Back to Archive Index

BOARD OF DIRECTORS

Fearrington Homeowners Association

SEPTEMBER 2004  MINUTES

DATE: September 7, 2004

PRESENT: Ann Bigelow, Richard Bird, Stephen Bodner, Frank Chut, Al Lebeau, Janet Lorant

ABSENT: Jerry Gaudet, , Tom Hauck, Cynthia Jones

GUESTS: Sara Bird, Bill Kern, Nancy Kern, Marilyn Band, Jim Granger, Bob Eby, Nancy Brewer, Nancy Oram, Carol Ann Greenslade, Forrest Greenslade, Bob Oram, Frances Sherwin

APPROVED:October 5, 2004

Financial officer, Richard Bird, called the meeting to order at 7:02 p.m.

Resident Input

Bob Eby reported that the developers of MacGregor Downs have filed a proposal for a 180 home Planning Unit Development (PUD) called Booth Mountain Development. It will be located on 294 acres between Lystra Church Rd and Jack Bennett Rd. with 2200 feet of frontage on Jack Bennett. The project is scheduled for a public hearing before the Board of Commissioners and Planning Board at the Board of Commissioners’ regular meeting on September 20th starting at 6 p.m. The developer estimates minimal impact to the county in traffic, schools, and sewerage. Mr. Eby concludes that the county needs to demand that the developers do more to protect Herndon Creek, size the effluent ponds, specify limits of nutrients in the effluent, improve existing roads, and contribute addition payments for school construction beyond the current $1500 per house. He requested that the board review the information and decide if and what actions to take.

Mr. Eby also reported that in regard to the proposed Briar Chapel Development the commissioners set a hearing date for October 7th 6:30 p.m. at Northwood High School. Lastly, RB Fitch informed Mr. Eby that he has purchased a Border Collie that is trained to fend off geese.

Approval of Minutes

The July minutes were approved as posted.

Treasurer’s Report (Attachment A)

Frank Chut reported we were over budget this month on expenses in the areas of the Gathering Place and grounds. He predicts that expenses for The Gathering Place will be over budget for the year, while grounds, safety and mowing combined will come within budget by the close of the year. The report was approved as reported.

Issues Requiring Immediate Action

None

Old Business

None

New Business

Steve Ruziecki has resigned as vice-president due to family illness; this places FHA in the position of not having an incoming president in January 2005. As of this Saturday evening there has been no progress on filling the position. When a person resigns during a term, the president appoints an interim replacement until an election is held. Anyone who would like to volunteer, please contact Ken Richardson, nominating committee, or Jerry Gaudet, FHA President.

Frank Chut reported that the Gathering Place has been running a deficient at for the period of 2000 to 2004. Frank moved that a new schedule of deposits and fees beginning January 1, 2005 as follows:

  Deposit against damages - increase from $50 to $75

  Regular meetings of Fearrington organizations for a half day or less:
     Large room - increase from $12 to $16
     Small room - increase from $8 to $11

  Regular meetings or an entire day, including the evening:
     Large room - increase from $36 to $48
     Small room - increase from $24 to $32

  Social events by Fearrington organizations/businesses - increase from $150 to $200

  Private parties given by Fearrington residents - increase from $250 to $335

  Private use of the small room - increase from $100 to $133

  Exhibition fee - increase from $100 to $133

  There will continue to be no fee charged for the following:
     Memorial service for Fearrington resident
     First two exploratory meetings prior to establishment of a club/group

  Organizations that rent the Gathering Place more than 45 times in 2005 will receive a 10% discount of their fees at the end of the year.

The motion was seconded and Mr. Bird opened the floor for discussion. Bob Eby asked how much of the increase represents maintenance and how much represents future improvements. Frank responded that capital improvements (such as new audio/visual equipment) have been budgeted separately. The proposed fees are intended to maintain the building; due to building age, maintenance costs are increasing. Evy Burrow asked how much was spent up to now on maintenance and repairs. Frank responded that $6000-$7000 was spent for maintenance this year. Carol-Ann Greenslade asked if these fees factor in the additional homes that are being built. Richard Bird responded that additional homes bring additional revenue and additional usage. Bob Oram asked if Fearrington organizations have been contacted about the increases. Frank Chut responded in the negative, and that the FHA responsibility is to maintain the building and keep the revenues in balance with increases needed. Frances Sherwin stated that people who use the building should pay for the maintenance expenses. In the past FHA raised the dues and when they did they gave the organizations advance notice and invited them to a meeting where the explanations were given. This gave organizations an opportunity to balance their budget for the year. She suggested that this be done again. Jim Granger suggested that the board take a hard look at the cost of the office and free advertising in the newsletter. Frank stated that the cost of the copier has been looked at and FHA is not loosing money on it; in addition if we charged for advertisements we might be generating taxable income. Nancy Kern stated that the new fee schedule should be delayed until next September. Anne Bigelow agreed that a meeting should be held with all organizational leaders. Frank stated that these increases will bring in around three-to-four thousand dollars more next year. Al moved to table the motion and the motion was carried.

Committee Reports

Covenant Issues – Anne Bigelow distributed a new form for the new covenant approvals.

County Liaison – (Attachment B) Al Lebeau reported that the county commissioners have endorsed a proposed amendment to the State Constitution which will be on the statewide ballot in November. The amendment allows local governments to issues self-financing bonds which would be used to pay for public improvements in partnership with private investments. In regard to positions there have been two changes: Cyde Harris has been appointed to the Planning Board to replace Gary Lucier, and the term of public works director, Steve Talbert, will not be renewed. The state board of elections has agreed to permit a revote on the northwest water district in November to address the urgent need for waterline service in that area. On the issue of the county sewer system, the commissioners are filing an application for grants to sponsor studies of the related problems and proposed recommendations. The Board of Education has scheduled three community meetings in each of the county’s high schools in September to seek public input on the selection of a new school superintendent due to the retirement of Larry Mabe at the end of the year. There is a survey available on-line asking what citizens want of their new school superintendent.

FHA Office – Richard Bird reported that the deer committee report is now available for sale at the FHA office.

Grounds and Facilities – Steve Bodner reported that he has been working with the NC Department of Transportation on the issue of Fearrington roads and has received help from Joe Hackney to resurface some streets. The state department has begun this work and paving will occur this fall and next year. Due to poor visibility at the intersection of Village Way and 501, Steve asked the Department of Transportation to put in additional lighting; the state refused due to costs. Steve suggested that the FHA could pay for thee lights and then took his request to RB Fitch. Mr. Fitch said that he will be adding additional lighting at the intersection and requested that the lighting be delayed until the landscaping was completed. In the meanwhile Steve has added reflectors outside the median. Nancy Kern suggested that the island be painted with reflector paint. Steve said he would contact the state with that suggestion. On a third issue, there are drainage problems at the Gathering Place kiosk and he will be calling for bids to address it. Bob Oram asked about the silt accumulation on the pond; Steve responded that he is still working on obtaining a response from the state on their financial responsibility.

Additional Resident Input

Marilyn Band stated that most residents filled out emergency information when they first moved to Fearrington. This information should be updated annually at the FHA office. Richard said that Tom Hauck is working on this with the block captains. Carol-Ann Greenslade reported difficulty turning out of Windstone onto Village Way due to a tree blocking visibility. Steve Bodner said he would check on this. Bill Kern also said that trimming of trees is needed. Nancy Brewer read a letter from her neighbors requesting mowing along Windstone on the hillside above the ditch. Steve stated that he has spent time discussing this with Nancy, and if she can demonstrate that this is FHA property it will be mowed. Richard asked that Nancy share her property survey for FHA review.

Upon hearing no other topics for discussion, the Meeting was adjourned at 8:37 p.m.

 The next meeting will be on October 5, 2004.

Respectfully submitted,
Janet Lorant, Secretary