Minutes of FHA Open Meeting May 8, 2008

In the absence of President Gillian Cell, the meeting was called to order at 7:00 PM by Vice President Mary Lou Einloth.  Those in attendance were Mary Lou Einloth, Barbara Thompson, Carol-Ann Greenslade, Walter Jernigan, Lowell Kennedy, Peter Thomas and Leonard Kreisman.  In addition, fourteen residents were in attendance.

The minutes of the March 4, 2008 Open Meeting were approved as presented.

Mary Lou then presented an update on the professional management negotiations.  She indicated that five groups had agreed to sign on with HRW and that Bush Creek Town homes would be joining in January when their current contract runs out and possibly sooner.  There were a number of questions raised by residents to which Mary Lou responded.  She indicated that there were three bids and the Council of Presidents (which represented the various FV units) rejected the CAS bid because it was not as comprehensive as the others.  The TalLis bid was also more expensive and did not include Gathering Place supervision.  Tallis later came back with a lower bid that also included the Gathering Place.  However, the final decision of the group was to go with HRW. It was pointed out that the Board was still in control of all policy decisions.  Mary Lou indicated that John Lawton would be on site 1 or 2 days a week and that the customer service representative would be spending 20 hours per week in the FHA office.  In response to another question it was pointed out that RB had been involved and he supports the idea of a single manager and offered financial support for the endeavor.  In response to another question it was pointed out that we were not locked in for an indefinite period of time but that the contract was to become effective on July 1, 2008 and was for a year.  It was also noted that when the FHA office was closed any calls would be forwarded to the HRW voice mail system, and there would be a response in no more than 24 hours. In this way there would be 24/7 coverage available at all times. 

Mary Lou then reported on the next steps involving the survey which was reported at the last Open Meeting.  She pointed out that there were many items that were requested and some of these involved Board action, others referred to possible actions by RB and still others to responsibilities of the municipality.  The Board will be devoting one of its work sessions to reviewing those items for which it has responsibility and will report back to residents about actions it plans to take.

Walter then reported on the budget.  He indicated that we were on budget but that assessments (dues) were running slightly behind.  The amount of assessment income owed was $ 2891.

In response to a question by a resident about delinquency Walter described that a series of letters was issued by CAS and   additional penalties were added for lateness as well as the possibility of a lien should the property be up for sale and the assessments still in arrears. He also pointed out that Galloway assessments are at a 75% rate and are paid monthly by Galloway Ridge. Walter pointed out that interest rates had dropped so that our interest income next year would be less and he suggested that if any residents knew where he could get a better than about  a 3% rate, with safety, to give him a call.

Carol-Ann Greenslade reported that a water leak at Windstone Park had been reported to the authorities and she was awaiting their response.  She also reported that copperheads were seen in the playground area and that signs had been posted to that effect and she warned people with dogs to be careful. Notices have been posted at the Playground, Bulletin Board and website..  There may be beaver activity at the pond but right now things are under observation until there is more evidence so that a solution is necessary.  There may be additional regulations governing ponds which will require further FHA action.  Mention was also made of a meeting on May 27^th sponsored by the Green scene.

In Harriet’s absence Mary Lou reported that the covenant committee is preparing information which will detail procedures that are necessary when dealing with trees and also with structural changes which may impact neighbors.  The Board is also studying enlarging the covenant committee by adding local members when appropriate.  In addition, the Professional management group may be able to give the FHA Board more assistance in this area.

BarbAra reported that she had received many favorable comments about the breakfast to honor volunteers and it may end up being an annual affair.  She also noted that Cristina Kennedy was interested in developing a welcome committee which might help newcomers feel more at home. This would lend a more personal touch than just the delivery of the welcome packet by Block Captains. Comments about offering assistance with such requests as doctors, dentists, airport transport led some residents to question why the vendor book had been abandoned. Mary Lou pointed out that even with the disclaimer there were questions about liability, but she indicated that the issue might be reexamined.  Other residents noted that the bulletin board could be used to provide useful information and many residents use that device for obtaining information.  Peter then pointed out that the Handbook on page 18 provides some guidance about checking out vendors and others who residents might employ.

Peter then reported on the activities associated with Health, Safety and Security. In the area of Emergency Preparedness he pointed out that in an emergency Fearrington Cares would be used as the Command center and that Tom Hauk would be the incident commander.  The CERT group (Community Emergency Response Team) would go into action and in addition to those already trained a new group of 14 will undergo training soon.  The next CERT meeting will be held on May 21^st and will deal with medical issues involving first aid.  New batteries for the road safety monitor have been obtained which will allow the monitor to function more efficiently.  Peter described in some detail the recent burglary which highlighted the need for the Village to become more concerned with security.  He and Doug McAllister, representing Community watch are in contact with the Sheriff’s office with the idea of seeking their assistance. Peter distributed a sheet with key phone numbers pointing out that better communication to the outside via 911 and internally with Peter or Art DeLucca was a key part of tightening the security operation for the village.  The phone numbers will be put on the website and also noted in the Newsletter. Residents expressed their concern about keys which are left at the kiosks which end up staying there for a long time.  The suggestion was that anyone finding house or mail box keys should turn them into the FHA office and this will be mentioned in the Newsletter and on the website.  Concern was also noted about accidents at Cole Plaza and Peter indicated that he would look into that situation to see if anything could be done about the traffic signals at that location.

Lowell reported that the new kitchen was functioning and that a number of groups were pleased with the renovations and thankful for the dishwasher.

In John Hammond’s absence there was no report on Governmental liaison.

Mary Lou then indicated that she was resigning her position as VP effective as of May 20^th and she introduced Ken Talbot who will be serving as VP until the next annual meeting.

Resident input concerned such items as the signs at the Gathering Place during election periods.  It was pointed out that unless signs were permitted there was a possibility that the Gathering Place could no longer be used as a polling station.  an exception to that rule might be secured from the Board of Elections and the Board will look into that matter.,  Another resident commented about the fact that dog walkers are not picking up after their dogs and that in addition if they do pick up they are leaving those bags rather than disposing of them properly.  It was suggested that residents be reminded that this is a covenant issue and it was suggested that an item be put in the newsletter and also on the website and Bulletin Board.  Another dog item concerned residents walking dogs off leash and once again this is a covenant issue about which residents need to be reminded.

The Secretary then read a letter from Hebert Wolff and Carol Robbins of 705 Spindlewood Drive commenting about a deer fence.  Mary Lou indicated that Harriet McGraw was looking into this matter together with the local covenant committee.

There being no further business the meeting was adjourned at 8:35 PM.

Respectfully submitted,

Leonard T. Kreisman, Secretary