February 22, 2006 Meeting Minutes and Notes

Meeting Minutes:

 UNAPPROVED

WITHOUT CORRECTION, ADDITIONS OR DELETIONS

FALLS RUN COMMUNITY ASSOCIATION, INC.

Minutes of the Meeting of the Board of Directors

The Falls Run Community Association, Inc.’s Board of Directors met on February 22, 2006 at 10:00 at the Center for a Work Session.

The meeting was called to order at 10:00 AM by Bill Nosal, President.

 A quorum was present. Board members attending were:

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

 Nancy Arnn moved, with a second from Jackie Richards, that the Minutes of February 15 work session meeting be approved as submitted. Motion carried unanimously.

 Report was given by Ann Jon es, Activities Director.

 Toni Brown moved with a second from Dan Owens to adjourn to Executive Session to discuss issues regarding the Property and Grounds Committee.  Carried unanimously.

 The Regular Session reconvened at 11:07.

 Bill Nosal announced that the Board has accepted Jake Bernard’s resignation from the Property& Grounds Committee effective immediately.

 Sylva Southwell of Koger Management gave her report.

 Reports were made by the Communication Committee, Covenants Committee, Finance Committee, Villas, Modification Committee and Community Center Committee.

 The meeting was adjourned at 12.21 pm by a motion from Nancy Arnn, 2nd by Mal Malo.  The motion carried unanimously.

 

Submitted,

 

Toni Brown, Secretary

Falls Run Community Association, Inc.

 

Meeting Notes:

INFORMATION ONLY

NOT TO BE CONSIDERED MINUTES

NOT A TRANSCRIPT

Notes from Board of Directors Meeting

February 22, 2006

The Falls Run Community Association, Inc.’s Board of Directors met on February 22 for a Working Session at 10:00 at the Center.

The meeting was called to order at 10:00 AM by Bill Nosal, President.

 A quorum was present.  Board members attending were:

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

 ***Nancy Arnn moved with a 2nd from Jackie Richards to approve the minutes of the Work Session meeting of February 15, 2006.  The minutes were approved without correction.

 Reports:

Ann Jones – Activities Director

 There are still issues with the RecWare program.  It is not fully installed. 

 Ann spoke of her concern regarding the use of the copier at the Concierge’s desk. She as Activities Director is bearing the costs of use by committees, Board, and the general community.  She questioned whether her budget will cover the increased costs created by increased usage. 

General discussion followed.  Ann will research cost of a larger copier.  The need to set up a “business center” at the Center was also discussed.  Bill Nosal recalled a special collection during a pot luck dinner of approximately $100 to purchase a copy/fax machine for the Center.  No one at the meeting knew what happened to the money collected.  

 Ann announced she would like to meet on a monthly basis with various committee chairmen to eliminate the need for her attendance at their individual meetings.

Three new part-time concierge positions have been filled.  In addition to those 3 positions, 2 more were added as “on call”  back-up positions.  Concierges will begin a training schedule, beginning March 1, to prepare for reaction to emergency situations that may arise at the Center.  Bob Brown is coordinating the agenda for the training.

 Legend gates are expected to be operational next week.

 There are still glitches with the Main gate and residents continue to use their “clickers” when exiting.

The camera is working.

 ***Toni Brown made a motion to assemble in Executive Session to discuss issues of the Property and Grounds Committee.  Dan Owens 2nd the motion.  Carried unanimously.

 The Regular session reconvened at 11:07.  Bill Nosal announced that the Board has accepted Jake Bernard’s resignation from the Property & Grounds Committee, effective immediately. 

 Sylva Southwell – Koger Management

 Sylva now has a copy of the security contract from Executive Electrical.  In addition she has received a Lights and Gates Warranty which she read to the Board...

 Executive Electrical at the request of the Board submitted a proposal for the installation of a new camera at the Main Gate at a cost of $753.75. No action was taken at this time.

 Bill Nosal announced he called Liftmaster, maker of the Main gates.  Warranty does not include labor.  Warranty covers parts which must be maintained by an authorized representative – contractor.  Bill has names of those recommended contractors.

The cost of labor could cause a significant increase in cost of maintaining the gates.  The budget for gates maintenance is $5000.00.  Dan Owens made the point that we are not “tied” to Executive Electrical as long as we have authorized maintenance repair.

 Shenandoah has been asked to clarify  their contract.

 Postage for the mailing of the Census will be 87 cents for 595 pieces mailed.  Any difference in actual cost will be paid by Koger Management.  The Villas Census mailing should go out by the end of the week.

 Legend and Smithfield telephones numbers will be installed March 8, 2006,

 Several lights on Herndon have been out for over a week.

 SPECIAL NOTE:   Regarding the Herndon lights, in a follow- up memo from Sylva Southwell, Koger Management, dated February 23, she reported:

“The power is indeed off as the bill has not been paid since September.  I do not understand this as I have paid every bill that I receive from Del Webb as the account is still in their name, though I have requested that it be changed over in January.  The account is now closed and has to be completely set up, with application deposit, etc.  I have a call into the Del Webb Accounting dept. as they have to provide the Fed. Id# to reactivate the account.  I will keep you posted,  I am doing everything I can to get power on.” – End Special Note.

 Electrical boxes at gates have locks installed to prevent tampering.  E. E. still does not provide Sylva with a Friday log of weekly actions performed, but she feels that overall conditions are improving.

 Waterfall.  The waterfall is not operating once again and has been out for almost 2 weeks.  The Board agreed to bring Brickman, pump installer and Executive Electrical, wiring, together to resolve the issue.  Each points the finger at the other.  Art Gabler suggested that it might be in order to bring an independent electrical contractor in to determine the exact problem. 

 Sylva submitted copies of developer’s working plans.

 President, Bill Nosal asked the status of:

          Census

                   Good stream

                   Affidavit will be available for those who do not want to submit other forms  of ID

                   Villas census package will be mailed next week

                   Census response can be handed to Sylva

                   Sylva has plans to become a Notary.

            Status of resales – Not determined.

 CC& R’s – Toni Brown - Liaison

Committee has posted the Revised Declaration of Covenants, Conditions & Restrictions on the Web site. Notice has been given to all residents that administrative changes have been completed, signed off by Del Webb by Dennis Ouellette and the document has been filed  with the Stafford County Clerk.  The Committee will now continue its work on the document to determine changes that will ultimately be voted on by the members of the community before being made a part of the document.

 The Board requested that the Committee make recommendations to the Board for any necessary changes      to the Bylaws which the Board is authorized to amend  without vote from the community.  Once the Bylaws have been revised, the two documents will be distributed to the community.

 Snow Removal – Sylva Southwell

The report was not favorable.  Executive Electrical started too early and worked too late.

The bill to the Falls Run Community Association (Single family homes) was $7,775.  The bill to the Villas: approximately $13,000 plus.  Executive Electrical will be advised that the Board is not satisfied with their performance.

 There is no contract for snow removal.  We do have a fee schedule that Del Webb signed off on and is in effect.  Mal Malo pointed out the need to define the scope of work on any contract or agreement.  The bottom line – we are stuck with them (Executive Electrical) for now.  Bill directed Sylva to tell EE what we want and expect, specifically.

 Modifications Committee – Jackie Richards - Liaison:

No violation letters have been sent.  No inspections have been done.  Jackie Richards  stated she wants to clear some of the old violations.  Wants to start the process now and avoid creating a back log.

 There is still a For Rent sign on a residence on Smithfield . Sylva will manage.

 Landscaping of Gladstone Gate.  Del Webb will do some landscaping in the spring, but that gate will never be completed to the same standard as the other gates.

 Dan Owens reported he spoke with Dennis Ouellette of Del Webb to ask if bill for Gazette printing will be paid, and if not, could they meet to discuss.  Mal Malo suggested we find out the cost for printing the Del Webb copies for recent months, multiply that by 8 months and ask Del Webb to pay that amount.  The Board agreed.

 We are still waiting for information from the attorney regarding assessment delinquencies.

 There was a general discussion regarding the need for a life guard at the outdoor pool.  It was agreed to discuss the issue fully at next work session.

 Sylva is getting 2 proposals for an in-house monitoring system that would allow the TV monitoring of the indoor and outdoor pools as well as the fitness room.

 The Board has agreed to hold work session meetings every other week on Wednesdays beginning March 1, 15, and 29th at 10:00 at the Center.

 The motion to adjourn at 12.21 PM was made by Nancy Arnn and seconded by Mal Malo.  Motion carried unanimously.