DATE:   March 7, 2006

Board members present: Jim Ackerman, Ingram Austin, Jim Bond, Drew Bratton, Gillian Cell, Bob Flower, Joanne Flower, Carol-Ann Greenslade, Bill Stempfle.

Board member absent: Lowell Kennedy.

Residents in attendance: Ruth Kreisman, Beverly Ann D’Aquanni, Patsy LaFoe, Margaret George, Donald George, Morley Fenson, Nancy and Bill Kern, Richard Bird, Paul Ising, Carol Kurtz, Michael Miller, Marilyn Band, Joe Geoghegan.

The meeting was called to order by President Drew Bratton at 7pm in the Gathering Place, Fearrington Village, Pittsboro, NC. Introductory comments included: a) thanks to Mike Cotter and the Communications Committee for their work on the 2006 Resident Handbook and Directory which is now available; b) residents are encouraged to attend the Neighborhood Watch meeting to be held on 3/23/06; c) the Board is considering canceling the July and August general meetings due to resident/board summer schedules. This would be in accord with the By-laws.

Approval of the Minutes

A motion to approve the minutes of the February 7, 2006 meeting was made by Jim Bond and seconded by Bob Flower. The motion carried unanimously and the minutes were approved as amended.

Treasurer’s Report – Bob Flower

Attached is the Treasurer’s Report as of January 31, 2006 with five included tables.

Our income totaled $101,420 of which 98% is from the annual dues billing. Our expenses were $7,525 primarily from grounds & facilities, the gathering place and the copier lease & service. The detail breakdown of these expenses is shown in Table 3.

Table 4 shows our liquid assets totaling $235,177.82 with details by account as of January 31, 2006.

Table 5 shows January Income and Expense only as a Monthly Summary Report and is for posting in the kiosks.

Committee (Board Member) Reports

Gillian Cell – Director, Community Affairs

Planning continues for the celebration of the 25th anniversary of the FHA. The event will be held in Jenny Fitch Park (thanks to R.B.) from 12:30 p.m. to 2:30 p.m. on 6 May, and will include a parade, an ice cream social, and, we hope, music, and entertainment for the children. We also hope that people will come and bring a picnic lunch and blanket or lawn chairs. Formal invitations will go out with the April newsletter. In the event of rain, the celebration will be held in the Gathering Place.

Jim Bond – Intergovernmental Affairs Liaison

Having volunteered to serve out Mr. Sommers' term, I've naturally concentrated on getting up to speed on the various responsibilities in his portfolio.

1. I've met several times with Bill, who has patiently tutored me on the various issues with which he has dealt.

2. I've also reviewed the voluminous files he meticulously kept.

3. I begin Citizens College next week, and the brochure assures me that I will learn how government works!

4. I've met with several community and residents who are interested in various issues, ranging from Beaver Pond to county development policies and practices and have learned a lot from them.

5. I've also met my counterpart at the Governors Club, and we have agreed to explore whether our two communities may have common interests that we should pursue together.

Finally, I welcome your input. My telephone number and email address are in the current Fearrington Directory.

Carol-Ann Greenslade – Director, Grounds and Facilities

Carol-Ann reported taking a complaint from a resident regarding darkness/safety in unlighted areas of the Village – this issue will be discussed at a working session of the Board. An area of standing water and another area of incorrect ditching will be repaired by the DOT. The question of insufficient lighting in the GP parking lot was also discussed.

Bill Stempfle – Covenants

There has been a change of one person on the Covenants Committee since February.

Jim Ackerman – Vice President

The Newcomer’s Fair is scheduled for Friday, April 7th, 2006 from 2:00 PM to 3:30 PM at the Gathering Place. The Fair is an opportunity for new neighbors to become acquainted with the varied activities and volunteer opportunities offered in the community, as well as a chance for the groups to recruit new members. More than 40 clubs and organizations have been invited to participate and all new residents of Fearrington and Galloway Ridge will receive invitations.

Ingram Austin – Financial Officer

Ingram explained that there are eight property owners who haven’t paid their 2006 dues in spite of three mailed notices and other attempts at communication such as phone calls, e-mails and fax.

Ingram made the following recommendations in regard to this matter:

1) That the Board schedule a vote for its April 4th Board meeting to: (a) file a Complaint for Money Owed in Small Claims Court in Pittsboro or to foreclose its lien; and (b) suspend the voting rights and right to use its recreational facilities on those members whose dues are unpaid on April 4, 2006;

2) That the Board include with its vote that the delinquent members are to be notified in writing of the Board’s decision immediately following the April 4th meeting. This notification, sent by first class or registered mail, will include a provision allowing them a 15-day period from the date of the notification to pay the outstanding balance without the attorneys’ fees and court costs and of the opportunity to contact the Financial Officer to discuss payment of the outstanding balance in installments; and

3) That prior to April 4th, the Board obtain an opinion from legal counsel that the Board’s decisions in this regard are consistent with its fiduciary responsibility as defined in the Declaration, the By-Laws of the FHA, and with North Carolina law governing homeowner associations.

Ingram made the motion that the delinquent members be advised now that the amount due includes interest and that the Board is going to vote on the issues of placing a lien on the affected property, filing in small claims court and suspension of voting rights and facility privileges. Ingram also moved that an amount up to $1000 be approved for the expense of legal counsel in this matter. The motions were seconded by Gillian Cell and both motions carried unanimously.

Old Business

a) Beaver Pond – A series of meetings have been held and study is on-going. At the April meeting the Beaver Pond issue and watershed problem will be presented to the community in more detail.

b) Neighborhood Watch – Fitch Creations will reinstall the NW signs in proper position for compliance. The following statement from Tom Hauck, Past President FHA, was read aloud. “Neighborhood watch in Fearrington is being reactivated, not only to help prepare residents to be aware of thieves coming into our neighborhoods but as importantly, to help neighbors recall that some of our residents are elderly, single and in occasional need of friendly assistance. Among the reasons we chose Fearrington were the activities of the many clubs and the help of Fearrington Cares. Neighborhood Watch adds to the resources of the Independent Living Initiative of Fearrington Cares. In summary, the Neighborhood Watch signs are a positive symbol that we are a caring community, watchful against intruders and looking out for each other.”

c) Legal counsel was sought regarding a request for disclosure of how individual Board members expressed opinion on the matter of asking law enforcement officers to begin ticketing in FV. According to counsel, the Board is not required to provide this information regarding individual Board members opinions.

A lengthy discussion ensued during which many of the residents present expressed their thoughts and concern about speeding and safety on Village roads. In conclusion, it was agreed upon that this is an important issue and the Board continues to support the Road Safety Committee in its educational campaign to discourage speeding and other unsafe driving habits on Village roads.

At the request of Ann Deupree, Chair of the RSC, the following statement was read:

“The RSC reviewed the activities of the past year and asked for Board support in a "phased” program in Fearrington Village, to include:

a. An awareness program to express our concerns that vehicle speed by construction workers, vendors, visitors, and residents, continue to threaten road safety in Fearrington Village.

b. Discussion with law enforcement to request increased presence of patrol cars, with the potential for issuing warnings and tickets for speeding and other traffic violations."

In summary, a resident pointed out that the Board members aren’t elected government officials and can’t control what other governmental departments do or don’t do.

Reconfiguration of Gathering Place Parking Lot – Carol-Ann Greenslade

Carol-Ann presented a diagram of the proposed parking lot changes. It was suggested that an educational campaign take place before making any changes in the signage and direction of the traffic pattern. Henry Castner was thanked for his contributions to the plan and asked to provide guidance regarding the implementation of more changes.

New Business

The following motions were made by Carol-Ann Greenslade in regard to reconfiguration of the GP parking lot, painting of the Smokehouse kiosk, GP sidewalk, flags and flag pole purchase and installation:

Motion to appropriate $6,620 from the Reserve Fund for exterior improvements to the grounds of the Gathering Place as follows:

1. For the construction of a 4’-wide sidewalk inside the existing curbing around the lawn surrounding the Gathering Place, an appropriation of $6,270 ($5,700 plus a 10% contingency overage). Contract for the work will be awarded to Eric Pugh Concrete. This work is being done to increase the safety and convenience of those entering and leaving the Gathering Place.

2. For the purchase of a 20’ tapered anodized aluminum flag pole kit and two 5’x3’ nylon flags from Peachtree Business Products, an appropriation of $350 ($315 plus contingency overage). Installation will be by Fearrington volunteers in front of the Gathering Place.

Motion seconded by Jim Bond and the motion carried unanimously.

Motion to appropriate $3,000. from the Grounds & Facilities Operating Budget Account for the following repairs and changes to FHA properties:

1. For the reconfiguration of the parking lots of the Gathering Place and the Swim & Croquet kiosk, based on a plan developed by Henry Castner and approved by the FHA Board of Directors and by Orv Connor for Fearrington Cares, an appropriation of $500 ($455 plus 10% contingency) for paint and stencils. Supplies will be purchased from Peachtree Business Products. Painting will be done by volunteers with the use of a striping machine borrowed from Fitch Creations. This project will increase the number of parking places and facilitate safer and easier parking and exiting in the rear of the parking lot. Further discussion of the traffic flow may result in other changes in traffic direction, once the residents have had a chance for input.

2. For the repainting, inside and out, of the Smokehouse mail kiosk (except for the locked mail sorting room), an appropriation of $2,500. Contract for the work will be awarded to Hilltop Painting Service, Dan Saunders, owner.

Motion seconded by Bill Stempfle and the motion carried unanimously.

Jim Ackerman made the following motion for Lowell Kennedy, Director of the GP, in his absence: Move to expend, from budgeted Gathering Place improvement monies, a sum not to exceed $1200 ($1320 including contingency) to purchase and install items to make the FHA office storage room a more efficient and useful space. Items to be purchased include sections of steel frame shelving, 4 drawer file cabinets, a safe and a vacuum cleaner. The motion was seconded by Carol-Ann Greenslade and it carried unanimously.
 

Resident Input

Resident input took place throughout the meeting, primarily during Old Business, item c).

Additional resident comments at the end of the meeting reflected several residents dissatisfaction with the Board’s decision not to request law enforcement presence and ticketing in Fearrington Village. The Board continued to stress the need for an education campaign covering resident driving habits as it relates to speed.

The meeting adjourned at 8:45 with a motion by Ingram Austin and a second by Carol-Ann Greenslade.


Respectfully submitted,
Joanne Flower, FHA Secretary