Falls Run Community Association
Minutes
August 24, 2011
Members Present: Arnn, Bernard, Brown, Foster, Thrash. Absent: Balducci; Owens
Meeting was called to order by V.P. Toni Brown at 7:00 p.m.
Open Forum
a. Question was asked about ABC license and whether fees paid earlier could be retrieved.
Answer: No. License were required earlier, but the law changed and the license is no longer
required.
Announcements:
a. Vice President Brown announced that President Owens needed to be away on personal
matters tonight, and that she would be the presiding officer at this meeting.
b. The V.P. read a letter sent by Anita and Ron Ripper thanking the BOD for earlier
action allowing removal of a tree causing allergic action in their pet dog, Sam.
Sam's allergies have abated and the Rippers and their veternarian are pleased with
Sam's progress.
c. The V .P. apologized for failing to properly post notice of three subcommittee
meetings (August 15, 17 and 22). It was an oversight that was not discovered until
after the meetings. The V.P. stated that due diligence will be given to avoid a
recurrance of that kind of error.
Minutes Approval Motion to approve minutes of July 27,2011. Passed 5-0.
Individual Reports
Management Report: Appendix A
Activities Report: Appendix B
Secretary's Report:
a. Secretary moved that minutes of Special Meetings be approved;
1. Special Meeting minutes for August 15. Approved 5-0.
2. Special Meeting minutes for August 17. Approved 5-0.
3. Special Meeting minutes for August 22. Approved 5-0.
Villas Liasion's Report: Appendix C
Treasurer's Report / Finance Committee: Appendix D (August 16,2011 Finance
Committee Minutes)
Casey Naatjes combined the Finance Committee report and spoke for the
Treasurer at the same time:
a. The Treasurer and the Finance Committee have gotten the expected
report from Mason & Mason.
b. The FRCA is working with a $92,000 operating budget and it
appears that Fall Run will have had a good year fiscally.
Old Business:
a. Respecting the ongoing discussion regarding music licenses, a motion was submitted:
Motion: That a) A music license be purchased from ASCAP ($154.00), and that b) a
music license be purchased from CSAC ($565.00), and that a music license not be
purchased from BM! ($5,000). Motion seconded. Passed 5-0
b. After discussion of storm water easements running through one property on
Bridgewater Circle and four properties on Smithfield Way, a motion was made to
correct the easements such that storm water would flow properly through the
properties. Motion: That the Board approve the following for remediation of storm
water easements
:
1. Contract in the amount of $8905 for work behind 118, 122, 126 and 130
Smithfield Way,
2. Contracrt in the amount of $1400 for work on the existing rock ditch behind
118 Smithfield Way, and
3. Contract in the amount of $8540 for work behind 359 Bridgewater circle.
Motion Seconded. Passed 4-0-1
c. Discussed replacement chairs for the Community Center. Fabric and wood have been
selected and a prototype chair is being made for inspection in order to ensure that the set of chairs eventually delivered will be satisfactory.
d. Dan Augestine reported that the motion earlier passed by the BOD regarding locking
down the wedsite could be achieved. However, after discussing full lockdown, verses various
types of partial lockdowns, use of passwords with positive and negative implications; and the
earlier motion to purchase music licenses, a motion was made to reverse the BOD's earlier
motion: Motion: That the motion directing a lockdown of the FRCA website (07/2712011) be
recined. Seconded. Passed 5-0.
New Business:
a. A motion was made to approve five-year service agreement. Seconded. Passed 5-0.
b. A motion was made to approve Administrative Resolution No. 11-02 (Establishing
rules and Regulations Relating to the feeding of Wildlife and Imposing wildlifeControls).
Motion Seconded. Passed 5-0. [Appendix E]
c. A motion was made to appoint an ad hoc Speed Control Study Committee to:
1. determine if speeding is a significant problem in Falls Run, and if so
determined to 2. Study methods and means for controlling speed in the community and to report
back to the BOD with findings and recommendations by February 15, 2012. Motion Seconded.
Passed 5-0.
[Note: After a brief discussion, the Vice President appointed Betty Whitiker (who volunteered)
to chair the ad hoc committee.]
Open Forum
The following items were discussed:
a. Chair announced that the August meeting will be held on August 21,2011.
b. There will be a blood drive in the Community Center on September 14,2011.
c. lake Bernard did a very good job on researching the music license issue. Better than the
lawyer!
Meeting was adjourned. 8:50 p.m.
Approved by the Board of Directors, September 21,2011.
John Thrash, Secretary
Daniel Owens, President
Appendix A
FALLS RUN COMMUNITY ASSOCIATION
MANAGEMENT REPORT
August 24,2011
Debbie Sutton of Armstrong Management Services, Inc. respectfully submits this report to the
Members of the Falls Run Community Association Board of Directors.
AGENDA ITEMS
Status of Contracts; new, in progress, those requiring immediate action
Renewal Contracts: Snow Removal-Current contract expired March 31, 201 1. A new
contract needs to be in place by November 1,2011. Six RFP's were sent
on July 1, 2011 with a due date of August 1, 2011. RFP's have been
received and a date needs to be set for contractor interviews.
Projects in Progress:
Mason and Mason 2011 Reserve Study- Final meeting set for September
6,2011.
Annual Inspection began May 24th_The inspection has been completed
and a final report was produced by Armstrong Management. The Board
of Directors will meet on August 1stto review the report and violations
notices were issued August 15th.
DrainagelErosion Issues between 118-134 Smithfield and 359
Bridgewater-Del Webb installed 4 inch corrugated pipe which has
collapsed. In order to repair the problem a 6 inch PVC Pipe needs to be
installed. Plats have determined that these drains are in FRCA Storm
water Easements.
The Large Screen TV was purchased for the Center Davis Handyman
will be handling the installation. Work is in progress at this time.
Proposal has been signed with Brothers Paving perform crack seal and
patching throughout the Community. Work should be complete before
September.
Bocce Courts-Wood around one court has been replaced complete. The
second court is in progress.
Water damage to the bottom of the windows in the Clubhouse will be
repaired by Davis Handyman.
Veranda/Front Entrance Ceiling repair is in progress.
Indoor Pool Deck-Work is complete and detailed cleaning and minor
repair has been performed: Air Filters Changed, Drapes cleaned,
Windows and Tile Cleaned, Touch up Painting and Brass Door Plates
replaced as needed and a competitor lane rope was replaced.
Sand Filter Media has been changed in the indoor pool.
Additional Salt Generator Cells (2) have been ordered for the indoor pool
to help improve clarity if the water.
Two additional electrical outlets were installed on the column by the
Concierge Desk at the request of Falls Run Computer Techs.
Management Items
Modification, Community Center, and Finance Minutes are presented to
the BOD for review.
Vacation Days are: August 29-31 and September 5-9
Appendix B
Report for FRCA Board of Directors Meeting, August 24
1. Volunteer Appreciation is September 17th, 12-4, food and entertainment. Please make sure all are signed up with the concierge. Would a board member be there to represent the Board in thanking the volunteers?
2. Newcomers Luncheon is scheduled for September 12th.New home owners/residents have been invited as well as various representatives of committees and clubs sponsored by FRCA.
3. Center Hours will change with the first weekend in September, they will be as follows:
Saturday, 7am-7pm, Sunday, 8am-7pm. We will go to winter hours in November. Saturday, 7am-5pm, Sunday 8am-5pm.
4. Recognition is to be given to the pool volunteers for their time at the outdoor pool this summer. Also mention of the new pool company this year and that they are doing a good job of keeping the outdoor pool clean.
5. There 5 new events, all of which are in the September newsletter.
6. The group meeting to discuss the options for new chairs in the clubroom has picked out fabric
(commercial grade) and has sent information to the chair manufacturer for prototype to be made. Should be done last September, early October depending on availability of fabric.
Ann Jones
Activities Director
Falls Run
101 Bridgewater Circle
Fredericksburg, VA 22406
540-371-4563
Appendix C
Appendix D
Finance Committee Minutes
Aug 16,2011
The Finance Committee of the Falls Run Homeowners' Association met this afternoon in
the Center.
Personnel in Attendance: Dan Owen, Don Horan, Tom Whalen, Harry Ravert, Debbie
Sutton, and Casey Naatjes.
Budget Formulation
The committee worked on refining the Base Case numbers. Don Horan had provided an
independent assessment that allowed the committee to focus on the soft areas. Debbie
Sutton also provided updated contract information where she had it.
The committee accepted this 85% solution of the Base Case. We still have a some
contract information that will be provided by our next meeting.
The resulting budget is also attached as an Excel document with the meeting date
included in the title. The file name is Draft OptgBud081611.xls.
We only completed a Cursory review of the Reserve Fund Budget, noting that it would be
finalized after we got the final report from Mason & Mason.
Treatment of Bonds
Casey noted that we were still in discussion with AMS on the accounting treatment of
bonds, especially those purchased from the secondary market.
Adjournment: 4:45 pm.
Casey Naatjes
Chair
Appendix E
FALLS RUN COMMUNITY ASSOCIATION, INC.
ADMINISTRATIVE RESOLUTION NO. 11-02
(Establishing Rules and Regulations Relating to the Feeding of Wildlife
and Imposing Wildlife Controls)
WHEREAS, Section 4.3, Rulemaking and Enforcement. of the Amended
Declaration of Covenants, Conditions and Restrictions for Falls Run ("Declaration") provides
that the Association, through the board has the authority to, "amend, cancel, limit, create
exceptions to and enforce reasonable rules governing the use of the Properties consistent
with the rights and duties established by the Governing Documents", and
WHEREAS, Section 4.12, Wildlife Control. of the Declaration provides that the
Association "reserves the right to undertake such measures as may be appropriate to
control wildlife within the Properties" to include establishing regular control programs
to prevent damage or nuisances caused by wildlife, and
WHEREAS, Section 9.4, Animals and Pets. of the Declaration provides for the
regulations relating to the keeping of animals and pets and the authority to create adopt
additional rules related to the regulation of animals and pets, and
WHEREAS, Section 9.5, Quiet Enjoyment. of the Declaration provides the
Association the authority to preserve the "peace, quiet, safety, comfort or serenity of the
Residents and invitees of other Dwelling Units", and
WHEREAS, Section 9.8, Fences and Dog Runs. of the Declaration provides
restrictions relating to the placement of any "wall, dog run, animal pen or fence of any
kind" except in accordance with the provisions of Article VIII, Architectural Standards.
of the Declaration, and
WHEREAS, Section 9.20, Bird and Squirrel Houses. of the Declaration provides
that only" one (1) bird, squirrel or similar house" be permitted and that the" feeding of
wildlife by Residents is prohibited", and
WHEREAS, the Board wishes to establish reasonable rules and regulations for
the health, safety, welfare, comfort and convenience of all Owners and Residents,
relating to the feeding, enticing, and sheltering of wildlife and other animals on the
Properties and implementation and maintenance of Wildlife Control programs.
NOW, THEREFORE, BE IT RESOLVED THAT the following policies are
hereby adopted by the Board, which shall supersede and replace any previously
adopted policies relating to the feeding, enticing and sheltering of wildlife and other
animals on the Properties.
I. Policies and Rules
A. Subject to the provisions of Section 9.8 and 9.20 of the Declaration, the
feeding, sheltering and/or enticing of wildlife and other animals (e.g. stray dogs and
cats) are prohibited.
1. As provided in Section 9.20 of the Declaration, Owners and
Residents are permitted to have one (1) bird or squirrel house mount on a single pole so
that the total height of the pole for the house does not exceed the height of the eave of
the Residents on that Dwelling Unit. Owners and Residents must refer to the Falls Run
Design Guidelines for guidance relating to the installation and maintenance of approved
Bird and Squirrel houses on the Dwelling Units.
2. Owners and Residents that desire to install animal pens, animal
shelters and other improvements on the Dwelling Unit for their household pets must
obtain prior written approval from the Modifications Committee in accordance with the
requirements of Article VIII and the Falls Run Design Guidelines.
B. With the exception of wildlife and animal control programs implemented
and maintained by or at the direction of the Association, the hunting and trapping of
wildlife and other animals on the Properties is prohibited. Within thirty (30) days of the
Effective Date of this Resolution, all trapping programs, other than household pest
control programs (e.g. rodents, insects, etc.) for Dwelling Units, including but not
limited to trap, neuter and release programs, maintained, administered, supervised or
operated by any Owner, Resident or other organization shall cease and all traps shall be
removed from the Properties.
II. Enforcement
A. Violations of this Administrative Resolution shall be referred to the
Covenants Committee.
B. The Association reserves all legal rights or remedies available to it,
including not limiting the right to assess monetary charges and suspend privileges. In
addition, Owners are liable for any loss, claim, damages or liability of any kind or
character whatsoever, including reasonable attorneys fees, arising from or caused by any
violations of the rules set forth herein, caused by the Owner or any Residents residing in
the Owner's Dwelling Unit.
III. Effective Date
This Administrative Resolution shall be effective 29 September 2011.
_______________________
Daniel F. Owens, President
I attest that the foregoing Administrative Resolution #11-02, dated
_________ 2011, was approved by the Board of Directors at a duly called
meeting of the Board of Directors on 2011.
___________________
John Thrash, Secretary
I attest that the foregoing Administrative Resolution #11-02, dated ________________
2011, was mailed to all of the Owners via first class mail at the address of record on file
with the Association this __ day of ,2011 and was posted on the Falls Run
Community Association Website.
______________________________
Debbie Sutton, Community Manager
Armstrong Management Services, Inc.
Management Agent for the Falls Run
Community Association, Inc.
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