The Villas at Falls Run Condominium
Unit Owners Association
Minutes of the Meeting of the Board of Directors
May 18, 2009
The Villas at Falls Run Condominium Board of Directors met on May 18, 2009, 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: Carlos Sutton, Vice-President; Emery Dilda, Secretary; and Jim Pierce, Member at Large. Nancy Garner, Treasurer, was not present. Also in attendance were Liz Krafft of Jeffrey Charles & Associates, and 15 members of the Association.
The minutes of the Villas Board of Directors meeting on April 23, 2009, were approved without changes.
Sherri Burke gave an overview of the Joint Villas/FRCA BODs meeting on May 6 including that:
· maintenance of the parcel of Villas grounds currently licensed to FRCA will be included in FRCA’s new landscape maintenance contract beginning next year
· Villas pre-sale inspections and sales be better coordinated with FRCA
· snow management for both Villas and FRCA should be done by the same contractor
· FRCA will consider replacing deteriorating driveway aprons and sidewalks adjoining the ten worst driveways in the Villas at same time the Villas replace those worst ten
· off street parking in the Villas will not be addressed at the current time
Sherri Burke announced we have been advised by the Assistant District Attorney that violations of the noise regulations must be reported by neighbors to the Sheriff’s office as a disturbance of the peace complaint in order for action to be taken. Neither the Villas nor the FRCA can do much with noise issues. Sherri also announced that parking on the street, which is prohibited, has become a critical issue and the FRCA had to have a vehicle towed from the Villas for continuing to park on the street.
Liz Krafft gave the property management report including the following:
· A Mr. Ramey has not responded to several requests for verification of a $511 credit being carried on our balance sheet.
· “As-built” information about villas units has not been available from the county so far.
· Requests for proposal for landscape maintenance contract renewal were sent out.
· Three violation letters were sent out following the recent community inspection.
· Some residents have been using a ‘weed-eater’ trimmer on the grounds. The Board emphasized that residents should not be doing this due to liability issues.
· Three residents collectively requested to opt out of having bushes trimmed by the landscape maintenance contractor. The Board did not approve this.
Jim Pierce made a motion to remove the $511 credit from our balance sheet and to correct our books accordingly; seconded by Carlos Sutton. Unanimously approved.
Sherri Burke reported that five residents are one month delinquent, owing $411.23; two residents are two or three months delinquent, owing $824; and two residents are over three months delinquent, owing $3,638, plus had liens on their property.
Carlos Sutton reported for the Covenants Committee that during the community inspection, among the issues noticed was a water runoff problem on patios of six units where the down spouts drained water directly onto the patio. Liz Krafft was asked to have someone add extensions to the down spouts to direct water beyond the patios.
Jim Pierce reported that the Ad Hoc Committee on the Well is still working on finding an expert to help with the required geological study.
Sherri Burke reported that there were twelve Villas modification requests considered at the last Modifications Committee meeting on May 13. Seven were approved by the Modification Committee and five were forwarded for Villa Board consideration. Three of those given to the Board were approved and two were not approved.
Carlos Sutton reported that the contractor who bid on repairing our Villas driveways by resurfacing them, has used that method on only one driveway and that was very recent. It was decided that our driveways should be replaced rather than resurfaced.
Sherri Burke made a motion to accept the draft 2008 audit from our auditors; seconded by Jim Pierce. Unanimously approved.
Emery Dilda made a motion to accept the Standard Operating Procedure for Managing Monetary Contributions for Landscape Implementation as revised; seconded by Carlos Sutton. Unanimously approved. Copy attached with minutes.
Sherri Burke brought up issues about pest control. Our original builder’s warranty for termite control will be running out next year. It was decided that the Association should establish another contract for continued termite control and Sherri Burke will write an RFP for this service. Pest control is otherwise a resident’s responsibility. Any exceptions will be considered on a case-by-case basis.
Sherri Burke brought up an issue with drainage at one unit on Legend Drive and two units on Highlander Drive where water is not properly draining away from their building or patio. It was felt that underground drains connected to downspouts will correct the problem and estimates will be obtained to have this done.
During the owner’s forum, the following items were brought up;
· Parking on the street. Residents are to call the FRCA property manager.
· Residents should have ‘as built’ information among their settlement documents.
· Skill and training of Shenandoah employees.
· Make sure renters have list of use restrictions.
The meeting was adjourned at 2:53 p.m.
Emery Dilda, Secretary
NEXT MEETING: Monday, June 15, 2009, 1:00 p.m.
Attachment
Revised May 18, 2009
The Villas at Falls Run Condominium
Unit Owners Association
Standard Operating Procedure
For Managing Monetary Contributions for Landscape Implementation
Monetary contributions may be made for approved trees, shrubs, and other elements included in The Villas at Falls Run Condominium landscape design plan.
The following defines the process for receiving and tracking monetary contributions.
1. Contributions are to be in the form of a check or money order only; cash will not be accepted. The check or money order shall be made out to the Villas at Falls Run.
2. The check or money order is to be given to the person designated to receive monetary contributions. A receipt will be tendered.
3. A monetary contribution may be designated or earmarked for the purchase of a specific item or type of item.
4. The contribution will be forwarded to the Property Manager and will be accounted for in a separate line item in the Villas budget.
Memorial Donations: A donation to the Villas landscape effort in memory of another person may be made. A memorial donation will be processed as above plus the following shall apply:
1. As part of the donation, a donor may also purchase an approved memorial tag. Such tag shall be ordered by the person designated.
2. An order for a tag must be paid for in advance, and the donor shall sign-off on the labeling that is designated on the order prior to it being placed.
Gift Certificates: A gift certificate towards Villas landscape plan implementation may be purchased and given to a Villas resident for their use. A gift certificate purchase will be processed as above plus the following shall apply
1. Upon receipt of a check or money order for a gift certificate, an appropriate certificate will be prepared specifying the amount of the gift and the name of the person who purchased it. This certificate will be given or sent to the purchaser for their personal delivery to the intended recipient.
2. The gift certificate can be used as if it were a cash contribution for general use or earmarked for a specified purchase.
3. The addition of a memorial donation in conjunction with a gift certificate must be paid for separately.