FALLS RUN COMMUNITY ASSOCIATION, INC
Minutes of the Meeting of the Board of Directors
7 April 2010
Members Present: Jake Bernard, Dan Owens & Piper, Tom Whalen, Bill Barnes, Toni Brown, John Thrash
Members Absent: Dot Foster
Others Present: Debbie Sutton, Property Manager.
I. The meeting was called to order at 9:01am in Conference Room 1 of the Community Center by the President, Jake Bernard.
II. Open Forum: There were no comments during this open forum.
III. Discussion of Draft #4, Design Guidelines, and open items from 10/11 March:
a. Open Items from 10/11 March:
1/ Item #12 “Faux rocks should be approved.” The Board agreed that faux rocks may be used as lawn artifacts with the exception that they may not be used to cover cable or utility boxes.
2/ Item #14 “Why do residents have to reapply for Modifications Committee approval if 180 days has elapsed since their request?” The Board had previously noted the requirement contained in Article 8.4[c] of the Declaration and determined that this should be clearly stated in Section III of the proposed Design Guidelines.
3/ Item #16 “Are there any pre-approved items?” The Board requested that the Modifications Committee develop a “short-form” application to be used for pre-approved items.
4/ Item #20 “Why do deck boxes need approval?” The Board requested that the Modifications Committee develop size limits for “pre-approved” deck boxes and add them to the “short-form” application.
5/ Item #21 “Why do hose reels not need approval?” The Board determined that the only hose reels requiring approval are those which are permanently attached to the exterior of the house and that these should be added to the “short-form” application.
6/ Item #54 “Should implement a system of resident self inspections providing each resident with a checkoff list for the residents to complete annually, thereby treating residents as responsible adults.” The Board did not agree and determined that the previously approved Modifications Committee led annual inspection of the entire community with follow-up inspections as needed would be retained.
7/ Item #75 “Why are security doors prohibited?” The Board decided that bar-style security doors will remain prohibited.
8/ Item #81 “Tree topping is not permitted. Will owners have to trim tall tree tops which obstruct garage lights or just let the trees grow taller and more obstructive?” The Board decided that tree topping would remain prohibited due to the potential for damage to trees. However, the Board noted that tree pruning should take care of any garage light obstructions if done on a regular basis.
b. Changes to the Proposed Design Guidelines: The Board agreed that the following changes should be made to Draft #4 of the Proposed Design Guidelines in addition to those previously agreed to:
1/ Introduction, paragraph 3: After “dated February 13, 2006” add “Article 4.3 [a] “Rulemaking”
2/ Page 4, paragraph 3 at to: The Board deleted the requirement for applicants to obtain consent or comments from contiguous neighbors. Also, the Board requests that the Modifications Committee change this paragraph to state that neighbors retain the right to appeal Modifications Committee decisions in accordance with the procedures set forth in AR #09-09.
3/ Page 4, paragraph D 3: Change second sentence to add “or sidewalks” after “FRCA retaining walls”.
4/ Page 5, last portion of “Plantings”: Change first sentence of the last sub-paragraph to read “Plantings of perennials, shrubs and ground covers may be made outside of the private area and to within three feet of the community sidewalk if approved by the Modifications committee. [The second sentence remains]
5/ Page 7, subparagraph v: Change to read: “The combined number of statues and artifacts in the front yard Private Area is limited to 5 for James, York and Potomac models and 8 for all other model homes.”
6/ Page 7, First sentence of last paragraph: Add “faux rocks” to “items such as benches, planters etc.”
7/ Page 8, subparagraph h) Flag Poles: Add that flag mounts are permitted in the rear private area when attached to deck supports or structure.
8/ Page 9, paragraph E 1, second subparagraph: Add the words “but not into the rear setback area” after “A fence may extend further than 12 feet”.
9/ Page 11, “Garden, Lawn and Play Equipment”: Add the words “not in active use” after “and lawn furniture” and delete the word “nightly” in the last sentence.
10/ Page 12, paragraph H1: Remove the height restriction. Change “must be removed within two days” to “must be removed as soon as possible”.
11/ Page 13, delete paragraph 2b). Renumber c)-f) as b)-e).
12/ Page 15, last line: Change to read “Fake Rocks when used to cover utility or cable boxes.”
13/ Page 16, section III A: The Board requested the Modifications Committee to prepare a “short-form” application for “pre-approved” items and to add information regarding it here.
14/ Page 16, section III: The Board requested that the Modifications Committee add language to this section emphasizing the 120-day deadline for start of work after approval in accordance with Article 8.4[c] of the Declaration.
15/ Page 18, second paragraph: Change the 2/3 requirement to a majority.
16/ Page 11, “Antennas and Satellite Dishes”: The Board noted that this requirement would be clearer if reworded to require that plans detailing the proposed location of the dish be required but that the statement about “visible from neighboring property or the street” be removed as it cannot be enforced.
17/ Page 11, “Trash Containers” : The Board requests that this paragraph be reworded to better reflect the intent of Article 9.16 of the Declaration.
18/ Page 15, change “Pet Doors, unless open into physical fenced area” to read “Pet Doors unless leading to an area enclosed by a fence or other barrier to prevent pets from roaming off the property”.
19/ Page 10/11, paragraph F1 “Ground Mounted Equipment”: The Board requests that the Modifications Committee insert wording to make clear that solar heating equipment/panels and similar items must comply with Stafford County requirements including submission of site plans with applications and the necessity for a Stafford County permit.
IV. Open Forum: The following topics were raised during this open forum:
a. Covers over utility boxes.
b. Front yard landscaping.
c. Utility easements.
d. Villas Design Guidelines – do they exist?
e. Short-form applications.
f. The inspection process.
g. Problems with work performed with the Common Grounds.
h. Are retroactive approvals fair?
i. Amending the Declaration.
V. Adjournment: At 11:40am, a motion to adjourn was made by Tom Whalen, seconded by John Thrash and approved 6-0, Dot Foster absent.
/s/
THOMAS J. WHALEN
Secretary
FALLS RUN COMMUNITY ASSOCIATION, INC.
Minutes of the Board of Directors Meeting of 7 April 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