Harpeth Trace Services Association

Meeting Minutes 01-25-07

Jan 31, 2007

The Annual Membership Meeting was held at the Jewish Community Center and called to order at 7:15 p.m. by President Steve Roche. Other Board members in attendance: Ken Darby, Mary Ann Dorris, Stephen Helmey, Jim Mathieson, Sanford Payton, Linda Shoun, and Bill Wainwright. Ghertner and Company was represented by Rick Eatherly. A quorum was present.

Steve Roche welcomed the members and ex-plained that each director would present a report for his or her area of responsibility.

Sanford Payton gave the Landscape report for Stuart Schmidt who had resigned his position due to a demanding travel schedule. Sanford reported that the irrigation branch for the bluff between the two entrances to the Upper Knolls has been installed, and the plants (Vinca Major) should be installed sometime in February. This planting was ordered last year at a cost of $4,990.
Some plants have been destroyed in the en-trance area by the trenching for the new lighting circuits. We?’ll just have to wait until the electrical work is complete to find out where we are. How-ever, the Board had previously decided to do some additional work in that area to bring the plantings back to their original design. This work will include replacing 2 leather-leaf Viburnums that have died, adding 15 new Bamboo Nandinas, approximately 3 feet tall, in a line parallel to, and in front of the existing Leather-Leaf Viburnums. These will be planted about 3 feet back from the road, and will replace the Nandinas that were there originally, but were choked out when the Viburnums were allowed to outgrow their space. It will also include adding about 50 4-inch pots of Variegated Monkey Grass along the curb in front of the Bamboo Nandinas. This will extend the line of monkey grass that starts near the bridge up to a point even with the back of the guard house.
The total price for this work, including plants and installation labor, will come to $1025.00. This work is planned for the end of March or early April, depending upon the weather.
The subject of landscaping was somewhat contentious and resurfaced frequently during the meeting. Some members preferred having the Oriental Honeysuckle and questioned the decision to remove it. Others appreciated the decisions made in the restoration of our landscape to its original design, and saw this as an added value to their property. The Board has followed Warner Parks?’ lead in the removal of the honeysuckle since this plant is one which, in time, will choke out all other vegetation, including trees. Approximately $15,000 has been spent in the past two years on restoration of the landscape. This amounts to just under $50 per household per year.
Bob Brooks maintained that landscaping should be considered an ?“optional expense?” and said that he had talked to others who were un-happy with the landscaping and wanted the dues ?“as low as possible.?” David Arens pointed out that the ?“optionals?” being discussed would save about $1.90 per month. Jerri Montgomery said that upon examination of other planned developments simi-lar to ours, she found that their dues were two or three times higher. She said that in years past our association did not collect enough fees to properly maintain our community. Bill Wainwright explained that we are now ?“paying the price of those 15 to 20 years of inactivity.?”
David Kidd asked if a referendum could be held on certain non-structural items (?“optional expenses?”). Sanford Payton explained that (1) the cost of mailings to the neighborhood is expensive (approximately $300 each) and, (2) our associa-tion is set up so the Board of Directors is elected to represent the general membership and make decisions on their behalf. However, the invitation was extended to all homeowners who want more information more frequently to send their e-mail addresses to HTSA?’s secretary SanPayton@comcast.net. Your participation and input are welcome.
Becky LaBounty asked if the Board would be open to a garden club replanting the exposed area behind the stone wall at our entrance and was assured that it would be.

Bill Wainwright, the director responsible for Street Lighting and Signs reported that our new street signs and stone address markers are in good shape. However, our street lights have been allowed to deteriorate since their installation nearly 30 years ago. As a result, half of our lights have failed and need extensive work. Stephen Helmey is directing the restoration work and he gave the following report:
An electrical engineer, Ralph Parsons, has been hired to design our system, write specifications, and inspect the work as it is completed. The work will involve the installation of new switchgear at the bottom of the hill, installation of new wiring in new conduit buried 18 inches deep from the entrance bridge to the intersection of Harpeth Trace Drive (HTD) and Harpeth Trace Court, and the replacement of some light heads.
The project has been bid twice. Only one contractor responded to the first bid, and that bid was rejected. After modifying the specifications, six bids were received, and the job was awarded to the lowest bidder, Anchor Electric, for approxi-mately $96,300. The job should be completed by May 1, 2007.
A member reported that the new lights be-tween the High-rise wye and Hickory Trace Place had been out and asked if they had been installed properly. Bill Wainwright reported that a ballast had failed and was replaced, but the lights had been properly installed.
A member asked why utility poles had been allowed near Wood Valley Condominiums when all utilities are required to be buried in our subdivi-sion. Fred Helfer said the original developer had allowed that deviation to save money when the Wood Valley condominiums were built.

Mary Ann Dorris reported that our irrigation system has been turned off for the winter, but it may be turned on from time to time to be sure no pipes were cut while trenching for our new electri-cal conduit. She asked that we let her know if any irrigation problems are noticed.

Ken Darby reported that a drainage project between 617 and 621 HTD is almost complete, and several other small projects have been com-pleted recently. He explained that we have had to construct a few low, asphalt dams across drive-ways to prevent street runoff from eroding drives and yards. This has occurred in several places where the last paving raised the street level and changed runoff patterns. Ken also reported that he had obtained a legal opinion that the water runoff from improperly installed storm drains in Treetops is not Harpeth Trace Services Association?’s (HTSA?’s) responsibility. The issue is between Treetops Association and the individual property owners who receive the runoff.

Sanford Payton presented a Proforma Budget for the years 2007-2012, based on 2006 expendi-tures and the new maintenance fee of $45 per month. This budget will allow us to pay for the new street lights in 2007, as well as generate funds to pay for paving half the subdivision in 2009 and the other half in 2011. It was pointed out that the budget is based on bids and assumptions, and that future Boards of Directors can make changes as they decide necessary. Our net worth as of December 31, 2006 was $114,572.

Jim Mathieson reported on streets. Jim pointed out that many matters concerning the streets such as drainage and repaving had already been dis-cussed, but that all potholes were recently filled and that ?“stripes and bumps?” were repainted last summer.
Other street issues previously covered in-clude the fact that paving costs include removing the current asphalt because the streets have been ?“capped?” once before, resulting in low curbs that created runoff problems. While the current Board decided that we should have funds available to pave half our streets in 2009 and the other half in 2011, the paving will not actually be done until a future Board decides it is necessary. Stephen Helmey pointed out that we have had mild winters, which helped preserve our paving. However, the paving has many small cracks that can allow water to seep under the top layer of asphalt and freeze there. Repeated freeze-thaw cycles in a cold winter can cause the pavement to spall, and be quickly destroyed. The projected paving costs also include curb replacement. Unfortunately, our original curbs were poorly constructed and have not held up well.

The status of de-annexing those sections of our subdivision which are in the Urban Services Dis-trict (USD) of Davidson County was questioned. Steve Roche explained that the Board had de-cided not to pursue the matter because the cost of most homeowners?’ insurance policies would in-crease if their homes were outside the USD, and homeowners would have to directly pay for their garbage pickup and recycling. Generally, the cost increases would offset the tax savings.

An election was held to fill four directorships. One position would complete the term of Stuart Schmidt which expires January, 2009. Three other positions would fill the expired terms of Jim Mathieson, Sanford Payton, and Bill Wainwright. Jim and Bill had decided not to run for reelection. The Nominating Committee presented a list of nomi-nees, as required by our by-laws, and nominations were also accepted from the floor. As a result, six candidates ran for the four open positions. David Arens, Bob Brooks, and Suzanna Spring were elected to 3-year terms. Sanford Payton was elected to complete Stuart Schmidt?’s term. David Felts and Ann Olsen also ran, but were not elected. The Board and membership expressed their sincere thanks to Bill Wainwright, Jim Mathieson, and Stuart Schmidt for their service on the Board of Directors.

With no further business, the meeting was ad-journed by President Steve Roche.

Names and contact information for all nine Board members, our Ghertner representative, and presi-dents of condominiums may be found on our website at www.harpethtrace.org.