Harpeth Trace Services Association

Meeting Minutes 08-02-05

Jan 28, 2006

Harpeth Trace Services Association


President Ken Darby called the meeting to order at 7:30 a.m. at Le Peep Restaurant. In addition to Ken, directors in attendance were: Jim Knapp, Susan Mitchell, Sanford Payton, Linda Shoun, and Bill Wainwright.

1. Ken explained that since our Board has become so active, it would be best if each member of the Board had a specific area of responsibility. To that end, he made the following assignments:

Accounting ?– Steve Roche:(review details of Balance Sheet monthly and check charges against quotes)

Budget ?– Susan Mitchell: (prepare our budgets and projections. Review and report monthly)

Cleanup ?– Bill Wainwright and Jim Knapp:(plan and promote our 2 semi-annual cleanup days)

Drainage ?– Jim Knapp:(be contact person (plan, supervise, and sign off) on all drainage projects)

Irrigation ?– Mary Ann Dorris:(be contact person (plan, supervise, and sign off) on all irrigation projects)

Landscape ?– Sanford Payton:(be contact person (plan, supervise, and sign off) on all landscape projects)

Lighting & Signage ?– Bill Wainwright:(be contact person (plan, supervise, and sign off) on all lighting and signage projects)

Roads and Curbs ?– Jim Mathieson:(be contact person (plan, supervise, and sign off) on road and curb projects)

Legal Papers ?– Linda Shoun:(be contact person (plan, supervise, and sign off) on rules and changes)

2. Ken reviewed several bids and the following decisions were made:

A. Accept a bid from Commercial Painting, Inc. for $750 to sandblast the face of our entrance walls to remove the mortar stains and to slightly recess the mortar joints to achieve a cleaner face and additional texture. The sandblasting must be done before the following project (B) can be started.

B. Accept a bid from Belle Meade Landscapes for $12,522 for several landscaping projects including the creation of a planter at the base of our entrance walls, removal of all Euonymus in the area around our guardhouse, proper pruning, treating, and feeding of all existing plants in that area, moving certain plants, replacing missing laurels, and trimming Holly tree in first island and planting Monkey grass. (Details are in the June 7 Meeting Minutes.) This project should be completed by the end of August.

C. Rejection of a bid from Aqueduct Irrigation for $1,850 to extend water lines over the bridge and into the new planters. This rejection was based on advice from the horticulturist at Belle Meade Landscapes who explained that the plants to be used in that area will not require watering.

D. Rejection of a bid for $10,000 to uproot and destroy all of the Oriental Honeysuckle within 20 feet of the walking path (on the downhill side). Alternatives will be sought.

3. The Board asked that Sanford Payton meet with interested residents and Board members to develop recommendations for the next step(s) in our landscape improvement project. So far, nine residents have volunteered to work on the project: Ken Darby, Harry Johnson, Nancy Johnson, Joanne Katcher, Jim Knapp, Steve Roche, Stuart Schmidt, Annie Trost, and Bill Wainwright. Anyone interested in working on this committee should contact Sanford Payton at 353-9766 or 356-1536 within the next two days. Recommendation will be made to the Board who will have final approval and responsibility.

4. It was reported that the five new street lights will be installed in August along Harpeth Trace Drive between the High-rise split and Hickory Trace Place.

5. It was reported that our new signage program should be installed within 60 days. All wooden poles with stop signs and green street-name signs will be replaced with aluminum poles that match our existing street light poles. All signs on poles of other types will be moved onto the new poles or existing street light poles. The backs of all signs will be painted to match the color of our existing street light poles.

6. It was reported that the lawyer hired to review our corporate documents expected to have his report ready August 1, but it has not been delivered or reviewed yet.

7. 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.

8. Pick up after your dogs and try to keep them quiet during the night. It?’s so unpleasant when a resident has to report a neighbor?’s dog to the police.

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

14. The next regular Board meeting will be at 7 a.m., Tuesday, September 20, 2005, at Le Peep Restaurant.

Respectfully submitted,
Sanford Payton