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Date: May 11, 2006 The initial topic of discussion was the position of office manager since the current volunteer office manager will be leaving on June 30th. Many of those present participated in the discussion and offered suggestions. Key ideas resulting from this discussion follow. a) An informal mini-survey done by a resident resulted in no one definitely interested for even a two-month commitment as part of a six member office management team. b) There are two aspects to the office functions. One is the service that the office provides for the communuity. The other is the service that the office provides for the FHA Board. c) It might be beneficial to have the office open on fewer days per week or for different hours such as afternoons or evenings on some days. d) A paid administrator would yield continuity from one Board to another over time. e) The sum of $15,000 for a part-time office manager could be budgeted by increasing annual dues no more than the 5% permitted according to the By-laws. This would allow continued significant contributions to the Reserve Fund. f) The Board should consider how much it will cost to procure services of a qualified, competent person. g) If the Board were in the position of employer, it would need to consider the issues of Social Security, tax deductions, hiring and firing, etc. h) Changes in technology have made more services available in the home office, thus functions of the FHA office may be affected. i) If an office manager is hired, a clear job description is necessary. Input from past and present office managers and newsletter staff should be sought. j) The price of making a copy could be increased to $.10 and remain competitive. k) The office serves other important functions in the community such as public relations and communication headquarters. l) A rise in the annual dues should be approached with caution due to diverse financial situations which exist in the community. m) If a person from within the community is hired as office manager, how would other volunteers in the community react? n) Printing of the Newsletter in the FHA office accounts for the largest number of copies made. o) The suggestion was made that the Newsletter could be largely an on-line version with hard copies going to only those people who don’t have computer access. This was refuted by some who prefer the paper copy and stated that the printed paper lends to the sense of community. p) An employment agency could be used to secure an office manager. They would be the employer of record and would handle all FICA, hiring, firing, etc. q) A person could also be hired as an independent contractor. In conclusion, a committee of residents was created to formulate a short-term plan as soon as possible and then proceed to a long-term solution. Members of that committee are Maggie Frantz, Mary Lou Einloth, Marilyn Band, Pat Buyze and Carol Kurtz. Under the purview of the Vice-President they are to make a firm recommendation as to what will happen with the FHA office including details such as hours, management, the printer, etc. One suggestion was that the office be open three mornings a week during the summer months, using a daily volunteer and no office manager. Beaver Pond Carol- Ann introduced Johnnie Foster from Foster Lake and Pond. They have been servicing Beaver Pond for a number of years and have drawn up a proposal to deal with the silting problem at the pond. Following is a summary of their proposal. a) They will siphon water from the pond, lowering the water level by four feet. Siphoning is preferred to pumping since there is less noise disruption for neighbors. Siphoned water will go into the stream. b) The months of July and August would be avoided due to the impact on marine life. c) An excavator designed for working in ponds would be used . The sediment would be scooped, piled up and let to drain before being disposed of off-site. Another option would be to build a peninsula area with the sludge but it would make the pond area smaller. d) They plan a sediment storage basin, three feet in depth, where the stream enters the pond. When that basin fills up in the future, it can be scooped out and this will prevent sediment from settling in the pond. e) They will need a construction access which will be re-seeded when the work is done. f) Clay materials will not settle out and they affect clarity and appearance of the lake. This dredging process doesn’t have anything to do with that. g) The shoreline will be shaped which will make it easier to maintain in the future. h) When complete, they will do a baseline depth profile. This will be useful when assessing the impact of future construction. i) The proposed cost is $30,000. The DOT is expected to pay 30% of the cost and the remainder could be shared by the FHA and Fitch Creations. j) If the weather cooperates, it would take approximately two weeks to do the work. k) The best timing for this work is in the fall. Recommendation of Long Range Planning Committee Jim noted that the LRPC has made a recommendation to the Board that the Board consider paid management services. A decrease in the number of volunteers and the amount of work that most Board members have to do are two of the reasons for concern. If volunteers aren’t forthcoming, the present level of services to the community will be adversely affected. Fearrington Place The public hearing regarding Fearrington Place will be held Monday, May 15th at 6pm in the District Courthouse in Pittsboro. Committee Reports Grounds and Facilities – Carol-Ann Greenslade reported on the following issues. a) As a matter of public information, the proposed directional changes in the GP parking lot will be posted in the next issue of the newsletter. b) The contractor for the landscaping service has evaluated the irrigation system around the Gathering Place and states that the system is in need of repairs/replacement and additional sprinkler heads. c) The Adopt-a-Parcel program is being evaluated. Gathering Place – Lowell Kennedy A motion to accept the termite prevention contract from Terminix was made by Ingram Austin and seconded by Gillian Cell. Financial Officer Ingram Austin reported the following. “We now have three members who have not paid their dues. One, Debra Ann Gilley of 152 Turtle Run, has not paid the 2005 dues or the 2006 dues and now owes a total of $198.20, consisting of dues of $184.00, interest of $9.20, and service cost of $5.00. The other two are: Jonathan & Debra Herz-Midler of 46 Trestle Leaf and Gregg & Charmain Berrian of 183 Hedgerow. They each owe $98.84, consisting of 2006 dues of $92.00, interest of $1.84, and service cost of $5.00. The total owed the Association as of May 1, 2006 is $395.88.” “There were 8 property sales during April, of which 4 were lot sales. During the first quarter, there were 31 property transactions with 5 lot sales. The total for the first four months of 2006 is 39 transactions and an increase in FHA membership of 9 members.” “Through April 30, 2006, the HOA now has 1,100 members* of which 109 or 9.9% are non-resident members. The HOA mails the monthly newsletter to 77 non-resident members. There are 547 members or 49.8% who pay their dues by bank debit. Of the 1,100 members, 19 own more than one property; Fitch Creations owns 9 properties and the remaining 18 own 2 properties each. *-Excludes associate membership from Galloway Ridge.” Treasurer’s Report Bob Flower reported that the performance to budget remains favorable for March and the year to date. Income for March was $2,750 and expenses totaled $15,231, which included $7,916 for printing to the Handbook & Directory. Liquid assets totaled $191, 053.38. The April report will include a reimbursement amount from SunTrust for service fees which are being waived. Jim asked the Board to consider how many work sessions of the Board are necessary per month. The meeting was adjourned at 9:40pm. Respectfully
submitted,
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