Harpeth Trace Services Association

Meeting Minutes 03-07-06

Mar 30, 2006

The meeting was held at Le Peep restaurant. It was called to order at 7:10 a.m. by President Ken Darby. Board Members in attendance: Ken Darby, Mary Ann Dorris, Stephen Helmey, Jim Mathieson, Sanford Payton, Stuart Schmidt, Steve Roche, Linda Shoun, and Bill Wainwright. Ghertner and Company was represented by Steve Kravitz.

The first order of business was the election of officers. Ken Darby announced that he could not run for reelection because of business pressures. After expressions of thanks for his service to our Association, Steve Roche was elected president. Bill Wainwright was elected vice president, and Sanford Payton was reelected secretary-treasurer.

Two new members, Stephen Helmey and Stuart Schmidt, were welcomed to the Board and Directors?’ responsibilities were assigned to the directors by Ken Darby who remained president until the meeting was over. Assignments are as follows:
Accounting ?– Stephen Helmey
Budget ?– Stuart Schmidt
Cleanup ?– Bill Wainwright
Drainage ?– Ken Darby
Irrigation ?– Mary Ann Dorris
Landscape ?– Sanford Payton
Lighting & Signage ?– Bill Wainwright
Roads and Curbs ?– Jim Mathieson
Legal ?– Linda Shoun

Steve Roche, the director who has been responsible for Financial Records, reported that our association had total assets of $71,173.73 as of 1-31-06, the last statement that is available. He also made a motion that the Board direct Ghertner to place $5,000 of the money generated by fees to our Reserve Funds account, and that remaining funds be deposited into our General Account. This motion was approved.

Stuart Schmidt, the director responsible for Financial Planning, reported that he would work with Susan Mitchell, the last director with his responsibility, to maintain a 6-year projection of our anticipated income and expenses. This report is called a Proforma Budget. Stuart will present an updated Proforma Budget to the Board at each quarterly meeting. A copy of our current Proforma Budget may be reviewed at our website, www.harpethtrace.org.

Bill Wainwright, the director responsible for Street Lighting, Signage, and our Neighbor-hood Cleanup Days, reported that five street lights are out along Harpeth Trace Drive, and other lights are not producing an adequate amount of light. An electrical contractor consulted by Ghertner & Company has determined that a new transformer is needed to provide adequate electrical current to the street lights. Bill has approved an expenditure of $345 for this work. In addition, we have exposed electric wires at two locations and damaged junction boxes at two other locations. Ghertner has received a bid of $645 to correct these problems which expose the neighborhood to significant liability.

Steve Kravitz, the Ghertner representative responsible for HTSA, reported that our association is also exposed to significant liability because our association does not carry Workers?’ Compensation insurance. He explained that while we require all contractors we hire to have and maintain Workers?’ Compensation insurance, we do not recheck monthly to make sure their policy is still in effect. If it is allowed to lapse, and a worker is hurt, we could be sued. In addition, we have volunteers doing cleanup projects, hanging holiday decorations, and changing light bulbs. We could be sued if any of these people are hurt. In both of these situations, our liability insurance carrier may refuse to pay, claiming the accident should be covered by Workers?’ Compensation. As a result, the Board directed Ghertner to get a firm bid on Workers?’ Compensation insurance and report to our new president.

Bill Wainwright reported that he will not conduct a Neighborhood Cleanup Day this year.

Ken Darby, now the director responsible for Drainage, reported that some catch basin grates do not function as designed because they are covered with leaves and other debris. He requested that Sanford Payton have our landscape maintenance company remove this debris on a weekly basis. He also asked Steve Kravitz to review all the catch basins on our property and give us a quote for lifting the grates and cleaning the debris that has accumulated inside the catch basins. In addition, he said that Steve Kravitz had met with a contractor about storm-water runoff from Treetops Condos, which is eroding the property at 505 Harpeth Trace Drive. An estimate for installing an underground pipe from Treetops?’ outfall to the stormwater drain under Harpeth Trace Drive is expected soon.

Mary Ann Dorris, the director responsible for Irrigation, reported that the irrigation system has been shut off during the winter months, but some damage has occurred during the winter that needs to be corrected before the system is reactivated next month. One sprinkler head does not retract properly and another has been uprooted by a vehicle that drove over the curb and knocked down a holly tree. In addition, the water in a main feed pipe froze in the early winter and burst the pipe. She also reported that the Upper Harpeth Knolls Condo Association has agreed to allow HTSA to tie into their irrigation system for a branch to water the bluff along the main drive between the two entrances of Harpeth Knolls Condos. HTSA will pay to have the pipe and sprinkler heads installed and Harpeth Knolls Condominium Association will pay for the water consumed.

Sanford Payton, the director responsible for Landscaping, recommended that the Board approve three landscape projects that were proposed last October. This would involve cleaning undesirable growth from; (1) the common area between the High-rise Wye and Hickory Trace Place, (2) the bluff between the two entrances to the Upper Harpeth Knolls, and (3) the grassy knoll between Harpeth Ridge Condo-miniums and the house at 784 Harpeth Trace Drive. The cleanup work at all three places would cost $3,300. In addition, a sprinkler system would be added along the Harpeth Knoll?’s bluff, and the bluff would be mulched and planted with a groundcover. This work would cost $10,662. All of the work was approved contingent upon new bids in line with the projected cost.

Jim Mathieson, the director responsible for Streets and Curbs, reported that response to the ice and snow by the contractor was very good. Also, the speed bumps within our subdivision have been repainted, but the painting company has been waiting for warmer weather to apply new paint to the center stripes. He reminded the group that we can delay the need to totally resurface our streets if we take care of small damage quickly. He asked that anyone who sees damage should report it to him. His telephone number is 419-1109.

Linda Shoun, the director responsible for Legal Matters, reported that a copy of our By-Laws has been found, and recommended, that the Board reaffirm that these by-laws will be followed until they are modified by the Board. The Board agreed. She reminds us all that these documents may be found on our website (www.harpethtrace.org)

In addition, she recommended that she and Stephen Helmey develop an outline of possible rules and regulations to be considered by the Architectural Committee. Final recommendations will be presented at the Annual Meeting in January 2007. Our charter requires that at least 75% of the members attending or represented at the meeting must vote in favor of the establishment of an Architectural Committee before it can be established. So, be sure to attend that meeting. However, you will be informed of possible rules as they are developed.

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

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. Also, when you park in places where people can?’t see on-coming traffic, you are endangering them. n such situations, this writer sometimes mutters words his mother didn?’t know he knew. I suspect others do, also. Be considerate, or you may be considered a jerk.

Pick up after your dogs, especially when you are on the walking path. No one has yet claimed to enjoy stepping in your doggie?’s do. Try to keep those dogs quiet during the night.

The next regular Board meeting will be at Le Peep restaurant Tuesday, June 6, 2006, at 7:00 a.m.

Respectfully Submitted,
Sanford Payton, Secretary/Treasurer