FALLS RUN COMMUNITY ASSOCIATION, INC
Minutes of the Meeting of the Board of Directors
24 March 2010
Members Present: Jake Bernard, Dan Owens & Piper, Tom Whalen, Bill Barnes, Toni Brown, John Thrash
Members Absent: Dot Foster
Others Present: Ann Jones, Activities Director; Debbie Sutton, Property Manager
I. The meting was called to order at 10:02am in Conference Room 1 of the Community Center by the President, Jake Bernard.
II. Open Forum: There were no topics raised during this open forum.
III. Announcements: The Board announced that it has completed its initial review of the 104 questions, comments and suggestions received regarding the proposed Design Guidelines and would be scheduling a special meeting to begin the review of Draft #4 of the proposed Design Guidelines.
IV. Approval of Minutes: A motion was made by Bill Barnes, seconded by Dan Owens, to waive the reading and approve as written the minutes of the 24 February 2010 regular meeting of the Board of Directors and the minutes of the 10 March 2010 and 11 March 2010 special meetings of the Board. The motion was APPROVED 5-0, Dot Foster and John Thrash absent.
V. Individual Reports:
a. Management Report: The Property Manager noted the following items:
1/ Several contract proposals have been forwarded to the Board for action.
2/ Age Certifications for all 24 2009 new residents have been received.
3/ Eight Preliminary Notices of Violation sent to residents in January resulted in corrective action being taken and no further action is needed.
4/ A resident’s complaint about signage on Plantation Drive is being investigated.
b. Activities Manager’s Report: Gazette ads are down from last year but not yet a problem. The present card scanner is awkward and alternative scanners are being researched.
c. Treasurer’s Report: The current delinquency rate is 1.83%.
d. Secretary’s Report: Due to the Board’s change to one regular meeting per month, the Board meeting schedule should be changed to avoid holiday conflicts. Therefore, a motion was made by Tom Whalen, seconded by Bill Barnes, to reschedule the 24 November 2010 meeting to 17 November 2010 to avoid conflict with Thanksgiving and also to reschedule the 22 December 2010 meeting to 15 December 2010 to avoid Christmas week. The motion was APPROVED 5-0, Dot Foster and John Thrash absent.
e. Villa Liaison report: No report.
VI. Committee Reports:
a. Communications: The committee is sending a Request for Action to the Board with their recommendations concerning the bulk cable contract.
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: The committee’s final report is being prepared and will be presented at the next regular Board meeting.
VII. Old Business:
a. Revised Community Center Rules and Regulations: The Board discussed the draft document and determined that a special meeting would be necessary to properly review it.
b. Survey to determine Cox cable usage: The Board discussed the survey results and decided that a special meeting would be necessary to discuss the current bulk cable contract and our options.
c. Design Guidelines revision: The Board noted that this subject would be continued in another special meeting at a date to be determined later.
d. Proposed modifications to election policy: The Board noted that a revised Election Policy document was needed from the Election committee.
VIII. New Business:
a. Select UPS contractor: A motion was made by Dan Owens, seconded by Tom Whalen, to accept the recommendation of the Community Center committee and select O’Toole Electrical Services proposal to perform quarterly maintenance on the UPS system at a total cost of $520 for this year. The motion was APPROVED 5-0, Dot Foster and John Thrash absent.
b. Select irrigation system contractor: A motion was made by Dan Owens, seconded by Bill Barnes, to accept the Green Stream Irrigation Inc proposal for irrigation system maintenance for a three year period covering 2010 – 2012 at a total cost of $7308 as detailed in their proposal. The motion was APPROVED 5-0, Dot Foster and John Thrash absent.
c. Standards of work for snow contract for 2011: The Board discussed the formation of an Ad Hoc committee to prepare a statement of work for the 2011 snow contract and agreed that Ken Burke would be offered the committee chair.
d. Replace AR 09-08 with AR 10-02: A motion was made by Tom Whalen, seconded by John Thrash, that the Board accept as written Administrative Resolution 10-02, Meetings of the Board of Directors, to replace the present AR 09-08 of the same subject. The new AR implements the decision of the Board on 24 February to move to a monthly meeting schedule effective 1 April 2010. The motion was APPROVED 6-0, Dot Foster absent.
e. Select date to review draft #4 of Design Guidelines: After discussion, the Board agreed to hold the following Special meetings:
1/ 31 March 2010 at 10:00am to review the Cox bulk cable contract and the revised Community Center Rules and Regulations.
2/ 7 April 2010 at 9:00am to review Draft #4 of the proposed Design Guidelines.
f. Correction of administrative oversight: A motion was made by Tom Whalen, seconded by Bill Barnes, to correct the Board’s administrative oversight and approve the Form Letters prepared by the Ad Hoc Committee for Enforcement Document to accompany AR 09-09 and permit their use effective immediately. The Board noted that the “Preliminary Notice of Violation” letter had already been used by the Property Manager as noted above in paragraph V.a.3. The motion was APPROVED 5-0, Dot Foster absent, John Thrash abstained.
IX. Open Forum: The following topics were mentioned in this open forum:
a. Snow removal and maintenance of grass strips between sidewalks and street.
b. Due process and timely snow removal
c. Dues impact of the Cox bulk cable contract.
d. Friends of the Library meet 31 March at 12:30pm.
e. Could the synopsis of changes to the Design Guidelines be printed as a Gazette insert?
f. Flying of flags.
g. Cox cable billing payment.
X. Adjournment: A motion was made by Dan Owens, seconded by Bill Barnes, to adjourn at 12:04pm. The motion was APPROVED 6-0.
/s/
THOMAS J. WHALEN
FRCA Secretary
FALLS RUN COMMUNITY ASSOCIATION, INC.
Minutes of the Board of Directors Meeting of 24 March 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 28 April 2010.
By: Thomas J. Whalen; Secretary