FALLS RUN COMMUNITY ASSOCIATION

August 2, 2006 Meeting Minutes

Meeting Minutes:

The Falls Run Community Association, Inc.’s Board of Directors met for a Working Session on August 2, 2006 at the Center.

Nancy Arnn, Jackie Richards, Toni Brown, Art Gabler and Dan Owens. Special note: Bill Nosal and Mal Malo were absent but had submitted their individual proxies.

Also attending: Sylva Southwell of Koger Management; Ann Jones, Activities Director; Marvin Wagner, Parliamentarian

Jackie Richards moved to approve and suspend reading of the minutes of July 19, 2006. Second by Dan Owens. Carried unanimously.

Dan Owens moved to accept and implement the RFA request to review approaches to improve operational environment of the Falls Run Audio/Video, Internet, and LAN equipment and provide access to the front and back of the units. 2^nd by Toni Brown. Carried unanimously.

Art Gabler moved to accept the recommendation of the Community Center Committee to re-arrange the equipment in the exercise room, to trade in three of the treadmills and to buy two new exercise bikes, that are walk-thru, and also to purchase a Hip Abductor.

The total cost after the above is done would be approximately $3,000. 2^nd by Dan Owens. Carried unanimously with proxies by Bill Nosal and Mal Malo.

Jackie Richards: I move that the Lawn Maintenance Standards as developed by the Modification Committee be adopted. 2^nd by Dan Owens. Carried unanimously.

Jackie Richards moved to adjourn, 2^nd by Art Gabler at 12:05 PM. Carried unanimously.

The Falls Run Community Association, Inc.’s Board of Directors met on August 2, 2006 for a Work Session at the Center.

Nancy Arnn, Jackie Richards, Toni Brown, Art Gabler and Dan Owens. Special note: Bill Nosal and Mal Malo were absent but had submitted their individual proxies. .

Also attending: Sylva Southwell of Koger Management; Ann Jones, Activities Director; Marvin Wagner, Parliamentarian

Jackie Richards moved to approve and suspend reading of the minutes of July 19, 2006. Second by Dan Owens. Carried unanimously.

The outdoor pool is scheduled to close the day after Labor Day. Ann raised the question whether the pool might remain open after Labor Day, pointing out there would be additional expense involved in keeping it open. No decision was made.

Mullins Janitorial is nearing the end of its 45 day trial period. There is some dissatisfaction with their performance. Cleaning of the bathrooms and kitchen has not been satisfactory. Ann has been monitoring. She asked that she be made aware of any other observations on behalf of the residents.

Dan Owens pointed out the carpet in the Center needs to be stretched and is posing a hazard.

1. Sylva has spoken with Shenandoah about watering of the common areas. Sylva agreed that Shenandoah is the best judge of when watering should be done and it will be left to their discretion.

2 Census: Dan Owens has been assisting in collecting census information from residents. As of this date there are 41 single residents and 10 Villa residents who have not responded.

3 Sylva attended a very informative meeting held by Mason and Mason, the company that did our Reserve Study. She suggested the Board invite them to speak at a Board meeting some time in September to aid in a greater understanding of the reserve study report.

4 She reported also it is Mason and Mason’s opinion that we do not need an on-site survey to complete an updated Reserve Study.

5 Our auditor is working at Fairfax and has submitted a list of documents and information needed from both the Fredericksburg and Fairfax office.

7 Del Webb has issued a check in the amount of $1,000.00 as promised to offset the cost of plantings at the Gladstone Gate.

8 Sylva has not had time to complete a notary application. She requested that the Board seek an alternative as she is just too busy. There was some discussion, but no decision by the Board.

2. Dan announced the Falls Run Communication Survey is complete, ready for Board approval, and ready to be distributed to the Community. (See attached).

Dan Owens moved to approve and distribute the Communications Survey, 2^nd by Jackie Richards. The motion carried 6 to 1. Two proxy votes were included for Bill Nosal and Mal Malo. Toni Brown voted no. Not because she disagrees with the survey, but because she believes there is too much information being sent out all at once. The Design Guidelines, the CC&R change proposals and the Board election materials. She is in favor of the survey, but feels the timing is wrong.

3. Dan introduced a Request for Action to improve operational environment and reduce equipment failures due to overheating of the audio/video, Internet and LAN equipment. (See Attached).

1. Art announced that the Committee has completed its study of the fitness room and has determined the necessary equipment.

The total cost after the above is done would be approximately $3,000. 2^nd by Dan Owens. Carried unanimously with proxies by Bill Nosal and Mal Malo.

1. Has development a Draft Lawn Maintenance Standard which needs to become part of the Design Guidelines. (See an edited version attached.)

Jackie Richards: I move that the Lawn Maintenance Standards as developed by the Modification Committee be adopted. 2^nd by Dan Owens. Carried

There was a brief discussion relating to the By-laws and formation of committees. A new committee is being established, to be headed by Bill Smith, which will focus on long-range planning and goals for the Community. Bill Smith asks that the term Group be applied rather than the term Committee. Toni Brown asked for clarification of the difference between a Group and a Committee. The definition given by a member of the audience was that a Group would be comprised of “selected participants” rather than members of the Community who might volunteer to participate.

Currently the By-laws state (page 16 – 5.1) The Board may establish such committees as it deems appropriate to perform such tasks and functions as the Board may designate by resolution.

The Covenants Committee was asked to review the By-laws to determine if additional wording is required regarding committee standard.

2. The Finance Committee would like to recommend that a new Reserve Study be submitted for bid in 2007. At the time of the previous study, the Community was incomplete. Streets and sidewalks in the Villas, which the FRCA is responsible for, were not part of the Mason & Mason study. Neither were retaining walls which since have been added. Estimated life may not be realistic because of inferior products. The Mason & Mason study cost approximately $9400.

4. The Committee has been working on a Request for Proposal for Property Management. The RFP has been completed, but will be forwarded to all other Chairs for their input. Should be ready for the Board’s next meeting.

5. Audit – No information regarding progress on audit at this time. Tax return is due 9/15.

Toni Brown pointed out that much of the information requested of Koger Management has been requested many times and that it either arrives incomplete, late, or not at all. She also read into the record regarding the June financial review comments made by a member of the Finance Committee who is a CPA:

“This was probably one of the most time consuming and frustrating reviews I have done to date! To summarize in my own opinion it is apparent there is little to no concern by Koger Management support staff for accuracy from the beginning of date stamping through the detail data entry or even copying of documents, and obviously no review by upper management of financial statements.”

1. Committee has postponed mailing of proposed changes of the Covenants, Conditions & Restrictions until October 1, 2006. The proposed amendments will go to our law firm for legal review before submitting to the Community for a vote.

2. A member of the Community has withdrawn his request for a hearing regarding the Modifications denial of his application to construct a patio in his front yard. Modification Committee will review and make a recommendation to the Board.

3. Sylva was asked to gather cost information for outsourcing the mailing of the CC&R package.

4. Bill Nosal asked, through Nancy Arnn, if we can change the requirement that changes to the CC&R’s require a 66 2/3 vote to a requirement of 51%, a simple majority. Marvin completed that research earlier and was able to answer no. The 66 2/3 requirement is mandated by Virginia law.

1. The Committee has prepared a Statement of Work for Snow Removal. The plan is to go out to bid.

2. The Committee is redoing a map of the Community that Shenandoah will work from.

3. Sylva to check on sprinkler at Legend gate. Whose property does it serve? Falls Run or the bordering development?

4. The Committee has developed a priority list of common ground deficiencies. Bill Nosal will prepare a registered letter to Dennis Ouellette to elicit a response.

6. Who is watering the plants at the outdoor pool? Perhaps the pool attendant can take on the task?

7. All of the work included in the $9,000+ proposal, previously approved, has been accomplished except for the railing on Bridgewater and Gladstone gate, which as previously reported will be done in the fall.

8. The Committee is estimating up to $3,000 for fall annual plantings. They will suggest approximately $30,000 be added to next year’s budget to allow for continued improvements to common area landscape.

1. It was noted that during an emergency response, emergency equipment personnel manually lifted the gates to gain entrance. Why didn’t they use their Knox box key? Every emergency department has one. Sylva will send a letter to each department to ask them why.

2. Residents and guests are still tailgating through the main gate causing the gate to come down on their vehicles. Visitors are not be properly schooled by residents about gate entrance.

3. The Falls have been up and running without incident! Jake is maintaining and recommends cleaning in the fall.

1. The Desert Aire system is still malfunctioning. Remedies still being pursued.

2. Indoor pool will be closed for maintenance beginning Monday, 8/14/06 through Friday 8/18/06. Del Webb agreed to absorb the cost of cleaning the stains at the deep end of the pool. We will absorb the cost of refilling using metered water from a fire hydrant.

4. Art asked for authority to speak to the insurance agent about extending the sprinkler system into the attic to determine whether there would be any savings on insurance by doing so. This would provide protection to the roof.

3. The Villas are issuing Request for Proposal to 3 management companies, including Koger Management.

4. There will be a Villas Town Hall Meeting at the Center August 17 at 7:00 PM. A panel will consist of members from Koger Management, Del Webb, Falls Run Community Association and Villa.

5. Robert Koger will attend the next Work Session Meeting on August 16, 2006 at 10:00. Robert Koger is the CEO of Koger Management. He has been asked to appear to respond to questions from the Board.

6. Ann Jones is due for a performance review which will be conducted by Art Gabler, Bob Gilbert and Bill Nosal.

Jackie Richards moved to adjourn, 2^nd by Art Gabler at 12:05 PM. Carried unanimously.

This is a proposal to improve operational environment and reduce equipment failures due to overheating of the Falls Run Audio/Video, Internet, and LAN equipment, which is currently situated in the small closet in the Recreation Center. In addition, access should be provided to the front and back of the units contained in the mounting rack to permit proper servicing

At present, the Audio/Video (AV), Internet, and LAN equipment are housed in a small room (closet) without air-conditioning (AC). The only ventilation is a small ceiling fan. All equipment, including the MX5 Media Player for Channel 11, are rack mounted or placed on rack shelves, except the Falls Run Server (computer, monitor & UPS). In addition the Emergi-Lite unit (emergency lighting battery backup) is located in this room. No fan is installed on this rack.

Because of the small size of the room, the equipment rack was installed without adequate access to the back of the rack. The back clearance is 1” and the right side varies from 91/2 to 14” because of panel mounted on the wall. All of the connections for connecting and power cables are located on back of the equipment. This situation makes it very difficult to maintain and to properly arrange the cabling.

The video card on the MX5 Media Player has failed twice in the last year. It has been repaired under warranty. The manufacturer believes that excessive heat caused these failures. The MX5 is manufactured with extra cooling. The warranty may become invalid if the environmental operation conditions contribute to the failure. The warranty expires in October 2007.

In a room temperature check conducted on July 6, 2006, 10:30- 11:40 a.m., the following temperatures were noted:

At the request of the Communications Committee to the Community Center Committee to resolve the environmental and access problems of the audio-video equipment, Art Gabler arranged for the Fire Marshall to inspect, on July 22, the closet and next door storage areas. Following is an excerpt from Bill Nosal’s memo summarizing the results of the inspection:

b. An area of the wall dividing the two rooms could be cut thru thereby allowing access to the back of the electronics rack. This also would have to be cleared through code administration.

c. The electrical room(s) can not contain any combustible items (boxes, papers, etc) -and we have lots of that, plus need 30 inches in front of the electrical panels.

d. There are a number of violations in the electronics room. Holes in the ceiling (for cables) and in the wall (cables) will need to be caulked (fire rated). The exhaust fan presents another problem, in that it would provide a draft for a fire.

As a result of the inspection, it became apparent that holes for ventilating the audio-video equipment could not be introduced into this fire rated rooms, unless they could be fitted with a damper, tied to the fire alarm equipment that would shut them off during a fire. This would be a costly approach and would have to be approved by County Code offices.

The Board of Directors is requested to review approaches to improve operational environment of the Falls Run Audio/Video, Internet, and LAN equipment, which is currently situated in the small closet in the Recreation Center. In addition, access should be provided to the front and back of the units contained in the mounting rack to permit proper servicing Approaches may possibly include the building of a separate room to meet the environmental and access requirements of the equipment.

The equipment was installed by Del Webb in the closet, a fire rated room, apparently without approval of the Fire Marshall or the County Code Administration.

Although timely action to resolve the environmental/access problems with the equipment was requested because of inadequate ventilation and the resulting equipment failures, the visit by the Fire Marshall emphasized the immediate actions that should be taken to meet the fire codes.

Initial possible approaches proposed by the Communications to deal with the environmental and access problems were: (1) to have a louvered door to permit air to flow inward and then be expelled through the fan in the ceiling, and (2) to cut a hole in the wall between the two rooms, allowing access to the rear of the equipment rack for servicing. These approaches do not seem to apply since the closet and the next door room is fire rated for 45 minutes.