Meeting Notes:

INFORMATION ONLY

NOT TO BE CONSIDERED MINUTES

NOT A TRANSCRIPT

 Notes from Regular Monthly Meeting of

FRCA Board of Directors

January 25, 2006

 Regular monthly meeting was called to order at 7:00 pm, January 25, 2006.

 All board members were present.

 Also present:  Ann Jones, Activities Director and Marvin Wagner, parliamentarian.

 President Bill Nosal welcomed the association members in attendance.  He announced the regular monthly meeting will be held each month on the 4th Thursday at 7:00 pm at the Center...

 Nosal gave a quick review of the agenda and explained the procedure for the Board’s Executive Session.

 The President then conducted an open forum, hearing questions from association members.

1.      Suggestion:  Announce on the Channel 11 Crawler:  All citizens should read the “Blue Book”.  Also how to deal with resident who does not clean up after their dogs.

                 a)  Sylva will address all complaints

2.  Who does resident contact to remove construction plastic fences?

                 a)  Will be referred to Dennis

3.  When will Del Webb flag come down? 

                            a)  Marvin Wagner explained the development period and Del Webb’s control until DW turns over the authority to the community.

            4.  What is line item on Budget – On-site manager?

                            a)  That item was removed on the current 2006 Budget.  There is a reserve balance available if Board determines the need.

 A quorum was present.

 Management Reports

Sylva on behalf of Koger Management submits a monthly board packet consisting of misc. correspondence, invoices other than recurring, rental income of the Center various rooms, and Gazette income, etc.  Financial statements prepared by Koger for the previous month are also presented.

 President’s Report

Board is working hard, many issues facing us.  Thanks to TC Committee.  These first 2 months have been primarily a discovery phase.  Many surprises, some costly, some legal.  The Board will be meeting weekly during this discovery phase.  In the time since being elected we have met with Koger Management, our attorney, Executive Electric, the County of Stafford . Bill asked that the community be patient with us.

 Vice President’s Report – Liaison to the Villas Board of Directors

Nancy Arnn announced the results of the Villas Board of Directors election and their elected officers.  She introduced those members present.

            Paul Neimi – President       

            Joan Bitely, VP

            Nancy Garner, Treas.

            Brenda Dudley, Sec.

            Hugh Muir, Member at Large

 Treasurer’s Report

**Charter has been presented to the Board for Approval (see attached)

**Mal Malo moved that the Board approve the Charter for the Finance Committee of the Falls Run Community Association Board of Directors (See document attached), with Don Horan as Chairman.

Dan Owens 2^nd the motion.

Motion carried unanimously.

 **Mal Malo made a motion to authorize Koger Management to issue a check  in the amount of $1425.00 to reimburse the Villa Condominium Association for an over billing by Executive Electric for snow removal on the Villa’s streets.  Invoice should have been billed to the FRCA.

Art Gabler seconded the motion.

Motion carried unanimously.

 Mal announced that per the December 31, 2005 Budget we were under Budget by $225,000.

 **Mal moved to direct Koger Management - after audit by independent accountant – to increase the contribution to the 2005 Replace Reserve to $170,000 and transfer remaining balance to 2006 Operating Reserve.

Dan Owens seconded the motion.

Toni Brown asked if all accruals for the year have been made.

Mal announced a 2/3/06 meeting with Koger to go over various questions including the accrual question. Discussion ended.

Motion carried unanimously.

 Property and Grounds – Chairman – Jake Bernard

The Committee has created 4 sub-committees:

            Grounds and landscaping

            Road, sidewalks and mail boxes.

            Water fall, monuments, outdoor pool, tennis courts

            Storm Water Management Ponds

The committee has presented a recommendation to the Board for a Landscape Maintenance Contract with Shenandoah Landscape. Jake has added 8 volunteers to his committee. 

 Main gates will close 2/15/06 24 hours per day.  All emergency units in the County will have access and will be made aware of all day closing of gate.

 The P & G Committee will develop a Master Landscape plan and will work with landscaper to accomplish the plan over time.

 Community Center Committee – Chairman – Bob Gilbert

Bob is asking for volunteers for the committee.

Committee has met with Dennis Ouellette and others from Del Webb and created a new punch list of items that need to be addressed.  Dennis agreed to apply all necessary resources to complete all work. The committee will be meeting again with Dennis to establish time line for completion and items will be signed off as completed.

Committee is working on a Charter for Board’s approval.

Bob Gilbert made a commitment to the community to have all work on Center finished by March 31, 2006.

Exception:  Leak in the Center’s irrigation system.  Work will be delayed until spring.

 Ann Jones – Activity Director

Ann has been with Falls Run for 3 months.

Various sub committees have been busy and enjoyed a successful year.

The Travel Committee offered 30 trips -10 were cancelled.  Over 700 residents participated in various trips.  There were 17 day trips.  All trips were in the black.

Trips in the works: Greece , N.Y City , Ashville, Brandywine Valley , etc.

All meetings of the Travel Committee are announced in the Gazette.

 Ann is working on the Front Gate Code Book.  All members need to know their codes. Codes are the last four digits of the sales contract number, or in some cased the last four of the social security number.

Dialing 1000 rings the concierge desk.  Signs will be placed at other gates (3) to direct visitors, delivery, etc to main gate.

 The Channel 11 Crawler is back- up and running.

The FRCA Web site is fabulous!  Dan Augustine is the Web Master and doing a masterful job!

 Communication Committee – Liaison – Dan Owens

The February Gazette is the last issue by Dan and Joan Ryan.  They are to be commended for all the work and the beautiful product they produced. 

Election Committee will remain in place with the same members.

There is a study under way to determine if there is a need for the Communications Committee.

 Covenants and Bylaws Committee – Chairman, Marvin Wagner

Marvin gave an in-depth explanation of the Covenants and Bylaws and their importance to the Community.  Explained it is critical to change the CC&R’s to eliminate Del Webb.  We are not at the end of the Development Period.  3 ways this happens:

            Development ends   

            10 years expire

            Date designated in written notice from Del Webb.

Dennis has agreed to provide notice to all members when CC & R’s are revised.  Covenants must also conform to Virginia Property Owner’s Association Act.

 Marvin stated the covenants are not that bad.

 Some articles need specialists to determine revisions if any.  Asking Mod Committee to work on certain sections as well as the P & G Committee.

Asked for input from other in the community.

Change requires 66 2/3 vote.

Referred to questions that have been raised about the functions of the Mod Committee and the Covenants Committee.

            Mod Committee – Reviews – Determines if resident is in violation of CC & R, etc.

            CC & R Committee – Hearing tribunal

            Final appeal to the Board of Directors.

 He also discussed the need for a survey/census every 2 years to maintain the 80/20 ration of residents 55 and over.

Modifications Committee – Chairman, Doug Filler

Doug provided history of Mod committee function.  Originally formed by DW in 2003. 2004 homeowners joined.  Committee came under homeowner control six months ago.

The Committee reviews approximately 40-45 applications to modify architectural and landscaping modifications monthly.  Vast majority are approved.  The current Modifications Committee was formally reinstated by the new Board in December 2005.  Doug would like to bring the membership to 5 members.  The Committee is currently working with Sylva of Koger on violation letters which have been revised and are going forward for approval by our attorney.  When letters are approved, formal letters will be going out to violators.  Each home should be inspected 2x’s/year for violation of the Covenants and Design by Koger.  There are 15 – 17 violations where no corrective action has been taken after notice.  There are 6 – 7 areas that Koger Management provides on an ongoing basis to the Mod Committee that the committee would like to see made a part of the Koger contract.

Doug indicated that the Mod Committee strives to maintain and reasonable and sensible approach to violations.

An announcement was made that Habitat for Humanity is collecting cans.

** Mal moved to adjourn to Executive Session.  Jackie 2nds.  Motion carried.

EXECUTIVE SESSIONS

**Mal Malo moved to assemble in Executive Session to discuss:

            Koger Manage management Proposal

            Grounds Contract Approval\

            Activities Director Compensation

            Age qualified resident – HOPA – 20/80% ratio.

Jackie Richards 2^nd the motion

The motion was carried unanimously.

 ** Art Gabler moved to accept the landscape maintenance contract with Shenandoah Landscape as recommended by the Property & Grounds Committee.

Mal Malo 2^nd the motion

The motion was carried unanimously.

 ** Toni Brown motioned to table discussion of Activities Director’s compensation in order to gather more information.

Nancy Arnn 2^nd.

 ** Mal Malo made a motion to resolve to authorize the Board to submit a survey for a census to determine 80/20 ratio of 55 to 50-55 residents in the community.

Motion was 2^nd by Jackie Richards.   The Motion was carried unanimously.

 ** A motion was made by Jackie Richards to table discussion on Koger Contract until they have further clarification.

The motion was 2^nd by Dan Owens.  The motion was carried unanimously.

 The Board reassembled in the open meeting and President, Bill Nosal, reported on the results of the matters voted on in Executive Session.

 ** Toni Brown moved that the Board reinstate the Covenants Committee with Marvin Wagner as Chairman and to have said Committee review the Declaration of Covenants, Conditions and Restrictions and Bylaws to remove Del Webb from the documents and to review for other possible revisions to be presented to the community.

Jackie Richards 2^nd the motion.  The motion was carried unanimously.

 The meeting was adjourned promptly at 9:00 on a motion by Mal with a 2^nd by Dan.