Meeting Notes:

Notes are not to be considered minutes.  Notes are not a transcript.

Notes

Meeting of the Falls Run Community Association Board of Directors

Date:  27 February 2008

Time:  10.00 AM

Members Present:  Toni Brown, Jake Bernard, Chuck Strub, Jack Mounts, Don Horan, Harriet Schrader, Don Webb

Members Absent:  None

Others Present:  Susan Manch; Armstrong Mgt; Ann Jones, Falls Run Activities Director; Sylva Southwell, Property Manager

I. The meeting was called to order at 10.00am by Toni Brown, President

II. Toni Brown moved to approve and suspend reading of the minutes of the 2/6, 2/13 and 2/21 minutes.  After a short discussion of the 2/6 minutes, the board moved forward without a formal vote on this item.

III.             Toni Brown made the following announcements:

a.      Announced the volunteers for Recording Secretary; Tom Whalen and Mary Beth Spring.

b.     Introduced Tom Whalen to all present.

c.     Sylva Southwell will set aside Fridays from 11.00am-4.00pm to handle administrative duties and will not be available except for emergency situations.

d.     Committee minutes are available in the Center in a red binder.

e.      Volunteers to serve on various committees are currently being sought.  In particular, the Modifications and Finance Committees need people.

IV.            Management Report – Sylva Southwell reported:

a.      Status of easement:  Sylva has received an email from Pulte indicating that they are waiting for the easement to be signed.  Status – open

b.     Sprinkler report re meeting with qualified contractor:  Met with Mr Bunker who has proposed surveying sprinklers throughout the community.  Status – open.

c.     Replacement of AT&T at main gate:  Sylva reported that AT&T has indicated  they cannot/will not change from Koger Mgt at the main gate.  Toni Brown asked Sylva to have Verizon put in a new line.

V.               Activities Director Report:

a.      Guidelines regarding inviting guests to attend Falls Run functions:  Ann Jones reviewed current guest policy:  Social events are residents only when HOA subsidized until three weeks after signup starts when it opens up to guests as well.  Trips are open to guests from the start.

b.     Briefed status of pending events.

c.     Indicated that her BB&T credit card has been compromised and that the bank is replacing it.

d.     Discussed the purpose of the $12K budget of the Activity Director attendance The Board believed that additional data was needed and Ann was asked to provide that at the next meeting.

VI.            Treasurer’s Report:  Don Horan reported that the market rate on Certificates of Deposit has been dropping lately; but, $80K has been invested at good rates.  The Visa cards issued to Ann and Sylva have been paid off and cancelled.

VII.         Finance Committee Chair – Jean Strub:  Jean read a statement to the Board regarding the overall financial picture, procedures and concerns.  Don Horan added comments regarding the proposed approach to our finances.  Toni Brown indicated that she liked the proposed approach and that there may be a special meeting of the FRCA Board to more fully discuss the total proposal.  Jean also indicated that the replacement reserve will be fully funded by 2012 following the current plans.

VIII.      Committee Liaison’s Reports:

a.      Villas:  Harriet Schrader briefed regarding the 21 Feb Special Meeting concerning the Villa proposal regarding maintenance of common areas.  She indicated that the meeting with Mr. O’Connell [FRCA attorney] is scheduled for 29 Feb.  Jake Bernard requested that discussion be tabled until the board has received legal advice on the proposal.

b.     Villas:  Replacement of bulbs in garage lights.  Zone 15 Neighborhood Watch personnel have been replacing burned out bulbs while on their rounds.  This has been done to date “out of pocket”. Jake Bernard asked if the Villa Board could fund this as common maintenance.

IX.            Old Business:

a.      Armstrong Management/FRCA management contract:  Don Horan briefed that the November draft proposal by Armstrong had been reviewed and all FRCA requested changes had been agreed to by Armstrong.  The contract would cost $62.4K per annum and contains a 90 day escape clause.  Don Horan made the following motion:

Motion: That the Armstrong Management Services draft contract be accepted for a two year term.  Seconded by Jack Mounts.

Jake Bernard moved to table consideration of this motion pending legal review by the FRCA attorney.  Motion not seconded.

Motion passed 6-1, Jake Bernard opposed.

b.     Toni Brown reported on the status of the Lyons Blvd/ Plantation Dr traffic signal petition and the 19 Feb Stafford County Board of Supervisors meeting.  Toni read a letter from George Schwartz, Stafford County Supervisor, indicating that the entire process had moved forward by about one year and that the signal may be installed before the pending library is built.  Also, interim measures to reduce the accident rate will be put in place sooner.

c.     FRIS update and overview:  Jack Mounts gave a short history of this back to 2004.  The Communications Committee has expanded the database to support Federal requirements.  Also, emergency data has been added, three local forms developed and data input by Armstrong.  Forms for data retrieval are provided to new residents at closing.  There is a need to complete the FRIS database and input data.  Also, resident/tenant age verification needs to be added to the By-Laws.

d.     Requests for Action – Connect and Alert Systems:  Jack Mounts and Norm Kolb, Communications Committee chair, briefed the board and distributed a detailed handout.  There was significant discussion regarding the content and access to the database used to support these systems and FRIS.  Susan Manch discussed how Armstrong handles this information now.  The Communications Committee made three recommendations regarding the Alert System.

1.     The system should not be used for alerts provided by other authorities.

2.     The system should be used for specific situations that affect Falls Run Residents only.

3.     The system should be activated by the FRCA President/Vice President in conjunction with the Activity Director and Property Manager.

The board concurred with these recommendations without a formal motion or vote being taken.

Don Horan made a motion that the content of and access to the Connect database be approved as suggested by the Communication Committee and modified during the discussion above.  Seconded by Jack Mounts.  The Board approved the motion 7-0.

e.      Clarification of the FRCA Board’s position on Committee charters and mission statements.  Jake Bernard reported that he is still working on this and present a final report at a future meeting.

X.               New Business – None

XI.            Open forum:

a.      A letter from the FRCA Board to the Stafford County BOS and VDOT were discussed.

b.     Letters should be sent to all residents regarding the Connect and Alert systems and indicating procedures for gaining access to that portion of the database accessible by residents.

c.     A letter was read thanking the Board President for her effort regarding the traffic signal at Lyons/Plantation.

d.     Front gate revisions will be on the 12 Mar FRCA Board agenda.

XII.         Executive Session:  A motion was made at 12.35pm to adjourn to executive session. Motion made by Check Strub, seconded Jake Bernard.  Passed 7-0.

XIII.      The Board reconvened in open session at 1.30pm.  Per discussion in executive session the following motion was considered

Motion concerning Marketing Service Agreement with Cox Communications:  That in order to avoid violating the terms of the MSA which requires that FRCA, Inc., by assignment from the Developer “shall not engage in promotional or marketing activities of any kind in its sales offices or community centers on Property for the benefit of any other communications services carrier”, the following activities shall NOT be sponsored, approved, or allowed by FRCA, Inc. for any communications services provider competing with Cox Communications until the MSA expires in October 2012:

-         Use of the FRCA Community Center for marketing presentation to the Board of Directors or to the residents, or for display of marketing information or brochures.

-         Use of the Gazette, the Falls Run Directory, Channel 20, or any other communications medium of FRCA, Inc. to advertise their products, including insertion of flyers to be delivered with a FRCA publication.

-         Special permission, beyond what is allowed to any other commercial enterprise by our governing documents, to hand deliver marketing information to residents by hanging it on doorknobs or placing it into the newspaper boxes.

The prohibitions contained in this motion pertain to FRCA, Inc. and not to interaction between individual residents and any communications services provider.

Motion made by Don Horan, seconded by Chuck Strub.  Passed 7-0

XIV.  The Board adjourned at 1.35pm.

Thomas J. Whalen

Recording Secretary