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BOARD OF DIRECTORS
Fearrington Homeowners Association
FEBRUARY 2005  MINUTES

 

DATE: February 1, 2005

PRESENT: Cynthia Jones, Tom Hauck, Edith Lange, Drew Bratton, Ron Boyington,
Jim Pomroy, Maggie Frantz, Bob Oram

ABSENT: Ford Heath, Robert Flower

GUESTS: Nancy Oram, Marilyn Band, Arlene DeLuca, Art DeLuca, Evy Barrow, Carol-Ann Greenslade, Forrest Greenslade

APPROVED: March 1, 2005

President Tom Hauck called the meeting to order at 7:05 pm

Approval of Minutes

A motion to approve the January board minutes was made by Cynthia Jones and seconded by Bob Oram. Ford Heath’s January report should be included in the January meeting minutes. With this revision, the motion carried.

Tag Sale Policy

Bob Oram made a motion to change a portion of the tag sale policy to include
 

5). An additional consignment from another Fearrington home may be added to the content of the home, with a written agreement between both home owners. Content from a home outside of Fearrington is strictly prohibited.
 
6). One directional sign, not exceeding 3 sq. ft. and no more then 30 inches above the ground, may be placed at the nearest intersection to the residence on the day of the sale. No balloons or fluttering devices may be used.
 
6. Proper execution of the sale is the responsibility of the home owner.

Ron Boyington seconded the motion which carried. (The entire tag sale policy and registration form is attached to the minutes as Attachment A)

Treasurer’s Report

Goods and Services

Tom Hauck read Bob Flower’s proposal to require an invoice with the appropriate Board member’s signature to pay bills. (The complete wording is attached to the minutes as Attachment B) Cynthia Jones made a motion to approve this policy, Bob Oram seconded it and the motion passed.

Budget Change

Tom Hauck made a motion to approve a change in the budgeting of the FHA to more accurately reflect revenue when it comes in and planned major expenditures at certain times during the year. This will allow a more realistic view of variances to the budget. Cynthia Jones seconded the motion and it carried. (The complete wording is attached to the minutes as Attachment C)

CERT budget

Tom Hauck made a motion to approve a budget amount of $500 for the emergency response group to cover megaphones, tape, 4 radios, and helmet tool pack. Bob Oram seconded the motion and it passed. Tom Hauck introduced Art DeLuca to the meeting attendees. Art is heading up the CERT group and is doing a great job.

Treasurer’s Report for the year 2004

Income $117,000; expenses $104,000. $7,000 into the reserve account.


New Business

Emergency information Forms A and B—these forms on green paper were attached to the February newsletter. Everyone in Fearrington should complete this form and turn it in to the FHA office or FHA Board mail box in the Swim & Croquet mail kiosk. This information will be entered into a database to benefit all Fearrington residents in the case of an emergency.

Carol-Ann Greenslade, #149, is concerned about an off-leash dog in Windstone Park. That dog may live across 15-501. It was suggested that any concerned resident could call Chatham County animal control to report this situation.

The border collie that lives in the warehouse area and herds our geese, has been recovered safe and sound.

Committee Reports

Gathering Place. Edie Lange reported that 75 organizations have made reservations in January. Clairbeth Lehn is doing a marvelous job. Our new ficus trees are in place in the GP and it looks great. Thanks to Phil Morse.

FHA Office et al. Quality of Life. Drew Bratton reported on: FHA office: 38,300 copies made; of which 22,000 were for the Feb newsletter. Billing was $347.10 for 7044 personal copies. Pat Harkins, office mgr, and his super volunteer staff is fully up to speed. The Road Safety Committee has been formed headed by Jack Traywick. Members are Vera & Barry Reece, Arlene and Art DeLuca, Margaret and Don George, Mary and Jim Granger and Joe and Kathy Geoghegan. Anyone interested in joining this group should contact Jack Traywick. The communication committee met to discuss directory guidelines and submission of FHA newsletter articles. All service groups in Fearrington will meet February 15 to discuss their needs and issues. Drew has written an article for the FHA newsletter on Galloway Ridge; watch for more to come. The Annual FHA Meeting is scheduled for November 13 at the Barn.

Covenants. Bob Oram has talked with each the Covenant representative phase and has given them the Covenant Concern Application.

Community Affairs. Cynthia Jones has met with Evy Barrow re updating the Directors’ Handbook. She has scheduled a meeting the week of 2/7 re the FHA sponsored Estate Sale. On the committee are Betty Sher, Anita Martin and Gloria Wilkins. RB Fitch has offered The Barn to us (date to be determined), Fearrington residents can sell items by reserving booth space and the sale would be publicized in surrounding towns.

Financial Officer. Jim Pomroy reported all FHA dues have been paid except for 18 people, all of whom he has called to remind.

Grounds & Facilities Report. Ron Boyington reported on several items: Replacing mailboxes: he’s contacted several suppliers and the post office; still collecting info at this time. Beaver Pond: Met with contractor, Johnny Foster, and concerned residents this afternoon. To be discussed in more detail at next work session. Landscaping: asked for prices on several possible projects. Will meet with Bush Creek representative to discuss several items and gather information. Ron made a motion to approve 4-Ever Green landscape service contract for an annual amount of $30,000. Tom Hauck seconded the motion and it passed.

Adjournment

The meeting adjourned at 7:37 pm The next regular board meeting will be on Tuesday, March 1, 2005 at 7:00 pm in the Gathering Place.

Respectfully submitted,
Maggie Frantz, Secretary


Attachment A
 

FHA TAG SALE POLICIES
02/01/05
 
1. The covenants state that no home can be used for commercial purposes.
 
2. A tag sale which is conducted pursuant to FHA policy will not be deemed a "commercial" purpose.
 
3. For a home owner, or heirs, tag sales are permissible on a one time basis, for the purpose of selling the contents of their home.
 
4. A tag sale is for the convenience of the home owner, not the sales agent conducting the sale.
 
5. The sale must comply with the following rules:
 
     1). All sales must be registered in the FHA office.
 
     2). Sales are to be conducted in a professional way
.
     3). Neighbors rights must be respected and observed. All residents within the surrounding neighborhood are to be notified of the impending sale at least one week prior to the day of the sale.
 
     4). Parking arrangements must be adequate and could include, but not limited to a parking director, providing a bus, if no immediate parking facilities are available, and repairing all torn or gutted road shoulders resulting from the sale.
 
     5). An additional consignment from another Fearrington home may be added to the content of the home, with a written agreement between both home owners. Content from a home outside of Fearrington is strictly prohibited.
 
    6). One directional sign, not exceeding 3 sq. ft. and no more then 30 inches above the ground, may be placed at the nearest intersection to the residence on the day of the sale. No balloons or fluttering devices may be used.
 
6. Proper execution of the sale is the responsibility of the home owner.

TAG SALE REGISTRATION FORM

1. Current Date: ______________________ Date of Sale: _____________________
 
2. Name and Telephone # of Resident______________________________________
 
3. Address of Resident__________________________________________________
 
4. Name and Telephone # of Sales Agent___________________________________
 
5. Address of Sales Agent _______________________________________________
 
6. Post Sale Comments:
1) Complaints: ________________________________________________________
2). Commendations: ____________________________________________________________________
____________________________________________________________________
 
8. In order to conduct the above sale, I agree to comply with the FHA policies stated above:
 
Sales Agent's Signature: ______________________________ Date: ___________
 
Home Owner's (Heir's) Signature: ________________________ Date: ___________

 

Attachment B

FHA Policy & Procedure - Goods and Services Invoices and Billing
 

1.    All goods and services contracted by FHA are required to have an invoice or billing statement from the provider.
 
2.    Each provider will be paid only after the responsible FHA Board member has reviewed and signed the invoice or bill authorizing payment.
 
3.    Each approved invoice or bill is forwarded to the Treasurer for payment.



Attachment C

FHA Budget Timing

Past history has shown that monthly tracking against the budget results in extreme imbalances in some months primarily due to the timing of dues, user fees, insurance and taxes. In an attempt to more realistically manage our business, I utilized the past two years of history and the approved budget to develop monthly budgets that are timed to previous experience. When our 2005 financial reporting begins next month, the income and expenses should be more consistent with our budget.