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BOARD OF DIRECTORS

Fearrington Homeowners Association

NOVEMBER 2003  MINUTES

DATE: NOVEMBER 4, 2003

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

GUESTS: Marilyn Band, Evy Barrow, David and Vitabeth Benson, Sally Bird, Ruth Boyce, Dick and Irene Brown, Bob Comey, Jim Granger, Carol-Ann and Forrest Greenslade, Don George, Tom Hauck, Madeleine Hesner, Bill Kern, Bob and Nancy Oram, Ken Richardson, Lisa Stewart, Maggie Tunstall, Jack Wright

APPROVED: December 2, 2003

President Kern called the meeting to order at 7 p.m., welcomed guests and briefly reviewed the procedure for resident input.

1. In response to Resident input on postal Matters, Steve Bennett, Pittsboro Postmaster was invited to speak and answer questions. He introduced himself stating that he had been postmaster for 4 months, but had 33 years experience with the post office. He noted that he had been warned that his job was unique. He said he hoped that visitors to the post office had noted an improvement in employee morale. He hopes to bring and new attitude and atmosphere to his job.

2. He addressed three major issues. The first was our address. Residents have noted that commercial and mass mailings have been addressed to Fearrington or Fearrington Village instead of Pittsboro. He says this is due to the National address database, which is organized by zip code. If 27312 is entered three names are listed, Fearrington, Fearrington Village and Pittsboro. The system lists alphabetically, so one of the Fearringtons comes up most often. He states that we get our mail either way. However, the automated DPS sorting system in Greensboro can not handle three town names, so the local carrier has to sort town names other than Pittsboro by hand. This adds to the carriers work and may delay deliveries for the day.

He also addressed concerns about delivery time changes. He states that several carriers have been lost and their work is being done by substitutes. This has meant that routes have been reassigned. In addition OSHA regulations require a minimum of left hand turns, so route order is also changed. This means many are getting late afternoon delivery. He stated he is available to discuss individual problems by phone or in person.

The third issue was the possibility of establishing a contract postal station like Pope's Hardware in the Village. This would offer stamps, package mailing and the like. If we are interested he can put the FHA in contact with the appropriate persons. We cannot have our own post office or zip, as we are not incorporated.

Sally Bird asked about the Bynum post office and if our contract station would lead to closure of Bynum. Bennett said it would not. Bynum has been judged to be a service not cost effective post office and should stay open.

Don George asked for clarification about post office and contract station. Told it would be a retail outlet under Pittsboro and not a true post office.

David Benson asked if we could reject the Fearrington and Fearrington Village options and have them removed from the database. Bennett said he had the authority to do that if we requested it. These names entered the database 9 years ago at a time when Fearrington requested a post office and zip code. It will take a while to get these names out of circulation, but the database can be changed quickly.

Tom Hauck asked about the last four numbers in the 9 number zip codes. Bennett said those numbers are for locating the address for 911 calls and not for the post office.
Residents brought up the difficulty of UPS and FedEx delivery with our dual address system. Bennett suggested we use a four-line address:

Name Street Address Fearrington Post address Pittsboro

Secretary Hammond asked why we did not have door-to-door delivery. Bennett did not know, but said the kiosk system with locked boxes was safer.

R. Bird asked about pursuing the option of changing the database. Joyce Berg asked for the advantages of changing. Bennett said it would simplify things to have only the one option, the Delivery Point Sequence (DPS) system would work better with automatic sorting and sequencing for delivery. It would be easier to train postal staff.

Tom Hauck said it sounded as if it was more efficient and would save taxpayer money.

Jim Granger asked if with the growth in North Chatham County there were plans for a full service post office north of Pittsboro. Bennett does not know of any plans. Granger informed Bennett of how much the Creekwood residents had enjoyed the services of James who had been shifted to another route.

Sally Bird asked for more details about setting up a contract station and suggested the Board investigate the specifics.

Bennett asked the attendees for their opinion on changing the database address. Several members of the board felt this decision should be discussed by all the residents and a more universal opinion sought. President Kern thanked Mr. Bennett for coming.

Nancy Oram expressed her concern that a decision was made tonight. She felt the people who took the trouble to come to the meeting should be able to make the decision. Evy Barrow said she thought all residents should be able to vote. Chut felt we should not repeat the mistake of 9 years ago.

Lisa Stewart announced that we would be getting a new official Mailbox in the Gathering Place Kiosk to replace the old, rusty one. She also stated the doors on the individual mailboxes will be moved soon to place them in numerical sequence. The keys will stay the same, but our mailboxes may move.

3. Approval of minutes-the Board approved the minutes of the October 7 meeting.

4. Treasurer Chut's report (Appendix A) was approved. Spending is on track.

5. New Business- Treasurer Chut then presented his recommendations for the 2004 budget. In order to meet the growing annual expenses of the Fearrington Homeowner's Association due to growing population, the amount of Village land for which the FHA is responsible, the increasing necessity to repair or upgrade aging or obsolescent facilities and, most importantly, to follow prudent financial practices in building an adequate reserve to meet emergency needs and future necessary capital outlays, he recommended the following motion:

It is hereby moved that the FHA board approve increasing the annual dues for the year 2004 by 4.75% to $88.00 to meet anticipated expenses and provide reserves for unexpected emergencies. The motion was seconded and discussed and approved unanimously by the Board.

He then presented the provisional budget for 2004 and moved that the attached budget (Appendix B), based on an annual fee of $88.00 per lot, be adopted as the 2004 Provisional Budget of the Fearrington Homeowner's association. It is understood that the Provisional Budget must be approved by the FHA Board as then constituted at its January, 2004 Board Meeting. The motion was seconded and approved.

6. Committee Reports

a. Community affairs Director Cynthia Jones reported that the honor library is up and running in the smokehouse. Don George, Jim Granger and Stan Pomeranz completed the work necessary to restore the building including cleaning, installing a screen door and establishing the lighting. Rules are posted for the use of the library and residents are encouraged to use it.

Evy Barrow asked if the lot there had been regraded. John Custer said something had been done, but not by FHA. The regrading will be delayed until the surface requires it in the future.

b. Gathering Place Director Joyce Berg reported the cabinets are in place and the coatroom is clear. She has purchased a vacuum sweeper for resident use.

c. Grounds and facilities Director John Custer reported on the recent letters regarding water quality issues. He stated there will be a workshop on Watershed Planning in Pittsboro

d. Gathering Place Office- VP Gaudet reported that the copy machines are wearing out and need to be replaced. They are rental items.

e. County Liaison Director Lebeau highlighted the following points from his report (Appendix C). According to the NC Office of State Planning, Chatham County ranks among the top 100 growth counties in the country. Between 1980 and 2000 it grew 48% and is expected to grow by another 43% over the next 17 years.

Pittsboro's water quality recently failed to meet the Trihalomethanes (THM) maximum contamination level for the period April 2002/March 2003. The limit is 0.100 parts per billion but during that time it was 0.138 parts per billion. Lengthy exposure to high levels of THM can cause liver, cancer and central nervous system problems. The problem, common during summer months, usually is the result of the chlorination process. Pittsboro is reducing the water level in the tanks, cleaning the water basins and rebuilding the water plant's filters.

Cary developed a long-term land use plan in 1996, which included 9,072 acres of Chatham County east of Jordan Lake and only 10 miles away from the Research Triangle Park. Recently Cary sent letters to 1,100 Chatham County residents asking them to attend a meeting to discuss their plan. This approach created tension between Cary and the Chatham County Commissioners who passed a resolution calling Cary's land use plan a matter of grave concern and that they are "adamantly opposed to any further annexation by the town of Cary".

In response to Cary's action county residents have created Chatham County United (CCU), which directed its ire at both the Cary Town Council and its Planning Board. More than 400 people, including CCU members, filled the Green Hope High School auditorium where Cary officials gathered to kick off the planning process. The officials felt that Chatham's fears of aggressive annexation were unfounded because they believed their land use plan was the best way to ensure the area remains rural.

Cary Planning Director Jeff Ulma proposed to reduce the amount of land to be annexed from Chatham County to 230 acres. However, the town council eliminated all the Chatham County land from the study and said they wanted the two governments to agree on a single development strategy. Patrick Barnes, CCU's president believes they have achieved a minor victory but expect "they'll (Cary) sit on it, let everybody cool off and they'll be right back. The next go-around, we will be prepared."

The Chatham Commissioners approved a 4.37% pay raise, from $56,577 to $59,049, for the Register of Deeds to be comparable with similar positions in surrounding counties. The sheriff's salary ($59,910) was retained. The commissioners also approved, retroactive to July 1, a three percent pay raise for County Manager Charlie Horne bringing his salary to $97,353 from $94,518.

The school board intended to request the Commissioners to place a $50 million school bond issue on the ballot in December. While the school board's long range plan calls for a $50 million bond issue board members wonder if residents would support it. A 25-member citizens committee was created to examine the county's school needs. The board agreed to appoint five members from each of the school board's five districts to conduct a public hearing in their areas to determine the amount of public support for the bond issue. This was accomplished but the board continues to struggle with the decision. The only thing they seemed to have agreed upon was that Siler City needs a new elementary school.

The Pittsboro Planning Board recently recommended extending the Major Transportation Corridor north to the Haw River. This would only affect non-residential developments and requires them to have a 300-foot road frontage and 50-foot minimum set back. Businesses generating more than 500 vehicle trips per day would need to construct a turning lane. The ordinance received an unexpected angry crowd at the Town Board meeting who were concerned with what would happen in the event their residential land was rezoned commercial and whether they would have to appeal the existing land use for their property. The Board sent the issue back to the planning board for reconsideration

7. Resident input- Tom Hauck expressed his concern about the multiple letters about water quality, which the residents have received. He feels the Board should pursue it more aggressively. Don George says he is so concerned he is buying water. Evy Barrow asked if this is a county wide problem or just with an isolated treatment plant.

Lebeau said the CCIC would pursue this further. F. Greenslade suggested inviting the water commissioner to a meeting or to go higher and ask the EPA or State for clarification

8. The Meeting was adjourned at 8:30 p.m.

9. The Next meeting is December 2, 2003 at 7 p.m.


Respectfully submitted,
Mary Hammond, Secretary