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BOARD OF DIRECTORS

Fearrington Homeowners Association

SEPTEMBER 2003  MINUTES

DATE:         9/2/03

PRESENT:    Joyce Berg, Richard Bird, John Custer, Mary Hammond, Cynthia Jones, Nancy Kern, Al Lebeau, Jay Olson,

ABSENT:    Frank Chut, Jerry Gaudet,

GUESTS:     Marilyn Band, Henry Castner, Don George, Jim Granger, Carol-Ann and Forrest Greenslade, Bill Kern, Lovick Miller, Bob and Nancy Oram, Stan Pomeranz, Lisa Stewart

APPROVED:    October 7, 2003

President Kern called the meeting to order at 7 p.m. and welcomed guests.

There was no scheduled resident input so attention was turned to the approval of the minutes of the July meeting. Richard Bird proposed that the wording of the "Addendum" be modified to change, "... could not be shared with other Village groups for privacy reasons" to "absent adequate controls over privileged information, could not be shared with other Village groups". The minutes were approved as corrected.

In Treasurer Chut's absence, President Kern presented the Treasurer's report (Appendix A). With almost 60% of the year completed, receipts in most income categories are consistent with expectations; the only notable exception is interest and dividend income, which because of low interest rates will be below budget. The report was approved.

As an item of new business, John Custer presented the background for the creation of the FHA Coordinating Committee for Walks, Paths and Trails and introduced Henry Castner, who with Lovick Miller chairs the committee. Castner presented the committee report. (Appendix B). The mandate of the committee is to:

1. Monitor the condition of walks (paved), paths (graded but unpaved), and trails (uneven, natural surfaces) in regard to their safe and functional condition.

2 Establish a volunteer group of residents who would be available for periodic clean-up and maintenance projects on specific walks, paths or trails.

3. Create appropriate documents (maps, brochures, etc.) that would inform residents of their walking options and serve as tools for developing an overall plan and policy for supporting walking in Fearrington. This would include new routes perhaps paralleling and adjacent to busy streets or in newly developed sections of Fearrington.

4. Develop a comprehensive database on the costs and labor requirements of alternate schemes for constructing and surfacing walks, paths and trails.

Their first project was to develop a plan to upgrade the Villageway path from Swim and Croquet to Windstone and their detailed plan with estimated costs is attached. Before the plan was presented to the Board, R.B. Fitch began an upgrade of the walk, which is now completed. Castner feels they now have a head start on approaching other paths in the Village and Custer agreed. He also stated we need a line item in the FHA budget for improvement and development of walks, etc.

Lisa Stewart pointed out a problem with geese droppings on the path and a discussion of Canada geese management ensued.

Castner pointed out that the present trails need to be monitored for plant growth as the roots can destroy the gravel paths.

Al Lebeau asked about other walks and paths that need attention. Custer said we need to explore FHA property in Creekwood and Lebeau said we need a path from Bush Creek to the Kiosk that gets walkers off Millcroft.

Castner said we need a process to interface with R.B. Fitch on property he owns and Miller emphasized that the Board was committed to develop and maintain walking paths and that the Board need to push development of paths.

Bird asked the committee to continue work on the plan and asked if there was a map, which identified appropriate areas. Castner said a map is in progress and suggested land, which has not been divided into lots south of east Camden. Berg cautioned the board about taking on too much expense. Bob Oram suggested it would be best if R.B. constructed trails prior to transfer of green space to FHA.

Kern said she would bring this issue up with Fitch at their next meeting and thanked the committee for their work.

Committee Reports:

Community affairs Director Cynthia Jones spoke about progress on formation of a Fearrington Honor Library as proposed by Stan Pomeranz to the Board. Jones had spoken to Women's Club President Cathy Hummel to see if they would be interested in organizing and monitoring the library in the old smokehouse since they already collect books for their annual sale. Hummel will take it up with her board. The plan as proposed by Pomeranz is for residents to drop off books they have read and pick up new ones to read and return. It is hoped the Women's Club would then cull the books periodically to use for their annual sale. A subcommittee would care for the books in the library. The Board has approved the purchase of bookshelves and will re-activate the electrical service to the building. Kern stated the FHA Board hoped to finalize plans at the October meeting.

Gathering Place Director Joyce Berg discussed her progress in transferring stored material from the coatroom and restoring it to its original purpose. Two new cabinets will be purchased and assembled to hold paper goods and arts and crafts supplies. A new coffee maker will be purchased to replace a worn out one presently in use. Don George suggested that a hand held small vacuum or electric broom would be a useful addition to the Gathering place and the Board agreed.

Carol Ann Greenslade asked Joyce Berg if wine and cheese refreshments at the Garden Club meeting would qualify as a meeting or a party. Berg stated light refreshments including alcoholic beverages did not qualify as a party unless extensive food was served.

Grounds and facilities chair John Custer reported regrowth of trees along the state right away which need trimming and that kiosks need some repairs.

Director at large Jay Olsen reported on the progress of his investigation into obtaining a generator for Gathering Place for use as an emergency shelter. The single quote to date was $ 28, 000 which might require an assessment of the residents. It was suggested that Fearrington Cares and/or R. B. Fitch might join in the purchase or even that the Barn might be considered as a shelter. Stan Pomeranz inquired about what services would be run by the generator, as the cost seemed a little high. Kern said she was considering the ability to run all the utilities as necessary in summer or winter.

Jim Granger reminded us that Northwood High School is the County emergency center and wondered if the county might support the Gathering Place as a satellite center. He asked if Galloway Ridge would have a generator. Don George pointed out that there was also cost to run and maintain the generator.

County Liaison Director Al Lebeau reported (Appendix C) that the Commissioners are considering hiring a consultant ($54,000) to study the county's operations to determine efficiency, productivity and cost-effectiveness of the services provided by the county's various departments. The consultant firm of Solutions for County Government, Inc. has conducted similar studies for many counties in the state. According to the NC Office of State Planning, Chatham County grew 48% between 1980 and 2000 and is expected to grow by 43% over the next 17 years.

Ron Singleton's resignation earlier this year was over his concern about the relationship between County Manager, Charlie Horne and the engineering firm of Hobbs, Upchurch and Associates, which has worked, sole source, on many county projects since 1990. He alleges that the relationship has cost citizens of the county lots of money. Hobbs, etal. receives a 15% return on county contracts, a rate usually awarded for complicated projects whereas most of the county's projects are straight forward and do not justify a 15% rate according to Singleton.

Commissioner Outz invited Singleton to a closed session to discuss his concerns, but the Commissioners did not formally request such a meeting since County Attorney Gunn advised the Commissioners they could only meet in closed session with an employee but not with a former employee. Singleton is unlikely to meet with the Commissioners in open session because with the press and public present it would prevent him from speaking openly and would create a lot of hard feelings.

The county planning board, by an 8 - 1 vote, recently rejected a request by W. D. Mitchell, for a light industrial conditional use permit to erect a six building warehouse on 5.43 acres off of route 15/501 across the street from Countryside Antiques. The commissioners overrode the planning board and approved the project.

The Chatham Family Resource Center received a $2,500 grant from the Citizens Corps Council to build volunteer capacity towards public service and homeland security. If interested in volunteering you can contact Kelly Jolly, on the Council, at (919) 663-1181.

Townsend Inc. announced that it was eliminating 225 positions in the County and consolidating some 200 other positions between its two plants in the county. The water issue has kept the Pittsboro plant from operating at full capacity and its processing work will be moved to Siler City. These job cuts represent a 15% cut in the company's employment and represents a 10% reduction in the number of poultry jobs (2,220) in the county.

The school board intended to place a $50 million new school construction bond issue on the ballot in December for the construction of a new high school on Jack Bennett Road ($30 million), a new elementary school in Siler City ($12.4 million) and other school related improvements. While the school board's long range plan calls for a $50 million bond issue board members wonder if residents would support it.

The board agreed to appoint five members from each of the school board's five districts to conduct one public hearing in their respective area to get feedback on public support of a bond issue.
Census figures reveal that between April 1, 2000 and April 1, 2002, Chatham County grew 9.3% from 49,329 to 53,893 while at the same time Pittsboro grew 6.6% (from 2,222 to 2,352) while the state increased by 3.4% to 8,320,145 while the country grew only 2.5%.

A 3.75-mile stretch of the American Tobacco Trail (conversion of an abandon rail road right of way to hiking trail) now extends from New Hill Holloman Road north to Wimberley Road bringing the total open length to 13 miles of the 23-mile long project. About 9.5 miles are already open in Durham County. When completed it will extend southward from downtown Durham, near the Durham Bulls Athletic Park, to just west of Apex. The next phase will extend the trail three miles from Wimberley Road to the Chatham County Line.

While the county will participate in a study to determine the possibility of a regional land fill for the Triangle, the commissioners stress this participation does not mean the county is willing to host such a facility. The scope of the study includes all counties within a 100-mile radius of the region and is an expansion of a $54,000 study the county has already undertaken.

The County Commissioners recently unanimously approved a contract with the engineering firm of Hobbs, Upchurch and Associates to establish a water transmission line from Jordan Lake to the western portion of the county. The project is expected to take 12 to 18 months to complete.
Lovick Miller asked for some background on the role of the County Liaison and Lebeau discussed the need to inform residents of county activities through groups such as the CCIC to monitor County Planning activities.

Jim Granger commented on the activities of the Chatham Citizens for Effective Communities (CCEC). They are monitoring the recent decision by the County Commissioners to approve a commercial development on 15/501 and Lystra Road. They are trying to involve other North Chatham Communities and will have a booth at the County Fair. Kern congratulated the CCEC's efforts and commented on the importance of the county commissioners election particularly in view of their recent over-riding of Planning Board recommendations and approval of commercial projects.

Financial Officer Richard Bird requested that residents arrange for automatic debits for the annual dues.

Resident input: Bob Oram asked about the progress of the covenant committee with a dog enclosure on Hedgerow. Jay Olsen reported that several involved parties had been out of town, but he was working on the problem.

Carol-Ann Greenslade asked about the progress of the deer committee. She has noted that the count proceeds but wondered about the next step. Kern said the committee meets next week and may report at the October Town Hall Meeting on October 16.

The Meeting was adjourned at 8:25 p.m.

The next meeting is scheduled for 10/7/03.

Respectfully submitted, Mary Hammond, Secretary