The 26th working session of The Villas at Falls Run Condominium
Board of Directors was held on Monday, November 20th, 2006 at 1:00PM
at the Center. All board members were present including Sherri Burke, newly
elected board member. Also present were Nancy Arnn villa liaison, Eve Aylor
Villa representative from Koger Management, Group and Chuck Heath, Chairman of
the Modification Committee.
President, Paul Niemi called the meeting to order at 1:03PM.
The minutes of the November 7th meeting were presented, accepted and approved. The draft minutes of the Annual meeting held on November 1st, 2006 will be available in the binder.
A.) Update on Additional Bids Received
A meeting is scheduled for Tuesday, November 21st, 2006 with State Farm Field Representative to view the Villas Buildings and the Common Property.
B.) Financial Audit Report for CY 2005 and Related Tax Filing
The landscaping contract for Shenandoah may have been the information that is holding up the final audit report.
C.) Clarification/Response to Financial Questions
An invoice for $4,050 for gutter cleaning was received based on only 18 units being cleaned or a cost of $225 per unit. A reimbursement of funds should be forthcoming. An invoice for $90.00 will be reversed and charged to Falls Run account. An additional invoice for a replacement mailbox was directed to FRCA. Our present contract with Koger is paid up through December. One additional invoice for $140 for a defective back-flow valve was in question.
D.) Budget/Actual Expenditures Comparison (End 10/31/06)
Three items under the category of General Supplies reflect $9,950 for June, $90.00 in August, and another invoice for $63.50 with an accumulative figure of $10,103.00 with no invoice to support these charges. A clarification of $9,479 pre paid expense is needed. A question was raised on the reason for a pay out of $511.00 to RDR Properties.
E.) 2007 Budget Preparation – No report.
F.) Status-Shenandoah Repair of Villa Building Exterior Damage
Eve has placed a call to Shenandoah regarding the damage that has been done to some of the Villa exteriors and to date, has not received a response.
G.) Other
One additional issue regarding a missing screen on a resident’s villa was mentioned. We still need clarification on the status with the water and electric bills.
A.) Communications from Residents
Paul had received 2 inquiries from residents. One resident was asking for a copy of the inspection report done by the building committee. Another resident was inquiring about the back-flow preventer information.
B.) Reserve Study-Follow-up Roof Inspection Survey Bid Status
Paul has not had any feedback from two engineering firms that he had contacted. A motion was made to accept Garder James Engineering bid for the engineering study and approved.
C.) Updated Goodfellers Snow Removal Bid
The original bid was unclear and Paul called for additional information. The contact person prepared a new contract bid to include clearing of lead sidewalks to front door. It can be expected that a minimum two to six inch snow depth clearing would cost approximately $4,000. Higher rates would apply for holiday work. Motion made and approved.
D.) On-site Meeting scheduled with State Farm Insurance Rep.
Paul will be meeting with the representative at 10:00AM on Tuesday, November 21st. There are 3 bids in place at present.
E.) Irrigation System Repair Charge
Previously discussed. Requested Koger to pay $85 repair invoice.
F.) Other
None.
A.) Finance Committee – Nancy Garner
The finance committee recommends that the proposed budget be approved with a 15% increase. The committee is concerned about the cost of insurance and it is realized that we are under funded for reserves. This is a very aggressive budget but will bring our expenses into line. A motion was made to accept the 2007 budget @ 15% increase and approved. A separate letter will be mailed to all villas resident with the budget by the end of December 2006. A separate letter should also be forthcoming from Jeffrey Charles & Associates, Inc. by mid December.
B.) Elections-Lesson Learned Review – Don Shiffert
Don reports that meeting went smoothly in spite of the two mailings that were not the best. He has obtained the forms that will be needed for next year. He suggests that not enough time allotted for candidate search, response back and candidate preparedness, etc. He also recommends that there be five members on the election committee and all aspects of the election process be the responsibility of the election committee only.
C.) Communications – Hugh Muir
This committee’s next meeting will be December 20th, 2006 at 7:00PM. Hugh is looking for a new management article for the Update. Date of next issue is December 4th. He also suggested a new information page in the Blue Book.
D.) Covenants/Handbook – Joan Bitely
Joan wishes verification from the board regarding the need of an inspection of building and grounds for the removal of window/railing planting boxes and the removal of to many wind chimes. This recommendation will be presented to the Modification Board for violation letters and action. There will be a re-write of the Design Guidelines in 2007 with the theme “be reasonable” in mind. This committee also has 3 new members.
E.) Landscape Committee – Hugh Muir
The large pile of topsoil is still in place and the present contract with Del Webb has not been extended to complete this work. The re-seeding and the application of straw still work pending. There is no date for any leaf collection or the remainder of shrub trimming.
F.) Building Committee – Paul Niemi
Paul has been researching gutter shields. There are three companies that are compiling bids. He has a meeting set for November 28th. Mason & Mason wants drawings of the villa structures to be available for the engineering inspection/ study.
G.) Other – Report FRCA BOD Meeting – Joan Bitely & Nancy Arnn
Joan reports that she has attended the last two meetings. It is mentioned that Ann Jones request that anything that is to be placed on the Channel 11 crawler must go through Dan Augustine and any request to be published in the Gazette or placed on the eraser board would go through Ann Jones. The new management company Armstrong Management Services, Inc. will adjust their contract to allow for cost of living. The next scheduled meeting of the FRCA is Thursday, November 28th, 2006, and also on Wednesday, December 6, 2006 and the Annual Meeting will be Thursday, December 7th, 2006.
A,) Review Revised 2007 Budget
Already discussed.
B.) Report of Bid Client References Contacted – Joan Bitely
Joan has interviewed three clients of Jeffrey Charles & Associate with three to five years of service. Most are generally pleased and gave a favorable report. We feel we should have someone to provide hands on attention to start.
After receiving favorable response from our attorney, a resolution to allow car washing by residents in their driveways was approved as amended to read as follow. “After consulting with counsel, the Board of Directors approves the washing of private vehicles in the villas by their resident owners, with the following stipulations: the washing process will be confined to the driveways of the individual villas, the washing will not inconvenience other residents in the community, and the washing procedure will be non-polluting.”
D.) Other
A.) Snow Removal Bid – Contractor Selection
Decided earlier.
B.) Commercial Vehicle Parking Request
A notice will be sent to Koger requesting the violation letter be sent to move commercial vehicle.
C.) Backflow Preventer Inspection Payment Request
As a result of two residents acting upon receiving a separate flyer other than our contracted plumber, a motion was made to reimburse Mr. Curtis Dickinson for two back-flow tests that he performed and returned the money, The motion was seconded and approved.
A second motion was and made and approved to remind residents that if they contract another plumber for the back-flow test other than our contracted plumber, Potomac Pipe & Plumbing, the resident would not be reimbursed after January 1st, 2007.
The working session was adjourned at 4:35 PM. The next regular working session will be on Monday, December 4th, 2006 at 1:00PM at the Center.
Respectfully submitted,
Brenda Dudley, Secretary