Minutes FHA Board Meeting May 3, 2007

Meeting was called to order by James Ackerman at 7:02 PM. Those in attendance were Walter Jernigan, James Bond, Lowell Kennedy, Carol-Ann Greenslade, Bill Stempfle, Mary Lou Einloth (late arrival), Gary Simpson and Leonard Kreisman. Absent Gillian Cell who was attending a reception for Queen Elizabeth at the 400th anniversary of the founding of Jamestown.

In addition, the following residents were in attendance: Tom Hauck, Ruth Kreisman, Beverly Ann D’Aquani, Don George, Jim Granger, Marilyn Band, Jacquline Stempfle, Barbara Snotherly, Richard Bird, Herbert Wolff, Carol Robbins, Ken Talbot, Caroline Talbot and Joan Dunn.

On a motion by Leonard Kreisman seconded by Carol-Ann Greenslade the minutes of the March meeting were approved.

Walter then delivered the Treasurer’s report. He indicated that total operating income, as of March, was running ahead of projections by approximately $3000. The income consisted of annual dues, copier fees and Gathering Place user fees. In addition, the non operating income was $3494.95 as a result of CD’s and Vanguard Money Market funds.

Walter also detailed the expenditures over the last three months. This included the monthly fee to the management company, as well as the monthly costs for Grounds management. In the last quarter the major expense involved the repairs to Beaver Pond the overall costs of this project were reduced by both the $10,000 contribution by RB and a similar amount from the NC Department of Transportation.

Questions were raised about issues involving the copier and copying income. It was pointed out that none of the usage of the copier for FHA business yielded any income but the question of convenience of having such a facility available was noted. It was also pointed out that it was also a convenience for residents as well as the various organizations which use such a service. The Board is examining the whole issue of costs in light of the fact that the current contract will soon expire, however, it is cognizant of the need to continue to provide convenient copying services.

Walter also pointed out that there were a number of residents who were delinquent with their dues and CAS was following up on those individuals and also assessing the appropriate late fees. Walter concluded his presentation by indicating that we were on budget for operations for this quarter.

A question was raised about the expenses for legal fees and Jim Ackerman pointed out that much of this expense was because of the need to resolve questions about authority over covenants and this required considerable research on the part of an attorney.

Jim Granger commented about the usefulness of the format which Walter had developed for the financial report and suggested that attaching a copy
to the posted minutes would provide information that residents might find useful.

Gary Simpson then reported on the various services that are being provided by the Hospitality operation. He praised the work of the volunteers and underscored the fact that it was because of them that the operation continues to run smoothly. He also indicated that art work by some Palateers would be added to the office areas to make them even more attractive. Gary also commented that as he meets with other individuals involved with various resident service groups the Fearrington operation compared favorably. It exceeds in the kinds of services that are being provided. He also pointed out that the Board was involved in purging some of the older files.
President Ackerman then raised, with Gary, the issue of whether or not he thought that a full time position, rather than the 20 hours a week was needed. Gary pointed out that most of the others that he meets with, who have similar positions, are all full time. This is certainly an issue that the Board will need to consider in the future.

Carol-Ann indicated that all of the picnic tables in the Playground had been replaced in time for the Easter egg hunt. She also indicated that she had given up her responsibilities for Road Safety and these were now the responsibility of Mary Lou Einloth. The Board, later this year, will create a new Director’s position dealing with Health, Safety and Security and Mary Lou will have overall responsibility for activities in that area. Carol-Ann reported that the posts for the speed monitor had been placed on Beechmast, Village Way and Millcroft, one in each direction, and that the formal dedication of the speed monitor would occur in the near future. Some 8 additional 25 mile an hour speed signs have been posted as a result of the installation of the speed monitor.

Carol-Ann also reported that a new group had been formed called the Green Scene and it will be engaged in suggesting how residents might be encouraged to get involved in saving energy and delaying global warming. Various tips will be posted in the Newsletter, on the FHA website and in the kiosks.

Jacquline Stempfle suggested outdoor clothes lines but her suggestion runs into existing covenant restrictions. Don George also was concerned about speed enforcement issues and it was pointed out that the monitor would be supplying some specific information about speeding and one could use that as a basis for possible additional action.

Lowell Kennedy reported on the storeroom renovation project and the difficulties in finding a contractor who had a commercial license and who would be willing to bid on the job. He has one bid and it is higher than expected. The project costs will be discussed by the Board at its next meeting. Lowell indicated that he hoped that renovation could be completed by the fall. A question was raised about the construction’s impact on parking spaces but Lowell indicated that the addition would not impact the parking.

Bill Stempfle then reported on the covenant issue. The Board has been involved, over the last several months, in trying to resolve the issue with RB. After much back and forth RB has finally signed off so that the FHA Board now has legal jurisdiction over those areas where houses exist with RB retaining control over land not yet developed. Bill and Jim pointed to the fact that the terms of those serving on covenant committees were not specified and neither were qualifications. Jim indicated that Ingram Austin, who had been the one to initially raise the confused nature of the covenant issue ,is now involved in developing Rules and Regulations and Guidelines to assist the Board in appropriately dealing with covenants.

There was a very long discussion involving Herbert Wolff and a dispute about his neighbor taking down many trees the and the construction of a studio on property adjacent to his. Jim indicated that the status of The Woods in the whole covenant dispute needs further clarification. However, Jim indicated that if after the studio construction was completed and the planting pledged by Mr. Wolff’s neighbor was accomplished, if there were still issues then the Board would revisit the issue.

Mary Lou indicated that her goal was to develop a comprehensive Emergency Response Plan. This is associated with the roles that will develop for the HSS Director that the Board will be proposing at its annual meeting. The Committee that is working on the ERP involves Peter Thomas, Art DeLuca, Paul Niederer, and Robert Flynn. The Committee hopes to have a proposal to submit to the Board in 6 to 8 months which may also involve the need to deal with such issues as emergency lighting and communication. The group is also considering the role of Block captains in this endeavor.

Jim Bond then indicated that his Strategic Planning Committee was working on a draft questionnaire that would be submitted to the Survey Committee as a way of collecting information on issues that were important to residents. He pointed out that the demographics of the Village were changing and that it was important to solicit the views of the newer residents. His Committee hopes to develop 3 to 5 goals which could act as targets that the Board could seek to accomplish over the next several years. It was important that residents support such any such goals.

Jim Ackerman then reported on the issue of trash collection and recycling. He pointed out that no contract existed with the current vendor and that there were issues raised about how much recycling is really being done. The Board and some of the service groups were examining some alternative possibilities.

President Ackerman indicated that Jim Bond had submitted his resignation since he has been offered a 15 month fellowship by a private foundation headquartered in Indianapolis and had decided to accept that opportunity. This will require him to spend time there. His resignation was accepted with regret.

There being no further business and on a motion by Leonard and seconded by Mary Lou the meeting was adjourned at 9:10 PM.


Respectfully submitted,
Leonard Kreisman, Secretary