FALLS RUN COMMUNITY ASSOCIATION, INC.

Minutes of the Meeting of the Board of Directors

23 September 2009

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

Members Absent:  Harriet Schrader

Others Present:  Ann Jones, Activities Director; 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.  Open Forum:  The following topics were discussed during this open forum:

                a.  Work being done by Del Webb in the Three Rivers area.

                b.  Concerns about a residence on Lucketts Drive

III.  Announcements:

                a.  The Board will hold Special Meetings on 30 September, 6 October and 19 October to prepare the 2010 FRCA Budget.  All meetings are open to all residents and will be held from 9:00am to 1:00pm.

                b.  Suggestions for revision of the Design Guidelines are invited and should be submitted by 30 September.

                c.  The last Saturday trash pickup of the year will be on 26 September.

                d.  Nominations for the FRCA Board of Directors are open until 7pm, 16 October 2009.

IV.  Minutes of the 9 September 2009 Meeting:  A motion was made by Bill Barnes, seconded by Jack Mounts, to waive the reading and approve as written the minutes of the 9 September 2009 meeting of the Board of Directors.  The motion was APPROVED 6-0, Harriet Schrader absent.

V.  Individual Reports:

                a.  Management Report:  Debbie Sutton reported on the status of contracts and projects in progress noting in particular that the pool deck is being cleaned prior to re-opening the indoor pool and that a number of proposed contracts were ready for Board approval and would be considered later.

                b.  Activity Directors Report:  Ann Jones noted that the Falls Run Art Show would be held on Friday, 25 September and that there would be a Newcomers Lunch on 16 October.  She proposed a set of Guidelines for Non-rental Facility Usage for the Board’s consideration. She also proposed a community Garage Sale to be held at a date to be determined in October.

                                1/  A motion was made by Jack Mounts, seconded by Bill Barnes, to permit a community wide Garage Sale under the supervision of the Activities Director for community residents only on a date to be determined in October.  After discussion and review of the Declaration, the motion was declared out of order as paragraph 9.14 of the Declaration forbids garage or yard sales on individual properties.

                                2/  A motion was made by Jack Mounts, seconded by Tom Whalen, to permit a community Garage Sale at the Community Center under the supervision of the Activities Director on a date to be determined in October.   The motion was APPROVED 6-0, Harriet Schrader absent.

                c.  Treasurer’s Report:  Bill Barnes noted that the first Special Budget Meeting would be devoted to presentations by Committee Chairs and others desiring approvals for 2010 budget items.

                d.  Secretary’s Report:  No report.

                e.  Villas Liaison Report:  Tom Whalen noted that the Villas Board had approved Goodfellers proposal for snow removal, had decided to continue with Jeffrey Charles Associates as their management company for 2010 and would be applying for County permits as the first step towards drilling a well for irrigation water.

VI.  Committee Reports:

                a.  Communications:  No report.

                b.  Community Center:  No report.

                c.  Covenants:  No report.

                d.  Election:  No report.

                e.  Finance:  The latest AMS reports look good. 

                f.  Modifications:  The committee will meet on 1 October to review all suggested changes to the Design Guidelines.

                g.  Property & Grounds:  No report.

                h.  Ad Hoc Activity Card Review Committee:  Procedures are being written and will be ready soon.  The concierge desk area is being studied for necessary changes to accommodate the new system.

                i.  Ad Hoc Committee for Enforcement Document:  A motion was made by Jack Mounts, seconded by Jake Bernard, to forward the draft Administrative Resolution “Covenant and Enforcement Policy” dated 21 September 2009 to our attorney for legal review.  The motion was APPROVED 6-0, Harriet Schrader absent.

VII.  Old Business:

                a.  Common grounds maintenance contract:  After discussion which noted that the present cost of this contract is over $117,000 including reimbursements to the Villas under our negotiated agreement, a motion was made by Tom Whalen, seconded by Jack Mounts, to accept Shenandoah Landscaping Services proposal #EFRLJW09-31372 for maintenance of the common grounds as presented by the Property & Grounds Committee for the full three year period at a cost of $101,441 per annum for the years 2010-2012.  The motion was APPROVED 6-0, Harriet Schrader absent.

                b.  Snow Management proposals:  A motion was made by Jake Bernard, seconded by Dan Owens, to accept the Goodfellers 22 July 2009 proposal for snow management services.   The motion was APPROVED 6-0, Harriet Schrader absent.

                c.  Policy for signing contracts, work orders, etc:  Tom Whalen noted that a proposed Draft #1 of an Administrative Resolution on this subject had just been distributed to the Board and asked the Board to review it prior to the next meeting.

                d.  Proposed Covenant Enforcement Administrative Resolution:  See paragraph VIi, above.

                e.  Master Plan Phase I implementation proposals:

                                1/  A motion was made by Tom Whalen, seconded by Bill Barnes, that the FRCA accept Shenandoah Landscaping Services proposal #EFRLJW09-13895 for Package A in the amount of $22,954 to be taken from the $25,000 2009 Operating funds allocated for Master Plan Phase I.  The motion was APPROVED 6-0, Harriet Schrader absent.

                                2/  A motion was made by Tom Whalen, seconded by Jake Bernard, that the FRCA accept Shenandoah Landscaping Services proposal #EFRLJW09-13895 for Packages B and C in the total amount of $6308 [Package B $2989 and Package C $3278 after deducting $352 for the forsythia bushes which had not been requested as part of the package] to be taken from 2009 Operating Funds allocated for Erosion Management/Repair.  The motion was APPROVED 6-0, Harriet Schrader absent.

                f.  Maintenance of railings atop FRCA retaining walls:  The Board discussed the need for a special meeting to be devoted to this subject and agreed to defer until after preparation of a draft Administrative Resolution detailing the limits of FRCA responsibility for retaining walls.

VIII.  New Business:

                a.  Approval of C. Heath’s volunteer tree project:  After discussion, a motion was made by Tom Whalen, seconded by Dan Owens, that the Board of Directors acknowledge Chuck Heath’s status as a FRCA volunteer conducting an inventory of trees planted on common ground since 2002 and rehabilitating trees that were improperly planted.  The motion was APPROVED 6-0, Harriet Schrader absent.

                b.  Termite treatment for Community Center:  Triple S Pest Management has submitted a proposal for these services.  The Board requested the Property Manager to obtain additional bids for consideration.

                c.  Proposal for fall flowers:  A motion was made by Tom Whalen, seconded by Bill Barnes, to accept Shenandoah Landscaping Services proposal #EFRLJW-13852 for fall flowers in the amount of $2610 to be taken from 2009 Operating Funds allocated for this purpose.  The motion was APPROVED 6-0, Harriet Schrader absent.

                d.  Maintenance for Uninterruptible Power System:  A motion was made by Dan Owens, seconded by Jake Bernard, to accept the Robert D Samuels Inc. 9 September proposal in the amount of $6735 for these services with funds to the taken from current Operating Funds for general maintenance.  The motion was APPROVED 6-0, Harriet Schrader absent.

IX.  Open Forum:  The following subjects were raised during the open forum:

                a.  Club use of Community Center rooms.

                b.  Responsibility for retaining walls located within the Villas.

                c.  Maintenance of the tennis court surface.

X.  At 12:35pm, a motion to adjourn was made by Jake Bernard, seconded by Dan Owens.  The motion was carried by acclamation.

THOMAS J. WHALEN

FRCA Secretary

FALLS RUN COMMUNITY ASSOCIATION, INC.

Minutes of the Board of Directors Meeting of 23 September 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 14 October 2009.

By:  Thomas J. Whalen, Secretary