Meeting Notes:

INFORMATION ONLY

NOT TO BE CONSIDERED MINUTES

NOT A TRANSCRIPT

Notes from Board of Directors Meeting

March 23, 2006

The Falls Run Community Association, Inc.’s Board of Directors met on March 23, 2006 for a Regular Monthly Meeting at 7:00 PM at the Center.

The meeting was called to order at 7:00 PM by Bill Nosal, President.

A quorum was present.  Board members attending were:

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

Also attending: Sylva Southwell, Koger Management and  Marvin Wagner, CC&R’s Chairman and Parliamentarian.

Open forum:

          1.  Are Community Center rules and regulation on the Web site? And if so, are they most current?   Should they have been distributed to homeowners?

          Bob Gilbert, Chairman of the Community Center Committee said the basic rules were written last summer.  Pool rules are being worked on at this time. 

          2. What will be done to improve the common area behind Goosecreek?

           Cindy Horan, Chairman of the Landscape and Grounds Sub-committee answered that all areas were currently being inspected by the committee.  Ruslts of their inspection will be turned into the Board for submittal to Del Webb.

Nancy Arnn moved to dispense with the reading of the minutes.  Dan Owens 2^nd.  Carried unanimously.

Nancy Arnn moved to accept the minutes as recorded.  2^nd by Art Gabler.  Carried unanimously.

Koger Report: Sylva Southwell

Census response is being counted.  Later reported that 544 forms have been received.

Cox bills – Sylva talked to Ron Haines of Cox.  Basic cable has not gone up in 2 years and will remain the same at this time.  Expanded cable has gone up 50 cents.

Modification  violation letters will be sent out Friday March 24.  First letter is a courtesy letter.

Report on snow removal process was given to the Board at an earlier work session meeting.

Street lights are getting better.  Fewer phone calls re outages, etc.

Sylva’s hours at the Center will change to Monday and Wednesday only.  She will be there from 1:00 – 4:00.

Proposals from CPA’s for 2005 audited financial statements and tax returns are being accepted.

Waterfall had to be cleaned due to vandalism.  Cost $750.

Sylva reported that Shenandoah Landscape will be making a very early morning deposit of mulch.

Camera at Main gate does not work well at night.  A motion sensor was recommended  to illuminate the area at night when a car approaches.

A motion was made by Bill Nosal to accept proposal by Executive Electric to install motion sensor at a cost of $373. 2^nd by Nancy Arnn.  Carried unanimously.

Bill Nosal announced that representatives from Mary Washington Medicorp  

Marvin Wagner addressed the Board’s comments and questions to proposed changes to CC&R’s and noted additional new-found errors which will be corrected.

The Amended CC&R’s and Amended By-Laws are ready to be distributed.

Motion by Nancy Arnn, 2^nd by Jackie Richards: 

          I move that the Board of Directors approve the proposed amendments to the           Covenants, Conditions and Restrictions subject to the inclusion of language of        Section 55.513B being amended to reflect any changes in the assessments by the       statutory change be adopted by Section 8.8. Unanimous approval.

Motion by Jackie Richards, 2^nd by Nancy Arnn:

          I move that the By-laws be accepted as presented by the Covenants Committee.           Unanimous approval.

Motion by Art Gabler, 2^nd by Dan Owens:

          The Board approves the expenditure of funds necessary to print and distribute the             Amended CC&R’s, Amended By-laws and cover letter. Unanimous approval.

Jeff Koger addressed Board’s concern about collection of Subsequent Member Fee.

Bill Nosal had previous to the meeting requested an accounting of all Resales that have taken place since Koger Management came on board as management company that would include the For Sale by Owners as well.

Jeff stated that, by law, an Association Disclosure Packet Notice  must be given to all prospective buyers and the assessments that are part of the sale are detailed in that notice.

With that information, there was still concern that some sales may have slipped by without the assessments being paid.  Jeff maintained that if the assessments were not collected at settlement, those costs were added to the buyers association dues.  He verified that to his knowledge that had only been done perhaps twice, indicating that assessments were being collected for the most part at settlement.  Bill produced documentation showing homes that had been sold that were not included in the list provided by Koger Management of assessments collected on sold homes.   Jeff will double check the status of the homes in question.

Sylva has been working without a laptop computer at the Center.  Jeff assured the Board that the laptop will be delivered March 23, 2006.

Dan Owens and Jack Mounts, Chair of the Communications Committee, presented a report on the processing of the Gazette and the resulting review recommendations.

The Committee reviewed the entire Gazette process. Process is labor intensive and very complicated.  There have been suggestions to improve and simplify the process. The Gazette has been and should continue to be self-sustaining.

Motion by Dan Owens, 2^nd by Nancy Arnn:

          Create a paid position of Production Coordinator to replace volunteer editors on the Gazette staff. Unanimous approval.

Ann Jones will be responsible for filling this position.

Koger Management Report:

Sylva is currently getting proposals for installation of a camera at each gate.

Because the Legend gate is much wider than the other gates; the arms are much longer; therefore, replacement costs will be much higher when they are broken.  It costs $150/arm to replace at Main gate.  It will cost $350 to replace at Legend gate.

Lights:  Conditions are much improved overall.

Main island entrance lighting: There will be a proposal for additional lighting of that area from Executive Electrical.

Sylva will check with Ron Haines of Cox Cable for potential increase in cost of basic fee which is paid out of $130 assessment.

Sylva has obtained bids from CPA firms to prepare the 2005 audited financial statements and tax return.  Jackie requested that Sylva obtain additional bids from the southern section of VA and not just from the north which is typically more expensive.

We have filed a 6 month extension to file taxes.  Jeff Koger stated that estimated taxes of 2005 have been paid.

The Census deadline is 3/22/06.  As of that date, approximately 750 forms have been returned.  Sylva will be preparing a data base of collected information. (SPECIAL NOTE: COUNT WAS REVISED LATER TO BE 544)

The question of common areas in the Villas was addressed once again.  Jeff Koger stated the Villas are a separate corporate entity and the Villas properties have been deeded to the Villas.  The FRCA (Falls Run Community Association) is responsible for maintaining SWM Pond #5, the Legend gate area and an area on Plantation .  This maintenance comes out of the $130 assessment paid by both the single family residents and the Villa residents.

Sylva informed the Board she does not feel her time at the Center is well spent.  She would like to set up appointments with residents.  Three days a week is too much, resulting in dead-time that would be better spent at the office doing work that is piling up there.  She has been without a laptop which has hindered her.  Jeff Koger promised her laptop will be delivered March 23, 2006.

It was agreed she will be at the Center Mondays and Wednesdays from 1 – 4 PM.  There will be a sign posted in the Center so residents can get in touch with her if she is not in the Center.

Ann Jones – Activities Director –

Addressed her concerns about charters for social clubs.  She would like to be able to monitor the various clubs and what they are doing.  Who is using the Center?

Board stated that each club should be responsible for collecting funds for their special events and that this task should not be undertaken by the A. D staff.

Ann reported on the meeting to discuss Swimming Pool Rules.

          No alcohol will be permitted on the pool deck.

          A space will be provided outside, but near the outdoor pool, that will include           tables with umbrellas where food may be enjoyed without the risk of    contaminating the pool.

          Extended hours were discussed but not finalized.  There are significant          considerations that must be taken into account before extended hours can be    decided upon.

          There will be new pool rules this year which will be very carefully formulated.          Ann is working on the list.

          There is evidence of some kind of discoloring in the soft caulking around the           indoor pool, possibly mold.  Chlorine will be sprayed, but the caulking will be          replaced.

Our lease of workout equipment is coming up for purchase or renewal the first part of June. .  There will be a meeting April 5, 2006 at 11:00 with a company called Star Trac to explore options of leasing their equipment that some claim is superior to the equipment we currently are using.

Future Meetings of the FRCA Board of Directors.

The Board will continue with bi-weekly meetings for the near term.  Next scheduled Work Session Meeting is March 29, 2006 at 10:00 at the Center.

Our next regular meetings will be March 23 and April 27 at 7:00 at the Community Center. Our annual meeting date is still not decided. 

Is there any community interest in having FRED service Falls Run?  At the last regular Board meeting, there was no response from the audience indicating an interest.

Medicorp will be at the Community Center on Thursday March 30, 2006 at 7:00 to explore Community interest in specific programs.

The Board agreed there is a need to have motions presented in writing whenever possible.

This will assure that all motions are recorded accurately and as stated.

Motion by Toni Brown, 2^nd by Art Gabler:

          Due to a missed communication at the March 1, 2006 meeting in recording the motion to accept the indoor and outdoor pool contract, I, Toni Brown, move that the original motion be amended to state:

          That the Board accepts the pool contract with Douglas Aquatics of Fredericksburg as follows:

                   Indoor Pool Contract in the amount of                             $  6,400.00

                   Outdoor Pool Contract in the amount of                    24,000.00

                   Salt-Chlorine Generator Auto Pilot Systems

                   Falls Run Indoor Pool Facility                                      5,842.50

                             Total Cost                                                                      $ 36,242.50

In addition to the contract total, I move the Board approve the additional cost of approximately $350.00 in electrical work. Unanimous approval.

There was an announcement the Design Guidelines revisions are in the works and should be ready by mid April

The salt generator should be installed by March 29, 2006.

Motion by Bill Nosal, 2^nd by Nancy Arnn:

          To adjourn the meeting at 12:00. Unanimous approval