DATE: September 6, 2005

PRESENT: Tom Hauck, Drew Bratton, Carol-Ann Greenslade, Bob Oram, Edith Lange, Bob Flower, Bill Sommers, Cynthia Jones

ABSENT: Maggie Frantz, Ingram Austin

GUESTS: Janet Lorant, acting secretary, Jean Hjelle, Elizabeth Lovelace, Robert Leopold, Dennis Childs, Rowie Samson, Marilyn Band, James Ackerman, Dorothy Bernham, Dorothy Mahan, Bob DeVido, Martin Spritzer, Morley Fenson, Ron Weinress, Rox and Rose Lee Tucker, Dianne Weinress, Joanne Flower, Evy Barrow, Bill and Nancy Kern, Jean and Larry Keene, Pat and Paul Leary, Ann and John Deupree, Dale Smith, Fran Sherwin, Connie Eby, Bob Comey, Jules Samitz, Ken and Joan Richardson, Marye Kloster, Helen Stevens, Connie Berry, Loretta Ebel, Louise Knuchel, Dik Van Iten, Carol Feuer, Barbara Snotherly, Mary Clare Edwards, Mary Granger

President Tom Hauck called the meeting to order at 7:00 pm. Tom read a letter recognizing and thanking Dik Van Iten for his time and effort that he expended to benefit the Fearrington community and read the names of the six FHA past presidents who signed the letter. Tom presented a plaque to Dik in appreciation of all his work.

Resident Input

Farrel Potts, co-chair of the United Way drive in Fearrington, spoke about the Campaign. Of the three affluent communities in Chatham County, Fearrington is the only one that failed to meet its target last year. He supplied a list of a 10 reasons why residents should contribute to the organization and asked that all contribute generously.

Approval of Minutes

The July Board minutes were approved as published.

Treasurer’s Report Bob Flower reported the July income of $930, expenses $5,042, with a balance in checking of $6,346.86 as of 7/31/05. Our liquid assets total $190,596.61. He reported the reserves of $85,229.52. Bob also reported that a rider has been added to the FHA insurance policy to cover board director liability up to $25,000. The complete treasurer’s report is filed with the minutes of this meeting.

New Business

A. Pittsboro Postmaster, R. Stephen Bennett, and his associate, Tori White, presented a proposal to install a Contract Postal Unit (CPU) in Fearrington. FHA is considering renting the former Fearrington Cares office in the Gathering Place to a contractor for the CPU. Tori White pointed to the Cole Park post office in Pope’s as a typical CPU

Resident Questions and Answers by Mr. Bennett and Tori White:

Would Bynum or Cole Park be affected? No.

Would we get a different zip code? No.

Are employees paid by the US Postal system? No, it is a contract, and the supplier gets 6 to 8% of the money taken in.

Will new post offices be opened elsewhere in Chatham? No, all new offices will be CPUs.

Would the CPU affect mail delivery in Fearrington? No.

Is any assistance offered to the supplier? Only if requested; they offer training for example.

What are the negatives? The CPU is for anyone who wants to use it, even those outside Fearrington.

Would it affect the dual addresses? No, the address here is still Pittsboro.

Might there be a late afternoon pickup? Yes, around 4 to 5 o’clock.

If the space in FHA becomes needed for other reasons, can it be reclaimed? Yes, the contract can be terminated in 120 days.

Would there be flexibility in office hours? Yes, the contractor can set their own hours in conjunction with the post office.

Would the CPU affect Fearrington postal delivery? No, a CPU is the retail side of the business; it has nothing to do with delivery of mail.

Is the post office responsible for the insurance? No, the contractor is responsible.

Is there a minimum wage for the CPU employees? No, only those imposed by NC.

How likely it is that credit cards can be accepted? It is feasible and up to the contractor.

What about post office boxes? The post office no longer installs post office boxes.

How much signage is required? The post office provides the signage and there are several choices, from small to large. The Post Office invests $8-$10,000 in setting up the CPU.

Who actually rents the space from FHA? Whoever gets the contract.

How long would it take to establish the CPU? Three to four months. The Post Office seeks bids for the contract and anyone can bid on it. The contractor would also enter into a contract with FHA to rent the office space.

Are there a minimum number of customers required? No, the area targeted would be in a 4-5 mile radius.

How many CPUs have been closed recently and why? Over a number of years, three out of 43, two have been because of embezzlement.

Is the space at the Gathering Place adequate in terms of fire prevention and safety? Yes.

Would CPU customers have access to the bathroom at the GP? There is nothing in the Post Office contract that demands that.

Has Mr. Fitch been approached to house a CPU in the Village? Yes, and he is not interested.

Tom thanked both postal office officials for their time and presentation.

Board Members Bill Sommers and Carol-Ann Greenslade followed the discussion with presentations for and against the proposal.

Bill stated reasons for having he CPU: convenience and reducing gas mileage; elimination of the need to travel 15/501; if the board works closely with the Post Office, he feels problems can be solved and negatives can be overcome; while open to all, it would mostly benefit Fearringtonians; he feels parking is ample at the Gathering Place.

Carol presented the negatives: it is a commercial use of space in a building in a noncommercial building; FHA has to abide by County law which require bathrooms be available to visitors at a public place; it will increase traffic from the outside; the CPU will need three parking spaces for employees and those who use the office; the space is needed for storage which is lacking at the Gathering Place; it violates the rules for the use of the GP and would require board action to remove the barriers; it will increase the wear and tear on the roads and parking lot; security is compromised; it increases the financial burden on FHA, and FHA would need to be careful that it does not make a profit jeopardizing the nonprofit tax status; a CPU would subsidizes a for-profit operation which is against Gathering Place rules and FHA by-laws. Carol also read a letter by Betty Shurr on her thoughts on the issue who feels it violates the nonprofit status of FHA, and would be better located in the Village Center as space is an issue at the Gathering Place.

Additional comment and questions to the Board:

Bynum is quite convenient and needs the Fearrington business.

Privacy would be jeopardized especially for those living on Swim and Croquet.

Bob Flower checked on the issues of jeopardizing the tax status and found that FHA could make the rent neutral keeping it at a level just to just pay the cost of housing and maintaining the office in the GP, thus, it would not affect the tax status.

Most people moved here without worry of convenience and plan their trips out of the Village, so the idea of convenience should not be the reason for putting a CPU in.

Convenience is important to some people.

Space is an issue at the GP and is needed by FHA.

President Tom Hauck provided sign-up sheets for residents to post their preferences on the issue and announced that the sheets are also available at the mail kiosks. Right now the signatures are running around 60% for the proposal.

B. Approval of new signature policy for handling money

Bob Flower moved that two signatures be required on any expenditure or withdrawal of FHA funds exceeling $5,000.00. The purpose is to strengthen financial controls with respect to major expenditures and fund transfers. This policy is to be effective 9/6/05 for all FHA accounts and is understood to be a FHA requirement utilized on standard financial institution forms. Moved and seconded; the motion passed.

Committee Reports

Quality of Life Drew Bratton (report included as submitted)

The programs I participated in during the month of July and August are the following. These comments are summary comments and do not represent final detailed information and follow up activities for each program.

Road Safety Committee…Multiple initiatives are under way based upon this active committee. Just to name a few, review of lighting at the exits of Weathersfield and Village Way; painting with reflective color the concrete island on Village Way and 15-501; deer crossing sign on Creekwood just off Villageway. Be on the lookout for this group’s new T- shirts reminding us of the Village speed limit of 25 mph.

Newcomers Fair…60 clubs and agencies attended the Newcomers Fair on August 18th. All new residents who moved into Fearrington Village since May of last year were invited, as well as all of the new residents of Galloway Ridge. This was one of the largest Fair’s in recent memory. Thanks to all who attended and supported the Fair. How lucky we all are to have access to such a wide diversity of programs in our daily lives.

FHA Office… Pat Harkins, Volunteer Office Manager, advises July and August performance as follows: July 12,233 copies made for deposits of $221.05. A fair amount of work was spent on putting together the Newcomer Packets. These are going to the new residents at Galloway Ridge and new Fearrington residents. August 36,196 copies made with deposits of $435.10 for the month. The large number of copies made was a result of the large FHA newsletter that really covered two months of activities in Fearrington.

Volunteers. This month I would like to thank the communications arm in Fearrington. Bob Comey, Mary Hammond, Michael Cotter, and Lee Caldwell. The efforts of this group with the newsletter, web page, and audio visual for the Gathering Place are really appreciated. A special recognition should go to a long time volunteer Dik Van Iten for his years of service to this community. His help, interest, and support has helped make Fearrington Village the unique place it is. We wish Dik all the best as he moves back up north.

As we see the changing of the guard in Fearrington for volunteering we need fresh new faces helping with the volunteering effort. We have a need for an office manager for the FHA office as well as several other positions to include the roadside volunteer pick up, For the Save a Highway program, at the entrance to Fearrington Village. We are loosing the long time printing volunteers of Dik Van Iten and Don Reilly they have done such a super job for so many years their services will be missed. In late August we ran a FHA newsletter printing orientation program. Don Reilly shared his wisdom with 4 new volunteers for this program.

Gathering Place Edie Lange

Edie reported that there are sixty-one reservations for September at the Gathering Place and there is a new key lady, Mary Ann Clarkson, who will be the Wednesday lady.

Covenants Bob Oram

Bob reported that no one has put up any illegal signs lately.

County Liaison Bill Sommers

Bill reported that the Incorporation Committee met last week and will be presenting an update to the board at their next work session. The committee will recommend that the board consider incorporation.

Community Affairs Cynthia Jones

Cynthia reported that she is working on the new director’s handbook and that the Smokehouse library is very popular and getting wide usage.

Grounds and Facilities Carol-Ann Greenslade

Carol reported that there were four burned out light bulbs in the kiosks which have been replaced. The stilt grass has been cut. She also called the power company and reported two street lights that were burned out. She stated while coloring outside the lines may have its virtues, It does not apply to driving, which should only be done between the lines. It would also cut down on the wear and tear at the corners of the road shoulders, which in turn contributes to erosion of the shoulders and ultimately the roadway, itself.

Final Resident Input

Ken Richardson, chair of the FHA nominating committee, reported that the nominating committee is still seeking candidates for two positions, Vice President and Secretary. They have leads and are working diligently. The committee is looking for two secretaries, one would be the board member and one would be an assistant.

Adjournment

The meeting adjourned at 9:07p.m. The next regular board meeting will be on Tuesday, October 4, 2005 at 7:00 pm in the Gathering Place.

Respectfully submitted,
Janet Lorant, Acting Secretary