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BOARD OF DIRECTORS
Fearrington Homeowners Association
MAY 2005  MINUTES

DATE: May 3, 2005

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

GUESTS: Marilyn Band, Jim Granger, Ingram Austin, Barb Snotherly, Ruth Moose

President Tom Hauck called the meeting to order at 7:00 pm

Approval of Minutes

The April Board minutes were approved as written.

Treasurer’s Report

Bob Flower reported the following as of 3/31/05: March income $1,530, March expenses $5,767 (included publishing 2005 directory). 3/31/05 checking account balance was $8,659. Remainder of operating funds was transferred to our interest bearing Vanguard account. The complete report including 5 tables is filed with the minutes of this meeting. The treasurer’s report was approved as submitted.

Bob explained the timing of the financial reporting: the month end report is submitted at the FHA Board’s working meeting which is after the monthly FHA Board meeting. It is then submitted at the next FHA Board meeting. For example, the April month end report is completed; however, because the first FHA Board working session is 5/9 the April financials cannot be submitted until the June FHA Board meeting.

Committee Reports

Gathering Place (GP). Edie Lange reported 59 reservations are made for May. Two of the people responsible for keys are moving out of Fearrington Village (FV), so 2 new people are required. The fire marshal is coming in June for inspection.

Quality of Life Drew Bratton reported on several activities.

Road Safety Committee The speed control sign will return to collect quantitative data regarding speeding in FV. A one page insert into the new resident welcome package was prepared re speeding. The Road Safety Committee meeting with R.B. today to review goals, activities, future plans and help from the NCDOT went well and R.B. is very supportive. The committee includes: Jack Traywick (stepping down from chair in June), Margaret George, Jim Granger, Art DeLuca, Barry Reece, Linda Taft, Joe Geoghegan, Guy Baird and Ann Deupree.

FHA Office Activities Pat Harkins, volunteer office manager, reports 31,825 copies were made in April, most for the FHA newsletter. Revenue was $343.30 for April. Volunteers are needed in the office. Drew thanked the office volunteers: Pat Harkins, Marilyn Band, Madge Briggs, Lee Caldwell, Else Duemmler, Mary Lou Einloth, Alex Graye, Jim Granger, Dick Harrington, Warren “Snuffy” Howe, Mary Matney, Ray Mones, Don Reilly, Betty Sher, Tom Steward, Dik Van Iten. The FHA office as we know it would not be possible without these volunteers; thank you very much.

Asset Committee The committee consists of Bob Flower, Ron Boyington, John Custer, Henry Castner and Drew Bratton. Their objective is to define and identify all of FHA owned assets including land and capital goods. This compilation will be given to Tom Hauck and the FHA Board for many financial uses; example, to develop an accurate reserve fund.

Special Mail Kiosk Posting Guideline With the help of Maggie Frantz, Drew created the new mail kiosk guideline. The Swim & Croquet kiosk is the first kiosk utilizing the guidelines before it is implemented in all kiosks.

Long Range Planning This group; Paul Ising, Fran Sherwin, Dale Smith and Evy Barrow; places emphasis on the projects that this group will provide FV.

25th Silver FHA Anniversary The committee will meet with R. B. Wednesday, 5/4. Thanks to Cynthia Jones for her work on this committee which is planning the 2006 celebration.

County Liaison. Bill Sommers

ANINC Committee The committee met to discuss several items: Several technical problems with the existing convenants—Steve Fairchild will follow up. Bob Goetz met with the NC highway department regarding which roads would be certified and maintained in FV if incorporation occurs. The sewers and storm drains must be located before incorporation can proceed. The the above data are obtained, a report will be submitted to the FHA Board. Bob Goetz also suggested the ANINC committee visit 1 or 2 newly incorporated locations.

Beaver Pond Bill has the file and will meet with Vince Collura this week. Bill spoke with Bob Flynn about using a front end loader and locating the tailings along the side of the stream.

Water Quality Bill attended a conference on water quality at Alamance County Community College recently. There was a lot of information provided along with several reports that Bill will digest. Bill believes Chatham County should have a strategy regarding water quality in which the developers would either fund an inspector or in smaller projects have the contractor who installs drains, etc. verify through a signed affidavit that work was done according to the appropriate requirements; this would put their license on the line if it is later found to be deficient. Bill was asked to find out what chemicals are added to our water; Bill will contact the Water Department to learn this.

Grounds & Facilities Report. Ron Boyington Road patching: Ron will follow up with the DOT on the patching of cul de sacs off of Creekwood, Windstone and Beechmast. The electric bill in question was identified as a mail kiosk in Countryhouse V and will be sent to Talis in the future. Ron has obtained estimates for exterior power washing and interior cleaning of 3 mail kiosks. The estimate for painting the GP sign is $110 and the work will proceed in the next 2 weeks.

Jim Granger, #75, asked about repairing/replacing the kiosk package boxes; Ron has contacted 2 individuals and is waiting for the repair list on 2 mail kiosks.

New Business

Tom Hauck reported that there will be a Community Watch meeting in the GP on 5/25/05. Everyone is invited. R.B. was contacted regarding the installation of a FV Community Watch sign; R.B. is fine with it as long as it is installed east of the silo. Of the 500 people who completed Form A and B, 90 people expressed an interest in the Community Watch program on Form A and B.

CPU (Contract Postal Unit) Tom Hauck will speak with R.B. 5/4/05 regarding locating a post office within FV. It may be located in the Village area, Galloway Ridge or the GP.

Tom Hauck reported that Form C, the Volunteer Form, will be attached to the June newsletter. Most people fill this form out when they move into FV, but for some of us, it has been many years since we’ve made our skills and interests known. With our new database, we have an opportunity to capture this updated information with the Volunteer Form.

Jim Pomroy spoke about an identity theft class that was offered nearby. It was suggested that we bring it to FV for the education of our community.

Tom Hauck discussed raising the GP fees. This was discussed last year and will be implemented this year since the GP is operating at a loss. The increase will be minimal. Please watch for this information, especially if your organization uses the GP as this will impact your upcoming budget.

Jim Granger, #75, expressed appreciation to Pat Harkins for his work on the welcome packet. The new map of FV (an aerial view with all lots shown) provided by Henry Castner is very much appreciated. It is located in the hall of the GP.

Adjournment

The meeting adjourned at 8:00 pm The next regular board meeting will be on Tuesday, June 7, 2005 at 7:00 pm in the Gathering Place.

Respectfully submitted,
Maggie Frantz, FHA Secretary