The Villas at Falls Run Condominium
Minutes of the Meeting of the Board of Directors
March 19, 2007
The Villas at Falls Run Condominium Board of Directors met for a working meeting on March 19, 2007, at the Center. The meeting was called to order at 1:00 PM by Joan Bitely, Vice-President, who determined there was a quorum. Members present: Joan Bitely, Vice-President; Nancy Garner, Treasurer; Hugh Muir, Member at Large; and Sherri Burke, Secretary. Paul Niemi, President, was absent. Also in attendance were: Jeff Turner, President, Jeffrey Charles & Associates (JCA); Bill Nosal, President, Falls Run Community Association, Inc. (FRCA) as well as other FRCA Board members; and approximately thirty members of the condominium.
A motion to waive the reading of and approve the minutes from the working meeting of February 19, 2007, was made by Hugh Muir and seconded by Nancy Garner. The minutes were approved unanimously.
Jeff Turner provided the March Management Report to board members and briefly reviewed the March Financials. He stated: that JCA now has control of all accounts and signature cards were being processed by Nancy Garner; that a check issued by CAB to Koger for $51,381.51 was missing; that an extension was filed for the 2006 taxes because the audit is not complete; that the new phase of gutter cleaning is pending; and that snow plowing invoices were paid and rates were reasonable. He gave the responses to violation notices to Vice-President Bitely.
Vice-President Bitely reported that the Board had completed a survey of all driveways identifying those affected by scaling and/or spalling. JCA will prepare a letter to Del Webb for their action. She reported that Jack Mallam, Nationwide Insurance, will be the guest speaker at the Open Forum on March 22, 2007. She made a brief report of the Joint Board and Management Meeting held on March 13, 2007, and stated that the minutes may be found on line and in the center binders.
Brief committee reports were presented. Don Shiffert, Chair, Covenants Committee, briefed on the status of the committee and presented new violation letters for consideration by the board. Sherri Burke made a motion that the letters with identified corrections of the word “remove” to “correct” be adopted for use by the Board. Nancy Garner seconded the motion and it was passed unanimously. Letters are attached for the record.
Nancy Garner moved that the Board extend the audit contract with Goldklang to cover the 2006 audit at a cost of $3500 and that JCA prepare the contract accordingly. The motion was seconded by Joan Bitely and was passed unanimously.
The Board requested that JCA contact Gardner James Engineering to invite them to present a briefing on the roof assessment at the Open Forum Board Meeting scheduled for May 24, 2007.
Regarding a new backflow preventer inspection contract, Jeff Turner reported that the proposal from Mr. Dickinson for $30 was significantly lower than other proposals. He did not contact the current provider, Burt Frazer. Sherri Burke made a motion that the new contract be awarded to Dickinson since it resulted in a $5.00 saving per unit over last year’s contract. The motion was seconded by Joan Bitely and was passed with Hugh Muir voting against. JCA will advise Mr. Frazer. A target date of May 1, 2007, is set for transition to the new provider.
Ken Burke, the Villas liaison to Goodfellers, presented a recap of the winter snow/ice season and recommended that the Board extend the Goodfellers contract for the next snow season. Bill Nosal, President, FRCA, advised that they had extended their contract with Goodfellers for two years. Nancy Garner moved that the contract be extended at the same rates for the next two years. The motion was seconded by Hugh Muir and passed unanimously.
The board meeting scheduled for April 2 was cancelled.
During an open forum residents had questions regarding payment for backflow inspections, the on-line payment process for management fees, driveway scaling, and cracks in basements. Comments regarding snow removal were made. Jim Pierce presented a Request for Action with a signed petition to the board. It was suggested that contracts be made available for reading, that a customer survey be accomplished, that a procedure be established to make requests for use of common elements.
Vice-President Bitely called for adjournment of the working session at 3:07 PM.
Submitted,
Sherri Burke
Secretary, Board of Directors
The Villas at Falls Run Condominium
Date
Address
Dear :
We are issuing this letter on behalf of the Villas BOD to call your attention to a violation of the Falls Run Design Guidelines; Declaration of the Villas at Falls Run Condominium, Section XX (or XXI), Use Restrictions of Villas and Common Elements; or the Villas Owners Handbook. During an inspection of the villas common and limited common areas, it was noted that:
(Specify violation with appropriate cite)
Cited documents require each homeowner and any tenant to conform to the Use Restrictions. Accordingly, the Villas BOD has the responsibility and authority to bring any observed violation to the attention of the responsible homeowner and to ensure the violation is corrected.
It is requested that the above noted violation be corrected within the next 30 days and that you confirm you have done so by signing the certification below. If you believe that the violation notice has been issued in error, provide your reasons for not correcting the violation including appropriate justification, sign, and date. Return the signed document to Jeffrey Charles & Associates Inc., in the envelope provided.
We appreciate your cooperation and prompt attention to this matter.
Sincerely,
Jeffrey Turner
___I confirm that this violation has been corrected.
___I have not corrected the violation because:_________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________
Signature Date
Violation letter #2 (Post 30-day letter)
Date
Address
Dear ___________________
By letter dated ___________ you were advised of a violation of the Villas at Falls Run Condominium guidelines noted during a recent inspection of common grounds. Since we did not receive your written confirmation that the violation was corrected within the 30-day period provided, we assume the necessary corrective action has not been taken.
Pursuant to the applicable Virginia statutes and the Villa documents, you are hereby informed that further action may be required if we do not receive your written confirmation that this violation has been corrected within the next 15 days.
If you wish to appeal our determination, you may submit a written request to Jeffrey Charles & Associates within 15 days. Upon receipt of your request, a hearing will be scheduled before the Villas Board of Directors. You will be notified of the date, time, and location of such hearing.
We sincerely hope that you will correct this violation and inform us in writing by ____________________ (15 days date) that the necessary remedial action has been taken. Please note that a re-inspection of your property will be performed to ensure full compliance with established guidelines.
Your prompt attention to this matter is appreciated.
Sincerely,
Jeffrey Turner
Date
Address
Dear
Thank you for your correspondence dated __________ identifying an error in our letter to you concerning ___________________. Upon further review and investigation of this matter, we agree that this violation notice should not have been sent to you.
We apologize for our error and any inconvenience it may have caused you. Thank you for your understanding and patience.
Sincerely,
JCA
Date
Address
Dear ______________,
Pursuant to your written request dated _________, a hearing has been scheduled for you before the Villas Board of Directors to address the previously noted violation of the Villas documents. This hearing will be held at 1:00 PM on January 1, 2007 at the Center.
As previously indicated, you will be given the opportunity to present your views at this hearing.
Sincerely,