FALLS RUN COMMUNITY ASSOCIATION, INC

Minutes of the Meeting of the Board of Directors

28 April 2010

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

Members Absent:  Dan Owens

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

I.  The meeting was called to order at 6:35pm in Conference Room 1 of the Community Center by the President, Jake Bernard.

II.  Executive Session:  A motion was made by Tom Whalen, seconded by Bill Barnes, to adjourn the open session and reconvene in executive session to discuss personnel and assessment matters.  The motion was APPROVED 5-0, Dan Owens absent, John Thrash not voting, and the Board convened in executive session at 6:33pm.  A motion to adjourn the executive session and stand in recess until 7:00pm was made at 6:53pm by Tom Whalen, seconded by Dot Foster, and APPROVED 6-0, Dan Owens absent. 

III.  The Board reconvened in open session at 7:00pm.  The Board announced that it had discussed personnel issues and an assessment situation during the executive session.  A motion was made by John Thrash, seconded by Dot Foster, to reverse the denial by the Modifications Committee of a request to remove and replace a maple tree at 118 Smithfield Way.  The motion was APPROVED 6-0, Dan Owens absent.

IV.  Open Forum:  The following subjects were mentioned during this open forum:

               a.  Reversal of the Modifications Committee by the Board.

               b.  Poor landscaping on the border of Pond #4.

               c.  Reasons for executive sessions.

               d.  Need for replacement of line divider floats in the indoor pool.

V.  Announcements:

               a.  Susan Manch of Armstrong Management was recently awarded her certification as a P-CAM, Professional – Community Association Manager.

               b.  The Modifications Committee is finishing work on Draft 5 of the Design Guidelines.

VI.  Approval of Minutes:  A motion was made by Bill Barnes, seconded by John Thrash, to waive the reading and approve as written the minutes of the meetings of 24 March, 31 March and 7 April 2010.  The motion was APPROVED 6-0, Dan Owens absent.

VII.  Individual Reports:

               a.  Property Manager:  The following items were briefed to the Board:

                              1/  Renewal contracts:  The trash contract expires at the end of the year and the Board discussed the merits of a sole-source award versus competing the contract.

                              2/  Projects in progress:  Current status of various repair and maintenance projects was provided to the Board.

                              3/  Management Items:  The on-site audit has been conducted.

               b.  Activities Director:  The outdoor pool is scheduled to open on 22 May.  The Community Center will change to “summer” hours on the same date.  The outdoor pool pass program was discussed.  New dance/exercise classes start next week.

               c.  Treasurer’s Report:  Two financial motions were made:

                              1/  A motion was made by Bill Barnes, seconded by Dot Foster, that the Falls Run Community Association change the Merrill Lynch Operating Money Market account from a Basic account to a Premium account.  The Premium Money Market Account would generate an additional ½% interest.  The fees for the Basic Account are $50 compared to $300 for the Premium Account annually.  The motion was APPROVED 6-0, Dan Owens absent.

                              2/  A motion was made by Bill Barnes, seconded by Tom Whalen, that $191.61 for case FJHERC-0015-01 be written off as a bad debt to cover the late fees and interest after clearance of an outstanding payment of principal amount.  The motion was APPROVED 6-0, Dan Owens absent.

               d.  Secretary’s Report:  A project to assemble all legal opinions received from our attorney in one file in the Property Manager’s office has been started.  These are historical records which should be available for the future.  All non-confidential legal opinions will be available to residents for their review on the website and Armstrong Connect.

               e.  Villas Liaison Report:  The Villa Board has inquired regarding FRCA painting of house numbers on the curbs in the Villas. 

VIII.  Committee Reports:

               a.  Communications:  An article regarding the bulk cable contract will be in the June Gazette.

               b.  Community Center:  No report.

               c.  Covenants:  The committee met on 26 April and denied the appeal of a Modifications Committee approval of the installation of solar panels on a residence.

               d.  Election:  No report.

               e.  Finance:  No report.

               f.  Modifications:  No report.

               g.  Property & Grounds:  No report.

               h.  Ad Hoc Committee for Enforcement Document:  No report.

IX.  Old Business:

               a.  Survey to determine Cox cable usage:  See paragraph VIIIa above.

               b.  Design Guidelines revision:  See paragraph Vb above.

               c.  Proposed modifications to election process:  Included on agenda in error and not discussed.

               d.  Standards of work for snow contract for 2011:  Stan Tetlow has agreed to chair an Ad Hoc committee to develop an updated SOW.

               e.  Final Report from Ad Hoc Committee on Rules Enforcement:  The committee chair, Jack Mounts, presented a synopsis of the committee’s final report.  The Board agreed that the full report should be made available to residents on the website and Armstrong Connect.

X.  New Business:

               a.  Report on Sidewalks added to FRCA responsibility:  The Board discussed the recent discovery that most sidewalks on Bridgewater Circle, Gladstone Drive and Smithfield Way are located on FRCA owned land and are therefore FRCA’s responsibility. 

               b.  Receipt of Attorney letter on votes required to amend or repeal Rules & Regulations:  Discussion of this item was deferred.

XI.  Open Forum:  The following subjects were discussed at this open forum:

               a.  Grass cutting by FRCA.

               b.  Requirement for snow removal from sidewalks.

               c.  Merrill Lynch Money Market accounts.

               d.  Reversal of Modifications Committee decision by the Board.

XII.  Adjournment:  A motion to adjourn was made at 8:45pm by Dot Foster, seconded by John Thrash, and APPROVED, 6-0, Dan Owens absent.

               /s/

THOMAS J. WHALEN

FRCA Secretary

FALLS RUN COMMUNITY ASSOCIATION, INC.

Minutes of the Board of Directors Meeting of 28 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 26 May 2010.

By:  Thomas J. Whalen, Secretary