Minutes of Open FHA Meeting September 2, 2008

Meeting was called to order by President Cell at 7:05 PM.  Those in attendance were Gillian Cell, Ken Talbot, Walter Jernigan, Carol Ann Greenslade, Lowell Kennedy, Barbara Thompson, Peter Thomas, Harriet McGraw and Leonard Kreisman.  Absent: John Hammond.  Representing HRW were John Lawton and Patty Ryser.

In addition, the following residents were in attendance: Robert Oram, Jim Ackerman, Marilyn Band, Ken Mason, Judd Barrett, Jack de Vries, Vera Graye, Barbara Harris, Art DeLuca, Arleen DeLuca, Ruth Kreisman, Ian Fries and William Bertelman.

It was moved by Leonard and seconded by Barbara to approve the minutes of the meeting of May 8th, 2008.  The minutes were approved unanimously.

Gillian then explained the process by which HRW was chosen as the Community’s Management firm. Bids were sought from three firms and the Board’s decision after reviewing those bids was to select HRW.  HRW had had experience with Fearrington since it had been representing Camden Park.  All service groups, with the exception of Country House V are now clients of HRW and it is hoped that this arrangement will bring us economies of scale.  Gillian pointed out that Tylanthia Jordan, our Customer Service Assistant, is on duty in the FHA office from 9 to 1, 5 days a week and Patty Ryser, our Community Manager, is there on Wednesday and Friday.

Ken Talbot, who replaced Mary Lou Einloth as Vice President, noted that his responsibilities included the Newsletter as well as the Bulletin Board and other on line activities.  He  indicated that the preparations for the 2009 Handbook were already underway and that he would also be serving as a member of the committee that was responsible for preparing FHA’s 2009 budget.

Walter reported that to date the Board expenditures are on target.  There are still some outstanding dues payments but these should be resolved shortly. There are still a few details to be worked out involving the transition to HRW.  Walter also commented that the interest being earned on reserve funds is lower than last year and the 2009 Budget Committee will be meeting on September 17th to begin work on that budget.  Given the inflationary economic situation he expects that the 2009 Budget will need to provide for some increases in various categories.

Carol Ann reported that the fore-bay of the Beaver Pond had to be dug out again.  The sand from that operation will be spread on landscaping fabric in the playground to improve the area. She reported that the Green Scene will be meeting on September 23rd in the Gathering Place, and that programs for 208-2009 will focus on lobbying for public transportation for the Village and also planning for the Green Living Expo to be held on April 25th, 2009.

The Walk Fearrington Group is planning a celebration on November 8th to introduce the new map of existing paths, walks and trails and to acquaint residents to those features.  Maps will be available for sale.  Work is also underway to beautify some of the trails with flowers and interested residents are urged to contact Carol Kurtz.  More details about these events will appear in the October and November newsletter. Ongoing projects include power washing the Gathering Place as well as the Smokehouse and Swim and Croquet kiosks.  The potholes and surface of the basketball pad in Windstone Park will be repaired; bids are currently being sought for that endeavor.

Carol Ann raised the issue of control over mail box keys when houses are sold.  This issue will be considered by the Board at a future meeting.  The item was also of interest to some residents when the President called for resident input.

Lowell reported that the summer always brings some slack in the use of the Gathering Place.  He indicated that the comments about the refurbished kitchen were all favorable.  He is also seeking bids to upgrade the AV system and has been involved in putting down a floor in the attic so the space can be used for much needed storage.

Barbara reported that a Coffee House would operate in the Gathering Place once a month with scones, cookies and pastries available.  There will be a charge of $2.00 and those funds will be used for Gathering Place improvements.  The first Coffee will be on September 23rd from 9-10:30AM. The Newcomers Fair is scheduled for October 22nd in the Gathering Place and residents were urged to remind new neighbors about this event.

Peter made available to those residents in attendance a handout which described the various activities associated with Health, Safety and Security.

He also pointed out that in the case of a disaster impacting the Village the Emergency Preparedness Team would be using the Fearrington Cares facility as its base.  On August 20th nine members from the Fearrington CERT team met at the Fitness Center for refresher training.  Arrangements have been made for two sessions dealing with how residents can better protect themselves and their neighborhoods.  One session will be held on September 30th in the evening and another on October 15th during the day.  In view of the possible hurricane threat Peter suggested that pages 16-17 of the handbook provide guidance about preparing for such an eventuality.  He also indicated that in case of a real emergency reverse 911 may be used to alert residents.

Harriet then introduced the Policies and Procedures for the Enforcement of Covenants. Gillian noted that the service groups had their own Covenant committees and those would continue.  Harriet pointed out that the Policy statement spells out in detail the steps that residents must follow when making changes affecting their property.  It was also pointed out that neighbors, who may be impacted by changes, need to be consulted.  A three member committee appointed by the President of the Board will make the decision about any proposed architectural modifications. Gillian then proposed one amendment: that, in item 10 the word shall  be replaced by may.  The change was approved unanimously.

Some concern was expressed that residents did not have an input.  That led to discussion by both Board members and residents about the need for clearly spelled out procedures. It was noted that residents had entrusted decision making to the Board.  After this discussion the Board voted unanimously to adopt the amended Policies and Procedures statement.

Comments and concerns by the residents involved mail box keys and also the question about ownership of the mailboxes.  The Board will explore these issues at one of its next meetings.  Concern was also raised about the fact that the edges of some roadways have deep depressions and that the gravel used to fill such spaces often washes on to the roadway causing a dangerous condition. Another resident wondered if the results of the speed monitor could be shared.  This had been done in the past and will be done in the future.  Another question concerned the need to better publicize the Open Meeting Dates and once these are established for 2009 they will appear in the Newsletter.  Gillian then noted that the next Open Meeting will be the annual meeting which will be held on November 16th in the Barn and that there will be a social hour from 4 to 5 with the business meeting starting at 5 PM.

There being no further business the meeting was adjourned at 8:12 PM.

Respectfully submitted,

Leonard T. Kreisman, Secretary

A copy of the Policies and Procedures for the Enforcement of Covenants was approved by the Board on September 2, 2008.  A copy of that Policy as amended is appended to the official copy of the minutes of the September 2nd, 2008 Open Meeting of the FHA Board. (You can view these policies and procedures by clicking here.)