Harpeth Trace Services Association

Annual Meetin Minutes 01-27-05

Jan 28, 2006

Harpeth Trace Services Association

The meeting was held at the Jewish Community Center and called to order at 7:00 pm by President, Ken Darby. Board Members in attendance: Ken Darby, Steve Roche, Sanford Payton, Mary Ann Dorris, Linda Shoun, Bill Wainwright, Jim Mathieson, and Susan Mitchell. Ghertner and Company was represented by George Murff in Bill Curry?’s absence. Twenty-one homeowners attended the meeting.

Ken Darby presented an overview of projects completed in 2004.
?• Drainage at 805 and 807 Harpeth Trace Place
?• Drainage at the second island but is not working and will look at this again this spring
?• Street lights were painted, all fixtures were cleaned and lenses replace where needed. Additional fixtures were purchased as they are special order items.
?• One light fixture was replaced as it was hit by a homeowner dodging a deer. The cost was around $900 which the homeowner?’s insurance company reimbursed the association.
?• The underbrush has been cleared about fifteen feet from the street which is a definite improvement
?• A clause was added to the parking rule. No parking on the street which would block emergency vehicles in case of an emergency. Some letters have been written, some work and some don?’t. The Board does have the authority to have vehicles towed.
?• Terminated Bellevue Security contract as they could not meet the patrol requirements in patrolling our community.
?• Cleaned up the Guard Shack to give the presentation of incoming and outgoing security
?• Currently working on a beautification program and will form a committee to present ideas to improve the appearance once you enter our neighborhood.

With the budget being the biggest item of the night, Ken introduced Susan Mitchell to go over the Proforma Budget that covers a four year plan. The largest items are paving and new lights. The Association Fees remain the same for 2005, $20.00 but in 2006 they will increase ten dollars. The projected fee of $30.00 should increase the revenue to fund the projects presented. Susan reminded us that this budget is a working budget and does not include any unforeseen expenditures. A copy of the Proforma is attached.

Dr. Anderson requested a light fixture be added at the corner of Harpeth Trace Drive and Hickory Trace. It is very dark at night and dangerous for all who walk their pets as well as other walkers. The Board will consider this suggestion.

Linda Shoun and Jim Mathieson were appointed to review the Covenants and Restrictions of Harpeth Trace Services pertaining to the Architectural, Maintenance and Use Restrictions, Article VI. A copy of the document they presented is attached to the minutes. This committee suggested this be given to all new homeowners along with the Covenants and Restrictions as a part of a New Homeowner Packet. It was also decided by this committee an Architectural Committee could be appointed by the homeowners by a 2/3 or ?¾ majority of all homeowners. The By-laws and Covenants are confusing on this point, as both are stated. Sanford Payton stated a legal opinion was secured and the voting would require a notarized signature of all property owners for the vote to be legal. It may also be noted; the Board is not the Architectural Committee but can enforce the provisions set forth in the Covenants and Restrictions.

Sanford Payton reported the board is looking at various ideas to improve the overall beautification of the entrance as well as the main drive in Harpeth Trace. Any improvements will increase the value of homes in our neighborhood as compared to other upscale neighborhoods in the West End area.

A homeowner asked, who is responsible for the stone pillars along Highway 100? Ken Darby said the Friends of Warner Park own the stone monuments. Any repair has to be approved and funded by that organization as they are historic monuments. In fact when we changed the entrance to Harpeth Trace, we had to get permission from them to repair the monuments which became a part of our entrance.

Jerri Montgomery complemented Bill Wainwright of the Board for heading the project of replacing the metal signs with the stone signs. The stone signs are definitely more attractive. She also suggested the board look at replacing the green street signs with something more attractive.

Bill Wainwright announced he wants to have a day of ?“Spring Clean Up?” for the neighborhood. Pick up trash, dead limbs, etc. It was also noted; vacant lots are not for homeowners to dump their trash. Should you see someone dumping their trash on a vacant lot, please call Ghertner. Also if there is a vacant lot that needs to be cleaned up, advise Ghertner so that they can advise the owner.

Katrin Bean volunteered to publish the newsletter. She will be working with the Board and should go out quarterly.

Katrin also advised us of a green car that has been seen in other neighborhoods, as well as her personal experience on Harpeth Trace. This green car was tailgating, then passed her on the yellow line, then abruptly stopped in front of her vehicle. She was able to stop in time but it was a close one! Certainly this was an upsetting occurrence for Katrin. We ask that you be alerted, should you see the green car or anyone behaving in a careless or vicious manner, to jot down a description of the vehicle along with the license number and report this to the police.

Mrs. Anderson asked who has a key to the back gate incase of an emergency. Ken reported that all Board Members are authorized with a key for that purpose.

Jerri Montgomery saw a landscaping employee burning leaves in the neighborhood. Ghertner will be advised to write all landscaping companies reminding them of the covenants of the association.

Jerri also reported about dogs in her neighbor barking all night and does anyone have a solution to the annoying problem. One homeowner said he had experienced a similar problem and he would call the dog owner every time the barking started which eventually solve the problem.

Ken Darby opened the floor for nominations for three board members as well as one person to fill out the term of Lindsay Cashion who moved from the neighborhood.
Persons Nominated: Jerri Montgomery, 424 Valley Trace; Jim Knapp, 509 Harpeth Trace; Ken Darby, 561 Harpeth Trace; Linda Shoun, 608 Harpeth Trace and Steve Roche, 200 Harpeth Wood.
Persons elected for a three year term: Ken Darby, Linda Shoun and Steve Roche.
Jim Knapp was elected/appointed to complete the vacant term to expire in 2006.

Jerri Montgomery and Ken Darby announced the property which touches Harpeth Trace on the left side facing Highway 100 has been acquired by Friends of Warner Park.

A homeowner asked about when the mulch on the path would be replenished. As the mulch has to be special ordered, this project will be scheduled sometime in March.

A homeowner brought up the idea of the possibility of adding a web site for Harpeth Trace. The web site could have the by-laws and covenants as well as the minutes of Board Meetings and Annual Meeting. It was also suggested a directory of the neighborhood be published.

With no further business, the meeting was adjourned by President, Ken Darby.

Respectfully Submitted,

Mary Ann Dorris
Secretary