspondence relating to inspections and violations, interface with the residents, Board and Property Manager and insert documentation into the AMS Connect System and resident files. Based on the amount of work to conduct inspections of 800 homes, the committee estimated roughly 800 hours/$20/hour.
The AMS inspector would report to Debbie and work out of the Fredericksburg AMS office.
5. Create and implement a plan to advertise the implementation of the FRCA Covenants and Enforcement policy.
No discussion on this Action Item.
Future Work to be accomplished
1. Finalize the Scope of Work for the AMS inspector.
2. Write letters: (a) preliminary notice on violations, (b) Notice of Violation, (c) Notice of Hearing Opportunity - Board.
3. Develop checklist to be used by AMS inspector.
4. Rewrite Design Guidelines and application for modifications.
5. Rewrite guidelines for residents (to be distributed before each inspection).
6. Develop plan to advertise and implement the enforcement policy.
7. Review charters of Covenants and Modifications Committees to reflect implementation of enforcement policy.
Thank you, Jack