FALLS RUN COMMUNITY ASSOCIATION, INC

Minutes of the Meeting of the Board of Directors

11 November 2009

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

Members Absent:  Piper

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 President, Don Horan.

II.  Open Forum:  There were no comments during this open forum.

III.  Announcements:

               a.  The 2010 Budget has been approved by the Board and delivered to all owners.  The monthly assessment will increase effective 1 January 2010 from $152.00 per month to $157.00 per month.

               b.  Voting for members of the Board of Directors is underway.  Balloting ends at 2:00pm, 30 November 2009.

               c.  The FRCA Annual Meeting will be held at 7:00pm, 2 December 2009, in the Community Center.

               d.  The new Chair of the Community Center Committee is Tom Bruns.

IV.  Waive reading and approve Minutes of 28 &29 October meetings:  A motion was made by Dan Owens, seconded by Jack Mounts, to waive the reading and approve as written the minutes of the meetings of 28 October 2009 and 29 October 2009.  The motion was APPROVED 7-0.

V.  Individual Reports:

               a.  Management Report:  Debbie Sutton reviewed the status of contracts in progress.  Also, she noted that the tennis court work and second phase of the handicap ramp concrete work were completed.  In progress were the fall tree and shrub plantings and FRCA railing repairs and painting.

               b.  Activities Director’s Report:  Reviewed upcoming activities and noted that 481 new Activity cards were issued to residents last Saturday.

               c.  Treasurer’s Report:  A motion was made by Bill Barnes, seconded by Harriet Schrader, to write off $55.75 in late fees and interest accrued in case FJSMIW0-21601 due to a discrepancy in the timing of the depositing and crediting of a check.  The motion was APPROVED 7-0.

               d.  Secretary’s Report:  No report.

               e.  Villa Liaison’s Report:  The Villa’s Annual Meeting will be at 7:00pm, 12 November 2009.

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:  Reviewed the new application forms at today’s meeting.

               g.  Property & Grounds:  No report.

               h.  Ad Hoc Activity Card Review Committee:  Card issue has started and procedures are being developed for concierges.

               i.  Ad Hoc Committee for Enforcement Document:  Described progress made to date.  Noted that the committee would meet again at 9:00am, 16 November, to review Draft 3 of the revised Design Guidelines.  After extensive discussion, a motion was made by Jack Mounts, seconded by Bill Barnes, to authorize the Modifications Committee on a trial basis to conduct full property inspections of all residences once during 2010.  In addition, the committee was authorized to add and train additional personnel as needed to accomplish this tasking.  The motion was APPROVED 7-0.

VII.  Old Business:

               a.  Policy for contracts:  After discussion, a motion was made by Tom Whalen, seconded by Jack Mounts, to approve Draft 3 of the proposed Administrative Resolution as modified during discussion and publish it as Administrative Resolution No 09-10 “Contracting Procedures” effective 11 November 2009.  The motion was APPROVED 7-0.

               b.  Policy for activity cards and guest passes:  The Ad Hoc committee is working on a draft policy for the Board to review.

               c.  Design Guidelines revision:  After discussion, a motion was made by Jack Mounts, seconded by Harriet Schrader, that the Board upon receipt of the proposed, revised Design Guidelines, post a copy on the FRCA website, have several hard copies available in the Community Center for review by residents and schedule a “Town Hall” meeting where residents can ask questions and comment upon the proposed Design Guidelines prior to Board action upon them.  The motion was APPROVED 7-0.

               d.  Revision of Application for Changes and Improvements [Single Family Homes]:  After discussion, action was deferred until the next meeting of the Board.

               e.  Termite treatment for Community Center:  Awaiting review and recommendations from the Community Center committee.

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

               g.  Maintenance of railings atop FRCA retaining walls:  The contractor has started work.

VIII.  New Business:

               a.  Form Ad Hoc committee on cable/satellite TV bulk contracting:  After discussion, a motion was made by Jake Bernard, seconded by Jack Mounts, to task the Communications Committee with a full review of the present contract, exploration of possible alternatives. and preparation of a recommended course of action for cable/satellite TV contracting for Falls Run by 1 April 2010.  The motion was APPROVED 7-0.  Several members of the Board indicated that they would work with the committee in this task.

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

               a.  Cox cable TV contract.

               b.  Home inspection records.

               c.  Historian for Falls Run.

               d.  Various landscaping issues.

               e.  Design Guidelines review process.

               f.  Modification application process.

X.  At 8:50pm, the meeting was adjourned by acclamation.

                /s/

THOMAS J. WHALEN

FRCA Secretary

FALLS RUN COMMUNITY ASSOCIATION, INC.

Minutes of the Board of Directors Meeting of 11 November 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 25 November 2009.

By:  Thomas J. Whalen, Secretary