DATE: November 1, 2005

PRESENT: Tom Hauck, Drew Bratton, Carol-Ann Greenslade, Bob Oram, Bob Flower, Bill Sommers, Cynthia Jones, Maggie Frantz

ABSENT: Ingram Austin, Edie Lange

GUESTS: Bob Steen, Don George, Evy Barrow, Ruth Kreisman, Jim and Aud Ackerman, Gillian Cell, Ruth Steen, Joanne Flower, Bill and Nancy Kern, Fran Sherwin, Bob DeVido.

Tom Hauck, President, called the meeting to order at 7:00 p.m. and welcomed all residents in attendance.

Resident Input

Opinions were expressed regarding incorporation. Some residents feel they are being railroaded, that incorporation is moving so quickly that there is not ample time to understand the pros and cons. Also troubling to some residents is the perceived lack of financial information, both what the incorporation process will cost the community and what it will cost residents as taxpayers. Despite what has been said, there is a belief that the Board endorses incorporation and that the cost will be very high.

The Board responded that a 92-page report was published in March 2005 and was presented at an open resident meeting. Three meetings were held recently for residents, a DVD was made available, many thousands of copies of incorporation information were distributed to residents, there is information on the FHA website and bulletin board. There is another meeting on Wednesday, 11/9/05, at 7 pm in the County Government Annex Courtroom at which incorporation will be discussed. The ANINC committee recommends incorporation, not the FHA Board, and the financial information giving a range of costs has been provided. The Board also said that the Board was only, at this time, asking the residents if the Board should continue the investigation of the incorporation issue.

Residents responded that perception is reality and we must move forward. Perhaps a letter to residents similar to RB’s would have been helpful. The last time incorporation was discussed, a document was prepared including pros and cons. Something like that would be more helpful than a DVD.

A resident asked how the press obtained information so quickly that articles could appear in the newspaper the next day. A Board member explained that information had been given to a reporter because it was being disseminated publicly at the meeting. There were no members of the media at the meeting to anyone’s knowledge.

After the meeting the Secretary received a request to enter into the minutes notice of receipt by the Board of a memorandum signed by the Board of Country House Service Group-V that detailed their support of the concerns raised in R. B. Fitch’s letter concerning incorporation. “We wish to go on record as supporting the positions and recommendations made by him (R.B. Fitch) in that letter, and request that this memorandum be entered into the minutes of the next scheduled meeting of the FHA.” (The signed memorandum and attachments are filed with the original minutes of the 11/1/05 meeting.)

The minutes of the 9/6/05 and 10/4/05 FHA Board meetings were approved as published.

New Business

Loss or Damage for goods stored in the Gathering Place by clubs.  Drew Bratton explained that many of the clubs that use the Gathering Place have several very expensive items stored. While every effort is made to maintain security in the GP, we have a lot of people coming in and out of the building and there is the possibility of theft. Our insurance agent has indicated that they can not, under our current policy, cover club materials stored in this building. We have determined it is prudent to tell all clubs if they continue to store items in the GP it is at their club’s risk of loss.

The clubs that have materials stored in the Gathering Place will have 3 weeks to decide to either continue to store their materials at their own risk or to remove the materials. The following policy goes into effect 11/22/05; paragraph 11 of the revised Gathering Place Rental Agreement:

“Renter agrees to indemnify and hold harmless FHA, its members, Board of Directors and officers, and all committees of FHA and service groups from and against all claims, liability, losses, costs (including reasonable attorney fees), and damages whatsoever related to the loss or damage to the personal property of RENTER, its guest, members, and invitees, and/or any personal injury, including death, of RENTER, its guests, members and invitees occurring on or about The Gathering Place and arising out of, or related to the rental of the Gathering Place.”

The existing contracts that have been signed for 2006 will remain in place; however, Tom Hauck will send an addendum letter indicating this policy is in place. All new contracts will show this statement. The change to the rental agreement was approved as presented in quotes above.

Committee Reports

County Liaison Bill Sommers reported that the Division of Water Quality will hold a public hearing on Briar Chapel sometime in November. This will delay Briar Chapel’s groundbreaking by several months. The FHA submitted a proposal that before construction begins on the 60 acres of Briar Chapel which abut FV, their plans must be discussed with us.

Grounds and Facilities Carol-Ann Greenslade

1. Volunteers, headed up by Douglas and Dinah McAllister, have installed additional landscaping around the Smokehouse kiosk area. They will continue to look after and prune. A very attractive little pocket park has been developed there. Plants and supplies were paid for by the Adopt a Parcel Program, per the plan approved by Ron Boyington, plus a $100 donation from Betty Sher. We are still waiting on Robert Flynn to make the promised repairs to the roof valley flashing and fascia board on the right side of the entry.

2. DOT is clearing 2 driveway pipes today on Millcroft and Whitehurst.

3. I have referred an overhanging tree, reported as dangerous, on Village Way to DOT. They will remove the tree next week. The work had been planned for this week, but their tree crews are still in Florida on Wilma cleanup.

4. Gordon Stewart has spent several weekends working on the lighting at the S&C Kiosk. He has volunteered his time. Reimbursement for materials amounting to $94.67 has been submitted today.

5. Vinyl siding repairs are still pending on the GP & S&C Kiosk. Contractor John Covington is having a problem finding small lots of the required materials.

6. I met with the Walk Fearrington Committee on Oct. 20th. We prioritized the list of suggested trails based on safety and connectivity. A path on Weathersfield and a connector between Windstone and McDowell are the two highest priorities. Henry Castner and I are meeting with RB Fitch and Robert Flynn tomorrow AM to discuss the possibilities.
 

Secretary Maggie Frantz reported that non-resident ballots were being returned at a rapid rate. Also, the incorporation preferences would be validated against the county voting records and then counted by several members of the Board. The results will be reported at the 11/13/05 annual meeting.

Covenants Bob Oram requested a volunteer from Phase I to serve on that service group’s covenant group.

Treasurer’s Report Bob Flower reported income for September $1,206. Expense for the same period was $5,932. The balance in the checking account as of 9/30/05 was $7,223.31. The total of our reserve funds at the end of September was $85,516. Liquid assets total $182,980.27. The detailed Treasurer’s Report including tables is filed with these minutes.

Quality of Life Drew Bratton’s report was submitted as follows:

“The programs I participated in during the month of Oct. are the following. These are summary comments and do not represent final detailed information and follow-up activities for each program.

Incorporation. Incorporation was clearly the major focus this past month. Between scheduling meetings for the community, mailing over 200 notices to affected residents outside of Fearrington proper, and working on the preference poll details, the month has been very busy. A special thanks to Marilyn Koplik and Darrell Andersen for their hours of assistance with the mailings.

Gathering Place Rental Policy. The new form and policy has been reviewed and approved by the Board. The policy clearly defines the liability for clubs and groups storing equipment in the Gathering Place.

Audio Visual and Repair of the Gathering Place. Painting is now complete, the soiled chairs have been cleaned, and the window hangings are being worked on. A special thanks to the team of Maggie Frantz, Bob Flower, and Carol-Ann Greenslade for their contributions to the project. We have now purchased a new laptop computer for the purpose of running DVD-CD or Power Point presentations. Lee Caldwell can further update you on all the other capabilities we have put in place.

FHA Office. Pat Harkins, Volunteer Office Manager advises Oct. performance as follows: Total copies for the month of Oct. were 81,712. Over half of this number was for the FHA based upon the work of Incorporation. Over 109 Faxes sent and received. Total income for the month was $406.65.

25th Silver Anniversary. Lots of activity on this program. We have logo design proposals completed by Carl Granath. Let me show you what Carl Granath has developed. Bob Comey and his team are contacting residents to develop an anniversary newsletter. Marva Price and her team are contacting people who may have items we could put on display in the Gathering Place covering our 25 years of FHA governance.

Directory options. Mike Cotter has come up with some exciting new ideas for the Annual Directory. We are working on the 25th Anniversary Logo to go on the cover for next year’s directory.

Let me end this report by indicating we do not have a Secretary for the board position for the ’06 Board Year. We need your help to have a volunteer step forward and assist with this most important function. If we are not able to have a resident perform this task, we will be forced to use an alternative solution until such time as we have a board secretary.”

Community Affairs Cynthia Jones reported that the block captains have been asked to submit the name of someone to be on the anniversary party committee. If there are no volunteers, there will be no party.

New Business

Community Watch Program Tom Hauck reported that Art DeLuca will hold a community watch meeting on Friday 11/18/05 at 7 pm in the Gathering Place. In view of recent burglaries, it is important that residents become aware of this program.

Final Resident Input

Residents commended the ANINC committee on the work done and communication provided to the residents.

The meeting adjourned at 8:10 p.m. The last regularly scheduled FHA Board Meeting in 2005 will be held Tuesday December 6, 2005 at 7:00 pm. The 2005 Annual FHA Meeting will be held in the Barn from 3:00 pm to 5:00 pm; voting on by-laws changes and 2006 Board members will take place from 2:00 pm to 3:00 pm.