FALLS RUN COMMUNITY ASSOCIATION, INC

Minutes of the Meeting of the Board of Directors

14 October 2009

 

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

 

Members Absent:  None

 

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

 

I.  The meeting was called to order at 6:30pm in Conference Room 1 of the Community Center by the President, Don Horan.

 

II.  Special Presentation to the Board:  Tim Lane of Ikon Copier Solutions presented information to the Board regarding cost of various printer/copier lease and/or buy agreements available from Ikon.

 

III.  Open Forum:  The following topics were mentioned during the open forum:

 

                a.  Proposed copier for the Property Manager’s office.

                b.  FRCA printing requirements.

                c.  Possibility of a reduction in the rate from Cox if contract is renegotiated.

                d.  Would this affect our income from the Cox contract

                e.  Location of the FRCA office.

                f.  Trash contract

 

IV.  Announcements:

 

                a.  The Special Budget meeting planned for 19 October 2009 has been cancelled.

                b.  Nominations for the FRCA Board of Directors election remain open until 7:00pm on 16 October 2009.

                c.  The FRCA Board will hold an Executive Session at 10:00am, 16 October, to discuss contract issues.

 

V.  Approval of Minutes:  A motion was made by Dan Owens, seconded by Harriet Schrader, to waive the reading and approve as written the minutes of the regular Board meeting of 23 September 2009 and the Special Budget Meetings of 30 September 2009 and 6 October 2009.  The motion was APPROVED 7-0.

 

VI.  Individual Reports:

 

                a.  Management Report:  Two additional proposals for maintenance of the irrigation system are expected and three proposals have been received for termite control around the Community Center.  In addition, additional concrete repairs are being scheduled with the contractor.

                b.  Activities Director’s Report:  Provided a review of upcoming activities and thanked Bob Gilbert for his work organizing the almost 600 flu shots being given to residents.

                c.  Treasurer’s Report:  Work is continuing on the 2010 Budget.

                d.  Secretary’s Report:  Announced the resignation of Cindy Horan as Chair of the Property & Grounds Committee after many years.  Also, announced that Chuck Heath had agreed to accept the position of Chair of the Property & Grounds Committee.

                e.  Villas Liaison:  No report.

 

VII.  Committee Reports:

 

                a.  Communications:  No report.

                b.  Community Center:  Reviewed current committee activities and membership changes.

                c.  Covenants:  No report.

                d.  Elections:  There are four firm candidates for the Board with another two in the process of completing their paperwork.

                e.  Finance:  Discussed committee membership changes.

                f.  Modifications:  22 modification applications were reviewed and 17 approved.

                g.  Property & Grounds:  No report.

                h.  Ad Hoc Activity Card Review Committee:  The computer system is up and running and the new ID cards are on order.  About 75% of the old pictures are able to be used in the new system.

                i.  Ad Hoc Committee for Enforcement Document:  Updated the residents on committee progress and announced that the next committee meeting would be at 10:00am, 27 October.

 

VIII.  Old Business:

 

                a.   Maintenance of railings atop FRCA retaining walls:  After a discussion of the categories of retaining walls; a motion was made by Don Horan, seconded by Harriet Schrader, that FRCA will maintain both sides of any walls/railings that form boundary walls between the community and other properties and which divide FRCA common grounds from individual properties. The motion was APPROVED 7-0.

                b.  Policy for signing contracts, work orders, etc:  Deferred until the next meeting.

                c.  Proposed Covenant Enforcement Administrative Resolution:  After discussion and review of comments by legal counsel and the Ad Hoc Committee; a motion was made by Jack Mounts, seconded by Jake Bernard, to accept the draft as written and request the FRCA Secretary to format the document in final form by the next meeting.  The motion was APPROVED 7-0.

                d.  Termite treatment for Community Center:  Two additional proposals were distributed for review by the Board.  Action was deferred until the next meeting.

 

IX.  New Business:

 

                a.  Waive account collection costs – special circumstances:  The following motions were made:

                                1/  A motion was made by Bill Barnes, seconded by Dan Owens, to waive account collection costs in the amount of $65.00 in case #FJSMIW-0125-01 due to special circumstances.  The motion was APPROVED 7-0.

                                2/  A motion was made by Bill Barnes, seconded by Dan Owens, to waive account collection costs in the amount of $10.00 in case #FJHARL-0012-01 due to special circumstances.  The motion was APPROVED 7-0.

                b.  Status of FRCA 2010 Budget:  The Board continued to discuss individual budget items including those left from earlier special budget meetings.  The following tentative decisions were reached:

                                1/  Office Equipment:  Tentatively remains $7,000

                                2/  Outdoor Pool Contract:  Tentatively reduced from $10,000 to $7,500.

                                3/  Tree/Shrub Replacement:  Tentatively increased from $3,000 to $5,000.

                                4/  Total Expenditures:  Tentatively decreased from $1,671,811 to $1,671,311.

                                5/  Net Excess:  Tentatively increased from $4,493 to $4,993 and moved to a new budget category “Administrative Expenses – Contingency”.

                c.  Proposals for 2009 financial audit:  After discussion, a motion was made by Tom Whalen, seconded by Dan Owens, to accept the Goldklang, Cavanaugh & Associates 22 June 2009 letter of engagement to prepare the 2009 financial audit and federal/state tax returns in the amount of $6,650.  The motion was APPROVED 7-0.

                d.  Proposed guidelines for non-rental use of Community Center:  Deferred until the next meeting.

                e.  Irrigation maintenance proposals:  Deferred until the next meeting.

                f.  Purchase of laptop computer:  After discussion, a motion was made by Dan Owens, seconded by Tom Whalen, to purchase a laptop computer with presentation software for official use by the Board of Directors, authorized committees, the Activities Director and Property Manager at a cost not to exceed $1100 from current operating funds.  The motion was APPROVED 5-2, Don Horan and Harriet Schrader opposed.

 

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

 

                a.  Thanks were expressed for the new horseshoe pits.

                b.  Identification of railings to be painted.

                c.  Frequency of home/villa inspections.

                d.  Retaining wall between Birchleaf and Calloway.

                e.  Cox cable contract.

                f.  FRCA insurance coverage.

                g.  Cost of financial audits.

               

XI.  At 9:20pm, a motion to adjourn was made by Dan Owens, seconded by Bill Barnes, and passed by acclamation.

 

 

 

THOMAS J. WHALEN

FRCA Secretary

 

 

By:  Donald M. Horan, President

 

 

                I attest that the foregoing minutes were accepted and approved as corrected by the Board of Directors at a duly called meeting of the Board of Directors on 28 October 2009.

 

 

By:  Thomas J. Whalen, Secretary