FALLS RUN COMMUNITY ASSOCIATION

Meeting Minutes:

On February 6, 2008, a meeting between the FRCA Board of Directors and the chairman of each committee was held at the Community Center. The meeting was called to order by President, Toni Brown at 10:00A.M. Toni then turned the meeting over to Vice-president Jake Bernard who presided.

Board Members Present: Toni Brown, Jake Bernard, Chuck Stub, Jack Mounts, Don Horan, Harriet Schrader, and Don Webb.

Committee Chairs Attending: Cindy Horan, Property and Grounds; Jo Schmidt, Community Center; Robbin Sentell, Modifications; Covenants, Margie Kramer for Marvin Wagner; Elections, Margie Kramer; Communications, Norm Kolb; Jean Strub, Finance.

President Toni Brown opened the meeting at 10:00AM and turned the meeting over to Jake Bernard. Jake Bernard gave the reason for meeting was to review the charters and issues facing the committees in the coming year.

Their mission is to meet each month to review homeowner applications for changes to be made to the exterior of their homes. Conduct semi-annual inspections of all home sites in Falls Run to ensure compliance with Design Guidelines and to notify homeowners of any corrective action that needs to be taken. Recommend amendments to the Design Guidelines to the Board of Directors. Conduct community outreach to ensure that the guidelines are understood and to accept community input during the Guidelines amendment process.

They conducted an inspection last fall and will be doing so again in the near future. Hopefully the water restrictions will be lifted by that time.

Community Center Committee: Currently the Committee is dealing with the issues from the damage that occurred when the sprinkler system activated and damaged the carpet and walls. The sprinkler heads are going to be replaced in the affected areas with ones that have a higher temperature rating.

They are looking into the possibility of updating the phone system and the heating of the bath rooms.

Communications Committee: The Falls Run Communications Committee is responsible for ensuring an adequate, accurate and comprehensive flow of timely and pertinent information to Falls Run residents through the use of communications methods, media and equipment.

They are currently working to have a Falls Run Information System, and are working with AMS to use the Armstrong Connect and Alert Systems. Their research shows Armstrong Information System to be a secure system.

Covenants Committee: This Committee provides interpretations of the changes to the Falls Run Covenants, Conditions and Restrictions (CC&R’s). They also conduct hearings of Falls Run residents in alleged violation of the CC&R’s and By Laws.

This committee recently mediated a resident’s complaint successfully with the possibility of some changes in policy for the Board to consider.

Election Committee: This Committee is charged with the responsibility for conducting the election of the Board of Directors each year in an ethical, Legal and professional manner ensuring that all steps in the process comply with the Falls Run Community Association Covenants and Bylaws as well as the State Law.

They will begin the new election season in June of 2008 to have the election process completed before the date of the Annual Meeting. There is a possibility of a change in the date of the Annual Meeting.

They reported that in 06 the percentage of those voting in the election was 71% and in 07 the percentage was 61%. Hopefully this year the percentage will increase.

Property and Grounds Committee: This Committee is charged with the beautification and upkeep of the Association’s Grounds.

They have been meeting with the representatives of the county and Dell Webb to see that the work along the walking path and the ponds have been done. They report that 85% of the defects found have been completed. The county representative stated that the bottom of the ponds should be mowed fewer times to aid in the filtering of the water going into the ditches and ultimately in the Chesapeake Bay.

The benches have been ordered direct from the Manufacturer to save money and will be installed by Lin Bailey.

Finance Committee: This Committee Charter approved in 2006. They report that the membership of the committee has dwindled to 4 and they need more members with expertise in Finance.

They have developed 2 checklists to aid in the preparation of reports and to keep track of how the Bills are paid. They also have created forms with flow charts to aid in this task.

They have questions about reviewing insurance forms and wonder if this should be tasked to someone else in the future.

All 2009 budget requests from committees should be in by July 1, 2008 and they should be justifiable requests.

Don Horan gave an explanation of the new Procedure for Request to Bid/Award Falls Run Contracts and the new RFA (Request for Action) forms to the Committee Chairmen. This process will greatly aid the committees and the Board in making their determinations in the future.