FALLS RUN COMMUNITY ASSOCIATION, INC.

Minutes of the Meeting of the Board of Directors

9 December 2009

 

 

Members Present:  Dan Owens & Piper, Tom Whalen, Bill Barnes, Jake Bernard, Toni Brown, Dot Foster

 

Members Absent:  John Thrash

 

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

 

 

I.  The meeting was called to order by the Vice President, Dan Owens, at 6:30pm in Conference Room 1 of the Community Center.  A motion was made by Bill Barnes, seconded by Tom Whalen, to close the meeting and convene in executive session to discuss personnel matters.  The motion was APPROVED 5-0, Dot Foster not participating, John Thrash absent.  At 6:55pm, the Board reconvened in open session and recessed until 7:00pm by acclamation. 

 

II.  The meeting was called to order at 7:00pm by Dan Owens, Vice President, who announced that the Board had met in executive session to discuss various personnel matters and had not taken any actions during the executive session.

 

III.  Election of Officers:  A motion was made by Tom Whalen, seconded by Bill Barnes, to elect the following members of the Board of Directors to the positions indicated effective immediately:  Jake Bernard, President; Dan Owens, Vice President; Tom Whalen, Secretary; Bill Barnes, Treasurer.  The motion was APPROVED 6-0, John Thrash absent.

 

IV.  Open Forum:  The following topic was discussed during this open forum:

 

               a.  Process for election of officers.

 

V.  Announcements:

 

               a.  The FRCA monthly assessment will be $157.00 per month effective 1 January 2010.

               b.  The Board announced the following Liaison appointments:

 

                              1/  Jake Bernard – Modifications Committee

                              2/  Dan Owens – Community Center Committee

                              3/  Tom Whalen – Property & Grounds Committee

                              4/  Bill Barnes – Finance Committee

                              5/  Toni Brown – Covenants Committee

                              6/  Dot Foster – Villas Board

                              7/  John Thrash – Communications/Election Committees

 

VI.  Minutes of Meetings:   

 

               a.  A motion was made by Bill Barnes, seconded by Dan Owens, to waive the reading and approve as written the minutes of the 25 November 2009 meeting of the Board of Directors.  The motion was APPROVED 6-0, John Thrash absent.

               b.  A motion was made by Dan Owens, seconded by Bill Barnes, to waive the reading and approve as written the minutes of the 2 December 2009 Annual Meeting of the Falls Run Community Association.  The motion was APPROVED 6-0, John Thrash absent.

               c.  A motion was made by Toni Brown, seconded by Dot Foster, to publish “Draft” or “Unapproved” minutes of meetings of the Board of Directors on the Falls Run website within one week of each meeting.  After approval, the “Draft” minutes would be replaced by the “Approved” minutes.  The motion was APPROVED 6-0, John Thrash absent.

 

VII.  Individual Reports:

 

               a.  Management Report:  Debbie Sutton updated the Board on the status of work in progress and contracts under review.  She also noted that she would be on vacation 23 December – 4 January.

               b.  Activities Director:  Ann Jones noted that 187 residents had attended the Holiday Party at the Riverside.  Also, over 800 new Activity Cards have been issued to residents.

               c.  Treasurer’s Report:  A motion was made by Bill Barnes, seconded by Tom Whalen, that the Falls Run Community Association elect to apply all or part of the 2009 excess assessment income to the following year’s assessments and that such final amount shall be at the Board’s discretion.  The motion was APPROVED 6-0, John Thrash absent.

               d.  Secretary’s Report:  No report.

               e.  Villa Liaison Report:  No report.

 

VIII.  Committee Reports:

 

               a.  Communications:  No report.

               b.  Community Center:  Currently reviewing termite treatment proposals.

               c.  Covenants:  No report.

               d.  Election:  The committee will meet soon to review this year’s election.

               e.  Finance:  Casey Naatjes discussed the present financial status of the FRCA.

               f.  Modifications:  The committee had just reviewed 5 applications and approved 3 of them.

               g.  Property & Grounds:  No report.

               h.  Ad Hoc Activity Card Review Committee:  Reported the status of implementation of the new Activity Card system currently undergoing trial.

               i.  Ad Hoc Committee for Enforcement Document:  Briefed the Board on current work.  The next committee meeting will be in early January.

 

IX.  Old Business:

 

               a.  Design Guidelines revision:  Deferred.

               b.  Policy for activity cards and guest passes:  A draft Administrative Resolution will be distributed electronically to the Board for review next week.

               c.  Revision of Application for Changes and Improvements [Villas]:  A motion was made by Dan Owens, seconded by Tom Whalen, to approve the revised Application for Changes and Improvements [Villas] and its instruction sheet and implement them immediately.  The motion was APPROVED 6-0, John Thrash absent.

               d.  Termite treatment for Community Center:  Proposals are being reviewed by the Community Center Committee.

               e.  Irrigation maintenance proposals:  The Property & Grounds Committee is preparing a new Statement of Work.

               f.  Maintenance of railings atop FRCA retaining walls:  Deferred until the Board can meet with our attorney to discuss legal issues.

 

X.  New Business:

 

               a.  Writing assignments for monthly Gazette Director’s Corner and flyer:  Writing assignments were agreed upon and a schedule will be distributed to the Board and other interested persons.

               b.  Need for 23 December Board Meeting?  A motion was made by Tom Whalen, seconded by Dot Foster, to cancel the scheduled 23 December 2008 meeting of the Board of Directors.  The motion was APPROVED 6-0, John Thrash absent.

               c.  Policy for new laptop computer:  A motion was made by Dan Owens, seconded by Bill Barnes, to approve the proposed policy for use of the newly purchased laptop computer and directed that the policy be posted on the website and be available in the Property Manager’s office.  The motion was APPROVED 6-0, John Thrash absent.

               d.  Personnel Manual:  A motion was made by Jake Bernard, seconded by Dot Foster, to modify the FRCA Personnel Manual to include two [2] personal days off for full-time employees to be taken at their discretion effective 1 January 2010.  The motion was APPROVED 6-0, John Thrash absent.

 

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

 

               a.  Availability of documents to residents attending Board meetings.

               b.  Concerns regarding Channel 20 if the bulk cable contract is changed.

               c.  Communications survey of residents.

               d.  Vehicles parking on streets overnight.

               e.  Community Center hours.

 

XII.  At 8:43pm, a motion was made by Dot Foster, seconded by Bill Barnes, to adjourn.  The motion was APPROVED 6-0, John Thrash absent.

 

 

 

THOMAS J. WHALEN

Secretary

 

 

FALLS RUN COMMUNITY ASSOCIATION, INC.

Minutes of the Board of Directors Meeting of 9 December 2009

 

 

By:  Jake P. Bernard, 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 13 January 2010.

 

 

By:  Thomas J. Whalen, Secretary