Date: October 3, 2006

 

Board members present: Jim Ackerman, Jim Bond, Gillian Cell, Mary Lou Einloth, Bob Flower, Joanne Flower, Carol-Ann Greenslade, Bill Stempfle.

Board members absent: Ingram Austin, Lowell Kennedy.

Residents in attendance: Nancy Kern, Bill Kern, Tom Hauck, Ed Beach, Shari Cohen, Margaret George, Ruth Bierhoff, Evy Barrow, Aud Ackerman, Joanne Cotter, Michael Cotter, Leonard Kreisman, Ruth Kreisman, Pat Harkins, Marilyn Band, Carol Kurtz, John Murdock, Ruth Steen, Bob Steen, Vince Collura, Juergen Goldhagen, Sue Ford Goldhagen, Lillian Fraser-Reid, Eric Chetwynd, Fran Chetwynd.

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

Jim Ackerman introduced Mary Lou Einloth who has accepted the position on the Board as Director of Community Affairs.  Her term will commence now and continue through 2007.

A motion to approve the minutes of the September 5, 2006 meeting was made by Jim Bond and seconded by Gillian Cell.  The motion carried unanimously.

Treasurer’s Report  

The monthly treasurer’s report is included with the recorded minutes.  Bob Flower reported on the Board’s favorable performance against the 2006 budget.  He presented the provisional budget for 2007 and made a motion for the Board to accept it. Jim Bond seconded the motion. It was approved unanimously and the provisional budget will be presented at the November 12^th Annual Meeting.  There were two questions from residents regarding the provisional budget.  One was regarding the annual dues increase which will be $4.00 (from $92 to $96) and is a 4.3% increase.  The other question was regarding the new line item on the budget for a $30,000 allotment for paid professional services to include office management and accounting/financial responsibilities.

FHA Office

Gill Cell reported that the consensus is clear that the office requires a manager to assure smooth operation.  The Board has requested that Pat Harkins return as office manager in a paid position for the balance of 2006.  Pat has agreed to return.  The office will be open three mornings a week for the present time although a five-day/week schedule is possible if Pat is able to obtain sufficient volunteers.  Paid professional management will have implications on how the office conducts business in the future.

Jim noted that the Committee to Evaluate the Office did an excellent job and said committee presented four options out of which a fifth alternative developed.  That is, the position of FHA Administrator, who would have a larger role in serving the needs of the Fearrington residents and the Board.

Road Safety Update

Carol-Ann reported that some members of the Road Safety Committee met with Captain Allen and representatives of the DOT.  The DOT regulations require that the post on which the speed-monitoring device will be mounted pass a “crash” test.  Members of the committee and Captain Allen are working out the details of this requirement.  It is anticipated that the device will be mounted before the end of the year.

Beaver Pond

Carol-Ann reported that the Beaver Pond restoration project is progressing.  We are currently waiting for the required paperwork to complete the proper process in Raleigh.  $10,000 is the expected contribution from the State, another $10,000 from Fitch Creations and the remaining $10,000 from the FHA.  Work on the pond is scheduled to start mid-month.

Online Survey Results

In Richard Bird’s absence, Ruth Bierhoff gave a detailed account of the test survey that was conducted on-line during the period 9-06-06 through 9-20-06.  There were 232 responses to the test survey and of those, 91% voted their approval of the Board conducting on-line surveys.  Jim Ackerman pointed out that a survey would be a way of reaching a larger number of people in the community and would not be a substitute for town-hall meetings.  The survey would complement the meeting format.  There might be a possibility of supplementing on-line surveys with written surveys.  Gill suggested that the survey process not be over-used and that it be employed only for larger issues.  In response to a question, it was noted that 75% of the community has computers and uses them.  In summary, Jim Ackerman noted that at some point the Board will be asked if the FHA should spend $180/year for “Survey Monkey” which is a very sophisticated software program capable of performing a scientific survey.

Fitch Creations and Ecological Concerns

Ruth Bierhoff reported that she had written an email to Jim Ackerman (which was forwarded to R.B. Fitch) regarding her concern that “clear-cutting” of trees might be taking place in the newly developing areas of Fearrington Village.  R.B responded with an email that explained that some of the developing areas used to be fields with no trees and others previously had trees that were destroyed by Hurricane Fran.

Report of the Committee Studying Professional Management

Jim Ackerman summarized the recommendations of the Long-Range Planning Committee.  They included as a best option:

1. Incorporation, which the community declined to study further last year, and
    

2. Professional management as a back-up alternative. 

Looking toward the future, when Fearrington Village is completely “built out,” (perhaps as soon as 10 years) it will be totally turned over to the FHA by Fitch Creations.  At that time it would be necessary to hire a full-time FHA Executive Director and an Assistant or employ a management company to provide those services.  In preparation for that time and due to the complexity of the accounting/financial duties of the Board and also due to the dearth of volunteers, the Board has concluded that a one-year experimental management contract would be in the best interests of the community.

Such an arrangement would provide an office manager and complete financial services.  The budgeted cost would be $30,000 – approximately $15,000 for the salary of a 20 hr/wk FHA Administrator/Office Manager and $15,000 for all financial services now provided by the Treasurer and Financial Officer.  These costs can be covered in the 2007 budget with a dues increase of 4.3%, which is less than the allowable 5% annually.  The goal is to have a smaller Board whose members would provide oversight for the work of the Management Company.

A lengthy discussion ensued and residents brought up the following points.

• Many people have no idea that the Board is thinking of this action.
   

• This plan was outlined on the front page of the October Newsletter and on the home page of the FHA website.
   

• Use the Annual Meeting to address this issue and publicize the issue in advance.
   

• Send stamped mail to each household describing the plan.
   

• Use a separate or different color sheet of paper when placing this info in the Newsletter.
   

• Clarify the $10,000-$30,000 proposed expenditure
   

• Clarify what the management company will/will not control/do and what the Board will/will not control/do.
   

• Pass out descriptive fliers at the Annual Meeting.
   

• The Board has an obligation to manage the FHA in a reasonable manner and has the authority to hire professionals and experts.

Jim Ackerman responded that the Board will take all these suggestions under advisement and discuss them at the next working session.  He will provide more detailed information to the community in the November Newsletter.

Gathering Place

In Lowell Kennedy’s absence, Jim Ackerman reported that a light has been installed on the flag in front of the Gathering Place and additional speakers have been installed in the Gathering Place large room.  The room may be “looped “ for high-tech hearing aids in the future.

Grounds and Facilities

Carol Ann reported that three companies have been contacted for landscape proposals and their responses should be back by the end of the month.  The quarterly service group meeting was poorly attended and the lack of a path (or right-of-way for a path) on Millcroft is a concern.  Carol-Ann suggested that the affected service group petition R.B. Fitch on this matter.  Refurbishment of the Gathering Place irrigation system will start soon.  Fall clean up is scheduled for the FHA service areas from November 6^th through November 10^th.  Carol-Ann will meet with representatives from Progress Lighting in regard to improving lighting in the Gathering Place parking lot.

Resident Concerns

Most resident concerns were vocalized during the discussion of paid professional management.  An additional concern is the recycling service or lack thereof in the Village.  Barry Reece is studying this issue and will report back on it.

The meeting adjourned at 8:55pm with a motion by Bob Flower and a second by Gillian Cell.

Respectfully submitted,

Joanne Flower, FHA Secretary