FALLS RUN COMMUNITY ASSOCIATION, INC.

Minutes of the Meeting of the Board of Directors

24 February 2010

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

Members Absent:  None

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

I.  The meeting was called to order by the President, Jake Bernard, in Conference Room 1 of the Community Center at 6:30pm.

II.  Adjourn to Executive Session:  A motion was made by Bill Barnes, seconded by Dan Owens, to convene in  executive session to discuss personnel matters.  The motion was APPROVED 7-0 and the Board convened in executive session at 6:31pm.  At 7:02pm a motion was made by Dot Foster, seconded by Bill Barnes, to reconvene in open session.  The motion was APPROVED 7-0 and the Board reconvened in open session and immediately took a short recess.

III.  Reconvene in open session:  The Board reconvened in open session at 7:05pm and announced that it had discussed personnel matters relating to a meeting held with FRCA employees and that no actions had been taken during the executive session.

IV.  Open Forum:  No questions or comments were made during this open forum.

V.  Announcements:  The following announcements were made:

               a.  The Board is reviewing a draft resolution regarding Snow Removal and will place this on a later meeting agenda.

               b.  The Board will hold a Special Meeting to review the results of the Town Hall meeting on the proposed Design Guidelines at a time to be announced.

VI.  Approval of Meeting Minutes:  A motion was made by Bill Barnes, seconded by Dan Owens, to waive the reading and approve as written the minutes of the 27 January, 3 February and 5 February meetings of the Board of Directors.  The motion was APPROVED 7-0.

VII.  Individual Reports:

               a.  Management Report:  The Property Manager briefed the status of current contract renewals and work in progress noting that the Sentricon termite system had been installed.  Also, monthly financial reports would be delayed due to office closings caused by recent heavy snowfalls.

               b.  Activities Director’s Report:  The Activities Director stated that the present 2010 Social and Trips/Travel Calendar has been posted to the website although she is still working to add more 1 day events to the schedule.

               c.  Treasurer’s Report:  The Treasurer offered the following financial actions for consideration:

                              1/  A motion was made by Bill Barnes, seconded by Tom Whalen, that the Board of Directors authorize the replenishment of the Activities Director’s cash account at BB&T Bank in the amount of $1,989.67.  This transfer of funds will cover already posted journal entries 122009-16 [$253.23] and 122009-17 [$1,736.44] and is not a new expenditure.  The motion was APPROVED 7-0.

                              2/  A motion was made by Bill Barnes, seconded by Dan Owens, to deposit the funds from the Congressional Bank Reserve CD maturing on 11 March 2010 into the Replacement Reserve Money Market Account at Merrill Lynch.  After deposit, these funds will be invested into an extended term [48-60 months] Certificate of Deposit at more favorable market funds.  The motion was APPROVED 7-0.

               d.  Secretary’s Report:  No report.

               e.  Villas Liaison Report:  At their 22 February meeting, the Villa Board requested that their unique requirements not be included in the proposed Design Guidelines.

VIII.  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:  No report.

               g.  Property & Grounds:  No report.

               h.  Ad Hoc Committee for Enforcement Document:  Reviewed the 23 February meeting activities and announced the next committee meeting would be on 1 March.

IX.  Old Business:

               a.  Revised Community Center Rules & Regulations:  Currently at the Community Center Committee for action.

               b.  Survey to determine Cox cable usage:  The survey has been completed and had an 89.5% response rate.  The Board is waiting for the Communications Committee to complete their review and present any recommendations.

               c.  Design Guidelines revision:  After discussion, the Board decided to devote the entire 10 March meeting to this subject only.

X.  New Business:

               a.  Remotes for Sheriff’s Department:  After discussion, a motion was made by Toni Brown, seconded by Bill Barnes, to purchase and provide to the Stafford County Sheriff’s Department a total of eight remote controls for the community’s gates in accordance with their request.  The motion was APPROVED 7-0.

               b.  Proposed modifications to election process:  The Board reviewed the modifications to the election process proposed by the Election Committee and:

                              1/  A motion was made by Tom Whalen, seconded by John Thrash, to approve the proposed modifications with the deletion of the last five words of the first item and direct the Election Committee to incorporate them into the 2010 Election Policy.  The motion was APPROVED 7-0.

                              2/  A motion was made by John Thrash to amend the previous approval to delete the entire first recommendation of the Election Committee.  This motion did not receive a second and was not considered by the Board.

               c.  Outdoor Pool Contract:  After discussion during which it was noted that the present contractor, Douglas Aquatics had withdrawn its bid, a motion was made by Dan Owens, seconded by Tom Whalen, to accept the RPMC Pools Inc proposal of 19 January 2010 to provide maintenance services for both the indoor and outdoor pools for a one year period at a total cost of $17,175.  The motion was APPROVED 7-0

               d.  Motions by John Thrash: 

                              1/  A motion was made by John Thrash, seconded by Dot Foster, that letters warning or admonishing residents due to sidewalks fronting their properties being uncleared of snow not be issued while any public lengths of sidewalk, for which the Falls Run Community Association has responsibility, remain uncleared of snow.  The motion was NOT APPROVED 3-4, John Thrash, Dot Foster and Tom Whalen in favor; Jake Bernard, Dan Owens, Bill Barnes and Toni Brown opposed.

                              2/  A motion was made by John Thrash, seconded by Bill Barnes, that the Board of Directors, beginning with the month of April 2010, alter its meeting schedule from a bi-weekly schedule to a monthly schedule, holding its monthly meeting on the fourth Wednesday of each month at 7:00pm.  The motion was APPROVED 5-2, Dan Owens and Tom Whalen opposed.

                              3/  A Resolution was proposed by John Thrash regarding the operation of the Property Manager’s office which was tabled by the Board by acclamation.

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

               a.  Removal of snow from sidewalks by owners and FRCA.

               b.  Bulk cable contract.

               c.  Communications survey.

               d.  Channel 20.

               e.  Use of community center computers and printers.

               f.  Letters to the Board of Directors.

XII.  Adjournment:  A motion was made by Bill Barnes, seconded by Dot Foster, to adjourn at 8:45pm.  The motion was APPROVED 7-0.

               /s/

Thomas J. Whalen

FRCA Secretary

FALLS RUN COMMUNITY ASSOCIATION, INC.

Minutes of the Board of Directors Meeting of 24 February 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 24 March 2010.

By:  Thomas J. Whalen, Secretary