The Villas at Falls Run Condominium

Unit Owners Association

Minutes of the Meeting of the Board of Directors

February 18, 2008

 

The Villas at Falls Run Condominium Board of Directors met on February 18, 2008, at the Center.  The meeting was called to order at 1:00 p.m. by Sherri Burke, President, who determined there was a quorum.  Members present:  Sherri Burke, President; Nancy Garner, Treasurer; Joan Bitely, Member at Large; and Carlos Sutton, Secretary.  Paul Niemi, Vice-President, was absent.  Also in attendance were Toni Brown, FRCA President, Harriet Schrader, FRCA BOD; Jeff Turner, JCA; and nine members of the Association.

 

Minutes of the Board of Directors meetings of January 17 and January 21, 2008, and the Special Board of Directors meeting of February 9, 2008, were approved without changes. 

 

Sherri Burke reviewed and updated the action item list.  The list will be updated each month to delete completed items and add new items as appropriate.  She also reported that she had met with Robert Ashley, Shenandoah Landscaping, and determined that they do not charge FRCA for areas in the Villas.  Carlos Sutton will represent the VBOD in a walk-through with FRCA BOD members on February 19, prior to the joint meeting on February 21, 2008, to resolve boundary issues.

 

Nancy Garner reported a surplus of $9,332.25 for January largely due to no charges for snow removal.  She also reviewed various line items on the income/expense statement for January 2008 and reported that one of the units with delinquent assessments had been sold.  Joan Bitely clarified that, unless the late fee is paid in addition to the assessment, the late fee is deducted from the payment and the unit owner is still delinquent. 

 

JCA has received two bids for the irrigation maintenance contract and will request bids from the current contractor and another source.  The Finance Committee will be asked to review and make a recommendation.  The contract should include a schematic of the system at no cost and needs to be finalized at the March meeting. 

 

The master insurance policy with Nationwide Insurance was automatically renewed at a lower cost and the contract for backflow inspection was renewed at the same rate ($30/unit) using the standard service contract. 

 

The 2006 management representative letter and the engagement letter for the 2008 and 2009 audits were sent to Goldklang, Cavanaugh and Associates.  The cost of the audits increased due to new legislation requiring additional testing and auditing.

 

Members of the Board and Jeff Turner suggested that the letter to Pulte, addressing the required repairs determined in the roof condition assessment, include attorney fees associated with resolution of these issues.  The letter should also include under funded reserves by Pulte which are now resulting in higher owner fees, dead trees and bushes and a request to remedy every situation related to Pulte’s original construction.  During the owner’s forum, it was suggested that the letter also include the cost of the engineering study and legal fees associated with the Koger problems.

 

Sherri Burke consolidated the roof repair list provided by Gardner James which they would do only at an additional cost.  They have also requested $1,700 to perform the remaining 11 attic surveys.  The Board deferred action on that request until a decision is made by Pulte about bearing the cost of the repairs.

 

Fishing Money Home Improvement, Inc., has submitted an estimate to paint the railings and repair peeling paint on the retaining walls throughout the Villas.  Because this is an original construction issue, the Board requested that the letter to Pulte include painting the railings and sandblasting and painting the concrete retaining walls. 

 

Fishing Money has also prepared an estimate for repairing the siding damaged by Shenandoah.  JCA will prepare a letter to Shenandoah Landscape by February 25, 2008, to repair problems or the Villas will have the problems corrected and deduct the cost from the payments due Shenandoah.

 

The proposal from Shenandoah Landscape Services for additional maintenance services through 2009 should be reviewed by the Building and Grounds Committee at their February 20, 2008, meeting. 

 

Nancy Garner reported that the Finance Committee will meet at 11:30 a.m. on February 28, 2008.  That committee’s charter was changed in 2007 and no further changes are requested at this time.

 

Sherri Burke reported that the LANDPLAN Committee will be meeting on the 2nd and 4th  Thursdays at 4:00 p.m., with the next meeting on February 28th.  The proposed new charter changes to a phased plan rather than a 5-year plan.  The Committee does not recommend approval of the proposal from Shenandoah for beautification until the FRCA product is received.

 

Joan Bitely reported on actions by the FRCA Modifications Committee and actions being taken to complete repairs or make improvements to the Recreation Center. 

 

The Board adjourned at 2:16 p.m. for an Executive Session to discuss a violation issue and reconvened at 2:37 p.m.

 

Sherri Burke made a motion, seconded by Carlos Sutton, to rescind the Villas Owners Handbook as recommended by the Covenant Committee.  After discussion, the motion passed with one member, Nancy Garner, opposed.  Carlos Sutton will have the document removed from the Web site.  This action negated the necessity of discussing the August 18, 2007, proposal.

 

The proposed charter for the Covenants Committee was returned for revision to be more in line with the SOPs.  Nancy Garner made a motion, seconded by Joan Bitely, to approve the proposed charter for the Landscape Planning Committee Charter as submitted.  Unanimously approved.  The new charter will be made part of the minutes and posted on the Web.  Consideration of the draft charters for the Buildings and Grounds and the Elections committees was deferred to the next meeting.

 

The Board reviewed and consolidated the 2008 priorities listing as recommended by Joan Bitely.  At the March meeting, a BOD member will be assigned an item to monitor. 

 

JCA is developing a list of rented units in the Villas and should have a copy of the lease for each unit.  During the open forum, Toni Brown, FRCA President, suggested that the VBOD utilize FRCA resources dealing with this issue.  Rental units will be on the agenda for the next meeting.

 

The existing resale package provided by JCA was reviewed and comments provided. 

 

Sherri Burke made a motion, seconded by Nancy Garner, to approve the recommended Standard Operating Plan for Managing Monetary Contributions for Landscape Implementation with consideration of discussion regarding inclusion of a memory book recording donations.  The motion passed with one member, Joan Bitely opposed.  The SOP will be posted 30 days for comments.

 

Joan Bitely made a motion, seconded by Sherri Burke, to pay $16,177 to the FRCA to resolve the incorrect payments identified during 2005/2006 audits.  Unanimously approved. 

 

Nancy Garner made a motion, seconded by Joan Bitely, to continue to charge homeowners $5.00 for the assessment coupon books.  The motion passed with one member, Carlos Sutton, opposed.

 

Items for the Villa’s Update are due to Hugh Muir by February 29, 2008.

 

During the Owner’s Forum, Nancy Arnn raised the issue of replacement of garage lights by members of the Neighborhood Watch.    This is primarily an issue with vacant units and is the owner’s responsibility.  JCA will notify owners if the units are reported to them.  The Neighborhood Watch should handle the issue through FRCA.

 

Other issues involved dryer vents and a reminder of the public hearing on the traffic light at Plantation and Gladstone Drive on February 19, 2008. 

 

President Burke adjourned the meeting at 3:43 p.m.

 

Respectfully submitted,

 

 

Carlos J Sutton, Secretary

 

NEXT MEETING:  Monday, March 17, 2008 at 1:00 p.m.