Meeting Minutes:
Meeting Minutes:
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: 9 April 2008 Time: 7:00 PM Members Present: Toni Brown, Jake Bernard, Chuck Strub, Jack Mounts, Harriet Schrader, Don Webb Members Absent: Don Horan Others Present: Sylva Southwell, Armstrong Property Manager I Announcements: Toni Brown announced that our attorney, Ed O’Connell, had informed her that the insurance company will accept our claim for reimbursement against Koger Management. II Motion was made by Chuck Strub, seconded by Jack Mounts, to accept as written the minutes of the 26 March 2008 meeting. Approved 6-0. III Management Report: a. The easement for the use of land at the Legend Dr gate is still in progress. b. HVAC Contractor: The inspection and survey of the HVAC system in the Community Center started yesterday by Childress Heating & AC. It should be finished within 7-10 days. c. Flooring replacement: The Community Center Committee is reviewing four proposals ranging between $24,000 and $37,000 to replace flooring damaged by the sprinklers. They will forward their recommendations to the Finance Committee and then to the FRCA Board. It is expected that insurance will cover this cost. d. Center touchup work: Sylva is preparing a schedule of this work and will present it to the Board. e. Middlebrook Gate telephone line: Sylva is still working to get Koger Management removed as the identification of this line. f. Armstrong Connect & Alert letter: The letter to all residents regarding these programs is in process. IV: Status of 2007 Audit: The 2007 Draft Audit has been received. Jean Strub, Finance Committee Chair, will review. V: Committee Reports: None were presented. VI: Old Business: a. Sprinkler system review after HVAC inspection report: Postponed until the next meeting as the HVAC inspection has not been completed yet. b. Middlebrook Gate: Toni Brown quickly reviewed past history of this issue. Safety is still the main concern at the Middlebrook gate. This gate historically is a single lane entry gate not a double lane gate. A revised proposal by AutoGate has not been received and is expected by the end of the week. Bill Arnst has suggested that use of remote controls be disabled at this gate forcing everyone to use the kiosk to enter as a means of controlling access. c. Election Policy: The current policy dates to August 2006. Minor changes appear to be needed to align our policy with the Articles of Incorporation requirements. Annual Meeting must be held within the 30 days prior to the end of the FRCA fiscal year [31 Dec] and there are questions regarding when Board officers are elected and take office. Toni Brown will coordinate with Margie Kramer, Election Committee Chair, to work out details and report back at the next meeting. VII: New Business: a. Projects priority special meeting: Jack Mounts asked how projects would be offered for consideration. Currently, 2009 budget inputs are due by June. Toni suggested holding this meeting prior to the next regular meeting and 28 April at 7:00pm was scheduled. b. Universal Gate Codes [1000, etcetra] will be eliminated/changed effective 20 May. Residents individual codes will remain in effect. VIII: Items from the floor: a. A question was raised regarding the exact amount of the anticipated recovery from insurance for the Koger fraud. It was explained that our claim was @$98,000 and their would be a $250 deductible. b. Additional discussion of details of election policy and effective date of service for new persons on the board. c. Sylva explained the details of the Legend Gate easement in response to a question. d. There was an explanation of the Armstrong Connect & Alert systems in response to a request for more detail. e. Much additional discussion of the Middlebrook Gate issue. All present were reminded of the importance of the safety concerns. After a request from the floor, the Board voted to allow the Ad Hoc Committee to again address this issue and make recommendations to the Board NLT 14 May 2008. Vote was 4-2 [Harriet Schrader, Jake Mounts, Toni Brown, Chuck Strub in favor; Don Webb, Jake Bernard opposed] f. A resident of Reston Court brought up the issue of reversion of common areas to a wild state and indicated opposition to doing that behind houses on Reston Court Review of the approved Property & Grounds Committee recommendation from the last meeting shows that the area in question is not included in their proposal. Toni Brown indicated that should would investigate further with the Property & Grounds Committee. g. A proposal was made to keep trash collection at once per week instead of the contracted split [once per week Oct – Mar; twice per week Apr – Sep] No action was taken as the currect contract does not end until 2010. h. A resident questioned procedures to follow to have Verizon deal with damage to lawns caused by fiberoptic cable installation. Residents must call Verizon to have them respond and correct the damage. IX: A motion was made by Chuck Strub, seconded by Don Webb, to close the meeting and convene in executive session. Approved 6-0. Meeting closed at 8:40pm. X: Reconvened after executive session at 9:40P.M. Motion: On the advise of council, write off outstanding balance due of $806.00. This amount is uncollectable. Motion by Toni Brown, Jack Mounts second Approved 6-0 Motion: Accept a payment plan from a resident for payment of moneys owed plus interest which will accrue on unpaid balance. Motion by Toni Brown Chuck Strub second Approved 6-0 Motion: Effective May 1, 2008 a NON PAYMENT OF ASSESSMENTS POLICY will go into effect, to-wit: a reminder notice will be sent at 30 days in arrears, a demand letter will be sent at 60 days in arrears and the debt will be sent to collections at 90 days in arrears. The on site Manager will send a letter after 90 days suspending all privileges including the use of the Center and all functions and trips. Motion by Don Webb Jack Mounts seconded Approved 6-0 Meeting adjourned 9:50 pm. THOMAS J. WHALEN Recording Secretary