FALLS RUN COMMUNITY ASSOCIATION, INC.

Minutes of the Meeting of the Board of Directors

27 January 2010

Members Present:  Jake Bernard, Dan Owens & Piper, Tom Whalen, Bill Barnes, Toni Brown, John Thrash [not present for executive session]

Members Absent:  Dot Foster

Others Present:  Ann Jones, Activities Director; Debbie Sutton, Property Manager; Susan Manch, Armstrong Management.

I.  Call meeting to order:  The meeting was called to order at 9:30am in Conference Room 1 of the Community Center by the President, Jake Bernard.

II.  Convene in Executive Session:  A motion was made by Bill Barnes, seconded by Dan Owens, to convene in executive session to discuss committee matters.  The motion was APPROVED 5-0, Dot Foster and John Thrash absent.  The Board convened in executive session at 9:32am.

III.  Reconvene in open session:  At 9:50am, a motion was made by Bill Barnes, seconded by Dan Owens, to reconvene in open session.  The motion was APPROVED 6-0, Dot Foster absent.  The Board reconvened in open session, announced that it had discussed committee matters and taken no action as a result of the discussion.  The Board recessed at 9:55am.  The Board reconvened in open session at 10:00am.

IV.  Special Presentation by Shenandoah Landscaping:  Gordon and Robert Ashley of Shenandoah Landscaping discussed past and planned activities.  The following topics were raised during an open question and answer session:

            a.  Landscaping irrigation and irrigation controllers.

            b.  Landscape plantings.

V.  Open Forum:  The following topics were raised during the open forum:

            a.  Use of a facilitator at the Town Hall meeting on Design Guidelines.

            b.  Use of microphones by the Board.

            c.  Date of the Town Hall meeting on Design Guidelines.

            d.  Executive sessions of the Board.

            e.  Middlebrook entrance waterfall.

VI.  Announcements:  The following announcements were made:

            a.  The Board wishes to thank the Ad Hoc Activity Card Review Committee for their work in planning and executing the rollout of the new Activity Card system.

            b.  Mary Owens has volunteered to act as Facilitator for the Design Guidelines Town Hall meeting on 17 February.

            c.  The Garden Lady, Wendy Rochel, has agreed to maintain the Garden Club plot at no cost to the residents.

            d.  Snow is forecast for Friday evening and Saturday morning and may lead to the closure of the Community Center.

VII.  Approval of Minutes:  A motion was made by Dan Owens, seconded by Bill Barnes, to waive the reading and approve as written the minutes of the meetings of the Board of Directors on 13 January 2010 and 22 January 2010.  The motion was APPROVED 6-0, Dot Foster absent.

VIII.  Individual Reports:

            a.  Management Report:  Status of on-going projects was briefed to the Board. In addition, the Board was advised of upcoming contract renewals.  A proposed list of Violation Notices pertaining to holiday decorations was presented to the Board.  A motion was made by Bill Barnes, seconded by Dan Owens, to accept the proposed list of violations and direct the Property Manager to prepare “Preliminary Notice of Violation” letters to be sent to all eight owners on the list.  The motion was APPROVED 5-1, John Thrash opposed, Dot Foster absent.

            b.  Activities Director’s Report:  The Board was notified that our Gazette printer, Cardinal Press, has gone out of business and that we are now using Stafford Press for this service.  A new 2010 Travel and Social Calendar will be distributed with the February Gazette.

            c.  Treasurer’s Report:  Total Assessment delinquencies as of 31 December 2009 were $25, 206.80 – a rate of 1.77%.  The Treasurer and Finance Committee Chair met with accounting personnel from Armstrong Management on 26 January to resolve payment problems relating to Replacement Reserve funded items.  As a result, a motion was made by Bill Barnes, seconded by Tom Whalen, that FRCA request Armstrong Management to modify their procedure when paying for replacement reserve funded projects.  The process to be used by Armstrong Management will pay invoices for reserve projects directly from the Replacement Reserve Money Market Account.  The present  “Certification of Approved Use of Replacement Reserve Funds” form will not be required.  The motion was APPROVED 6-0, Dot Foster absent.

            d.  Secretary’s Report:  No report.

            e.  Villas Liaison Report:  No report.

IX.  Committee Reports:

            a.  Communications:  The Communications Survey was distributed by volunteers on 16-17 January.  The Committee expects a minimum 50% return rate.

            b.  Community Center:  No report.

            c.  Covenants:  No report.

            d.  Election:  No report.

            e.  Finance:  The Committee expects a final 2009 surplus of @$10,000 instead of the budgeted deficit of $60,000.

            f.  Modifications:  Presented a review of the planned inspection process.

            g.  Property & Grounds:  No report.

            h.  Ad Hoc Committee for Enforcement Document:  Reviewed the 26 January meeting of the Committee.  Indicated that standard violation process letters are being finalized.  The next committee meeting will at 10:00am, 8 February.

X.  Old Business:

            a.  Revise Community Center Rules and Regulations:  Deferred until the next meeting of the Board.

            b.  Survey to determine Cox Cable usage:  See paragraph IXa, above.

            c.  Maintenance of railings atop FRCA retaining walls:  A motion was made by Tom Whalen, seconded by Bill Barnes, to accept Draft 5 of the proposed Administrative Resolution “Responsibility for Maintenance of Retaining Walls” as written and publish it as AR 10-01, effective 27 January 2010.  The motion was APPROVED 6-0, Dot Foster absent.  The Board also directed that individual homeowners affected by the AR be notified.

            d.  Design Guidelines Revision:  The Town Hall meeting will be held at 7:00pm on 17 February in the Community Center.

XI.  New Business:

            a.  Termite Maintenance contract:  After discussion, a motion was made by Tom Whalen, seconded by Dan Owens, to accept the Triple-S Pest Management Services proposal to install a Sentricon Termite Colony Elimination System at the Community Center at a one-time cost of $2,997 and annual renewal cost of $449 as recommended by the Community Center Committee.  The motion was APPROVED 5-1, Dot Foster absent, Bill Barnes opposed.

            b.  Clearing of snow from all sidewalks:  The Board discussed recent problems and possible solutions.  It was noted that our contractor had piled snow at street corners in some cases.

            c.  Set ground rules for Town Hall meeting:  The Board will schedule a meeting for this purpose with the facilitator in the near future.

XII.  Open Forum:  The following topics were raised during this open forum:

            a.  Gates should be opened when snow plows are working in Falls Run.

            b.  Piles of snow at street corners.

            c.  Charging homeowners for snow clearance.

            d.  Differences between “Preliminary Notice of Violation” and “Violation Notice”.

            e.  Snow clearance around mailboxes.

XIII.  Adjournment:  At 12:02pm a motion to adjourn was made by Dan Owens, seconded by Bill Barnes, and APPROVED 6-0.

            /S/

Thomas J. Whalen

FRCA Secretary

FALLS RUN COMMUNITY ASSOCIATION, INC

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 24 February 2010.

By:  Thomas J. Whalen; Secretary