Community Discussion Summary

For the benefit of both those in attendance and those who were unable to attend, the Community Discussion Summary attempts to summarize the presentations and discussion, and includes responses to many questions offered by the participants. In addition, this document provides an update of our progress to date and an outline of our remaining steps.

Roof Replacement Plan Summary

First Phase Roofing Schedule

Greetings Countryhouse HOA Homeowners and Members,

Last Friday morning, 85+ members of our community attended the Roofing Repair and Replacement Workshop. If you were unable to attend, chances are you know someone who was there. I ask that folks that were in attendance share their experience with others. Participants were updated on our current activities on developing and funding a roof repair and replacement program. This was followed by break-out workgroup table discussions on the series of questions that were previously distributed community wide.

The results of this exercise are being compiled, and the “SUMMARY REPORT ON THE ROOFING WORKSHOP” is expected to be available by our next board meeting on April 18, 2023. The SUMMARY REPORT will be distributed to all HOA owners/members by email, online, and in print shortly thereafter.

We accomplished a great deal, and people who participated in the workshop can attest to that. But there is still more to do. The roof inspection report is expected to be received by the Roofing Committee this coming week. They will prioritize replacement efforts based on the report findings. The Roofing Committee will share its recommendations with the Finance Committee, who will then develop the long-term financial model, similar to the example presented at the meeting. The findings and recommendations, guided by the information and recommendations gathered at the Roofing Workshop, will be presented to the community for further comment and recommendation.

While all of this is occurring, we will continue to maintain the integrity of our roofs, through our ongoing repair and replacement program. There is more to come. We will continue to use this three-pronged approach in all of our budget decisions; 1) seeking the facts and identifying the issues, 2) performing financial analysis and modeling, to determine the best fiscal approach, and most important, 3) determining the best options based on community input and guidance, to ensure we are addressing the objectives, desires, and concerns of the community.

Please remain engaged! We are all a critical part of our Countryhouse Homeowner’s Association. It’s your property, your investment, and your funds; we need you to tell us what to do.

Thank You!

Larry Hicks, President
Countryhouse HOA

To help our community develop and manage this program, The Countryhouse HOA has recruited an organization development specialist: Daisha Gaines.

Since May 2019, Daisha has been the Organizational Development Manager at The University of North Carolina at Chapel Hill. In that role, she develops and improves enterprise-level initiatives by partnering with various departments to assess, research, design, deliver, and evaluate organization development solutions in areas of strategic planning, assessments, change management, team development, performance improvement, team retreats, and leadership development.

In that role, she also:

• Serves as the primary point of contact for the Office of Human Resources to conduct in-depth needs assessments to inform the design, delivery, and outcomes of all Organizational Development services
• Manages leadership development through one-on-one coaching and customized interventions, including 360 feedback and planning
• Continuously assesses engagements and makes revisions by creating and implementing an electronic training evaluation system to assess the effectiveness of meeting all course objectives and identify ways of enhancing organizational performance

Daisha is a proactive and dedicated professional who promotes leadership principles focusing on employee development, enhancing morale, boosting personnel retention and productivity rates, and streamlining policies and procedures. With extensive experience in both the corporate sector and non-profit educational institutions, she brings a diverse skill set to any group. She has worked for a Fortune 500 publicly traded corporation and served as a staff and faculty member in a non-profit public educational institution.

Invitation, Format & Objectives

Invitation

• A Countryhouse community gathering, open forum, workshops
• On Friday, March 24, 2023, from 9:30am to Noon
• At the Gathering Place, in Fearrington Village, NC

Format

• Intro, Update & presentation by the President of the HOA, 5 Minutes
• Guidelines by the Workshop Manager of the HOA, 5 Minutes
• Update & presentation by The Roofing Committee, 10 Minutes
• Update & presentation by The Budget Committee, 10 Minutes
• Eight Round Table Open Forum Work Groups, 50 Minutes
• Break, Coffee, Beverages, Snacks, PB&J, Cookies & Milk, 10 Minutes
• Questions & Comments Reports from the Eight Round Tables, 45 Minutes
• Three Person Panel, Synopsis, Consensus, Issues to Resolve, 15 Minutes

Objectives, New Paradigms

• Provide owners an update on the Roof Repair and Replacement program.
• Provide a summary of the efforts made and work accomplished by the Board, The Roofing Ad Hoc Committee and the Finance & Budget Committee.
• Discuss the in-depth evaluations done of roof conditions, financial constraints and opportunities, options, and alternatives.
• Inform the community about the current & upcoming discussions, dialogs,workshops, and encourage owner/stakeholders participation.
• Encourage community engagement, input, and feedback so each owner can make informed decisions.
• Achieve a successful outcome through an open, creative, insightful, and successful dialog based on listening to the 200 owner/stakeholders.
• Develop and implement a frugal, rational, and affordable roof replacement strategy based on needs with community engagement and agreement.

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Why Attend?

The purpose of this event is threefold: to update you on the progress of the Roofing Committee, to discuss the financial solutions we are investigating, and to seek your guidance as we finalize options. After a presentation by the President, and the Chairs of the Roofing and Budget committees, here are some of the key questions & issues we will be addressing:

• Do you believe that roof replacement is the top priority for the community?

• Do you believe that affordability should be a major consideration in any roof replacement proposal? How do you define ‘affordable’?

• Are there specific worries or concerns relative to your own current situation that are causing vou the most stress or anxiety?

• What would be the most effective and convenient way for us to maintain regular contact and keep you updated on the progress or developments of this project moving forward?

Thank you for your time, attention, and participation.

Please consider wearing a mask at Countyhouse community gatherings as a precaution to help ensure the well-being of elderly or immunocompromised residents.

Thank you!

The following letter was sent to community members from HOA President, Larry Hicks:

Greetings neighbors!

In response to last summer’s concern of the initial roof funding proposal, your Board has opted for an alternative approach. This ‘revenue-based’ approach includes an in-depth assessment of roof conditions, plus a detailed exploration of financial constraints, options, and alternatives. With community engagement and agreement, the goal is to develop and implement an affordable roof replacement strategy.

In November, your Board charged two committees, the Roofing Ad Ho Committee and the Finance Committee, with this effort. The work of both committees has been making great progress. We have been keeping the community informed and engaged through updates at your monthly Board meetings. These updates are available in each month’s Meeting Minutes. Those in attendance at these meeting will note that they have been provided opportunities to ask questions and offer input and feedback as the discussion advances.

We are now at a critical point in our discussions and decisions, and we encourage your continued engagement.

We wish to provide a summary of our efforts to date and have a community dialog on how we bring this to successful fruition. You will be receiving additional information on this important discussion, and I ask that you consider participating. In the end, the direction that we will take will be informed by and agreed upon by the community.

Please Participate, Make a Difference

On behalf of the entire Countryhouse Board of Directors, we are looking forward to an open, creative, insightful, and successful conversation.

I hope to see you there.

Larry Hicks, President
Countrvhouse HOA

HOLD THE DATE: Friday, March 24, 2023, 9:30 – noon, Gathering Place