Meeting Notes:

INFORMATION ONLY

NOT TO BE CONSIDERED MINUTES

NOT A TRANSCRIPT

Notes from Board of Directors Meeting

February 8, 2006

 The Falls Run Community Association, Inc.’s Board of Directors met on February 8 for a Working Session at Perkins Restaurant at 12:30 pm.

The meeting was called to order at 12:30 pm by Bill Nosal, President.

  quorum was present.  Board members attending were:

            Bill Nosal, Nancy Arnn, Toni Brown, Mal Malo, Jackie Richarads, Art Gabler and Dan Owens.

 Minutes of the last meeting were not read.

 Joan Ryan editor of the Gazette presented a report with recommendations which is attached as:

            Falls Run Gazette (January 2005 – March 2006)

 Discussion followed Joan’s report.  Questions were raised such as should the Gazette be published quarterly?  That is seen as a possibility, but not for another year at least.

Do we want to outsource the Gazette and if so, to what extent? Ann Jones commented that advertisers are coming to us asking for space.

 ***Nancy Arnn moved that Dan Owens, with help from others pursue avenues for outsourcing the entire operation of the Gazette.  Jackie Richards 2^nd the motion.  Carried unanimously.

 Question?  Did Del Webb pay for Gazette out of FRCA funds?  Members of the Financial Committee are going to Koger’s office in Fairfax to review coding of invoices and will now review payment of invoices for Gazette.  Sylva will do research to see what she can find. There was general agreement that Del Webb should pay for the copies they took to use for promotion.

 Ann Jones, Activities Director’s report.  Ann submitted a Justification of Communication Specialist (see attached).  There followed a general discussion.  Should residents or others be paid to be the Communication Specialist? Is Denzil Willis willing to train volunteers as back up?  Yes, but no volunteers have been forthcoming.  General concern about budget restraints in creating new paid positions.  The matter will be studied further.

 A question was raised about the cost of maintaining plants in the Center.  That is a $5,000 budget item left over from Del Webb.  Do we want to continue paying to have the plants watered, etc?  Perhaps that money could be used to support a paid Communications person.

 Dan Owens pointed out our domain name needs to be renewed.

 **Art Gabler moved to authorize Dan Augustine, Web-master, to renew the domain name for five years.

**Mal Malo seconded.  The motion carried unanimously.

 Sylva Southwell of Koger Management gave her report.  Sylvan is still trying to get information from Executive Electrical. (See attached).

 Bill Nosal requested that miniature stop signs be put on gate at Smithfield .  Sylva will pursue.

 Bill reported that FRED will come by the Center.  Their fare will be 25 cents.  In the planning stages at this time.  More will be announced.

Bill also announced the Sam Pixley of the county will release Del Webb street bonds.  No bonds will be released on the Storm Water Management areas.

 We need hazardous material signs posted in the Center per OSHA requirements. 

 In the future pool utility room will be locked.  People are messing with the heater.

Sylva requested a vendor list from Ann Jones and a clarification of the duties between Ann Jones and Sylva.  Sylva pointed out that maintenance items are usually a management responsibility, unless there is an emergency.

Mal Malo reminded Sylva the Board has requested a procurement policy.

Gate closing was discussed.  All emergency responders and delivery such as FedEx, etc. have their own gate codes.  The number 1000 will ring from the gate to the concierge desk.

 Sylva has set up a meeting with vendors on 2/9/ at 10:00 regarding closed circuit TV’s to be used in the indoor pool, outdoor pool and exercise room as a safety measure.

There has been no response from the Desert Air contract Breedens & Collier.  There is an alarm light flashing on the Desert Air.  We have had no response from the contractor.

 Census:  Has been mailed to single family residents.  Not to Villas, as Sylva has an unanswered question to satisfy before mailing.

 Contract Matrix – We need to add Shenandoah and Koger.

 Gate phone at Legend – Sylva working to have transferred to FRCA.

 Mailboxes – FRCA pays, but is then reimbursed by resident if fault is known.

 Sylva is now our full time manager and will be working for the Community Association exclusively.  The Villas will have their own manager.  A set schedule for Sylva at the Center will be established.

 **Toni Brown moved that the Board purchase special software to create an Employee Handbook.

** Art Gabler 2^nd.  Carried unanimously.

 Modification Committee Report:  Jackie Richards reported that violation letters have been prepared.  The committee has a 25 page list of violations to review.

 Jackie announced that the Mod Committee does not want to expand duties beyond what they’ve been doing.  Parking violations, dogs, etc will be the responsibility of the manager, Koger.

**Jackie Richards moved that the Board sanction the following division of duties as related to the Modifications Committee, the Covenants Committee and Koger Management for imposing sanctions:

 Modifications Committee will continue as they have in the past with architectural and landscaping function.  The committee will authorize violation letters within their charger function. (#1,2,3,4)

 Covenants Committee will continually review CC&R’s and Bylaws and make revisions as recommended by Board, Modifications Committee or Koger Management.  We requested by residents, the committee will arrange hearing meetings and send out the hearing notice. (5).

 Koger Management will report violations other than architectural/landscaping to the Board.  Violation letters will be authorized by the President of the Board.

Mal Malo 2^nd motion.  Motion carried unanimously.

 Toni Brown asked that the Board reconsider its position regarding the posting of minutes before they are approved where members of the community will have access, such as a binder in the Community Center near the Library and the Falls Run Web site.  The Board agreed as long as the Minutes contain a disclaimer stating that they have not been approved.

 Jake Bernard, Chairman of Property & Grounds Committee presented a proposal asking the Board use the attached form as the standard for submitting all work requests.  (See attached.)

 Homeowners have asked that they be allowed to make improvements to common grounds near their homes.  This is not allowed according to the CC & R’s.  The Board responded no at this time.

 There is a county requirement that the Storm Water Management ponds be maintained.  Jake is going to talk to Silver Company about original maintenance agreement.

 Jake also reported that Shenandoah Landscaping is recommending work that is going to cost extra and will be expensive.

 Our next meeting will be Wednesday February 15, 2006 at Perkins at 12:30.

 Mal Malo moved to adjourn.  Nancy Arnn 2^nd.  Unanimous.  Meeting was adjourned at 3:10 pm.