Harpeth Trace Services Association

Meeting Minutes 07-31-2007

Feb 12, 2008

Harpeth Trace Services Association
July 31, 2007, Board Meeting Minutes

The Board Meeting at LePeep restaurant was called to order at 7:00 a.m. by President Steve Roche. Other Board members present were: Bob Brooks, Stephen Helmey, Sanford Payton, and Suzanna Spring, forming a quorum of five. Joanne Katcher, president of Treetops, attended the meeting and Rick Eatherly represented Ghertner & Co.
David Arens, Ken Darby, Mary Ann Dorris, and Linda Shoun were not present.
Board members who were present reported on their areas of responsibilities:

Accounting ?– Suzanna Spring: Suzanna reported that she and Joanne Katcher have worked with Rick Eatherly trying to balance the month-end figures supplied to us by our management company, Ghertner & Co. She reported that she and Joanne have not been able to balance the monthly figures, but Rick maintains that the figures do balance. She and Joanne agreed to examine the numbers again before meeting with Rick. She reported that our current assets total $90,502, made up of $19,820 in cash, $17,611 in general reserve, and $53,072 in road paving reserve. Suzanna had previously notified the Board that this would be her last meeting because she is moving to California to care for her mother. The Board thanked her for her faithful service and hard work.

Budget ?– Ken Darby: Ken Darby was not at the meeting, so his report was given by Rick Eatherly. Rick reported that our actual expenditures have been $4,100 less than projected in our Pro Forma Budget. He also pointed out that we have nearly $20,000 in our Cash Account and could safely transfer $10,000 into our interest-earning Reserve Account since our regular monthly expenses are about $3,600, and our immediate accounts payable are about $6,000. The Board voted to authorize Rick to make the transfer.
The motion was made, seconded, and passed to raise from $5,000 to $10,000, the dollar amount of projects that would require 3 competitive bids.

Cleanup Day and Drainage ?– Bob Brooks: Bob reported that our Spring Cleanup Day was successful. About 20 homeowners participated by trimming limbs along the main drive, removing dead wood and debris from the common areas, and picking up trash under the entrance bridge and along the walking path. So many other homeowners piled debris from their yards by the street for pickup that the chipper truck had to unload once before it could handle the load. Since the response to the chipper truck was so positive, Bob will make arrangements to have it return to our neighborhood again on Monday, November 19.
If individual homeowners want to have the sheriff?’s department pick up wood debris free at other times, they may make arrangements by calling Deborah Pittman at 880-3897.

Homeowners can also call Metro Beautification and Environ?¬ment Commission (862-8750) any time to schedule a free pickup for non-hazardous bulk items such as lawn mowers, refrigerators, or washers and dryers.

Bob reported that he is unaware of any drainage problems in the neighborhood, but he was quick to point out that it has been a very long time since we have had anything to drain.

Irrigation ?– Mary Ann Dorris: Mary Ann was not present but it was reported that the sprinklers around the guardhouse have been operating at about 9AM instead of early morning (3-4AM) as recommended. Steve Roche asked if Mary Ann could check the timer and heads at least once a month to see if everything was operating properly. He also asked if she would investigate the availability and cost of a battery backup for the timer so it would not lose time when our power supply is interrupted.

Landscape ?– Sanford Payton: Sanford reported that all but one of the trees on one side of our entrance have been cut by someone unknown, reducing the attractiveness of our entrance. He pointed out that tracking down the culprit would be time-consuming and replacing the trees could cost $3,000 or more, and he did not want to undertake the project unless the Board was prepared to spend the money. The Board agreed to spend up to $6,000 for the project if we can get some assurance that it will not be cut again.
Tom Glass, owner of our landscape maintenance company has recommended planting Schip Laurels to hide the electrical switchgear recently installed near our entrance. These are fast growing laurels which should reach 6-8 ft. in height within a few years. The Board agreed to accept his proposal which will cost $250.
Prior to our recent streetlight project, the Board had agreed to add some new plants around the guardhouse area. The project was delayed by the electrical work, and that work damaged more plants. The combined project now calls for 2 Leather-leaf Viburnums, 25 Nandinas, 8 Azaleas, and approximately 40 pots of variegated Liriope (Monkey Grass) for a total cost of $2,188. This project was approved by the Board. $2,188.
The Board also approved an expenditure of up to $600 to add mulch in upper common area. One bid for that amount has been submitted, but we will shop for a lower price.
Our current lawn maintenance company has not been as responsive as we would like, so the Board has authorized Sanford to request bids from other companies.

Lighting and Signage ?– Stephen Helmey: Stephen reported that the situation with the peeling paint on our street sign poles has been resolved. He reminded the Board that the project has taken so long because he spent 3 months trying various ways to cause the original contractor, Allen Lawrence, owner of Allen Lawrence & Son Signs, to repair his poor workmanship. In a final effort, David Arens drafted a letter for our president?’s signature giving the contractor 30 days to remedy the situation. When the contractor failed to act, the Board declined to take legal action, reasoning that it would be no more expensive, and probably faster to simply hire another company to repair the damage. Today, Stephen presented an estimate of $254 per pole to chemically remove all existing paint from all 11 poles, apply a proper metal primer and 2 finish coats, and to guarantee the work for at least 2 years. The Board approved the bid.
Stephen also reported that all work on the streetlights on the lower half of the hill is complete, and that the final payment of approximately $5,000 to the contractor is payable. The Board expressed satisfaction with the work and approved payment. The Board also expressed its debt of gratitude to Stephen Helmey for supervising this complicated and time-consuming project.
Stephen explained that we had 4 light heads left over from our work at the bottom of the hill because he had decided that double light heads were not needed on the bridge, although they had been specified. He suggested these 4 heads could be held in reserve to replace heads that will be damaged in the future, or we could use them now to replace old fixtures at the top of the hill. The Board chose to install the new heads on the first 4 poles adjacent to the work that was done on the lower part of the hill. This was done because the Board believed that the new heads might be misplaced or forgotten by members of a future Board before they were needed.

Stephen presented a bid of approximately $6,000 to replace the remaining old light heads at the top of the hill, and pointed out that the actual cost will be less because 4 heads are already paid for. The Board voted against this project, electing instead to replace the heads on an as-needed basis.

Streets and Curbs ?– Linda Shoun: Linda was not at the meeting, but several items were reported by other Board members. It was reported that the limbs overhanging Valley Trace have been removed, but the Bradford pears at 541 Harpeth Trace Drive have not, and they block at least one-forth of the street. Rick Eatherly reported that he had sent a letter on May 25th asking the homeowner to trim the limbs lower than 8 feet so they do not extend pass the curb. Rick said he would call the homeowner and if they do not trim the trees he will have the work done and bill the homeowner.
The ?“washboard?” condition of Harpeth Trace Drive just uphill from its intersection with Valley Trace was brought to the Board?’s attention. No resolution was made, but it was suggested that perhaps that section of the street may have to be replaced with concrete to achieve a long-term solution.
It was pointed out that the owner of 524 Harpeth Trace Drive is still parking his vehicles in the common area behind his house. Rick said that he would contact the owner and explain that if the practice continues, his vehicle will be towed and impounded.

Legal Matters ?– David Arens: David was not at the meeting, so no report was made. However, at the last meeting he said he would make recommendations to clarify our rules and make them more user-friendly.
David also planned to present a proposal to define more clearly, and enforce more consistently, the neighborhood's policies regarding roaming or unruly pets.

Election of a New Director ?– Steve Roche: Steve
Roche pointed out that our by-laws require the Board to appoint a replacement for any director who resigns. Joanne Katcher was selected by the Board to serve the unexpired term of Suzanna Spring and to assume Suzanna?’s Accounting duties.

With no further business, the meeting was adjourned at 9:00 by President Steve Roche.

The Board asks you to remember that overnight parking on the streets of our subdivision is against the rules, and could be disastrous if a fire truck or other emergency vehicle is blocked by your vehicle. Since the rule is against you, your liability could be high.

Pick up after your dogs, especially when you are on the walking path. Also, remember that some homeowners do not want their lawn used as a doggie restroom, so unless you know it?’s OK, don?’t do it. And, let?’s try to keep those dogs quiet during the night. Remember, it is against Metro and HTSA rules for a dog to run loose. If such a dog bites someone, or causes other damage, legal action could result.

Our website is www.harpethtrace.org. We have a lot of information there.

The next regular Board meeting will be at Le Peep restaurant 7:00 a.m., Tuesday, October 23, 2007.

Respectfully Submitted,
Sanford Payton, Secretary