The Villas at Falls Run Condominium
3rd
Open Forum Board of Directors Meeting
Wednesday,
May 3rd, 2006, 7:00 PM
DRAFT
The third Open Forum Board of Directors meeting for the Villas at Falls Run Condominium was held on Wednesday, May 3rd, 2006 at 7:00 PM in the Center activities room. All board member were present. Guest speakers were Mr. Jon Coker, General Manager, Del Webb Customer Relations to Falls Run; Mr. Dennis Ouellette, Vice President Operations, Del Webb Pulte, Ms. Jackie Kennendy, Villa Representative, Koger Management Group along with an audience of single family and Villa homeowners.
I.
Call to Order – Verification of Quorum
The meeting was called to order at 7:00 PM. President, Paul Niemi verified that the required quorum had been met.
II. Villas Unit Owner Forum
Mr. Dennis Ouellette offered the following remarks:
1) Landscaping – If there are any landscaping problems or concerns, contact Melanie or your Customer Relations Manager.
2) Lawns – After June 15th, a major restoration will be done for erosion problems. A pre-emergent has been applied.
3) The irrigation system is starting up and repairs are being made.
4) There have been some issue with trusses over the last few days and are being corrected. Contact your CRM if there is a truss issue.
5) Entry gates on Legend Drive are working, but still need data entry. Ann Jones and the Board will have the responsibility of getting them up and running.
6) The paving has been completed and additional striping will be done.
7) Retaining walls and railing are being treated.
8) Downspouts are being done as of the 11th month and will be a priority. Any 11th month walk thru in November will be moved up.
Question & Answer cards – ( 3
minutes per Owner)
Q.
Who do we contact if there are any yard problems?
A. Call your CRM. The
downspouts are covered. The trees at Highlander and Legend are being
addressed.
Q. Re: Emergency
Vehicles, can house numbers be painted on the street?
A. A contract will be
done to do this service.
Q. How long do we have
a Customer Service Rep.?
A. Forever. Del Webb
is always available. We have a 10-year warranty (structural) and whatever is
going to happen should happen within the 10 years.
Q. Who do we call for
non-emergency, plumbing leaks, etc.?
A. Call Del Webb.
There is a 5-year guarantee on air conditioner and heating. When beyond the 5
years, call the installer directly.
Q. At the drainage
pond behind Harborton; will there be any landscaping similar to Bridgewater
Pond?
A. There will be trees
planted and seed and mulch mixture applied.
Q. When will the lawn
be smoothed out?
A. That will be part
of the yard work June 15th or after.
Q. Why do workers show
up without proper equipment or no gear, etc?
A. They should have
the necessary equipment. Will follow up.
Q. Question regarding
a dead tree.
A. Builder issue and
will be taken care of.
Q. Additional
questions regarding additional lighting.
A. No plans to install
additional lighting.
Additional Concerns –
-
Audience member has truss problem and Del Webb will take care of this.
-
Re-routing of downspouts will be checked in all units.
-
Any chance of getting deadbolts on atrium doors? Someone will look into this.
-
Why does a resident have to go to the Board for a safety issue? Dennis will look into this.
Dennis thanked the audience for their support to the Board and asked for their input.
Questions to the Board –
Q. What is the policy
for cats roaming free?
A. No policy is known.
But the blue book states: No pet running free.
Q. Re: Grass cuttings,
Company cutting the lawn needs smaller mowers to cut in between the common
area.
A. Landscape Committee
will look into the procedure with Shenandoah Co.
Q. Dog clean up in the
common area
A. The handbook
committee will address this.
Q. The re-cycle truck
did not pick up on at least one occasion.
A. The driver was on
vacation and was not replaced by a temporary driver.
Q. Can an RV be parked
to load and unload?
A. Only to load and
unload. Not over night or storage.
Q. Do we have termite
coverage?
A. There is coverage
and is valid for 5 years.
Q. Can a motion light
be installed?
A. The modification
board would have to respond.
Q. What is the
position on the gates?
A. It was understood
that the gates were going to stay open, but there is a committee that will
begin to review the situation and a decision made.
Q. The lighting at
Legend to Plantation Drive is still very dark.
A. There are at least
five lamps and that gate is probably better lit as is.
At this time the open forum ended and again the participation was very good.
III.
Approval of Minutes
The minutes of the previous Open Forum meeting, held on March 1st, 2006 were presented. One additional inclusion was made. A motion was made to accept the corrected minutes, 2nd and unanimously approved.
IV. Management Report – Mrs. Jacqueline Kennedy
Jackie mentions that financial reports and packets are available for distribution along with sign-up sheets for the various committees.
A.) Modified Management Agreement – Review Status – Reported later.
B.) Villas Census Update
Sylva Southwell is handling this and there has only been 497 census sheets received out of 896 units in Falls Run. It is very important that this is completed; otherwise another census would have to be done.
C.) Engineering/Reserve Study-Proposal Status
2 proposals have been received, Mason & Mason and Thomas Downey. A third proposal is pending.
D.) Backflow Preventer Value Inspection/Testing Progress
The test is being preformed by Potomac Pipe & Plumbing. A unit price of $35 per every 4 units has been determined. This is a county requirement and a notice is usually received a year after the initial installation. Any resident who has had the test done prior to the contract date with Potomac P&P will be reimbursed by Koger Management. The purpose of the test (usually annually) is to prevent contaminated water from entering your drinking water.
V. President’s Report
Paul states that with the Villa Board being in existence for only 3 months, the following activities and accomplishment have been made:
¨
May 3rd marks the 14th time to meet conducting board
business.
¨
Conducted joint meetings with the Master Board.
¨
The board has met with the insurance provider on 2 occasions.
¨
The board has met with the attorney.
¨
Have met with the manager of the Koger Management Group and
declarant as a board.
Subsequent
to the March 1st, 2006, the board has taken action on:
·
Investing $50,000 of association funds in a CD, and the money is
working for the association.
·
The Shenandoah contract is in place for landscape and lawn care.
·
The Gayle Middle School has been confirmed for November 1st
Annual Meeting.
·
2nd issue of the Villa Update newsletter has been published
and distributed.
·
The assessment and late fees have been clarified.
·
Villa representatives have been placed on both the Covenants and
Modification
Committees. These committees are part of the Master Association.
·
An independent accounting firm has been contracted to perform the 2005
audit and perform tax returns.
·
Four committees have been staffed and are now actively engaged.
·
A 5th committee, named the Building Committee has 5 members
and seeking at least 4 more. This important committee will be looking at the
building structure of the Villas for anomalies that may exist and can be
brought to the attention of Del Webb prior to becoming self-sufficient.
·The minutes of the previous working board meetings have been placed in a binder and are located at the coffee table at Rec. Center.
·The
irrigation system is being repaired and the lawns have been mulched.
·The
back-flow test is essential.
·It
is important to look at each individual’s coverage on betterments.
Individual liability should be checked also.
·Additional investment of funds should take place by June 1st.
·The
handbook for Villa residents will be completed.
·The
selection of a firm to conduct the Engineering Reserve Study will be made.
·Would like to activate the Building Committee as soon as possible.
VI.
Committee Reports
A. Landscape Committee – Hugh Muir
Shenandoah contract is in place. Committee has been on a walk to take notes. Many areas will take 1-2 years to achieve a proper balance of elements. Additional committee members are urged.
B. Communications Committee – Hugh Muir
Sherrie Burke is the Chair. It will keep everyone informed through many areas of communications. If there are any suggestions, contact Hugh. The next Update newsletter is scheduled for early June.
C. Finance Committee – Nancy Garner
This committee has been meeting monthly at the center. The next scheduled meeting is May 18th at 9AM. Dottie Fields is the Chair. There was a very good article in the Update. Financial records were available for review. Another $25,000 to be invested by June 1st. The committee will be meeting with an investment representative at the May 18th meeting.
D. Covenant/Handbook Committee – Joan Bitely
This committee has been on hold, pending decisions by the Master Board, but a meeting did take place on May 2nd, 2006. The next meeting will be on May 8th, at the center.
A 2/3rd vote of all units will be needed to amend the covenants and the Villa residents will be asked to vote in the next few months on the amended CCR changes that are being considered.
E. Building Committee – Paul Niemi
Most has been covered already. The first member Mr. Richard Hurlburt will be taking on the task of preparing a survey that will provide be a uniform inspection. Additional members are needed.
VII.
Unfinished Business
A. House Rules
Joan Bitely distributed a copy of the drafted House Rules to each board member. A motion was made to accept these House Rules; it was 2nd, and unanimously approved.
VIII.
New Business
A. Modified Management Agreement – Review Status
Jackie Kennedy reported that there is no additional information available at this time. The agreement was in the hands of the contact person, Mr. Doug Courtney. She was unable to contact Jeff or Bob Koger, but is sure that one or the other will be contacting the board with additional questions or comments regarding the review of the modifications.
Adjournment
The Open Forum meeting was adjourned at 8:21 PM.
Respectfully submitted,
Brenda Dudley, Secretary