UNAPPROVED

WITHOUT CORRECTION, ADDITIONS OR DELETIONS

FALLS RUN COMMUNITY ASSOCIATION, INC.

Minutes of the Meeting of the Board of Directors

April 4, 2007

The Falls Run Community Association, Inc.’s Board of Directors met on April 4, 2007 for a Work Session 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, Chuck Heath, Jim Stagner, Toni Brown, Art Gabler, and Dan Owens. Mal Malo was on vacation.

Also present: Marvin Wagner, Parliamentarian; Sylva Southwell, Property Manager, Armstrong Management; Joan Bitely, Villas Vice-President and representative to FRCA and Ann Jones, Activities Director.

Chuck Heath moved, 2^nd by Art Gabler, to suspend the reading and accept the minutes of March 21, 2007.  Carried unanimously.

The Board has approved the hiring of Lin Bailey, effective May 1, 2007 as a full time custodian/handyman to replace Maid Perfect. 

Art Gabler moved, 2^nd by Chuck Heath, to bring Mr. Bailey in at once on an hourly basis to attend to a list of repairs in the center.  Dan Owens verified that Mr. Bailey recognizes that cleaning comes first in his job description. (See copy of Custodian/Handyman Job Description)

Dan Owens moved, 2^nd by Chuck Heath, to add workmen’s compensation insurance necessary to cover this job description. Cost approximately $1,672 per year.

Bill Nosal moved, 2^nd by Chuck Heath, to fund three certificates of deposits in three different banks as follows:

          All three will be for five (5) years and clearly identified on financial statements as Replacement Reserve Funds:

                   $75,000 in bank offering best interest

                   $75,000 in bank offering best interest

                   $40,000 in bank offering best interest

Chuck Heath moved, 2^nd by Dan Owens, to approve the revised modifications application forms and the flyer.  Carried unanimously.

Jim Stagner moved, 2^nd by Chuck Heath, to approve Shenandoah Landscape Services proposals for:

          1.  Summer Annuals                  $3,128.75

          2.  Pool Plantings                        2,296.00

                   Total                               $5,424.75

Carried unanimously. 

The meeting was adjourned at 12:00 PM upon a motion by Chuck Heath, 2^nd by Jim Stagner. Carried unanimously.

NOTICE

A special meeting is scheduled for Wednesday, April 11, 2007 at 1:00 PM at the Center to discuss committees’ charters.  All are welcome to attend.

The next working session will be Wednesday, April 18, 2007 at 7:00 PM at the Center.  Everyone is welcome to attend

Meeting Notes:

INFORMATION ONLY

NOT TO BE CONSIDERED MINUTES

NOT A TRANSCRIPT

Notes from Board of Directors Meeting

April 4, 2007

The Falls Run Community Association, Inc.’s Board of Directors met on April 4, 2007 for a Work Session 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, Chuck Heath, Jim Stagner, Toni Brown, Art Gabler, and Dan Owens. Mal Malo was on vacation.

Also present: Marvin Wagner, Parliamentarian; Sylva Southwell, Property Manager, Armstrong Management; Joan Bitely, Villas Vice-President and representative to FRCA and Ann Jones, Activities Director.

Chuck Heath moved, 2^nd by Art Gabler, to suspend the reading and accept the minutes of March 21, 2007.  Carried unanimously.

Sylva Southwell, Armstrong Property Manager’s Report (See attached)

The Board has approved the hiring of Lin Bailey, effective May 1, 2007 as a full time custodian/handyman to replace Maid Perfect.  Maid Perfect’s contract will expire April 30, 2007.  Art Gabler moved, 2^nd by Chuck Heath, to bring Mr. Bailey in at once on an hourly basis to attend to a list of repairs in the center.  Dan Owens verified that Mr. Bailey recognizes that cleaning comes first in his job description. (See copy of Custodian/Handyman Job Description)

Dan Owens moved, 2^nd by Chuck Heath, to add workmen’s compensation insurance necessary to cover this job description. Cost approximately $1,672 per year.

Bill Nosal addressed several questions to Sylva:

1.     What is the status of the easement with the property next door to Legend?

a.      Shrubbery has been planted as agreed by Pulte.  There has been no further information concerning the easement.  Sylva will continue to pursue.

2.     What is the status of the property manager’s office?

a.      Still waiting for county permits.  Work will begin as soon as possible. 

Dan Owens expressed his concern about spending money to improve the concierge’s area, when it is moved, with counters until we know exactly where we stand financially. We won’t know that until we receive the final audit for 2006 and can bring our financial reporting up to date. 

There was discussion regarding the Center’s account controlled by the Activities Director.   This account stands alone and is not included in the monthly financial statements prepared by management.  However, it is reconciled each month by members of the finance committee.  QuickBooks Pro was recently installed to improve overall accounting for trips, socials, etc.

Bill’s questions continued:

3.     Has narrowing the main gate entrance to one lane improved the gate backup situation as well as eliminating damage to the gates?

a.      There are still some backups but they have been drastically reduced. Residents could improve apparent confusion by being sure their family, visitors and vendors are instructed on how the gates work and by giving them their four digit code. Overall there has been a definite improvement.  The gate is no longer coming down on vehicles.  Anyone still having problems with the gates is invited to meet with either Ann Jones or Jake Bernard.  Both will work with residents to resolve any problems.  Planters will replace traffic cones very soon.

4.     The Center’s fire alarms have been going off and problems have been identified.  The fire marshal suggested the need for additional air pressure in the dry system.  There may be a slow air leak. Sylva will pursue.

a.      The fire alarm is currently being tested. We now have a list of codes to identify the source of the alarm.

Review of Action List (See attached Excel file)  Note changes and comments below:

1.     Sylva was instructed to obtain necessary bids per list

6.     Complete.

7.     All of #7 has been revised to read:  The BOD agreed to:

 a.      Construct an office for the FRCA Property Manager in the      Center (in progress)

b. Since the new office will occupy the area formerly used by      the concierges, a new work space for them will have to be created. The Community Center Committee is looking into a number of options.

Modifications to the veranda are no longer under consideration by the Board

10.     Delete

11.     Audio/Visual assigned to Community Center Committee – Pending

12.     Revise:  Delinquent Assessment Collection Resolution – In Place

13.     See discussion below

14.  Develop personnel manual and job description – In progress

15.  Board will take action when Pulte has completed their work – In   progress See discussion below.

18.     Gladstone gate will have natural stone added as a barrier to discourage trespassers.  Stone is being provided by Pulte, on their time schedule.

Regarding item number 13 above Toni Brown requested the Board give special attention to committee charters before approving.  Some of the charters include management duties.  As a result of discussion, the Board agreed to call a special meeting on April 11, 2007 at 1:00 PM at the Center in order to give the matter the attention it deserves. The meeting will be between chairs of all committees.  It is an open meeting and all can attend.

There was discussion regarding item number 15 above.  The Board agreed to revisit in 30 days the need for and means of funding an engineering study of all ponds. Pulte is still working on all ponds.  They are anxious to have the bonds released on the dry ponds.

As the result of a finance committee recommendation, Bill Nosal moved, 2^nd by Chuck Heath, to fund three certificates of deposits in three different banks as follows:

          All three will be for five (5) years and clearly identified on financial statements as Replacement Reserve Funds:

                   $75,000 in bank offering best interest

                   $75,000 in bank offering best interest

                   $40,000 in bank offering best interest

Bill Nosal raised the subject of a resident whose vehicle was towed after parking on the sidewalk at his house.  Sylva tried to give personal notice by knocking on the door on two separate occasions that day, but received no answer.  It was pointed out that notice is a courtesy, not a requirement.  Parking on the sidewalk is a clear violation of the CC&R’s.

The proposed traffic light at Plantation and Gladstone will go in when they begin construction on the proposed library.  Falls Run will coordinate with the England Run HOA across the street to get the light installed as soon as possible.

Bill Nosal clarified that the Activities Director reports to the Board, not the Community Center Committee.

Reports:

Chuck Heath – Modification Committee liaison

The committee has revised the applications for modifications to single family residences and Villas.  Each will have their own form.  Language has been clarified, references corrected, documents have been brought up to date.  An explanation sheet is provided and a flyer is ready to be distributed upon approval by the Board.  Chuck Heath moved, 2^nd by Dan Owens, to approve the revised modifications application forms and the flyer.  Carried unanimously.

Jim Stagner – Property & Grounds liaison

Jim Stagner moved, 2^nd by Chuck Heath, to approve Shenandoah Landscape Services proposals for:

          1.  Summer Annuals                  $3,128.75

          2.  Pool Plantings                        2,296.00

                   Total                               $5,424.75

Carried unanimously.  Special note:  $12,000 was budgeted for this item.

Summer annuals to be planted behind clubhouse, pool entrance, clubhouse entrance, circular and triangular islands, Plantation Road entrance, pool and deck planters, and at Legend Drive, islands at gated entrance and right and left side entering Plantation Drive.

Pool plantings:  Renovation to the planting space between pool deck and plaza behind clubhouse.  Shrubs planted by Del Webb are not surviving, replacements will be crape myrtles, laurel and bushes and grasses.

A second Request for Action to create a common area Master Plan costing $5,760 was put on hold pending information about our financial status.

Art Gabler – Community Center Committee liaison

The Contract to replace seven card table tops has been signed. One card table will be taken to the contractor's workshop. He will make one new table top. Fit it to the table. If it meets his standards, he will make six more. He will then bring the new tops to the Community Center where they will be fitted on the remaining six tables.

The approved pool contracts have been signed as have the approved contracts for the outdoor pool's salt/chlorine system and the spa's ozone generator.

Desert Aire continues to be a problem and needs further evaluation.

Art is working on personnel manual.

Dan Owens – Communications Committee

Committee will meet with Jim Armstrong of Armstrong Management at 12:00 PM on April 11, 2007 at the Center to discuss FRIS system implementation and proposed tenant form.

Speeding continues to be a problem on Bridgewater.  Haven’t found an answer.

Miscellaneous

Toni Brown requested the web site information of the meeting with our auditor’s be corrected to agree with the flyer that was distributed in the April Gazette. 

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Open Forum

Resident Bill Arnst expressed his concern with the problems created by narrowing the main gate entrance to one lane. Beyond continued education and working with residents one-on-one, there was no ready answer.

Joan Bitely, Villas resident, stated that her gate clicker has never worked properly.  She finally resorted to replacing it.  Ann Jones asserted at some, but very, very few clickers might be duds.

Resident Stephanie Mounts asked if the BOD will discuss the questions of reducing trash collection to once per week as a major cost savings effort?

There are pros and cons.  One suggestion was to reduce collection to once a week during the winter and increase to twice a week in the summer.  The contract expires in December.  Exploring other contractors is an option.

The meeting was adjourned at 12:00 PM upon a motion by Chuck Heath, 2^nd by Jim Stagner. Carried unanimously.

A special meeting is scheduled for Wednesday, April 11, 2007 at 1:00 PM at the Center to discuss committees’ charters.  All are welcome to attend.

The next working session will be Wednesday, April 18, 2007 at 7:00 PM at the Center.  Everyone is welcome to attend.

Management Report:

Sylva Southwell’s

Management Report

Friday, March 30, 2007 for

April 4, 2007

Board of Director’s Meeting

3-23-07

Dave Schiller, submitted drawings and a proposal for "business center", concierge works area. Amount was in excess of $6,000.00.  Proposal was given to Bob and Art.

3-27-07

Shenandoah annuals contract was signed by Bill Nosal and Chuck Heath. Contract was reviewed by Janie Cindric prior to executing contract.

Will meet with John Jenkins to obtain proposal for repainting of Villa house #'s on March 29, 2007 at 9:30 a.m

3-28-07

Bill Nosal signed 2005 Tax Returns on 3-27-08.  Taxes were mailed to Attention: Jim Armstrong on 3-29-07

I received a $600.00 proposal from Rafael at Exec. Electric. for a Panasonic phone system.  Will perform additional research for cost, comparison with other systems. (I would like to discuss the approval of this system at the next BOD meeting) please.

Ann has had problems with the phone system since she started working here.  I am having Executive Electric provide a bid for a new system. It will be in the neighborhood of $600.00 excluding labor; at $75.00 normally they charge $100.00 per hour.  It is reasonable.  The new proposal is for $600.00 including labor set up.  Chuck Heath did a bit of research and Rafael has agreed to $600.00 all-inclusive.

Appointment at 11:00 on 4-5-07 to get one more proposal for counter work.

Will be contacting two additional companies for bids for counter top fabrication for the new proposed concierge area:

1. Coley Cabinets

2. Bob Hawkins (has declined meeting and providing a proposal)

Called Mark Kawa of Fitness Repair to get contract status, left message.

Appointment to meet with Brothers Paving for gate pillars and Elberon sidewalk repair 10:00 a.m. March 29, 2007 with Mike.

They will most likely be more expensive, but at least the work will finally be completed in the proper manner. They were recommended by Jim Armstrong.

3-30-07

Maid Perfect will be receiving their 30 day termination letter today 3-30-07 via fax and snail mail.  Lin Bailey came in yesterday to drop off his application and can come on board anytime.

Baird Concrete will be finally completing their work at the gate pillars and the sidewalk work by 10 Elberon Drive, today.

Action Items (from Excel spreadsheet):