Harpeth Trace Services Association

Meeting Minutes 12-18-2007

Feb 12, 2008

Harpeth Trace Services Association
Board Meeting Minutes
December 18, 2007

The Board Meeting at LePeep restaurant was called to order at 7:00 a.m. by President Steve Roche. David Arens, Bob Brooks, Ken Darby, Stephen Helmey, Joanne Katcher, and Sanford Payton were present. Rick Eatherly represented Ghertner & Co.
Mary Ann Dorris and Linda Shoun were absent.

Steve Roche reported that our irrigation system had not been shut off and winterized as scheduled, and that ice had formed on Highway 100 as a result of runoff from our sprinklers. After the meeting, Rick Eatherly contacted Aqueduct and was told the system had been cut off yesterday, and that the system would be winterized today.

The following reports were also given:

Legal Matters ?– David Arens: David reported that he been given permission by his law firm, Stites & Harbison, PLLC, to represent our association, pro bono except for out-of-pocket expenses, in the matter of our complaint against Allen Lawrence & Son Signs. This company installed our new street signs, but apparently used an inappropriate paint on the signposts which caused the paint to peel after about one year?’s service. Our association has paid about $3,000 to have the posts stripped, treated, and repainted. We want Allen Lawrence and Son Signs to reimburse us for that cost. David plans to pursue all available options to obtain reimbursement from the company.
The Board discussed ways to assemble and distribute rules, made or modified by the Board, to the general membership. David and Sanford were appointed by the Board to research the matter and to report back to the Board by the second regular meeting in 2008.

Accounting ?– Joanne Katcher: Joanne reported that the latest financial report (10-31-07) balanced with the September report. The balances on October 31 were: General Account: $6,239.36; General Reserve: $6,010.66; Road Paving Reserve: $107,072.00; Total Cash Assets: $119,322.02.

Pro Forma Budget ?–Rick Eatherly reported that our actual income and expenses are tracking very closely with our Proforma Budget.

Streets and Curbs ?– Linda Shoun: Linda was not present, but reports were given by other Board members. Stephen Helmey has been working to resolve a situation concerning our bridge over the railroad. Some cracking has occurred in the stone veneer at the Highway 100 end of the bridge and the pavement has sunk at each end of the bridge, resulting in a slight bump as you drive onto and off the bridge. The Board believes there are no structural flaws in the bridge, but we will have all components of the bridge inspected by a qualified professional to substantiate that opinion. Since Stephen is a trained architect, he was asked to interface with our consultants on our behalf.
Stephen reported that he had met with Paul Wright, a local architect and asked him to propose a course of action. The report should be available by the first of the year.
Rick Eatherly reported that the hole next to a catch basin between 502 and 506 Harpeth Trace Drive (HTD) has been repaired at a cost of $1,100.
Sanford Payton reported that a supply of ice-melt has been ordered for approximately $1,000 and will be kept by Glass Lawn so it will be available when needed.
There was a general discussion of the condition of our streets and curbs.

Cleanup Day and Drainage ?– Bob Brooks: Bob reported that about 25 people participated in our Fall Cleanup Day on Saturday, November 17, and that the chipper truck picked up a load of debris on the following Monday. Last year they filled the truck twice, but, he felt the event was worth the effort and recommended that we hold another cleanup day in the spring.
Bob reported that he is unaware of any drainage problems in the neighborhood, and that the new catch basin near the upper end of HTD is doing a good job.

Landscape ?– Sanford Payton: Sanford reported that new plants have been added to the entrance area to replace those damaged or destroyed when the new streetlight wiring was installed, and to replace plants that have died over the years. In addition, five trees in the upper common area and one large white pine near the guardhouse, all killed by the drought, have been removed. Six new plants in front of the new electrical switchgear and two new dogwood trees have been added in the entrance area. Pine straw mulch has been added to the upper common area, and leaves have been removed from the main drive and the Knolls bluff. The large tree that fell in the woods on the downhill side of HTD near the intersection with Harpeth Ridge Drive will be cut down within the next two weeks.

Lighting and Signage ?– Stephen Helmey: Stephen reported that the last seven old-style street light heads have now been replaced with new ones. All of our light heads are now less than one year old. However, the new astronomic time switches are not working as well as he would like. The switch that controls the lights at the top of the hill has been replaced, but it is not yet calibrated so the lights go on and off at the right time. Stephen is working with Anchor electric to resolve the problem.
Steve Roche pointed out that some personal notices are still being attached to light poles, and sometimes the paint is damaged when the tape is removed. The Board asks that you help us keep the neighborhood looking good by not posting bills on the poles.

Guard House: Rick Eatherly reported that he had the inside of the guardhouse cleaned and put light bulbs in the back room. He said that a breaker box on the north wall is now hanging loose and the lights in the back room are no longer working. Furthermore, water runs under the doors, bringing mulch and dirt inside, and that the doorjambs have been damaged by the dampness and they are no longer structurally sound.
David Arens pointed out that the unsecured breaker box presented a hazard to the guardhouse and to anyone who might enter the building. This liability is compounded if we are unable to secure the building properly.
During the resulting discussion, removal of the guardhouse was suggested, but all Board members agreed that the building adds charm to the entrance and is worth preserving. Stephen Helmey suggested the architect who is preparing a proposal for the bridge be asked to recommend the best way to repair and preserve the guardhouse. The Board voted to take that suggestion.

Annual Membership Meeting and Election:
Steve Roche pointed out that our Annual Membership meeting will be held January 24, and that the Board is required to present nominations at that meeting for people to fill the three expiring terms.
The Board agreed to compile a list of nominees via e-mail over the next week, but nominations will also be accepted from the general membership during the meeting. If you would like to serve on the Board, you are encouraged to nominate yourself via e-mail or at the meeting.

With no further business, the meeting was adjourned at 8:30 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.

Please 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. Also, 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, including recent minutes of past meetings and contact information for Board members and presidents of other associations in Harpeth Trace.

The next regular Board meeting will be immediately after our Annual Membership Meeting which will be held at the Jewish Community Center, 801 Percy Warner Boulevard at 7:00 p.m., Thursday, January 24, 2008. We invite all of you to attend.

Respectfully Submitted,
Sanford Payton, Secretary