Date: September 5, 2006

Board members present: Jim Ackerman, Ingram Austin, Bob Flower, Joanne Flower, Carol-Ann Greenslade, Lowell Kennedy.

Board members absent: Jim Bond, Gillian Cell, Bill Stempfle.

Residents in attendance: Morley Fenson, Tom Hauck, Ann Deupree, John Deupree, Bill Sommers, Margaret George, Barry Reece, Pat Harkins, Aud Ackerman, Ruth Kreisman, Juergen Goldhagen, Sue Goldhagen, Richard Parish, Evy Barrow, Bob Nelson, Julie Smith, Phil Smith, Ruth Bierhoff, Beverly Ann D’Aquanni, Len Kreisman, Joan Lipsitz, Paul Stiller, Dennis Childs, Shirley McLaughlin, Tim McGerty, Richard Bird.

The meeting was called to order at 7pm by President Jim Ackerman in the Gathering Place, Fearrington Village, Pittsboro, NC.

Jim Ackerman read a volunteer award in tribute to long-time residents, Bob and Sallie Comey. The award is inscibed on a plaque which was displayed at the meeting and which will be given to the Comeys.

A motion to approve the minutes of the June 6, 2006 meeting was made by Bob Flower and seconded by Carol-Ann Greenslade.

Treasurer’s Report

Bob Flower reported that income for July was $1,412 primarily from dues. Expenses totaled $4,875, the largest of which was for Grounds & Facilities. Liquid assets totaled $216,372.34 and the balance in the checking account as of the end of July was $9,682.99.

Bob also reported on the draft results of the 2005 financial audit which was done at the direction of the Board by the CPA firm of Petway, Mills and Pearson. The report shows that the FHA financial statements for the year 2005 present fairly and are in conformity with accounting principles generally accepted in the the U.S. There were no errors of omission, misstatements or problems noted. The only item suggested for improvement was consideration of a paid professional reserve study to assure adequate reserve funds. Bob stated that the FHA has done an in-house reserve study and currently operates according to a plan established by that study. The final audit report is expected later this month.

FHA Office Update

In Gillian’s absence, Jim Ackerman explained that due to the lack of a volunteer office coordinator the Board is considering hiring someone whose duties would include those of office management. This topic will be discussed at the upcoming Board work session on September 11. Jim reviewed the issue, stating that Mary Lou Einloth and her committee had generated a report which included four options: 1)close the office; 2)open office 3 mornings/week in hope of attracting a volunteer coordinator for fewer hours/week; 3)open office 5 mornings/week with management duties divided among various volunteers; 4)open office 5 mornings/week with paid office manager. Jim noted that a fifth alternative would be the hiring of a part-time (approximately 20 hours/week) administrator for the FHA which would include the office management. A job description for an administrator has been created. Jim also noted that the Board is compelled to make a decision on this matter soon due to the fact that Mary Lou Einloth is not willing to continue as the temporary office manager/coordinator beyond the end of September. He stated that there is some possibility that the Board will recommend hiring someone on a temporary basis for the remainder of 2006. This would allow for an open and wide search for a permanent employee and allow for transparency.

Presentation by Chatham County Sheriff

Captain Roy Allen of the Chatham County Sheriff’s Department was introduced by Ann Deupree of the Road Safety Committee. Ann thanked Captain Allen for his support of the Road Safety Committee and for his assistance in acquiring a mobile radar unit.

Captain Allen proceeded to give a very informative presentation encompassing both Road Safety and Personal Safety.

Road Safety Radar Monitor

Following the recommendation of the Chatham County Sheriff, a mobile radar unit will be purchased for use in the Village. The unit will be mounted on speed limit signs and its location can be changed as needed. The unit is quite indestructible and will assist the Sheriff in gathering data as well as remind drivers of the speed limit.
The Board approved that the radar unit and battery be stored at the Gathering Place when not in use and that the battery can be re-charged at the GP. Art DeLuca has agreed to move the unit from place-to-place as needed. Data from the unit will be downloaded to the FHA laptop.

The cost of the unit and accompanying insurance is not to exceed $5000 and Fitch Creations has offered to assume half of the cost.

Beaver Pond

Carol-Ann stated that the project of getting State approvals is in process and that Marty Tillman (of DOT) has been very helpful. She thinks that remediation of the pond should be underway by November. The costs are projected to be $10,000 from the State, $10,000 from the FHA and $10,000 from Fitch Creations.

Online Surveys
The trial of an online survey system will begin with a rudimentary test survey being sent to all those on the FHA email list. A permanent survey site would enable the Board to determine the thoughts of the community at large about various pertinent issues. The test survey will run for two weeks and will also be on the home page of the FHA website.

FHA Dues Collection

Ingram reports that there are two properties with unpaid dues out of 1,106 members. One of those properties is in the foreclosure process and the involved realty company has assured the Financial Officer that the unpaid dues will be paid when the property is sold.

Gathering Place

Over the summer Lowell sent a letter to all Fearrington groups who use the Gathering Place kitchen asking for suggestions for upgrading the kitchen facilities. Only two of the surveyed organizations responded to his request. He will put together a proposal based on the input to date.

Covenant Concerns

Jim noted that Ingram Austin’s research has generated concern regarding inconsistencies in the Declarations and Restrictive Covenants. Therefore, the involved documents are being forwarded to Henry Jones, an attorney with a specialty in Community Association Law. Mr. Jones initial assessment is that it is a soluble problem, although not easily resolved.

Resident Input

The following issues were discussed:

a) Regarding the Briar Chapel development, a request was made by Bill Sommers that the Board write the Chatham County Planning Director and ask for his cooperation and periodic review and response in addressing our concerns. He also recommended that the Board contact Mr. Barron (of Newland Communities) to arrange periodic, scheduled meetings so the environmental concerns voiced by the FHA and its members can be discussed and reviewed. These requests were accompanied by copies of three letters sent to involved parties by John Dorney, Hearing Officer for the Division of Water Quality.

b) Residents were requested to fill out the green forms which are available in the mail kiosks. They are emergency response questionnaires and in addition to other uses, are necessary to identify health-compromised residents in event of an emergency.

c) A resident questioned how many people actually use the Gathering Place office and are served by it. A lengthy discussion followed it was suggested that the office has become part of the fabric of the community and the Gathering Place serves as the nerve center of the community. It was also noted that there are serious legal responsibilities of the FHA which involve record-keeping, filing, preservation – all of which are done in the office, making the office necessary.

d) A resident asked if there is an ecological function of the FHA Board. The concern is harm caused to the environment when all the trees on new properties are cut down. Carol-Ann suggested that this type of concern should be addressed with Mr. Fitch by individual homeowners. Jim Ackerman will discuss this concern with R.B. when he meets with him.

e) A resident made an announcement publicizing the community briefing on safety violations at Shearon Harris Nuclear Plant. The event is Wednesday, September 20, 2006 at 7pm at Central Carolina Community College in Pittsboro.

The meeting was adjourned at 9:15 pm with a motion by Lowell Kennedy and a second by Ingram Austin.

Respectfully submitted,
Joanne Flower, FHA Secretary