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BOARD OF DIRECTORS

Fearrington Homeowners Association

FEBRUARY 2004  MINUTES

DATE: February 3, 2004

PRESENT: Richard Bird, Stephen Bodner, Frank Chut, Jerry Gaudet, Cynthia Jones, Janet Lorant, Steve Ruziecki, Lisa Stewart

ABSENT: Ann Bigelow, Al Lebeau

GUESTS: Marilyn Band, Maggie Gaudet, Don George, Marcia Gest, Stan Pomeranz, Candy Ruziecki, Fran Sherwin, Dale Smith, Dik Van Iten

APPROVED: March 2, 2004

President Gaudet called the meeting to order at 7:03 p.m. He displayed a certificate of appreciation given to Fearrington Village for recent contributions to the Food Bank Neighborhood Challenge. Fearrington gave 4612 pounds of food or almost twenty percent of the total. President Gaudet thanked Tom Hauck for his leadership in coordinating the effort. The certificate will be displayed in the Gathering Place.

Resident Input

President Gaudet called for resident input. Marilyn Band posed two questions: 1) should the board consider posting in the newsletter the pros and cons of incorporation and 2) should we have a fund for snowstorms so that people could get out of their homes in the case of an emergency. The issue of the icy roads was discussed first.

Jerry Gaudet stated that the state law forbids FHA from plowing, salting or sanding public roads. The following additional points were added: Gaudet - Property owners may treat their own personal property, and he checked with the fire department who informed him that they are prepared to get into anywhere in the Village in the case of emergencies even during icy conditions; Steve Bodner - our contracts for snow and ice removal are on our own FHA property which includes the Gathering Place and kiosks, and while the law forbids us from treating other roads, the best way to approach the problem is to work on getting the law changed; Don George - Fearrington Village was one of many areas in three-county area so affected due to lack of preparation for such occasions in this state which goes with living in the south and better preparation for such rare occasions would mean more equipment and taxes; Stan Pomeranz – The NC Department of Transportation is not well managed (as illustrated through the management of the rebuilding of 15-501) and perhaps it is not the law, but an interpretation of the law that we have had reported to us; Dick Van Iten – the state is looking into utilizing a pretreatment process as used in other states when snow and ice are predicted. At the conclusion of the discussion, President Gaudet asked Stan Pomeranz to head a committee to organize a campaign to change the law to allow us to treat the neighborhood roads and promised that a letter to government representatives will be written and published in the FHA newsletter.

On the issue of the incorporation of the Village, Fran Sherwin, of the FHA Long Range Planning Committee, announced that the committee is studying the pros and cons of incorporation and taking a careful look at the economic consequence to residents of the Village. Dale Smith emphasized that no decisions have been made to date and there are no foregone conclusions. The critical concern is that Fearrington might be annexed against residents’ wishes and the only way to avoid that reality totally is to incorporate ourselves. Gerry Gaudet thanked the committee for their ongoing work and stated that both he and Vice-president Steve Ruziecki attend the Long Range Planning Committee meetings. He promised that before any decision is made, information regarding the pros and cons of incorporation will be presented in the FHA newsletter so that residents may decide what position should be taken. Steve Bodner urged the committee to do a complete study of all the issues and inform the board and residents of the consequences of the two sides of incorporation. Fran Sherwin announced that the committee is visiting other communities that have incorporated to collect information on their views on and reasons for the action. Jerry Gaudet will accompany the committee on this trip.

Dale Smith stated that the Long Range Planning committee is also looking at future scenarios regarding the Village sewage treatment plant.

Marilyn Band asked if FHA paid taxes on the FHA owned lands; President Gaudet responded to the negative as we are a not-for-profit entity.

Approval of Minutes

The motion for approval of the January 6, 2004 minutes was carried.

Treasurer’s Report

Frank Chut reported that the income and expenditures for December were as expected. For 2003 our income was $4000 below budget due to a shortfall of interest income and lower than expected user fees from the Gathering Place. However, expenses for the year were also below budget and should allow the transfer of about $12,000 into reserves. The motion to accept the treasurer’s report was passed (Appendix A).

Issues Requiring Immediate Action

None

Old Business

None

New Business

None

Committee Reports

Community Affairs – Cynthia Jones

Cynthia reported that the library at the Smokehouse kiosk is doing a brisk business and that the selections are very good. More shelves are needed and are being installed. She would like to discourage those who have been placing phone books and old text books on the shelves as they are not used and require a lot of space. Stan Pomeranz and Don George will cull the selections and the Women’s Club has asked permission to take some books for their upcoming Book and Bake Sale event. President Gaudet asked Cynthia to put information about the library in the newsletter. Cynthia thanked Stan whose had proposed the idea for the library originally.

Covenant Issues – Anne Bigelow

No report

County Liaison – Al Lebeau

Al Lebeau prepared a written report which will appear on the FHA website (Appendix B)
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FHA Office – Steve Ruziecki

Steve thanked the FHA office volunteers for the good job that they have been doing in the office. He announced that there is now a new copier in the office; however, it is not a color copier due to the expense of that option.

Financial Officer – Richard Bird

Richard announced that there are still thirty people who have outstanding FHA dues to date.

Gathering Place – Lisa Stewart

Jerry Gaudet thanked Lisa for the terrific job of repainting and repair work in the Gathering Place kitchen.

Lisa announced that the floor and ceiling tiles in the large and small meeting rooms in the Gathering Place are in need of repair. The ceiling tiles were installed approximately 14 years ago. They are Armstrong “Stratus” tiles, a commercial grade of ceiling tiles, and are a coarse checked texture and difficult to keep clean. The tiles have not been properly cared for and the air filter system not maintained so that this has hastened the damage to the tiles. The grid work that holds the tiles is still in good condition and can be used with replacement tiles. Lisa moved that the board authorize the removal and installation of new tiles at the cost of $2,171.92 for labor and materials ($720 for labor, and $1,451.92 for materials). The motion was seconded and during discussion, Stan Pomeranz asked if the ceiling lights should also be replaced. President Gaudet said that the board would also look at that possibility. The motion was carried as stated.

Lisa presented information regarding the wood floors in the large and small meeting rooms. The floors were installed 14 years ago. Over the years the floors have been cleaned with harsh chemicals which stripped the polyurethane coating. The floors need to be sanded and given three coats of polyurethane to protect them. Without some preventive action the floors will soon need to be replaced. Lisa moved that the board authorize the refinishing of the floors in the large and small conference rooms at the total cost of $3,756.00. Stan Pomeranz stated that the floors do not need sanding prior to the polyurethane; Don George disagreed. Lisa stated that the recommendation from the experts who looked at the floors was that they should be sanded before proceeding. The motion was carried unanimously as stated.

With the kind assistance of Jewel Hoogstoel and the Fearrington Quilters Lisa has obtained some expert advice on how to clean the quilt hanging in the lobby. Arrangements will be made to do this after the floors have been refinished.

Grounds and Facilities – Steve Bodner

Steve Bodner announced that FHA had a three year contract for mowing FHA owned properties. This contract would have continued through 2004, but the contractor asked to be released because of a physical injury. FHA has sought a new three year contract and received competitive bids from five contractors. The low bid is for $25, 200 from 4-Ever Green Lawn Care. This company currently mows and landscapes for County House V and Weathersfield; the work there has been reported as satisfactory. Steve moved that FHA accept the low bid from 4-Ever Green Care for a three year contract to mow the sides of the state roads, the Gathering Place, the playground, and the three mail kiosk areas under FHA ownership, and to maintain the shrubs at the Gathering Place, the playground and the three mail kiosks. The motion was carried.

Steve announced that work needs to be done on the Smokehouse kiosk gravel area. Water run off must be diverted, potholes fixed, and new gravel laid. Steve is also looking into bids for paving of this area.

Additional Resident Input

President Gaudet called for any final resident input. Dick Van Iten stated that he felt the Board needs to look at a special assessment or an increase of dues to cover the maintenance of FHA properties. Jerry Gaudet said that the Board has arranged for a complete inspection of the Gathering Place. Special assessments can be done as needed; the by-lays allow for a 5% increase in dues per year. The Board is reviewing all long term needs to anticipate what increases may be required. Fran Sherwin asked how much money is presently in the FHA reserve fund. Frank Chut responded that there are between $65,000 and $70,000 in reserves. Stan Pomeranz informed the Board that they should consider spending dollars as needed to gain long term quality maintenance of FHA properties rather than short-term fixes.

Marilyn Band suggested that the FHA meeting notes should be published; President Gaudet stated that they are printed in the newsletter and on the website, but the board would look at other means to improve distribution.

Hearing no other questions or comments form residents, the meeting was adjourned at 8:37 p.m. The next meeting will be on March 2, 2004.

Respectfully submitted,

Janet Lorant, Secretary