FALLS RUN COMMUNITY ASSOCIATION, INC

Minutes of the Meeting of the Board of Directors

28 July 2010

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

Members Absent:  Toni Brown

Others Present:  Ann Jones, Activities Director

I.  Call meeting to order:  The meeting was called to order at 6:22pm in Conference Room 1 of the Community Center by the President, Jake Bernard.  A motion was made by Tom Whalen, seconded by Bill Barnes to convene in executive session to discuss resident issues.  The motion was APPROVED 6-0, Toni Brown absent, and the Board closed the open meeting and reconvened in executive session.

II.  Reconvene in open session:  A motion was made to reconvene in open session at 6:47pm by John Thrash, seconded by Dan Owens, and APPROVED 6-0, Toni Brown absent.  The Board reconvened in open session and recessed until 7:00pm.  The Board reconvened at 7:00pm and stated that the Board had considered several resident issues which would be dealt with further during “New Business”.

III.  Open Forum:  No comments were made during this open forum.

IV.  Announcements:  The President announced that all community inspections should be completed by Friday, 30 July.

V.  Approve minutes of 23 June 2010 meeting:  A motion was made by Bill Barnes, seconded by Dot Foster, to waive the reading and accept as written the minutes of the 23 June 2010 meeting of the Board of Directors.  The motion was APPROVED 6-0, Toni Brown absent.

VI.  Individual Reports:

               a.  Management Report:  The Property Manager’s report to the Board updated contract status and noted that asphalt repairs were completed throughout the community on 23 July.  An updated Resale Report was forwarded to the Board.  The report detailed resale income of $13,319.20 on 16 single family home and 6 Villa resales year to date.

               b.  Activities Director:  The Activities Director discussed the Activity Card system and the various types of reports available through the system.

               c.  Treasurer’s Report:  The Treasurer made a number of financial motions:

                              1/  A motion was made by Bill Barnes, seconded by Tom Whalen, to reinvest the Replacement Reserve fund Virginia Commerce Bank Certificate of Deposit maturing on 19 August 2010 at Merrill Lynch into a Certificate of Deposit for a term of 4 months at market rates to mature in November 2010.  The motion was APPROVED 6-0, Toni Brown absent.

                              2/  A motion was made by Bill Barnes, seconded by Dan Owens, to take $50,000 from the Replacement Reserve Money Market account at Merrill Lynch and purchase a Certificate of Deposit at market rate for a term of 3 months to mature in October 2010.  The motion was APPROVED 6-0, Toni Brown absent.

                              3/  A motion was made by Bill Barnes, seconded by Tom Whalen, to take $50,000 from the Operating Fund Money Market account at Merrill Lynch and purchase a Certificate of Deposit at market rate for a term of 3 months to mature in October 2010.  The motion was APPROVED 6-0, Toni Brown absent.

               d.  Secretary’s Report:  The full set of court documents relating to the Koger bankruptcy have been assembled and will be posted on the website in the near future

               e.  Villas Liaison Report:  No report.

VII.  Committee Reports:

               a.  Communications:  No report.

               b.  Community Center:  No report.

               c.  Covenants:  No report.

               d.  Election:  The committee will meet on 29 July at 10:00am.

               e.  Finance:  The June Financial Reports were received recently and look good.  The data will be input into the 2011 budget process.

               f.  Modifications:  Five of the six areas have completed the 2010 community inspections.

               g.  Property & Grounds:  No report.

VIII.  Old Business: 

               a.  Asphalt repair project:  Work is basically complete with only some minor repainting of Fire Lanes to be finished.

               b.  Snow plowing contract:  Deadline for responses to the RFP is 1 August 2010.

               c.  Paint balance of retaining wall railings:  A motion was made by Tom Whalen, seconded by Dan Owens, to authorize the Property Manager to issue a contract for the painting of all remaining FRCA retaining wall railings for completion this year at a cost not to exceed $25,000.  Funds to be taken from FRCA Operating Fund retained earnings.  The motion was APPROVED 6-0, Toni Brown absent.

IX.  New Business:

               a.  Policy for overflow parking and garage lights:  After discussion, the Board determined that there are no rules at present governing overflow parking on Harborton Lane.  Also, no requirement exists that requires garage lights to be lit after dark.

               b.  Items considered in executive session:

                              1/  A motion was made by Tom Whalen, seconded by John Thrash, to authorize the Property Manager to waive late fees in the amount of $31.57 for account FJHARL-0012-10 upon receipt of documents establishing direct payment of FRCA monthly assessments.  The motion was APPROVED 6-0, Toni Brown absent.

                              2/  A motion was made by Tom Whalen, seconded by Bill Barnes, to direct the Property Manager to issue a Notice of Violation and Hearing Opportunity to the owner of account FJHERD-0004-01 for violations of AR 10-03, Community Center Rules & Regulations, Paragraphs 1.3.2, 2.6 & 2.7.  The motion was APPROVED 6-0, Toni Brown absent.

               c.  Request for ovens in kitchen:  After a presentation to the Board by the Oven Committee, a motion was made by John Thrash that the requested ovens be an item for future consideration and that the Activities Director be asked to work out any necessary rules for their operation if approved.  The motion was not seconded and therefore not considered.  The Board noted that the requested ovens were included in the 2011 budget request submitted by the Community Center committee and would be considered during the budget process.

               d.  Contract for repair of electrical wiring:  A motion was made by Bill Barnes, seconded by Tom Whalen, to accept the East Coast Fire Protection proposal in the amount of $3,017.37 to furnish all labor and materials to rewire the fire alarm wiring in the Community Center attic to correct improper installation. Funding to be taken from Operating Funds.  The motion was APPROVED 6-0, Toni Brown absent.

               e.  Review gate code policy:  After discussion the Board did not make any changes to the current gate code.

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

               a.  Problems with recent concrete work.

               b.  Carriage lights on garages.

               c.  Proposal for ovens.

               d.  Prior $800 donation for ovens.

               e.  Alarm system wiring installation.

               f.  Violations committed by individual Board voted to sanction.

XI.  Adjournment:  A motion to adjourn was made by Bill Barnes, seconded by Dan Owens.  The motion was APPROVED 6-0, Toni Brown absent, and the Board adjourned at 8:35pm.

               /s/

THOMAS J. WHALEN

FRCA Secretary

FALLS RUN COMMUNITY ASSOCIATION, INC

Minutes of the Board of Directors meeting of 28 July 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 25 August 2010.

By:  Thomas J. Whalen, Secretary