Meeting Notes:

INFORMATION ONLY

NOT TO BE CONSIDERED MINUTES

NOT A TRANSCRIPT

Notes from Board of Directors Meeting

January 23, 2006

The meeting was called to order by President Bill Nosal at 2:00 pm.

 All board members were present.

 Jeff Koger presented and summarized a proposed contract with Koger Management.  He explained the difference between a portfolio contract (Sylva divides her time between more than one client) and a full contract which would provide Sylva as a full time, dedicated manager – 40 hours per week. 

 The proposed contract provides for a six month agreement for Sylva to be an on-site, full time manager for 40 hours a week.  Koger’s management fee would be $30,000/year to perform all regular duties of a management company.  The estimated annual cost of the proposed budget is $90,000 - $100,000.  On-site would include inspections.  Overtime would not apply.  Jeff stated that he would provide the amount of Sylva’s salary in a confidential e-mail to the Board as we would be paying her salary expenses.

 There followed a general discussion:  Logistics – provide an office – where and how?

Office would need to be secure.  How much time on property?  How much float?  Koger to maintain space in their office.  Sylva will not be the rep for the Villas.  Her time will be spent with FRCA exclusively.  It was agreed decision on Koger’s proposal will be made Wed, January 25, 2006 at Board of Directors regular meeting.

 Jake Bernard, Chair of Property & Grounds committee presented an in-depth proposal for a landscape maintenance contract including the committee’s recommendation of Shenandoah Landscape Services.  Before the complete proposal was read a general discussion commenced concerning identification of common grounds in the Villas and whether any common grounds in the Villas was included in the landscape maintenance contract for the FRCA.  Jake Bernard maintained all the land at the Villas had been deeded to the Villas and all would be the responsibility of the Villas and cost of landscape maintenance would come out of the extra $125.00 the Villa owners pay and not the $130 assessment that all property owners pay.

 Koger to determine exact common areas in the Villas.  What has been deeded to the Villas?  Each phase was deeded separately.  There was also a question raised about which association is responsible for the gates in the Villas area.  Koger to investigate and report back.

 Jake Bernard announced that notice has gone out for additional volunteers for the P & G committee.  So far he has received 3 calls.

 Mal Malo raised a question about the pool contract which will soon expire.  Needs to be added to the Board’s priority list.

 Ann Jones, Activity Director, was present to present her report.  The Center passed a fire chief inspection.  No problems.  The fire extinguishers are not inspected by the fire department.  That inspection requires a special contract.

 Front gate will close during the day beginning 2/1/06.  Ann is announcing to community.

 Ann presented a proposal for the Board’s consideration.  She recommends FRCA have a paid communication specialist who would report to Ann.  Approx. 5 hours a week.  In order to provide sufficient back up and support, she feels there should be two people qualified to fill the position.

 She also feels the Gazette editor should be a paid position.  On the other hand, the Gazette proceeds might cover the cost of an editor and therefore be self-sustaining.  Another option would be to investigate the cost of outsourcing the Gazette. Joan Ryan outgoing editor of the Gazette is writing up info about hours to do the Gazette

 Bill Nosal raised the question about replacing the camera at the main gate.  No decision was made.

 Sylva suggested we review our association with Executive Electric and decide if the Board is interested in continuing with them under contract.

 Members of the newly elected Villas Board were present.  Bill Nosal thanked them for their presence.  He also brought up the question of what each Board should be called.  General consensus was we do not like the term “Master Board”.  Decided by general agreement to use the terms

             FRCA (Falls Run Community Association) Board of Directors and

            Condominium Association Board.

 It was also agreed the Condominium Association Board and the FRCA Board will meet with Koger Management to clarify who does what.  No date was set.

 All committees need new charter and membership resolutions other than the Modification Committee and the CC & R Committee which are mandated in the Bylaws.

 Other committees mentioned:  Finance, Property & Grounds, Community Center Committee.

 Discussion followed about the duties of the Modification Committee and the CC & R’s committee.  Which committee will issue violations, which committee will conduct hearings when homeowner does not correct violations?  Distinguish between types of violations and which type of violation comes under which committee.  Mal Malo recommended a discussion between the 2 committees.

 General planning for Wed. January 25, 2006 regular board meeting commenced.

 There will be a paid recorder at the regular Board of Directors meeting on January 25, 2006.

 It was agreed that Nancy Arnn and Toni Brown will work together to draft an article for the Gazette stressing that all calls regarding community problems should go through Sylva of Koger Management.

 Format of the “open forum” for association members to speak and raise questions and concerns was discussed.  It was agreed to allow 30 minutes at the beginning of the meeting.  There will be a sign in sheet for those members who want to be heard.  Although the Board would like to limit the open forum to 30 minutes, each person who signs up is allowed 3 minutes.  Koger recommends the Board reserve responses.

 There will be a report from Koger Management.

 Committee Chairs will each give a report.

 There will be a call for New Business

 Board will adjourn to Executive Session to decide on:  Executive Electric Contract and Compensation package for Ann Jones and Koger Management Contract...

 There will be an announcement of the Villas Officers at the meeting.

   The Board agrees to conduct a Special Facilitated Meeting to prioritize issues before the Board.  The meeting will be Thursday, January 26, 2006 at 9:00 at the Center. 

 It was agreed that the Board will meet for a Work Session every Wednesday at 10:00 beginning 2/1/06 until further notice.  (Special Note: In setting up the room for the meeting it was determined that Wednesday was NOT a good day.  Ann Jones recommended Thursday or Monday at 10:00 am.)

 Mal Malo asked Koger Management to come up with a delinquency assessment proposal.

 The meeting was adjourned at 4:30 by motion from Mal Malo, 2^nd by Art Gabler.  All in favor.