DATE: November 4, 2004

PRESENT: Anne Bigelow, Richard Bird, Stephen Bodner, Frank Chut, Jerry Gaudet, Cynthia Jones, Tom Hauck, Edith Lange, Janet Lorant

ABSENT: Al Lebeau

GUESTS: Marilyn Band, Drew Bratton, Beverly Ann D’Aquanni, Chris Farnan, Robert Flower, Maggie Frantz, Maggie Gaudet, Jim Granger

APPROVED: December 7, 2004

President Jerry Gaudet called the meeting to order at 7: 05 p.m.

Resident Input

Chris Farnan remarked that the newly paved roads in Fearrington are great and understands that Joe Hackney was instrumental in helping with this improvement. Chris also commented that she saw garage sales recently in Quail Run and wondered why these were allowed when the guidelines say this practice is inappropriate. Jerry Gaudet responded that Anne Bigelow had talked with the area covenants person who had assured her that this sale would operate as a tag sale. This understanding was not honored. The covenants and guidelines are printed in the Fearrington phone book; on page nine, under the guidelines, it states that garage or yard sales or auctions should not be held within the Village. Richard Bird added that the board will publish an article addressing this issue in the next newsletter. The board has discussed other options for residents who wish to sell their house goods. One option is a yearly FHA sponsored sale. Cynthia Jones discussed this with Mr. Fitch who is supportive and indicated that he would provide the Barn for the event. Each vendor would pay FHA a price to equal the cost of sale operations. Suggestions are welcome on this issue.

Jerry announced that Maggie Frantz will fill the FHA Secretary position beginning in December and Edith Lange will replace Tom Hauck as the director of the Gathering Place. Tom will run for the position of President for ‘05. Jerry also introduced Drew Bratton, candidate for Vice-President and Bob Flower, candidate for Treasurer.

Approval of Minutes

The October board minutes were approved as posted.

Treasurer’s Report (Attachment A)

Frank Chut reported that deficits continue to persist. At the close of the year he plans to transfer seven to eight thousand dollars to reserves, less than expected due to improvements to the Gathering Place and mail kiosks this year. Use of the Gathering Place has increased this month, and increases in income are expected in December with incoming dues. It was moved that the Treasurer’s report be accepted, and the motion was carried.

Preliminary Budget (Attachment B)

Frank Chut announced that the budget for next year is to be approved in January by the new board, but the present board must adopt a provisional budget. Frank added that the bylaws state that dues can be increased each year by 5% by action of the board. Last year they were increased by 5%. He stated that whereas it has been generally agreed by the Board that a well-funded reserve account is necessary for the Fearrington Homeowner's Association to deal with long-range maintenance needs of the Association without the necessity of special assessments that could be financially traumatic to the members, and whereas the only feasible method under the Fearrington Homeowner's Charter and Bylaws to build such a fund and to meet increasing maintenance and repair costs is to make the modest increase allowed by the bylaws, he therefore moved that the Fearrington Board increase the annual homeowner's dues by 4.5% to $92.00 per year to meet expenses for 2005. The motion was carried.

Frank stated that with expenses and income projected for ’05 (with no anticipated major crisis); we have $60,000 in reserves which is not a lot considering the increases to the number of residents and homes, and increased use of the Gathering Place. As Treasurer, he recommends a reserve level of $100,000. Frank moved that the attached budget (Attachment B) be adopted as the 2005 Provisional Budget of the Fearrington Homeowner's Association. It is understood that the provisional budget must be approved by the FHA Board as constituted at its January 2005 Board meeting. The motion was carried.

Issue Requiring Immediate Attention

Edith Lange noted that the mirror in the ladies restroom at the Gathering Place was cracked. Steve Bodner said he would look into this.

Committee Reports

Community affairs – Cynthia Jones reported that she met with Jim Granger and Don George on the Smokehouse library. Usage appears to be high, but a new door is needed to keep out leaves and animals. Cynthia moved that the board approve an expenditure of up to $250 to purchase and install the door. The motion was carried. Jim Granger commented that he posted a notice to ask for feedback on use of the library. Jerry also said that we need an article in the newsletter this month as to why doors are needed and encouraging use of the library. Steve Bodner added that he thought that new sod might be added to increase the appearance of the area.

County Liaison – Al Lebeau (Attachment C)

Financial Officer – Richard Bird reported that he will be mailing letters in early December for FHA dues; automatic deductions are encouraged.

Gathering Place and FHA Office – Tom Hauck announced thirty-eight new residents and forty-eight clubs were present at the newcomers’ event today. He also reported that the FHA office is working well, commending Bert Crouchley on a great job of running the office. He added that office volunteers receive many phone calls seeking information and help. Jim Granger said that there have been many phone calls questioning which cell phone service works well in Fearrington; Jerry stated that FHA does not wish to recommend a particular phone. Drew Bratton suggested that this might be a good bulletin board item where residents could comment on what services are working.

Grounds and facilities – Steve Bodner reported that the repaving of the roads was well done. Stripes will be painted next; however, not as many will be put on as before due to a new rule that the state only puts lines on roads that are more than one mile long. Thus, the question is does FHA want to pay for additional lines. He also raised the question as to whether the community wants a street light at the intersection of Village Way and 15/501. Steve said that he will try to find out the cost of extra lines for the roads and the street light so the community can better make a decision. Marilyn Band stated that reflective paint would help in the island at the intersection with 15/501. Steve said that he contacted the state and they will not add any more reflective material.

Adjournment

With no addition resident input, the meeting was adjourned at 7:54 p.m. The FHA Annual Meeting will be held on November 14th at the Barn; voting will be from 2 to 3 p.m. and the annual meeting will start at three o’clock. The next regular board meeting will be on Thursday, December 7, 2004.

Respectfully submitted,