Date: April 4, 2006

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

Board members absent: Jim Ackerman, Gillian Cell.

Residents in attendance: Joseph Weissman, Ruth Kreisman, Tom Hauck, Ed Berry, Bob McNeill, Jeanne McNeill, Mary Lou Einloth, Ed Beach, Marilyn Band, Pat Harkins, Rosa Lee Tucker, Rex Tucker, Elizabeth Stallard, David Stallard, Barbara Snotherly, Barbara Berke, Jerry Berke, Connie Berry, Merv Shumate, David Ayres, Maggie Frantz, Michael Gapin, Hugh Knapp, Norman Johnson, Jean Hjelle.

The meeting opened with a presentation by Ms. Dawn Stumpf, Director of Chatham County Board of Elections. She explained the Optical Scanner voting machine and the iVotronic touch voting machine. Those present were able to cast a simulated vote on the Optical Scanner voting machine. Both machines will be used in the May 2 elections.

The business portion of the meeting was called to order by President Drew Bratton at 7:45pm in the Gathering Place, Fearrington Village, Pittsboro, NC. Drew addressed the topics of: the need for more Neighborhood Watch volunteers; the CERT development of an emergency plan for Fearrington residents; the use of the flag and flagpole.

Approval of the Minutes

A motion to approve the minutes of the March 7, 2006 meeting was made by Carol-Ann Greenslade and seconded by Jim Bond.

Treasurer’s Report – Bob Flower

Attached is the Treasurer’s Report as of February 28, 2006 with five included tables.

Our income totaled $4,451 primarily from dues. Our expenses were $7,796 with the majority from grounds & facilities, income taxes, the copier lease & service and the gathering place. The detail breakdown of these expenses is shown in Table 3. Looking at our performance to budget for the first two months of 2006 our actual income is 1% favorable and we are below budgeted expense by 1%. I paid our 2005 federal and state income taxes for the earnings on our interest bearing accounts for the sum of $1420 and $334 respectively.
Table 4 shows our liquid assets totaling $202,849.49 with details by account as of February 28, 2006. The balance in our checking account as of the end of February was $25,332.97. On February 9, 2006 I transferred $20,500 to the Reserve Fund as planned in the 2005 budget. The Reserve Fund now totals $158,589 and consists of two CD’s at SunTrust and a Vanguard Federal Money Market Account.

Table 5 shows February Income and Expense as a Monthly Summary Report and is for posting in the kiosks.
ADDENDUM: Although it will be identified in the March monthly report, I wanted to provide the final billing cost for the 2006 Handbook & Directory printing which was paid March 6, 2006. The final bill was $7915.86 which was $107.86 (1.4%) over the previously approved $7808 due to an extra sheet for emergency numbers.

Bill Stempfle - Covenants

Meetings with various Phases Covenants Committees will start soon.

Jim Bond – Intergovernmental Affairs Liaison

In my judgment we have three options with respect to Beaver Pond and it environs. The first is to do nothing and let nature take its course. That is not, however, a choice that is entirely within our control. Mr. Fitch is already regrading part of the Beaver Pond environs to protect his sewer lines; and he apparently assumes that his retention of rights in the area, which he has deeded to the FHA, permits him to do so without notice and discussion when he believes such action is necessary to protect his interests.

We could, second, adopt a "wait and see" posture while simultaneously monitoring the area in cooperation with appropriate state officials to, one, establish a "baseline" and, two, identify any ensuing changes in the environs.
A third option is to restore or at least ameliorate the degradation of the Pond and its environs. Specifically, we could 1) create a catch basin at the west end of the Pond to catch and retain silt that would otherwise flow into the Pond; 2) remove the sand bar that has begun to edge into the Pond; and 3) drain the Pond and scoop out the silt that has settled at its bottom and dispose of it. The latter step may be costly.

I favor the latter option, but only if it can be done at a reasonable cost and does not saddle us with subsequent substantial, recurring costs. We may thus need to get a new estimate on what those costs might be. Once we have determined the cost of the initial remediation plan, we should move expeditiously to settle our claims with the state for its contributing to the degradation of Beaver Pond and its environs.

Finally, we should consider becoming more pro-active in assessing the ecological assets of the current Village to encourage, to the extent possible, the preservation of those assets.

Carol-Ann Greenslade – Director, Grounds and Facilities

1. The Smokehouse mail kiosk refurbishing has been completed.

2. The Gathering Place sidewalk installation is scheduled to begin today, April 4th. Restriping of the parking lot is a work in progress. I’m looking for opinions on traffic flow before we make any official changes.

3. The Gathering Place flags & flagpole kit have arrived and will be installed by volunteers prior to the May 6th anniversary festivities.

4. Spring is in the air! Several residents have asked about cleaning up and beautifying FHA parcels near their homes. With the Board’s permission and review, I’d like to publish the criteria and process for our Adopt-A-Parcel program on the FHA website, in much the same format as the Gifts & Memorials policy & application form will be presented. These would probably best be listed in the “FHA Forms” area of the website.

5. Last meeting raised the issue of some additional street lighting. In particular, the areas of concern were the south exit from the GP/Swim & Croquet parking area and the intersection of Weathersfield and Swim & Croquet. It would be refreshing, and helpful, to hear the pros and cons of this before the board reaches a decision.

6. Conditions at the Beaver Pond: the latest report from Foster Lake & Pond grades the pond water clarity at 7 out of 10; 10 being the best. Inflow is currently rated at 10, crystal clear. Their updated estimate for dredging, including hauling away of the removed sediment, is $30,000. If we include a settling basin at the inflow area, it may increase the cost a bit, but nothing astronomical. I’m hoping to have Johnnie Foster do a brief presentation on just what all will be involved and to answer questions about the pond cleanup process at our May 3rd meeting.

7. DOT has repaired the ditch problems on Weathersfield. They should also be gearing up to put the final reflective paint markings on the roads & replace the imbedded reflectors on Village Way. I have reminded them of our promised resurfacing that never happened last year, and will keep rechecking to see where we are on the list, making sure that the worst roads get done first.

8. Finally, I want to thank John Fitzgerald on Spindlewood for responding to my plea for volunteers. He and I relocated all the daffodils from behind the GP to the four pods. The 4 boxwoods were relocated to the SE corner of the Swim & Croquet mail kiosk by our landscape contractor, 4Ever Green, as I requested.

Ingram Austin – Financial Officer

Since our last Board meeting, three of the eight delinquent members paid their dues. One of the three has failed to reimburse the HOA for the bank charges ($11) for two checks that were returned because of insufficient funds. To date, we now have five members that are delinquent in paying their 2006 dues by more than 90 days and one is also delinquent for the 2005 dues.

Lowell Kennedy – Director, Gathering Place

There were 58 scheduled meetings/events in the Gathering Place during March.

The following items were accomplished:

New Locks were installed on the front and rear doors. This was necessary because of excessive looseness and occasional jamming of keys due to age of the locks.

The replacement valences in the big and small rooms and the lobby were received and installed. The valences had to be replaced as the original ones were condemned by the Fire Marshall as not being flame resistant as required in a public place. The replacements are made of flame resistant material.

The following equipment/outfit was purchased and installed in or delivered to the FHA Office storage room:

Four sets of shelving

Two 4-drawer locking file cabinets

One vacuum cleaner (for use in the office and storage room as these areas are not covered by the cleaning service)

New Business

1) Memorials on FHA property – Carol-Ann Greenslade introduced the following motions.

A. FHA POLICY AND PROCEDURE ON MEMORIALS AND GIFTS

Residents of Fearrington Village, from time to time, have requested placement of a gift or memorial on properties belonging to the FHA. Effective April 4, 2006, the Board has adopted the following policy and procedure with regard to such requests.

1. Requests shall be made via an application form to be available in the FHA office or on the FHA website and submitted to the Director of Grounds & Facilities.

2. Approval for the acceptance and placement of the gift or memorial will be based on the following:
a. Conformance to FHA covenants

b. Consistency with existing, similar plantings or objects in the Village

c. Impact on future maintenance

d. Approval by a majority of the FHA Board of Directors, upon the recommendation and presentation to the Board by the Director of Grounds & Facilities.

3. Placement of the memorial or gift in the requested location and the size of any memorial plaque would be at the mutual agreement of the contributing resident and the FHA Board.

B. Fearrington Homeowners Association Memorials & Gifts Form
1. Applicant
2. Request
3. Description
4. Site
5. Please attach description, picture, sketch, etc.

Signature___________________________________________Date_________________
FHA Form 4/4/06

The motions were seconded by Ingram Austin and they passed unanimously.

2) 25th Silver Anniversary Celebration Budget – Bob Flower introduced the following motion on behalf of Gillian Cell. It is hereby moved that the attached budget for supplies, food, entertainment and contingency for a sum not to exceed $1,352 be approved by this board for the FHA 25th Anniversary Celebration. The motion was seconded by Jim Bond and it passed unanimously.

3) Printing of the 25th Silver Anniversary Newsletter

As part of the 25th Silver Anniversary the FHA Board will sponsor a commemorative newsletter covering the 25years of service it has supplied to Fearrington Village. It’s been determined that this 8-page document will be professionally printed due to the pictures and layout. 1600 copies will be made and distributed to the residents of Fearrington. 3 competitive bids were so listed: Office Depot, Eddie Price Inc., FHA’s own printing.

Based upon quality and price, Office Depot was selected. 1,600 copies for $1,177.50 with 10% contingency not exceed $1,295.25.

Drew introduced the following motion.

The FHA Board moves to approve the printing of 1,600 of an anniversary 25th Silver Anniversary newsletter commemorating the history of service to the Fearrington Village Community. The cost not to exceed $1,295.25.

Bob Flower seconded the motion. It carried unanimously.

4) Past Due Collections from Residents

Ingram Austin made the following motion.

This motion is applicable to four residents who are more than 90 days overdue in paying their 2006 annual dues and in paying interest. Of the additional measures available to secure payment, I move that, at this time, the Association take the following action:

1) Suspend their voting rights and right to the use of the Association’s recreational facilities until their unpaid balances are paid in full; and

2) Impose a service fee of $5.00 for costs incurred by the Association in soliciting payment of their delinquent dues and costs.

Carol-Ann Greenslade seconded the motion and it carried unanimously.

In addition, an overdue notice will be sent to one party for the payment of the $11 (for two returned checks).

Volunteer Program – FHA Business Office Manager

Drew spoke about the need to replace the current voluntary office manager, Pat Harkins, who will be leaving the position on June 30, 2006. Other major volunteer positions in the community will also become vacant in the near future. Drew suggested that a “town meeting” be held at the next Board meeting to discuss these issues and get input from the residents. Following that meeting a preference vote will be held in the community as to whether residents prefer a decrease in services or a paid service if no volunteer is forthcoming. Paid office management would come at a cost of approximately $10,000-$15,000/year. According to the By-laws the Board has the authority to secure paid services if necessary.

Resident Input

Two people expressed thanks to the Board on behalf of the residents who live in the Beaver Pond area. Suggestions included: inform residents that the GP parking lot traffic pattern is being changed for safety reasons; provide a list of services of the FHA office before the “town meeting” so residents can be informed; consider alternate ways of providing services such as limited office hours and printed newsletters only to those who don’t have computer access. A resident stated that “the Road Safety Committee did not abandon the Board, the Board abandoned the Road Safety Committee.” Another resident noted that the path from Creekwood to Beaver Pond has deteriorated. Carol-Ann will follow-up. The first session of Adopt-a-Highway took place with 13 people participating. A large amount of trash was noted inside the white fencing along 15/501 – an attempt will be made to determine who is responsible for that clean up. A resident thanked Pat Harkins for all his work at the FHA office and noted that the volume of Galloway Ridge residents had impacted the responsibilities of his job.

The meeting ended at 9:02pm with a motion by Drew Bratton and a second by Jim Bond.

Respectfully submitted,
Joanne Flower, FHA Secretary