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BOARD OF DIRECTORS
Fearrington Homeowners Association
JULY 2005  MINUTES

Minutes Fearrington Homeowners Association Board of Directors Meeting
DATE: July 5, 2005
PRESENT: Tom Hauck, Drew Bratton, Ron Boyington, Bob Oram, Maggie Frantz, Edith Lange, Bob Flower, Bill Sommers 
ABSENT: Ingram Austin, Cynthia Jones
GUESTS: Joanne Flower, Chris Farnan, Patrick Crowley, Rita Spina, Louise Riley, Loyse Hurley, Jerry Gaudet, Maggie Gaudet, Dale Smith, Joy Metelits, Anne Granath, Kay Gundlach, Carol-Ann Greenslade, Cheryl Lee Gallan, Bob Lawton, Barbara Berke, Jerry Berke, Joe Strain, Bob Steen
President Tom Hauck called the meeting to order at 7:03 pm.

Resident Input

Chris Farnan stated that her garbage had not been picked up the previous day (Monday). Ron Boyington told her the schedule change had been posted in the mail kiosks. Bob Oram clarified that the FHA is not involved in garbage pickup; Phases I – IV have individual contracts with the provider and the rest of the neighborhoods’ garbage pickup is part of their association’s responsibilities.

Jerry Gaudet expressed concern over the condition of the roads, both the pot holes and the asphalt crumbling along the sides. Jerry Gaudet suggested taking pictures of the bad sections of the roads and escalating to Tom Hauck. Ron Boyington has talked to the North Carolina Department of Transportation (NCDOT) and was promised that the pot holes would be patched; he was also told that we may have to wait until 7/1 when the new state budget is approved. The sides of the road will not be repaired; the shoulders of the road were left low intentionally to provide drainage. Ron Boyington will contact Jerry Gaudet and they will work together on this issue.

Jerry Gaudet asked about wireless connection at the pool. Drew Bratton said the FHA responded to a request of pool members, doing a technical review. This information has been given to the pool officers for a decision. No FHA funds will be used for this. The Gathering Place is in the process of getting wireless service. Jerry Gaudet asked about the possibility of providing wireless service for all of FV. Drew Bratton said wireless service for all of FV would require towers and is beyond the scope of the FHA.

Cheryl Lee Gallan expressed concerns about several issues. People are not cleaning up after their dogs. This is a health issue because her 2 dogs have contracted hookworm which is passed thru exposure to feces. Hookworm can also be spread to humans. She suggested that waste receptacles be placed in convenient locations so people will pick up after their animals.

The Fearrington Market restaurant rating has gone from 91 to 84 on 6/5/05. (Note: the Market was inspected 7/5/05 and received a 95.5 rating) It was suggested that concerns about the Market be directed to R.B. Fitch.

Louise Riley has been welcoming new people to Fearrington. She’s had trouble identifying new residents. It is the block captain’s responsibility to deliver an extensive new member packet of information to those moving into their area. In response to Louise Riley’s request, there will be a Welcome to Fearrington section on the web page listing new residents.

Dale Smith asked the status of the tort claim regarding Beaver Creek and the Beaver Pond. It was mailed on Saturday and Bill Sommers will report more fully later.

Approval of Minutes
The June Board minutes were approved as published.

Treasurer’s Report Bob Flower reported May income of $1,937, May expenses of $6,440. The balance in our checking account as of 5/31/05 was $13,646.02. Our liquid assets total $197,168. The complete treasurer’s report is filed with the minutes of this meeting.

Committee Reports

2005 Mid-Term Report as submitted by Drew Bratton. This report in its entirety was given to each person present at the meeting.

“Listed below are programs the FHA Board has either accomplished or initiated since the start of this year. The programs are as follows:
-Annexation & Incorporation final report for Fearrington Village.
-Chatham County Tax Assessor presentation with reduction of real estate taxes for Fearrington Village.
-CERT Program established with over 50 trained volunteers.
-Emergency Preparedness Protocol updated for the residents of Fearrington.
-2005 Directory.
-Road Safety Committee formed, now implementing a community wide program.
-Beaver Creek/ Pond - Clean up and restitution request made to the state of North Carolina.
-FHA Office - New volunteer team leadership with seamless service delivery.
-FHA Mail Kiosk- organization and maintenance program.
-Asset Committee formed which created a database covering all FHA assets.
-Community Watch program.
-Contract Postal Unit review underway to explore if a CPU can be located in Fearrington Village.
-Newcomers Fair bringing together all of the existing clubs with new residents as well as Galloway Ridge residents.
-Quarterly Service Committee meetings with all of the Fearrington neighborhoods. Series of follow-up activities dealing with Grounds & Facilities.

-Treasurer – Improved business practices with creation of a new invoicing policy. Treasurer files have now been put on the FHA Office computer, providing an additional measure of security and back-up.

-County Liaison- Revised covenant ring binder, re-arranging covenants and their
Amendments and updating them to January 29, 2003.

1. Represented both FHA and Chatham County Water Advisory Committee
    At NC Division of Water Quality public comment meeting on two Reports
    On Jordan Reservoir Nutrient Management Strategy & Cape Fear River
    Basin-wide Water Quality Plan, May 2, Alamance Community College
2. Wrote and mailed six page Commentary on both Plans, dated May 28
3. Data collection on proposed tort claim against NCDOT for degradation
    of Beaver Creek/Beaver Pond due to construction of US 15/501. Prepared
    40 page detailed submission of $ 36,000 tort claim to be sent to DOT and others o/a July 1.
4. Attended various meetings of the Chatham County Board of Commissioners
    on zoning, planning and 2005 budget.

-Community Affairs
1. Updating Director’s handbook
2. Newcomer’s packet for distribution through Block Captains
3. Silver Jubilee celebration for 2006

-Grounds & Facilities
Power washing and general clean up of the FHA mail kiosk’s
The programs just covered would not have been possible without the contribution of a tremendous number of super volunteers who care about the quality of life in Fearrington.
In addition to these programs, the FHA board members provide the normal activities that go on daily, weekly, and monthly involving finance, covenants, social, administrative, and grounds & facilities.
Listed below are committee reports describing activities that support and contribute to the success of the FHA program. The following represents my summary of comments submitted by the individual committees. As additional reports come in, they will be added.

                                                               Committee Reports
-ANINC Committee
1. Issued final report on “Annexation & Incorporation” March 18,, 2005
2. Held “Town Meeting” on March 17 to brief FHA members on the
Main points of the Report
3. Held two subsequent meetings of ANINC on 4/12 and 5/20 to review
five technical points regarding incorporation for which background
would be gathered and discussed
4. Scheduled field trip o/a third week in July to hold discussions with
DOT and a community that had incorporated five or six years ago
5. Agreed also to bring this material together and send a supplemental
report to the FHA Board in September which would also include
a proposed incorporation action plan & schedule.

-Long Range Planning
1. Smooth transition to, and continuing communication with, the ad hoc committee looking into incorporation
refocusing on FHA governance
2. updating the long-range plan

-FHA Office
1. Integration of Galloway Ridge residents with FHA office
2. Development of expanded newcomers’ packet.”

Beaver Pond Report Bill Sommers reported that the tort claim was sent to Asheboro on Saturday (July 2). He appreciated the work the residents have done in writing statements and providing pictures. All were reproduced and included with the report. He referred to comments from the residents in his report as well as maps of the effected area. The report was also sent to NC Rep. Joe Hackney and NC Sen. Bob Atwater. In response to a question re how our claim amount was determined Bill Sommers offered the following information. The removed material is to be transported in water-tight containers. An alternative method is to use the removed material to fill in the low spots and clean out the creek if we get a reasonable settlement. There are 2 pieces of property owned by FHA which were deeded from Fitch Creations. The 13 acre parcel contains a reservation for the maintenance of the sewer lines, water rights, etc.; however, there is no specification regarding the width of the right of way. If FC has these rights, they also have responsibilities. Bill Sommers will place a copy of the tort claim including maps and pictures in the FHA office so people who are interested in it can see it.
Kay Gundlach, a FV resident for 19 years, observed that the grass used to be cut around the entire pond. Now because of the wetlands created, it is not possible to cut all the way around. Jerry Gaudet stated that Fitch cuts the right of way to the sewer

The Annexation/Incorporation committee has been focusing on 5-6 technical matters since the report to residents. On July 11 members of the group were to visit Trinity, NC a new incorporated town near Asheboro and also meet with the NCDOT to learn the process to get the roads ID’d for maintenance. By September they hope to have another report to the Board. The boundary for the incorporated area has not been determined yet, but will probably be larger than just the current Fearrington Village area.

Bob Steen asked if we do incorporate do we have to take over police and fire department. Bill Sommers responded that we have to provide 4 of 8 services. When incorporated, residents are still paying county tax and independent fire tax. Most communities have a letter from volunteer fire department that the incorporated area will still receive fire protection. Water would be the 3rd service provided as is. The fourth service can be chosen from the remaining five – we could have our own zoning law, for example. None of the 8 services relate to sewers.

Jerry Gaudet asked if we would include the 75 acres of Briar Chapel on the east side of 15-501 in the incorporated area. Bill Sommers said that this would be logical to have the roadway as our boundary.

The Army Corps of Engineers, which governs rivers and water in the U.S., has received Briar Chapel’s (BC) application to work in this area. In order for BC to build, because their runoff flows into Jordan Lake, the Corps of Engineers have issued a public notice on Briar Chapel’s actions and have given the public until July 13 to submit their comments. The Division of Water Quality (DWQ) is also involved under the Clean Water Act, Section 401; comments to DWQ have to be submitted by July 6.
 
The Corps public notice was sent, among others, to 27 Fearrington Residents who abut Briar Chapel property as well as a copy to the FHA. At the Board’s direction, Bill Sommers is coordinating answers to both entities. The comments to the DWQ have already been sent because of the short notice, i.e. July 6. For the Corps, the FHA commentary has been expanded and it is also hoped that when this is sent to the Corps it will contain the signatures of all those who have received notices and others who are in close proximity to Briar Chapel’s proposed construction on the east side of US 15/501. The main thrust of the comments is based on the already endangered wetlands encompassing 13 acres of FHA property containing Beaver Creek and Beaver Pond. This area has already been nearly destroyed due to the run off from the DOT construction of 15/501. In addition, the FHA letter to the Corps will call into question the need for extensive mitigation of wetlands and streams in the general area and asks that the Corps conduct an Environmental Impact Study before taking action. FHA has asked both the DWQ and the Corps to conduct a public hearing on Briar Chapel’s application so that all interested parties can hear the proposal in full and discuss its pros and cons before a decision is made.
 
Bill will send the approved FHA letter on Monday, July 11 in order to be certain it will arrive at the Corps office on time. We hope to have the signatures together early Monday morning so they can be included in the comment letter presentation. In addition, copies of the FHA letter will be sent to the NC Legislature representative from this area and to the NC US Congressional Delegation asking for their assistance in encouraging the Corps and DWQ to hold public meetings on the issue. We hope also to arrange to have the two letters put on the FHA website so everyone in Fearrington can access them.
 
Jerry Berke asked for an update on development of Walmart and UNC parking lot. The UNC parking lot is a fait accompli and is under construction. They are a state sponsored organization so zoning does not apply. They might use a surface that is self draining; however, it has not been approved for use in Chatham County

There have been a lot of rumors about Wal-Mart possibly locating in northeast Chatham County. There has been no application from Walmart. One lot that might have been large enough for Walmart contains only 20 acres which is zoned for Walmart. Another obstacle they may meet is a substantial curb cut into 15-501. Will the FHA be taking a position on this? Tom Hauck responded that we have ample responsibility within our immediate confines. Jerry Gaudet stated that the FHA charter does not allow us to take a stand on this matter.

Loyse Hurley informed the audience that the CCEC will be getting out a notice about the Walmart situation. There will be a lot of information on the web site, both pro and con.

A Newcomers’ Fair will be held Thursday, August 18, 2005, in the Gathering Place from 2 pm until 3:30 pm for all residents. Refreshments and a music program have been planned for the event. Fifty clubs and groups have been invited to attend. One hundred ten new residents have been invited. This program covers all neighborhoods as well as Galloway Ridge residents. In addition to the traditional program we have had in the past, there will also be an opportunity to update the new residents on volunteer opportunities in Fearrington. The FHA office will be open for tours and Fearrington Cares will also be represented.

Gathering Place (GP). Edie Lange reported 29 reservations for July. The fire marshal will revisit tomorrow. The valances had to be removed because they were not fire retardant, which is a new ruling passed by Chatham County. Maggie Frantz is looking into fire retardant fabric.

Quality of Life Drew Bratton’s report as submitted:
“Quality of Life programs I participated in during the month of May are as follows, These comments summarize the meetings or activities I participated in during the month.

Road Safety Committee -- This committee announces organizational changes this month. Jack Traywick steps down as Chair person. Guy Baird replaces him and Ann Deupree becomes Vice Chair. An active program of articles and promotional literature continues to alert all of us to the need to watch our speed in the community.

Asset Committee -- The work is now complete. All of the FHA land and capital goods have been inventoried with estimated replacement costs. The data base will now be use to refine reserve estimates and forward thinking on insurance coverage. A HATS OFF for a job well done to all the members of this committee. Bob Flowers, Ron Boyington, John Custer, and Henry Castner.

Mail Kiosk – I would like to recognize a wonderful volunteer this month. Elaine Alexander. She has taken up the charge to neaten up and organize the FHA mail kiosks. We all can see her progress, clean bulletin boards, neat internal kiosk areas, excess paper and materials removed. Help us keep your kiosks clean, it’s so important to our community image, an area we all visit daily.

Service Meeting—was held in the month of May. Attendees were: Phil Smith, Janice Hunt, David McGrain, and Charlie Riddle. Special visitor was Bill Sommers to review further the next steps on the Annexation and Incorporation project. The next meeting will be held in Sept.

25th Silver Anniversary. Committees are forming to date we will have a Communication, Social and Gathering Place set of committees all working to help stage and celebrate 25 years of successful resident governance.

FHA Office Activities. Pat Harkins, FHA Office Manager advises a total of 19,947 copies made. We still need volunteers for this summer. We have a new volunteer Carol Kritz who has joined the office staff.
We will need more volunteers to hold the service, with printing and distribution of the FHA news letter. A short training program can bring any interested volunteer up to speed.

CPU- Contract Postal Unit. This committee consisting of Bob Flower, Vince Collura and myself. We met several times in May to review exiting regulations, the postal proposed contract for the business owner of this unit as well as several other issues. The report was given to Tom Hauck in preparation of a Public hearing to be held this fall.

Wireless Computer Capability from FHA. GPlace-- Richard Bird and this computer team have come up with a program to offer the extension of computer wireless to the Swim Club. This after many hours of review, testing and arraying the correct equipment. This capability is now under review by the Swim Club Board. “

Grounds & Facilities Report. .Ron Boyington has quotes out on several projects. The tree trimming in the smokehouse kiosk will be done in a couple of weeks. He has had 1 or 2 complaints about grass mowing. Loyse Hurley has heard comments that the mowers should blow the grass away from instead of into the roads. Ron Boyington said that they should be blowing the grass off the roads.

Covenants Bob Oram works with the representatives of each neighborhood on any covenant issues not resolved at the neighborhood level. Bob and others have worked on a process to resolve non-compliance of covenants.

New Business
Tom Hauck detailed outside presenters to upcoming FHA Board meetings:
September 6 –Postal authorities will discuss a possible CPU (Contract Postal Unit) in the old Fearrington Cares office in the GP. So far there have been positive comments.
October 4 – Will Baker, New Head of the Chatham County Water system
November – Presentation of pro and con re nuclear plant expansion
Jerry Gaudet suggested Galloway Ridge come to an FHA Board meeting to answer questions. Drew Bratton has had several meetings with Jason Cronk, Executive Director of GR, and will have an article in the newsletter.

Final Resident Input

Loyse Hurley thanked Bill Sommers for his very hard work. He is doing the majority of the effort re the Briar Chapel sewer and storm water situations

Adjournment
The meeting adjourned at 8:35 p.m. . There will not be an August FHA Board meeting. The next regular board meeting will be on Tuesday, September 6, 2005 at 7:00 pm in the Gathering Place.
Respectfully submitted,
Maggie Frantz, FHA Secretary