UNAPPROVED

The Villas at Falls Run Condominium

Minutes of the Meeting of the Board of Directors

June 18, 2007

The Villas at Falls Run Condominium Board of Directors met for a working meeting on June 18, 2007, at the Center.  The meeting was called to order at 1:07 PM by Paul Niemi, President, who determined there was a quorum.  Members present:  Paul Niemi, President, Nancy Garner, Treasurer; Hugh Muir, Member at Large; and Sherri Burke, Secretary.  Joan Bitely, Vice-President was absent.  Also in attendance were Jeff Turner, President, Jeffrey Charles & Associates (JCA), and seven members of the association.

An executive session of the Board was held prior to the working meeting to allow discussions with Mr. Edward J. O’Connell, Attorney at Law, regarding contractor and audit issues.

A motion to waive the reading of and approve the minutes from the open forum meeting of May 24, 2007, was made by Hugh Muir and seconded by Nancy Garner.  The minutes were approved unanimously.

Nancy Garner moved that the Board accept the Goldklang, Cavanaugh & Associates 2005 audit for The Villas at Falls Run Condominium Unit Owners Association.  The motion was seconded by Sherri Burke and passed unanimously.

Nancy Garner moved that the Board pay the Goldklang bill for completion of the 2005 audit allowing them to work on the 2006 audit without a conflict of interest.  Hugh Muir seconded and the motion passed unanimously.

Sherri Burke moved that the Board approve a contract with Gardner James Engineering, Inc. to provide the services identified in their proposal dated May 31, 2007, as:  Phase I – Alternate Survey/Repair List (Access all attics (199) to verify ventilation) at a cost of $20,800.00.  Motion was seconded by Hugh Muir and passed unanimously.

The Board concurred with five villa modification requests approved by the FRCA Modification Committee and considered three requests forwarded for Board decision.

• Request for stamping or staining of patio was approved with the proviso that the product be neutral in color.  Tiling of the patio was disapproved.

• Request for tiling of a stoop was disapproved.

• Request for basement finishing was approved.

• Request for driveway expansion with stepping stones disapproved.

A working meeting will be held on July 16, 2007, 1:00 PM, at the Center.

President Niemi called for adjournment at 3:15 PM.

Submitted,

Sherri Burke

Secretary, Board of Directors

The Villas at Falls Run Condominium

Meeting Notes:

INFORMATION ONLY

NOT TO BE CONSIDERED MINUTES

NOT A TRANSCRIPT

Notes from Board of Directors Meeting

June 18, 2007

Jeff Turner reported that WCC is close to having the irrigation system up and running properly.  He stated that weed control had been applied by Shenandoah, and that an application of lime at 25 pounds per 1,000 square feet will be applied shortly.  After that application, a pH test will be done.  If the pH levels are still not where they need to be, a second lime application will be done.  He noted that JCA, Board members, and residents are dissatisfied with Shenandoah’s landscaping services, advising that a default notice was issued to them due to lack of trimming behind and around air conditioning units, drains, and other others close to buildings.  Their response to the notice was not adequate and a follow up will be done.  He stated that alternative providers should be considered in the future.   It was also noted that Shenandoah had failed to provide a proposal to kill the grass and place landscape barrier and rocks between the A/C and the unit wall as requested. 

Paul Niemi reported that Del Webb has not yet marked the property boundaries on the east side of Harborton that abuts private property.  He has followed up.  It was noted that Shenandoah could do a more complete job despite the boundary problem.  He stated that JCA needed: to stay on top of Verizon replacing the broken box covers; to work with Dominion Power regarding the account transfer for electrical services; and to verify requested liens were placed.

Nancy Garner reported that finances for 2007 were in great shape and that invested monies at Smith Barney and BB&T were under Board control.  She noted that a separate account at Virginia Commerce Bank will be opened containing $60,000 as operating reserve.

Regarding the Covenants Committee, Sherri Burke reported that: review of the Villas Owners Handbook was completed and the Board should be receiving a final report soon; the committee is finalizing a list of recommendations to be presented shortly; recommendations include, but are not limited to, use of shepherds crooks, placement of same, and rescission of Villas Owners Handbook; work has begun on the violations operating procedure; and that the next meeting is July 9 at 6:30 PM.

She reported that a draft list of Board approved regulations was provided to Board members for consideration at the next Board meeting and that work is underway to place the Villas Declaration and Bylaws on the web pages.

Sherri Burke reported that Emery Dilda is the Chair and Elaine Diepenbrock is the note taker for the new LANDPLAN (Landscape Planning Committee).  Members of the committee are working to obtain land plats for the villas common areas, establish internal and external points of contact, and identify native plants and trees which conserve water and require little maintenance for use in the beautification plan.  The next meeting is June 28 at 4:00 PM.

Hugh Muir reported that the Grounds Committee Chair, Dick Haas, is working on parallel recommendations for Shenandoah.  Paul Niemi stated that the Grounds Committee needed to play a role in the conditions left by Del Webb contractors when footers were replaced, test pits were dug, and the epoxy repairs completed on the retaining walls.  A new charter for the committee will be submitted.

Paul Niemi will meet with Frank Burroughs, Chair, Building Committee, to discuss the direction of this committee.  Some things they will work on are footers, restorations, better drawings including identification of materials used, condensate pump replacement, and shrub replacement.

The proposal for the concrete study will remain tabled for the present due to other higher priority needs of the association, such as the roof study which was approved for $20,800.00.

No volunteers have stepped forward for the 2007 Election Committee.  Shirley Whelan will be contacted to ascertain her interest in being the chair of the committee.

Board members will review the Owner/Association Responsibility Matrix prepared by Ken Burke.  It will be discussed at the next meeting and released soon thereafter.  It provides definitive guidance for residents regarding who and when to call.

Hugh Muir, Update Editor, assigned topics for the June Update.  It should be published and distributed by the end of the month.  He continues to solicit input from residents.

During the open session the following topics were discussed briefly:

·        The removal of condensate pumps and the plumbing/piping line to hose bibs

·        The Japanese beetle problem; it was noted the use of traps is a personal decision.  They can draw beetles to the area as well as capture some

·        To preclude clogging of drier vents, follow manufacturer’s guidelines and be sure to disconnect the drier periodically to vacuum the duct from the laundry room.

·        The need for A/C units to be fairly straight to run properly.  Some units are settling and need owner attention.

The Open Forum meeting scheduled for July 19, 2007, 7:00 PM, will focus on the Mason and Mason Reserve study.  A representative of Mason and Mason will present a briefing and be available to answer your questions regarding the study.

President Niemi called for adjournment at 3:15 PM.