Minutes of FHA Board Meeting September 4, 2007

Meeting was called to order by President Ackerman at 7:00 PM. Those in Attendance were James Ackerman, Gillian Cell, Mary Lou Einloth, Walter Jernigan, John Hammond, Lowell Kennedy, Carol-Ann Greenslade, Harriet McGraw, Barbara Thompson and Leonard Kreisman.

In addition the following residents were also in attendance. Barry Reece, Bob Flower, Cheryl Gallan, Barb Alotis, Stephen Metelits, Joy Metelits, Evy Barrow, Dorothy Lebeau, Al Lebeau, Paul Stiller, Joan Lipsitz, Doug McAllister, Randy Barnes, Betty Barnes, Joan Hayes, Ron Hayes, Joan Angevine, Bill Kern, Nancy Kern, Peter Thomas, Marilyn Band, Ken Talbot, Debbie DiSabatino, David Erisman, Renee Fink, Joseph Pachnowski, Charlotte Henshaw, Chuck Whaling, Liz Whaling, Linda Baugh, Kathy Hotelling, Joan Dunn, Ted Dunn, Aud Ackerman, Sandy Gapin, Mike Gapin, Ray Alberg, Anne Ravenel, Lee Ravenel, Mary Ann Woehrel, Trisha Meketa, Virginia Brown, Ruth Bierhoff, Joyce Kennedy, Karen Monaco, Ruth Kreisman, Bob Oram, Jim Granger, Gail Mazzocco, Carlos Zukowski and Don George.

President Ackerman then recognized a number of individuals in the audience. Some were past Presidents or Board members others would be standing for election to the Board in November. In addition, a number of others were recognized because of their contributions to the Association.

On a motion by the Secretary seconded by Mary Lou Einloth the minutes of the FHA Board meeting of July 10, 2007 were unanimously approved.

Walter Jernigan then delivered the Treasurer’s report. He indicated that we were on target with the 2007 Operational budget and assuming no emergency expenditures we should finish the year with a small surplus. He indicated that the Board was in the process of developing the 2008 operational budget. Walter reported on the Reserve study that had been done which details possible major expenditures through 2012. Any residents who wish to examine the Report, a copy is available in the FHA office. On the basis of this report the Board will be developing a Reserve budget. The last item Walter reported on indicated that the CPA firm performing the association audit has give the association a clean bill of health; no exceptions.

Lowell Kennedy reported that the Gathering Place had been issued a new Certificate after the annual inspection by the Chatham County Fire Marshall’s deputy. In addition Lowell reported on improvements that were made to the AV cabinet and also the Women’s and Men’s restrooms. He thanked Evy Barrow, Carol Kurtz, Joyce Kennedy and Jules Samitz for their contribution to these improvements. He reported on the progress of the kitchen upgrade. The project has been divided into two phases.

Phase I will deal with cabinets and countertop with an expectation that these will be installed in November together with needed electrical changes and some painting. Phase II will involve the replacement of additional cabinets as well as the installation of a disposal, new sink, dishwasher and new water heater. The range will also be replaced and a new lighted hood will be installed.

Lowell indicated that there was a problem with the GP air conditioning unit and a new condenser would be installed within the next few days.

Joan Angevine, the president of the Fearrington Duplicate Bridge Club, then read a long statement about the Club’s concern with the changes that have taken place involving the storage of their bridge tables. A copy of that statement is attached to the official copy of the minutes and it was agreed that Lowell would attend the club’s meeting on September 12th, in an attempt to deal with the club’s concerns.

Mary Lou Einloth reported that her Committee consisting of Peter Thomas, Don Niedringhaus, Art DeLuca and Robert Flynn after some 4 months of effort had submitted to the Board a variety of actions associated with an overall plan for Emergency Preparedness. Each of these carried a price tag and the Board is examining that report and will take action to incorporate some costs into the 2008 Budget. An Emergency Preparedness Guide is being developed and will be made available to all residents. Mary Lou noted that several members of the Fearrington Community are attending the 8 session CERT Training course given at CCCC. Information on the county’s Code Red system was also communicated to those in attendance. This system provides for an automatic phone call to all those listed in the phone book, in case of any emergency impacting the Village. Mary Lou suggested that those wishing to register cell phones call 919-545-8163 or go on line to the County’s Code Red web page. Others may wish to call to check to see if their correct phone number is listed. She reported that the Road Safety committee is presently working on walking paths and safe road crossings.

Carol-Ann Greenslade indicated that the trap at Beaver Pond had to be cleared for the second time. The sediment is almost pure gravel and may have a use in the playground area. Stephen Metelits raised a concern about the safety of the mailboxes at the Creekwood kiosk. Carol-Ann indicated that she would look into the matter and Jim asked her to find out how much it would cost to replace those boxes. In response to the issue of maintenance of the proposed Millcroft path Carol-Ann said that the FHA’s approach would be the same as in the case of other paths. Routine maintenance would be provided. The question of taking over the Camden kiosk was also noted and discussions on this issue are continuing. Carol-Ann reported that the State has contributed $320 as its share of the cost in providing the new trap at Beaver Pond.

Harriet McGraw then reported on covenants. She emphasized that the FHA’s involvement covered only Phases I-IV, Bush Creek and The Woods. The other parts of the Village have their own covenant compliance systems. She also reported that FHA will be designating 2 residents from each of the 6 areas as individuals responsible for area covenant concerns. The issue of Rules and Regulations is still in development although each resident is furnished with a copy of the covenant for his/her area and this provides general guidelines. Harriet also indicated that residents could view the tape, which had been developed, dealing with the issue of enforcement.

This presentation led to discussion in which a number of residents participated. Jim pointed out that there is litigation and threatened litigation involving what appear to be covenant violations. Joseph Pachnowski indicated that he would like an opportunity to talk to the Board about the covenant issue that he has. Jim invited him to the September 17th work session of the Board. Another resident suggested that perhaps the Board needs to use various means such as the Newsletter, the website, Newcomer packets and Block Captains to get information out about covenants so that all residents are familiar with the covenant information that pertains to their area. It was pointed out that one of the reasons such information is no longer in the handbook is that there are different issues in some covenants.

Gillian Cell reported that a committee made up of Jim, Mary Lou, Lowell, Walter and she as well as the Presidents of the service groups and representatives from those areas that intend to become service groups are exploring the future of professional management in the Village.

Greg Fitch, representing RB, is also a member of that committee. This is basically an information sharing group since some of the service groups are already involved with professional management.

Barbara Thompson reported that the Newcomer’s Fair has been scheduled for October 18th in the Gathering Place and that she has already received expressions of interest from 50 organizations.

Gillian then reported on the Bulletin Board Revision survey. Since the responses favored the retention of the current system Gillian proposed dropping efforts to revise the system. On a motion, duly seconded, the Board resolved that there would be no change in the present Bulletin Board system. The resolution was approved with John Hammond casting the only dissenting vote. Gillian then reported that plans were underway to survey the whole community. This will involve the collection of demographic data, information on the needs, interests and preferences of residents. The survey has been developed by the Survey Committee and will be distributed both electronically as well as in paper form in order to get the largest number of participants.

John Hammond then reported on inter-governmental activities. He indicated that the Commissioners had supported the request not to allow access to the Barber/McClean properties through Bradford Place. Concerning the land transfer tax a .04% will be on the ballot in November and additional information on this issue will be made available. John indicated that, at this time, it would appear that issues about storm water and its relationship to Jordan Lake will not immediately impact the Village.

Gillian reported that the Hospitality and Service Center continues to provide service to residents. Some new art work has gone up on the walls and a number of new residents have volunteered to help staff the Center. Another project involves updating the Data base and purging the files of those who are no longer residents. A test run was done involving some 100 residents and about a quarter did not have the required information that would be needed in case of any emergency. A major effort will be undertaken to get residents to complete the appropriate form. Gillian also reported that systematic back up of vital information is now being done.

Jim introduced Gail Mazzocco who is chairing the nominating committee for the November annual meeting. It was pointed out that it is critical that a quorum be obtained so that appropriate business can legally be accomplished at that meeting. Jim indicated that The Barn would be hosting a Jazz Concert on that day from 2 to 4 PM. and then there would be a wine and cheese reception hosted by the Board prior to the meeting which would start at 5 PM. It was noted that mail ballots would be sent to non-residents and the Board will explore absentee ballots as well as the possibility of proxy ballots in order to make sure that an appropriate quorum is obtained.

The last two items involved a discussion on trash collection and security. Barry Reese described the efforts that are underway to explore additional trash and recycling possibilities. His comments are attached to the official copy of these minutes. Possible change is still under discussion and additional information is being gathered. Jim pointed out that this is not a FHA project but one that the individual neighborhoods, within the Village, need to resolve.

The last item involved security highlighted by the most recent incident involving the stone sheep and Doug McAllister suggested that the security issue requires some coordinated action by Swim and Croquet, FHA and Fitch Creations. The Board agreed to consider this suggestion.

There being no further business the meeting was adjourned at 9:07 P.M.

Respectfully submitted,

Leonard T. Kreisman, Secretary