Meeting Minutes:

FALLS RUN COMMUNITY ASSOCIATION

101 Bridgewater Circle, Fredericksburg, VA 22406

 

 Minutes of Special Meeting

Friday, December 14, 2007, 10AM

Falls Run Community Center

 

In attendance:

 

Toni Brown, president

Jack Bernard, vice-president

Don Horan, treasurer

Jim Stagner, secretary

Harriet Schrader, director

Jack Mounts, director

Chuck Strub, director

Marv Wagner, parliamentarian

Ann Jones, Falls Run Community activities director

Silva Southwell, Armstrong Management Company, property manager

 

President Toni Brown called the meeting to order at 10am.  She stated the purpose of the meeting is a discussion of 2008 FRCA BOD Goals, Procedures, and Questions.  The task of putting together the input of the Director’s for this meeting was given to Jack Mounts.  A copy of the material Jack had put together has been furnished to each member.  Toni then turned the meeting over to Jack to lead the discussion.

 

Jack divided the material into nine general categories as follows:

 

1.      Work Sessions and Open Forum Meetings.

2.      FRCA Committees.

3.      Community Center.

4.      Communications.

5.      Organization and Procedures.

6.      Common Area Projects.

7.      Coordination with Villas.

8.      Ongoing Projects.

9.      Additional Action Items.

 

Jack explained that the BOD is to set priorities and assign a Director to oversee each issue.  The discussion of each item, and the final findings are covered in the Notes of the Meeting that will be distributed in addition to these minutes.   In general, the Director who is assigned Liaison for the area and/or committee working on the issue is the responsible individual.  As a reminder here are the Liaison assignments.

Toni: Community Center

Jake: Covenants

Don: Finance

Jim: Property and Grounds

Harriet: Villas

Jack: Communications

Chuck: Modifications

 

If you have a concern or question in any of these areas, the list shows which Director is a good starting point for working the issue.

 

At 12:30 the BOD completed their work on the above issues, and Toni then declared the meeting open for resident questions and suggestions.

 

The first question had to do with the subject of handicap access to the Center.  The SOW for ramp(s) is currently being developed.  How many and where to be located has not yet been determined.  An Electric Door will be built at the main entrance, and that should alleviate some concerns.  An additional issue raised is the limited number of Handicap parking spaces available.  Del Webb installed the correct number required for the size parking lot, but we are an older community and may require more.  We will continue to study this item.  In the meantime, whenever Ann announces a large event being held at the Center, she will ask that the more able bodied attendees park further from the front door to allow closer spaces for those who have some trouble getting around.

 

The next question was a request for the new Position Descriptions for FRCA employees been made available for the residents.  That will be done.

 

There was a question about the status of projects and activities being done by committees.  Sylva keeps a status list of FRCA action items, and we will look at making that available.  Each committee is to keep minutes of their meetings, and those minutes are to be posted on the Falls Run web site.  This is normally already being done.  The web site is a valuable source of information and residents are urged to view it periodically.  If you don’t have a computer at home, two are available at the Center.

 

The final question concerned the benches being provided to the community, and how to purchase one for dedication in memory of a loved one.  The cost is $500 for a bench and an engraved plate is available for an additional $25.   We are only installing a limited number at this time, but when the public meetings are held for the Master Plan for the common areas we will have a procedure in place to do this.   There was some conversation about dedication of plants and trees and perhaps a memorial garden.  These are things to be worked into the public input to the Master Plan next year.

 

The meeting was adjourned at approx. 1pm (motion by Don, Second by Chuck)

 

Jim Stagner

Secretary, FRCA

Meeting Notes:

FR BOD Initiatives and Projects – 2008 (12/14/07)

 

I.                    Work Sessions and Open Forum Meetings

 

  1. Agendas – Issue week ahead, publicize, explain unclear agenda items, add date and page numbers.  (1 – Toni/Sylva)   

 

  1. Conduct open forums prior to Board decisions on major issues.  (1 – Toni/Bd.)

To obtain additional input from residents, they will be asked to use emails and suggestion box (see No. 3).  Email to FR Website is not working well.

 

  1. Develop “Board Suggestion Box.”  (1 – Toni/Bd.)  Sylva has been asked to set up a suggestion box in the Center.

 

  1. Use “Roberts” book of parliamentary rules to conduct Board meetings; The FR Board is classified as a “Small Board,” so the President Can vote, make motions, and lead discussions. (1 – Toni/Bd.)

 

II.                  FRCA Committees

 

  1. Review all committees as to their charters, interface with Board and other committees, and perceived problem areas; recommend ways to increase effectiveness, eliminate confusion. (1 – Liaisons)

 

  1. Increase Liaison effectiveness by providing Committees downward communication and direction when required.  (1 – Liaisons)

 

  1. Hold organizational meeting of all committee members and Board to discuss role of committees and Liaisons; hold regular scheduled meetings of chairs and Board.  (2 – Jack/Toni/Bd.)

 

III.                Community Center

 

  1. Review processes/interfaces/communications of AD, staff, concierges, Property Manager to increase effectiveness.  (Ongoing – Toni)

 

  1. Evaluate format for the Monthly Packet provided by Property Manager.  (Ongoing – Board)

 

  1. Recommend policy for seasonal charity collections in Community Center.  (2 –  Toni/Community Center Committee)

 

  1. Change lettering of Board member names on sign to conform to ABC rules; since Falls Run license is for beer and wine only, term “BYOB” will not be used in future announcements of events.  (1 – Ann)

 

IV.               Communications

 

  1. Write monthly column, “Directors Corner,” in Gazette emphasizing policy matters and information not time sensitive (complements/coordinated with monthly Board insert in Gazette).  (1 – Toni/Ann) This will start January 6 for the February issue.

 

V.  Organization and Procedures

 

  1. Review FR forms to be consistent with CC&R’s and write uniform policy regarding processing of forms.  (2 – Jake/Covenants Committee)

 

  1. Review contracting procedures and guidelines to ensure adequate reviews/pricing quotes prior to contract approvals and develop plan for educating committees: (1 – Don)   Use, as basis, existing forms already developed; draft procedures and guidelines will be forwarded to Board for review. 

 

  1. Review FR Bylaws to conform to current practices and procedures.  (2 – Jake/Covenants Committee)

 

  1. Use ad hoc committees, task forces or individual assignments for special Board projects; advertise meeting times and write minutes.  (Ongoing – Toni/ Bd.)

 

  1. Write Position Description for FR Property Manager.  (2 – Jack/Sylva/Don) Jack will abstract from AMS contract what he believes to be the duties of the on site Property Manager and Sylva will provide input by detailing her duties. 

 

VI. Common Area Projects

 

  1. Review lighting deficiencies at Gladstone and Legend gates.  (2 – Jim/Property and Grounds Committee)

 

  1. Resolve Lot No. 9 easement situation.  (1 – Sylva/Toni)

 

VII.             Coordination with Villas

 

1.       Maintain continual coordination with Villa Board on projects/decisions affecting both individual homes and Villas.  (Ongoing – Toni/Harriet.)

 

2.       Set up and conduct meeting to include FRCA and Villa Boards, committee chairs, and Legal and Insurance.  (1 -- Toni/Sylva)

 

 

 

 

 

 

VIII. Ongoing Projects

 

  1. Define boundary lines of common grounds between Villas and individual homes and responsibilities for maintenance of these areas.  (1 – Jim/Jake/FRCA and Villa Property and Grounds Committees;  resolution due end of February)

 

  1. Develop overall approach and processes to be used in implementing common area master plan; what is overall plan, when to start, how and when to obtain resident input.  (2 – Jim/Property and Grounds Committee)  Committee to continue with existing contract.  Community meeting to be set up with Shenandoah in spring 2008.

 

  1. Implement Falls Run Resident Information System into Armstrong db; implement Connect and Alert Systems; make presentation to Board Jan. 23. (1 -- Jack/Communications Committee)

 

  1. Negotiate with Armstrong Management 2008 contract or amendments.  (1 -- Toni/Board/Sylva)

 

VIII.            Additional Action Items

 

  1. Review feasibility of FR community wide petition to VDOT/County to install, as soon as possible, traffic light at Plantation and Gladstone.  (1 – Jack/Toni)  Jack will consult with County Supervisor George Schwartz to emphasize our concern and ask guidance in obtaining action ASAP.

 

  1. Review feasibility of establishing FR Association policy of restricting placement of “For Sale” signs on resident premises.  (Board determined this policy should not be implemented since it would conflict with Covenants.)

 

  1. Announce to Villa residents change in collection of FRCA fees.  (1 – Armstrong) The announcement will note that this change was not instigated by the FRCA...

 

  1. Ask Legal to review portion of Cox marketing agreement as to how to deal with Verizon marketing activities.  (1 – Don/Marv/Sylva)