FALLS RUN COMMUNITY ASSOCIATION, INC.

Minutes of the Meeting of the Board of Directors

28 October 2009

Members Present:  Don Horan, Dan Owens & Piper, 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 10:00am in Conference Room 1 by the President, Don Horan.

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

               a.  Guardrail on Bridgewater Circle.  A resident offered to form a group of volunteers to paint the railing for the community.

               b.  Landscaping standards and compliance with Design Guidelines.

III.  Announcements:

               a.  The Meet the Candidates Forum will be held on Saturday, 7 November, at 1:00pm in the Community Center.

               b.  The FRCA Annual Meeting will be held on 2 December at 7:00pm in the Community Center.

               c.  Art Gabler has resigned as Chair of the Community Center committee.

IV.  Waive reading and approve minutes:  After discussion,

               a.  A motion was made by Dan Owens, seconded by Jack Mounts, to waive the reading and approve as corrected the minutes of the meeting of 14 October 2009.  The motion was APPROVED 7-0.

               b.  A motion was made by Bill Barnes, seconded by Dan Owens, to waive the reading and approve as written the minutes of the meeting of 16 October 2009.  The motion was APPROVED 7-0.

V.  Individual Reports:

               a.  Management Report:  The Property Manager reviewed the status of current and pending projects.  Also, she reported that the Community Center custodian would be on vacation all next week.

               b.  Activities Director’s Report:  The Newcomer’s Welcome was a success with about 30 participants.  Also, the National Harbor day trip in December is rapidly selling out a second bus.

               c.  Treasurer’s Report:  The September Financial Reports were just received.

               d.  Secretary’s Report:  No report.

               e.  Villas Liaison Report:  The Villa Board is finishing work on their 2010 budget. Also, Stafford County has approved a permit to begin survey work for an irrigation well.

VI.  Committee Reports:

               a.  Communications:  No report.

               b.  Community Center:  Changes in committee membership were announced.

               c.  Covenants:  No report.

               d.  Elections:  Will be preparing election materials for mailing on Thursday, 5 November.

               e.  Finance:  No report.

               f.  Modifications:  No report.

               g.  Property & Grounds:  No report.

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

               i.  Ad Hoc Committee for Enforcement Document:  Reviewed progress made to date and announced the next meeting would be at 1pm, 30 October, to begin a detailed review of the proposed Design Guidelines.

VII.  Old Business:

               a.  Approval of 2010 Budget:  After discussion, a motion was made by Bill Barnes, seconded by Harriet Schrader, that the Board of Directors approve the budget identified as “Official 2010 Operating Budget” with changes from the 30 September 2009, 6 October 2009 and 14 October 2009 meetings as the FRCA 2010 Operating Budget, and the budget identified as “Official 2010 RR Budget” of 30 September 2009 as the FRCA 2010 Replacement Reserve Budget.   In addition, request approval of the Budget Letter to be included with the distribution of the budget to the residents and the increase in the monthly assessment from $152.00 per month to $157.00 per month effective 1 January 2010.  The motion was APPROVED 7-0

               b.  Approval of Covenant Enforcement Administrative Resolution:  After discussion, a motion was made by Jack Mounts, seconded by Harriet Schrader, to accept the proposed draft as Administrative Resolution No. 09-09, “Enforcement Policy & Procedures”, 28 October 2009, and to have the resolution take effect 1 January 2010 after distribution to all residents.  The motion was APPROVED 7-0.

               c.  Design Guidelines review:  The Ad Hoc committee will meet at 1pm, 30 October, to begin a detailed review of the proposed Design Guidelines.

               d.  Policy for contracts:  Draft 2 was reviewed by the Board and several changes suggested.  Consideration was deferred until the next meeting.

               e.  Termite treatment for Community Center:  The Board requested the Community Center committee review the three proposals received and forward their recommendations to the Finance Committee and the Board.

               f.  Irrigation maintenance proposals:  The Board requested the Property & Grounds committee review the proposals received and forward their recommendations to the Finance Committee and the Board.

               g.  Maintenance of railings atop FRCA retaining walls:  The Property Manager noted that the contract is ready for signature and that the contractor would begin work next week.

VIII.  New Business:

               a.  Management services contract:  After discussion, a motion was made by Bill Barnes, seconded by Tom Whalen, to not notify Armstrong Management Services that we will discontinue our present contract and to continue the present management services contract for calendar year 2010.  The motion was APPROVED 7-0.  The Board also has recommended that an Ad Hoc committee be formed in early 2010 to explore preparing a Statement of Work for management services and competing this contract next year.

               b.  Policy for Activity Cards and guest passes:  After discussion, a motion was made by Tom Whalen, seconded by Bill Barnes, to approve the proposed schedule and process for issue of the new Activity Cards to all qualified residents and directed that the schedule be included with the November Gazette and included on the FRCA website and Channel 20.  The motion was APPROVED 7-0.  The Board also discussed various issues relating to the new activity card system and requested the Ad Hoc committee to prepare a draft Administrative Resolution for the system.

IX.  Open Forum:  The following topics were discussed at this open forum:

               a.  Renewal of the Armstrong contract for management services.

               b.  Termite control at the Community Center.

               c.  The new Activity Card system.

               d.  Falls Run Gazette articles.

               e.  Landscape costs.

               f.  Enforcement procedures.

               g.  The Ad Hoc Activity Card Committee will meet at 10am, 30 October.

X.  At 12:20pm, a motion to adjourn was made by Bill Barnes, seconded by Jack Mounts, and passed by acclamation.

               /s/

THOMAS J. WHALEN

Secretary

FALLS RUN COMMUNITY ASSOCIATION, INC.

Minutes of the Board of Directors meeting of 28 October 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 11 November 2009.

By:  Thomas J. Whalen, Secretary