FALLS RUN COMMUNITY ASSOCIATION, INC

Minutes of the Meeting of the Board of Directors

13 January 2010

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

Members Absent:  None

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

I.  The meeting was called to order at 1:00pm in Conference Room 1 of the Community Center by the Board President, Jake Bernard.

II.  Executive Session:  A motion was made by Bill Barnes, seconded by Dot Foster, to move to executive session to discuss personnel duties and responsibilities.  The motion was APPROVED 7-0 and the Board went into executive session at 1:02pm.

III.  Return to Open Session:  A motion was made at 1:53pm by Bill Barnes, seconded by Dot Foster, to return to open session.  The motion was APPROVED 7-0.  The Board President announced that the Board had discussed duties and responsibilities of personnel and positions.  Further, the Board will review the duties of the Property Manager and hold an additional meeting at a later date.  The Board recessed at 1:56pm to hold a training session with the FRCA attorney, Ed O’Connell.

IV.  Executive Session II:  The Board reconvened in open session after legal training at 3:50pm.  A motion was made by Bill Barnes, seconded by John Thrash, to move to executive session to receive legal advice from the FRCA attorney regarding maintenance responsibility for retaining walls located in Falls Run.  The motion was APPROVED 7-0 and the Board went into executive session at 3:52pm.

V.  Return to Open Session:  A motion was made at 4:12pm by Dan Owens, seconded by Bill Barnes, to return to open session.  The motion was APPROVED 7-0.  The Board President announced that the Board had received legal advice regarding maintenance responsibility for retaining wall within Falls Run and had not taken any actions as a result of that advice.  The Board recessed at 4:15pm until 7:00pm.

VI.  Reconvene after recess:  The Board reconvened in open session at 7:00pm and the meeting was called to order in Conference Room 1 of the Community Center by the President, Jake Bernard.

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

               a.  Lack of volunteers to maintain the garden plot.

VIII.  Announcements:

               a.  The Board received annual legal training today from the FRCA attorney.  Among the items of interest was a reminder that all committees must have a resident comment period during their meetings.

               b.  Review of the FRCA bulk cable contract has begun.

               c.  Use of the new Activity Cards went into effect on 1 January 2010.

               d.  The Modifications Committee is looking for volunteers to conduct inspections within Falls Run.

IX.  Minutes of Previous Meetings:  A motion was made by Bill Barnes, seconded by Dot Foster, to waive the reading and approve as written the minutes of the meetings of 9 December 2009 and 28 December 2009.  The motion was APPROVED 7-0.

X.  Individual Reports:

               a.  Management Report:  Debbie Sutton reported on the current status of pending contracts and also noted that Stafford County had inspected SWM Pond 4 which had passed the inspection.  The other SWM Ponds will be inspected within the next month.

               b.  Activities Director:  Ann Jones briefed the Board on recent holiday activities and spoke about some upcoming events.

               c.  Treasurer’s Report: 

1/  A motion was made by Bill Barnes, seconded by Tom Whalen, that the Operating Account RBS Citizens Bank Certificate of Deposit in the amount of $50,000 which matures on 14 January 2010 be reinvested in a CD for a term of 120 days at market rate to mature in May 2010.  The motion was APPROVED 7-0. 

2/  Further, a motion was made by Bill Barnes, seconded by Dan Owens, to take $25,000 from the Replacement Reserve account and purchase a Certificate of Deposit at market rate for a term of 6 months to mature in July 2010.  The motion was APPROVED, 7-0.

3/  The Treasurer and Finance Committee chair will be meeting with Armstrong regarding processing of invoices to be paid from Replacement Reserve funds.

               d.  Secretary’s Report:  A motion was made by Tom Whalen, seconded by Bill Barnes,  to rescind the Board’s action of 9 December 2009 regarding publication of “draft” or “unapproved” minutes of Board meetings on the Falls Run website based upon advice received from the FRCA attorney today and instead  publish minutes of Board meetings on the website only after approval of the minutes by the Board but to have the “draft” minutes available for review by all residents in the Board meeting folder located in the Property Manager’s office immediately upon distribution of them to the Board’s members.  The motion was APPROVED 7-0.

               e.  Villa Liaison report:  No report.

XI.  Committee Reports:

               a.  Communications Committee:  Norm Kolb reported that the committee has begun work on the bulk cable project as requested by the Board.

               b.  Community Center Committee:  No report.

               c.  Covenants Committee:  No report.

               d.  Election Committee:  No report.

               e.  Finance Committee:  No report.

               f.  Modifications Committee:  The committee has begun development of an Inspection Checklist to be used to conduct property inspections.

               g.  Property & Grounds:  No report.

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

               i.  Ad Hoc Committee for Enforcement Document:  The next meeting of the committee will be at 10am, 26 January.  Reviewed briefly the 7 January committee meeting.  The Board asked the committee to develop an “Appeal” form letter informing recipients of their right to appeal to the State CIC Board. 

XII.  Old Business:

               a.  Design Guidelines revision:  After extensive discussion, the Board asked the Secretary to have Draft 4 of the Design Guidelines, dated 18 November 2009, posted to the Falls Run website for interested residents to review.  Also, the Board scheduled a “Town Hall” meeting for comment regarding the proposed Design Guidelines for 17 February 2010 and asked that this information be publicized.

               b.  Policy for activity cards and guest passes:  The Board decided to cease development of a separate Administrative Resolution on this subject as duplicative and instead will include this policy in a revised Community Center Rules and Regulations.  See paragraph XIIIa below.

               c.  Termite treatment for Community Center:  Proposals are under review by the Community Center committee.

               d.  Irrigation maintenance proposals:  Currently under review by the Property & Grounds committee.

               e.  Maintenance of railings atop FRCA retaining walls:  A final draft Administrative Resolution should be ready for Board consideration by the 27 January meeting as a result of clarification of legal issues by the Board’s attorney earlier today.

XIII.  New Business:

               a.  Revise Community Center Rules and Regulations:  The Board asked the Community Center committee to prepare revised Community Center Rules and Regulations and noted that Activity Card policy and procedures and pool rules had been significantly changed.  Also, the large number of duplicated items in the current rules was noted. 

               b.  Survey to determine Cox cable usage:  The Board discussed the need for this survey noting that the survey will be distributed by volunteers later this week.  The Communications Committee has asked that the survey be returned by 31 January.

               c.  Determine Annual Meeting Date:  A motion was made by Tom Whalen, seconded by John Thrash, to hold the 2010 Annual Meeting of the Falls Run Community Association at 7:00pm, 1 December 2010, in the Community Center.  The motion was APPROVED 7-0.

               d.  Sidewalk snow clearance:  Dan Owens noted that even two weeks after the large snowfall before Christmas, some sidewalks and street corners remained impassable.  The Board concurred in the need to remind homeowners of their responsibility to clear the sidewalks after a snowfall.

               e.  Camera system:  After discussion, a motion was made by John Thrash, seconded by Toni Brown, to activate the camera system mounted over the concierge desk in the Community Center on 1 February 2010 and retain the images recorded for an appropriate period of time.  However, no audio would be recorded at this time.  The Board requested the Secretary to include notice of this action in the February Gazette Flyer. The motion was APPROVED 7-0.

XIV:  Open Forum:  The following topics were raised at this open forum:

               a.  Verizon coverage of the community.

               b.  Sidewalk and street corner snow clearance.

               c.  The lack of volunteers to maintain the Garden Plot.

               d.  Use of the Falls Run Yahoo group to distribute information to residents.

               e.  Communications survey.

               f.  Will an Ad Hoc committee be formed to evaluate cable requirements?  No, the Communications Committee has been tasked to make recommendations to the Board.

               g.  Cleanup after pets.

XV.  Adjournment:  At 8:58pm, a motion to adjourn was made by Bill Barnes, seconded by Dan Owens, and APPROVED 7-0.

               /s/

THOMAS J. WHALEN

FRCA Secretary

FALLS RUN COMMUNITY ASSOCIATION, INC.

Minutes of the Board of Directors Meeting of 13 January 2010

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 27 January 2010.

By:  Thomas J. Whalen, Secretary