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:  25 June 2008

Time:  10:00 AM

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

Members Absent:  Chuck Strub

Others Present:  Sylva Southwell, Armstrong Property Manager; Ann Jones, Falls Run Activity Director

I:  The meeting was called to order at 10:00am by the Board President; Toni Brown.

II:  Announcements:

                a:  The 9 July 2008 FRCA Board meeting has been cancelled.  The next meeting will be on 23 July 2008 at 7:00pm.

                b:  Middlebrook Gate:  We have received a notice of violation regarding the pots from Stafford County.

III:  A motion was made by Jack Mounts, seconded by Don Webb, to approve the minutes of the 11 June 2008 meeting and the 18 June 2008 Special Meeting as written.  Approved 6-0.

IV:  Activity Director’s Report:  Ann Jones reported that:

                a:  There will not be an August edition of the Gazette. 

                b:  She is sending out an email requesting ideas/suggestions for 2009 activities.

                c:  She will be submitting FY 2009 budget items for replacement of televisions and audio equipment in the Community Center.

                d:  She has obtained 40 tickets for the 9 July 2008 production of “Mama Mia” and might be able to get us 10 more.

                e:  Ann stated that she is trying to build a relationship with the Del Well/Celebrate Activity Director and will be meeting her this Friday.

                f:  She has received a total of 17 emails regarding the theft incident in the men’s locker room.

V:  Management Report:  Sylva Southwell reported that:

                a:  Sprinkler leak in Community Center parking lot:  This is still being monitored; but did not believe that the sprinkler system was a problem.

                b:  Bartlett Tree status of work in progress:  The contracted work is basically finished.

                c:  Status of SOW for pillars, street signage:  This is in progress and has been forwarded to the Armstrong Management Contract Team.

                d:  Gate repairs:  Underway by our new contractor, Aurora Gate.

                e:  Center flooring:  The new laminate has been received.  The new carpeting is due in 2-3 weeks. Installation will require closing of part of the Center for 3-4 days.

                 f:  Community Center ‘As Built” Plans:  Jack Mounts addressed this issue in detail:

                                1/  Background:  Code of Virginia – Property Owners’ Association Act, 55-509.2 Documents to be provided by declarant upon transfer of control:  “once the majority of the members of the board of directors are owners of improved lots in the association and the declarant no longer holds a majority of the votes in the association, the declarant shall provide to the board of directors or its designated agent the following: iii a copy of the latest available approved plans and specifications for all improvements in the project or as-built plans if available.”

                                2/  Falls Run does not have final copies of Community Center plans and specifications; need engineering stamp, architectural stamp and final County stamp.  Have proposed drawings [possibly pre-construction], including CD of early plans but no final County approved plans.

                                3/  Virginia Code says that we should have been given final plans or as built plans immediately upon turnover of the property from Del Webb-Pulte to Falls Run.

                                4/  Over the years, Sylva has contacted the last three Del Webb Project Managers and others as well as Flynn Construction [general contractor] and Alliance Structural Engineering [subcontractor] and Stafford County.  No final plans seem to be available or exist.  Stafford County recently provided a CD with very early plans that show no outdoor pool and do not have any approval stamps from the County.

                                5/  Effect of no as built or final approved plans:  Impossible to have consultants evaluate current status or to make changes to the community center.  When we have contractors in they ask for “as builts”  to work from – this includes electrical, HVAC, and plumbing contractors.

                                6/  What happens if we accept the fact that we do not have final approved plans:  Will have to have contractors develop these plans for use, at our expense – possibly thousands of dollars.                        7/  We should officially request these final drawings through the Falls Run attorney to Del Webb-Pulte and to Stafford County or that Del Webb-Pulte pay for a contractor to develop final plans or as builts.

                                8/  After some additional discussion which noted the possibility of a “statute of limitations” regarding our ability to get Del Webb-Pulte to pay for any of this; Jack Mounts made a motion, seconded by Harriet Schrader, that the Falls Run Board of Directors ask the President to draft a letter, for approval by the Board, to Del Webb-Pulte [copy to Stafford County] requesting "final plans' or 'as builts" for the Falls Run Community Center, per Code of Virginia, "Property Owners Association Act, 55-509.2, Documents to be provided by declarant upon transfer of control" and, if "as builts" or "final plans" do not exist, Del Webb-Pulte will develop these "as builts" or "final" documents.  A response to the letter should be sought within two weeks of receipt by Del Webb-Pulte.  Approved 6-0

                g:  Status of waterfall start-up:  The Statement of Work has been submitted to the Armstrong Management Contract Team at the Fairfax office.

                h:  There was no update on the $556 “due from Armstrong” item.  Sylva will call and talk to the Finance office about it.

                i:  There was no updated information regarding the receipt of the @$98,000 due from our insurance recovery from Koger Management.

                j:  There was a discussion of Statement of Work procedures centered about mailing vs hand delivery of plans and Sylva explained when she would mail plans to the Fairfax office.

                k:  Sylva announced that a diagram of the proposed lane striping at the Middlebrook entrance has been posted to the Falls Run website for all residents to view.

VI:  Treasurer’s Report:  Don Horan reported:

                a:  Status of audit delivery:  The final audit report was delivered on 24 June 2008.  It is ready to go up on the website and Sylva will provide hard copies to those who need/request them.  Don Horan made a motion, seconded by Jack Mounts, to accept the final audit as provided.  Approved 6-0.

                b:  Cox Cable change to Channel 96:  Our contract with Cox Communications requires that the Cable Information Channel must be part of basic cable.  Cox has agreed to keep the info channel on Channel 20.

                c:  The end of May Financial reports were received several days ago.  There did not appear to be anything of concern in them.  Jean Strub pointed out that the late payments by Armstrong Management are of concern and should be looked at.

                d:  There was a discussion of the costs and reimbursement from the sprinkler damage.  It is possible that there will be a total loss [cost to us] of $2,000 to $4,000 due mainly to insurance deductibles.

VII:  Committee Reports:

                a:  Report on Elections and Communications Committee:  Jack Mounts reported that the Elections Committee has prepared a timeline to follow in order to fill the three seats on the Board which are up for election.  The idea of a nominating committee to select candidates for the Board was discussed at the Committee meeting but has been put aside at this time.  The Communications Committee has reviewed Armstrong Connect and is presently looking at the database available.  Jack Mounts will provide the Board with an assessment of Connect.

                b:  Documents being included in AMS Connect:  Jack Mounts noted that there has been a meeting to determine a general list of the documents up on the AMS Connect system.  Armstrong has designated Sylva as the Point of Contact for the system.  Many historical documents remain to the input from CDs.  A list of the various types of documents to be found on the system is attached.

                c:  Finance Committee:  Jean Strub reported that the deadline for budget requests for 2009 was 30 July.  An email has been sent to all Committee chairs and other individuals.  A template to be used for new requests has been prepared and is available.  The Finance Committee is aiming at 30 August for a completed draft 2009 budget.

                d:  Covenants:  The Committee reported that a hearing had been held regarding a fence extension and neighbor’s concerns.  The resident concerned was reportedly satisfied with the process used and the results of that process.

                e:  No other committee reports were presented.

VIII:  Old Business:

                a:  Sprinkler system review after HVAC inspection report:  Jack Mounts noted that we still do not know why the system went off and believes that we need to check the other side of the Community Center.  Jake Bernard noted that we cannot make the statement that a system within code cannot malfunction and also that any heat source within the system parameters will set off the system.  Sylva stated that the system had to have been within code when the Center was built or we would not have received a certificate of occupancy.  A motion made by Jack Mounts to hire a sprinkler consultant to review the system did not receive a second.

                b:  Thermostats in the dressing rooms:  Sylva indicated that Childress Heating and AC can move the present, sole thermostat from its current location in the Activity Director’s office to the hall outside the dressing rooms on Friday.  Robert B Payne has given us a proposal for individual units in each dressing room.  There was a discussion of possible alternatives including additional ductwork, vents in the doors to the pool and multiple systems.  Sylva will coordinate with the Community Center Committee to prepare recommendations.

IX:  New Business:  None

X:  Open Forum:  The following are among the topics discussed in the open forum portion of the meeting:

                a:  Joan Bitely reported that members of the Villas Board cannot input Villa emergency data and modifications data into the Armstrong Connect system.  After discussion among the Board members, Toni Brown made a motion, seconded by Jack Mounts, to authorize the Villas Board members to have the same Connect system access as FRCA Board members.  Approved 6-0.

                b:  The Board is going to form a volunteer committee to recommend modifications to the waterfall at the Middlebrook entrance.  Anyone interesting in joining this effort should contact a member of the board.

                c:  The Board was asked if Stafford County had ever approved the plans for the Community Center.  They were approved as we would not have been granted a certificate of occupancy without that approval.

                d:  There was a long discussion with several residents participating concerning the lack of plans, efforts made to obtain them, ways to proceed, how the County stores the plans and similar concerns.

                e:  A resident wished to know how often we planned on mowing the grass on the bottom of the collection ponds and was told twice a year vs weekly mowing as is done in other areas. 

                f:  Riding of scooters and golf carts on the sidewalks and walkways in the community.  Since this is not permitted except for handicapped residents, violators should be reported to the Property Manager.

                g:  An inquiry was made regarding notification of turnover of rental units within the community.  This is an owner responsibility to ensure the Property Manager is aware when renters come and go.  This information should be posted within the database in Armstrong Connect and be available to both the FRCA and Villa Boards.

XI:  Harriet Schrader made a motion to adjourn at 12:15pm, seconded by Jack Mounts.  Approved 6-0.

THOMAS J. WHALEN

Recorder