The Villas at Falls Run Condominium-Board of Directors
Working Meeting held on September 25, 2006
The 22nd working session of The Villas at Falls Run Condominium-Board of Directors was held on Monday September 25th, 2006 at 1:00PM at the Center. All board members were present. No representative from Koger Management, Group was in attendance and our villa liaison, Nancy Arnn was not in attendance due to recovering from minor surgery.
President, Paul Niemi called the meeting to order at 1:08PM.
The minutes of the previous meeting held Monday, September 11th, 2006 and the draft minutes from the 3rd Open Forum meeting held on Wednesday, July 5th, 2006 were presented. Both minutes needed additional corrections and would be presented at the upcoming Open Forum meeting on September 27th, 2006 for approval.
With no Koger representation, all items designated for discussion would be presented at the upcoming Open Forum meeting.
A) Recruiting Progress for Replacement Association Manager
B) Status of Financial Audit for CY 2005 and Related Tax Filings
C) Latest Financial Status and Aging Report Clarification
D) Action Status of Gutter Cleaning of Villa Units Bordering Tree Areas
E) List on Non-Resident Villa Owners
F) Other
E-mail from Ms. Elaine Curry dated September 22nd was discussed. Three specific items were in question and a return e-mail would be sent for further clarification.
A) Communications
The contractor that had constructed an enclosed porch on Harborton Drive had erected a rather large advertisement sign on the property and was instructed to remove it. They did comply.
B.) On-site Survey Underway by Mason & Mason for Condition Assessment and Reserve Study
Paul Niemi and Nancy Garner had completed a meeting earlier. There is a good understanding of what is expected. A first draft report should be back within a week. There will be a total of 6 separate reports presented along with a disc containing pictures and charts A copy would be forwarded to our property manager. The study would include a 4% figure for interest and 31/2 % for inflation over a period of 20 years. The cost of the reserve study would be an expense from the 2006 budget.
C.) Meeting with Stafford County regarding SWM Pond #5
Paul had met with Steve Hubble, Environmental Division Manager with the Department of Code Administration; Stafford Co. Mr. Hubble reviewed questions regarding the disposition of SWM Pond #5, “Is it under bond”? “Is it not under bond”? “When was the bond released”? Answer “The bond was officially released in 2002”. The original bond cost was $71,783.00, originated by Silver Company and at present, the SWM Pond #5 does not have a bond attached to it. Documentation of all bonds connected with Falls Run portion of England Run North is forthcoming.
The second question, “Was SWM Pond #5 considered a wet retention pond or a dry detention pond”? Answer “it is a retention (wet pond) with wet lands plats”.
A third question – “When was the last maintenance inspection performed and can I have a copy of the punch list”? Answer, “We are unsure of the date of the last inspection, so I have scheduled one in the next 2 weeks and we will provide you with copy of our results”. Paul will also be receiving an inspection checklist for storm water ponds and any material that would support that request.
D.) Other
Paul suggested that the board consider having brainstorming session. This would give thought to what should or should not be done to be more effective as a board.
It was suggested that the next regular working session meeting be rescheduled for Tuesday, October 10th, 2006 at 1:00PM since October 9th is Columbus Day.
Mr. Don Shiffert, Chairman of the Election Committee was introduced.
The time line material was handed out.
Mr. Shiffert proceeds to read the proposed charter. A motion was made to accept the charter, 2nd, some discussion and then approved.
Mr. Shiffert now read the time line of proceedings. Discussion with suggested changes ensues.
The proposed letter to Villa homeowners outlining the elections proceedings was then read. Some corrections were suggested. No provision would be included for nominations from the floor.
The following documents are described and read by Mr. Shiffert.
1.) Board Member Job Description
2.) Candidate Statement Qualification
3.) Candidate Nomination Form
4.) Candidate Statement
5.) Proxy Form
All election material would be corrected and prepared as needed. Koger will send out official documents in 2 separate mailings to all owners of record.
V. Committee Reports
A.) Finance Committee – Nancy Garner
Nancy states that she has not received any information on the membership status from the Community Association Institute.
The next meeting of the Finance Committee would be Wednesday, October 11th, 2006 at 3:00PM.
Nancy read 2 termination letters that had been prepared for Koger Management, Group and Executive Electric. Our current contract for both vendors expires on December 31, 2006. Both vendors have been asked to submit a new proposal for 2007 services.
Another letter had been prepared to attorney, Mr. Ed O’Connell asking for legal opinion on changing our documents to allow car washing with 66 2/3rd majority vote.
No additional work has taken place on the 2007 budget. In all probability we are probably under-insured and even with our insurance company saying that the likelihood of 100% loss would probably not happen, we should be prepared for 100%. The replacement cost of all units could be as much as $30,450.000.
The management contract has been returned and signed.
B.) Communication Committee – Hugh Muir
This committee would meet again on Wednesday, October 4th, 2006 at 7:00PM.
There was a suggestion that the Villa Handbook (Little Blue Book) be placed on the website.
The next meeting of the Communication Committee would be before the election material is prepared.
C.) Covenant/Handbook Committee – Joan Bitely
It was decided at the previous meeting that the committee name should be changed to Covenant Committee. Joan asked that this decision be discussed further at a brainstorming session.
Nancy mentions that with the name Covenant Committee, any additional sub-committee could be inserted easily.
D.) Landscaping Committee – Hugh Muir
Hugh feels that Shenandoah has been conducting warranty services. Nancy mentions that residents have been inquiring when would fertilizing be taking place. It was suggested that a report be prepared for the Open Forum meeting on September 27th.
E.) Building Committee – Paul Niemi
Meeting has been rescheduled for September 26th, 2007 at 7:00PM. The committee would be looking at the print out that has been prepared.
A.) Adopt Election Committee Charter and Confirm Appointments
Discussed previously.
B.) Distribution of Villas Owner Handbook to Non-Resident Owners
Joan Bitely would bring the surplus handbooks to the Open Forum meeting to give to Elaine Curry for mailing out to non-resident owners.
C.) Letter Request for Legal Review for Requirements for Changing
Documents to Allow Car Washing on Condominium Property
Letters read and signed earlier.
A.) Report of Election Committee on Preparations/Timeline
Completed earlier.
B.) Review Bid Status for Service Contracts Needed for FY2007.
Nancy mentions that we have received 3 bids for irrigation, and probably 3 for the property management. We have not asked for another bid from Shenandoah. There is difficulty finding a contractor for snow removal. Nancy has been making inquiries to local merchants as to who does their parking areas. The FRCA will not be using Executive Electric next year.
C.) Flagging of Irrigation Sprinkler Heads
Much discussion ensued about the responsibility of locating and flagging the sprinkler head prior to the irrigation system being winterized. Information is needed from Elaine Curry.
D.) Winterization of Irrigation System
Two bids have been received for winterization, 1 from WCC and 1 from Shenandoah. Motion was made to accept the bid from WCC for winterization, 2nd, and approved. Hugh would contact both WCC and Shenandoah about the coordination of WCC flagging the sprinkler heads prior to the aeration process.
E.) Finalize Plans for Open Forum BOD Meeting-September 27th, 2006
Brenda and Joan would station themselves at the doors with 3 x 5 cards as attendees arrive. Paul would E-mail an agenda to Elaine Curry. Hugh would provide clipboards for committee sign up. Attendance sign in sheets would be provided. All board members would have time allocated for their reports.
Hugh would include an article in the next Update regarding the removal of planter boxes on the railings, and removal of flowerpots and decorative items on the sidewalks and the restriction of storage of propane tanks.
Del Webb/Pulte will complete the project of house numbers on the curbs. The numbers on mailboxes are also visible at night.
With no further business, the meeting was adjourned at 4:05PM.
The next working session of the BOD will be on Tuesday, October 10th at 1:00PM at the center. The regularly scheduled date of October 9th was changed due to Columbus Day.
Respectfully submitted,
Brenda Dudley, Secretary