FALLS RUN COMMUNITY ASSOCIATION

September 20, 2006 Meeting Minutes

Meeting Minutes:

The Falls Run Community Association, Inc.’s Board of Directors met for a Working Session on September 20, 2006 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:

Also attending: Sylva Southwell, Property Manager, Bob Koger, CEO, Elaine Curry, Fredericksburg Office Manager all from Koger Management; Cindy Horan, Property and Grounds Chairman, and Bill Arnst, Traffic Safety.

Jackie Richards moved, 2^nd by Mal Malo, to approve and suspend reading of the minutes of September 6, 2006. Carried unanimously.

Mal Malo moved, 2^nd by Toni Brown, to ask Shenandoah Landscape Services to revise their bid #EFRLJW06-11376, Rev 1 for the planting of annuals in the amount of $2,516.25 and make it Amendment 1 to the Annual Landscape Maintenance Program contract. Also to instruct Shenandoah Landscape Services to issue all bids in the future as an amendment to the annual contract, thereby eliminating the need to revise bids to include additional liability clauses. Carried unanimously.

Mal Malo moved, 2^nd by Art Malo, to pay an invoice in the amount of $400 for removal of beavers and their dam behind Covington. Carried unanimously.

Mal Malo moved, 2^nd by Jackie Richards to table the idea of a long range Strategic Planning Committee. Carried unanimously.

Mal Malo moved to adjourn, 2^nd by Art Gabler. Meeting was adjourned by unanimous vote at 12:05 PM.

The Falls Run Community Association, Inc.’s Board of Directors met on September 20, 2006 for a Work Session at the Center.

Also attending: Sylva Southwell, Property Manager, Bob Koger, CEO Elaine Curry, Fredericksburg Office Manager all from Koger Management, Cindy Horan, Property and Grounds Chairman and Bill Arnst, Traffic Safety.

***Jackie Richards moved, 2^nd by Mal Malo, to approve and suspend reading of the minutes of September 6, 2006. Carried unanimously.

Bill Nosal welcomed Bob Koger and Elaine Curry. Mr. Koger reminded all that new account number and password are printed on the monthly billing statement. He also commented that one of his goals is to improve communication between the Fairfax and Fredericksburg offices.

Dan Owens asked if we knew why some of the community trees are dying. Sylva will ask Shenandoah for the total number of trees removed.

Another concern is sidewalks that are heaving enough to become a tripping hazard. Sylva acknowledged his concern indicating she would like to determine any others needing repair rather than just concentrating on one.

An announcement was made that Dennis Ouellette has resigned from Del Webb. His last day is Tuesday September 26, 2006. Jon Coker will take over as acting manager.

Jake Bernard explained the reason the gate arms are bouncing is the concrete foundation is loose. Bill Nosal will discuss with Dennis Ouellette.

Still collecting proposals for replacement cleaning contract. Anticipated cost approximately $47,000 to $52,000.

Toni Brown met with the developer of the property next to the Villas at Legend to discuss the possibility of sharing the cost of planting fall annuals.

At that time, she learned that the left monument at the Legend gate is sitting on property owned by that developer which will eventually be sold to a buyer. Apparently the developer has agreed to provide an easement to Falls Run which will cover that encroachment. Bill Nosal will pursue the easement with Dennis Ouellette.

***Mal Malo moved, 2^nd by Toni Brown, to ask Shenandoah Landscape Services to revise their bid #EFRLJW06-11376, Rev 1 for the planting of annuals in the amount of $2,516.25 and make it Amendment 1 to the Annual Landscape Maintenance Program contract. Also to instruct Shenandoah Landscape Services to issue all bids in the future as an amendment to the annual contract, thereby eliminating the need to revise bids to include additional liability clauses. Carried unanimously.

Toni Brown announced she is working to establish a Beautification Award Committee and will report progress to the Board at a later time.

Dan Owens wanted to be sure our common grounds are being improved, especially since we are issuing violation letters to residents. Sylva commented it has been too wet to mow.

Pulte is working to complete county punch list in order to have bonds released. They are including the punch list provided by the P & G Committee as well. They will be bringing in top soil and grass seed. That is the good news, the bad news their work is impacting the landscaper’s work although they are cooperating with each other.

Election committee work is progressing on schedule. October 5, 2006 - 7:00 PM is the deadline for submission of nominations. As of September 20, there were only 2 nominations submitted. There are three seats available.

Communication Committee has collected approximately 200 responses to its survey and is meeting to process the results. The modification of the equipment room must be fire proof and brought to code standards.

When asked by Bill Nosal, Bob Koger agreed that he had named Sylva Southwell as manager of the Villa’s account. Toni Brown pointed out that Sylva is contracted to work exclusively for the Homeowners’ Association and that naming Sylva to work with the Villas is totally unacceptable. Both Bob Koger and Elaine Curry, manager of Fredericksburg office declared they were unaware that Sylva works exclusively for the FRCA and Sylva’s appointment would be withdrawn. Sylva was unaware of the appointment.

***Mal Malo moved, 2^nd by Art Malo, to pay an invoice in the amount of $400 for removal of beavers and their dam behind Covington. Carried unanimously.

The 2005 audit report and tax return have not been presented by our auditors. The tax return deadline was September 15, 2006. Toni Brown asked Bob Koger for assurance that Koger had provided and delivered all information requested by the auditor in a timely manner. He gave the Board that assurance. Toni stated in her opinion the auditor has breeched their contract, based on assurances from Bob Koger, and the Board should be prepared to take action against them if necessary. She will gather necessary information for recourse and report back to the Board.

Bob Koger met with the Finance Committee Tuesday, September 19 and agreed to provide answers to their questions by the end of the week.

The 2007 draft budget is ready for the Board’s review. It was agreed to devote the October 4 working session to the discussion and review of the budget. The budget must be posted for community review by October 31, 2006.

Fitness Room will be closed September 26, 2006 to add, remove and relocate equipment.

Committee looking into concept of business center at the Center for use by members.

Art is meeting with Shenandoah to determine cost of turning stadium seats at tennis court into planters.

Checking with manufacturer of tables in card room to determine if anything can be done about the veneer peeling from the tables.

Sylva will check on the cost of replacing the front doors at the Center with automatic doors.

Still under study. Suggestions continue to come in. Still trying to determine how serious the speeding problem is. Enforcement is also part of the problem.

Dan Owens stated the time for study is over. We must come up with a solution. He continues to be aware of speeders each day as he walks the community.

There was general discussion, but no easy answers. Bill’s committee will continue to work on the problem.

***Mal Malo moved, 2^nd by Jackie Richards to table the idea of a long range Strategic Planning Committee. Carried unanimously.

***Mal Malo moved to adjourn, 2^nd by Art Gabler. Meeting was adjourned by unanimous vote at 12:05 PM.

2. Indoor plant contract scanned and emailed to Bill Nosal, original that was emailed was an old copy

3. Tree removal per county, the only trees to be removed are the following any tree that may fall on a home, road or electrical wiring. Trees must be cut down in sections and any land around them that is disturbed must be restored to original state. Tree stumps must be left behind. One tree will be removed on Covington and one can be topped off per the County of Stafford. Requested price from Shenandoah, have not received a reply yet, I imagine it will be in the neighborhood of $2500.00 like the tree removed from the behind the Community Center several weeks ago.

4. Street lights, sent an email to John Seighman to address the lengthy response time and to obtain a time line for flood lights, gaskets, waiting for response.

5. Lawn letters, gathering letters and emails form homeowner responses and will forward onto Modifications Committee.

6. Delinquency % penalties that do not reflect on aging report, sent an email to inquire why this is not reflected to Bob and Jeff Koger and Elaine Curry. Mal has also sent an email. Waiting response.

7. Cleaning Contract, secured one additional bid, there are 2-3 from past vendors, this should be more than adequate for a decision to be made by the Community Center Committee, Barbara Adams and Ann Jones.

8. Duct cleaning, called out a duct cleaning company, they deemed the A/C ducts to be in more than satisfactory order, and that cleaning will not be needed for another 2 years at that time cleaning each duct will be in the neighborhood of $1500-$2000.00 per duct there are 6 in total. Will get a handyman company to clean exterior of vents and change filters, Payne does not clean vents.

9. Jake Bernard report a work truck that went through the Middlebrook gate, he was able to get the vehicle license # and then I followed up with the Sheriff's office, have a incident report #, have not heard anything back yet, this took place late last week.

10. Have requested a meeting with 3 paving companies to secure a bid to create two additional handicap access ramps that would go out from the back of the Community Center to the parking lot. In progress.

11. Sidewalk cracks have received two calls, both of which have been forwarded onto Cindy Horan to address as requested.

12. Received two calls re: retaining wall between homes located along Bridgewater and Gladstone, the wall is not doing the proper job, have forwarded onto Dennis Ouellette and Jon Coker, waiting for response.

13. Rich Lazanov would like to know when fall seeding will take place, forwarded same to Shenandoah, and why Goose Creek is not being mowed, grass is 1 foot now. I have addressed this with Shenandoah several times.