Westwood Hills Neighborhood Association 2004-2005

As suggested by Mr & Ms Nelson, the discussion ''string'' has been initiated to take the questions from the TRHOA community and allow responses to be posted. You will have to register with the site to be able to participate. Input will be reviewed by the web site host to protect against risk.

 

In case anyone wasn't on the copylist, here is the original question set from Ron Ibarra and replies from Greg Heinsch in blue:

What was the process for selecting the sprinkler contractor? Three contractors were short listed based upon Membership input to the Board. These contractors then submitted competitive bids in response to a written Request for Quote (RFQ). Was there a recommendation from the city? No. What is there experience with commercial and neighborhood systems? It is what they do. Was there a bidding process, which also included designs? The bidding process was based upon a performance specification as set forth in the RFQ.

What is the proposed design? According to the RFQ "...broad coverage with minimal heads for the large lawn areas only." It is expected that the plantings will be covered by overspray from the lawn areas. The prevailing intent is to prevent the lawn and plantings from perishing due to draught in the most economical manner. Because of our narrow streets and damage from trucks, plows, etc, we constantly have to repair the green edges. How does the design accommodate this potential damage? Duly noted.

The Board was considering three alternatives for providing water. Which is the best for us and why? Tapping off of the existing water and electrical services from two homes. This option utilizes existing water and electrical services which if otherwise required would cost an additional $5,000 - $10,000 for the project, or up to $500 per home in additional assessments above and beyond the current $750 assessment amount.

Water will most likely have to be tunneled under the street. We were informed from previous investigations that street damage from tunneling could exceed any sprinkler costs. Does the tunneling company warranty us from initial damage - or after one year? Underground directional boring and associated restoration are included in the contractor's proposals. This work is common to their trade and will not damage the street if properly performed. The contractors are licensed and insured and will provide a written one year warranty.

Most likely power will be required. How is this accomplished? From the two existing homes. This is included in the contractor's bid.

What are the expected yearly maintenance and operational costs? $533 (firm price quote from current lawn care provider) and $525 (estimated at $75 per month for 7 months), respectively. How does this fit in our yearly budget? These costs are included in the proposed VP budget for 2008 (see attached). Special assessment yearly or increased budget? Neither. The proposed VP budget for 2008 includes these costs in a total amount that is less than last year's VP budget.

What is the operational process? By maintenance contract (MC) with current lawn care provider. Which Board Member Title has sprinkler responsibility and all it entails? VP (open office). What is the operational schedule? By VP/MC. Only operating in drought conditions? How long does the sprinkler operate? Does it operate in the rain? No, a rain gauge is a component part of the sprinkler control system. What is the process for changing the operational schedule? VP to direct MC as required.

Since the present Board initiated this action, will they stay engaged to resolution or pass it on to a new Board? My term has expired; but I would like to see this project through if the Board should be so willing.

 

I also respectfully submit the following follow-up questions to those raised by Mr. Ibarra:

1. In regards to the two household hook-ups for water and electricity:
      * Who has agreed to allow the hook-ups?
      * Will there be legal easements written that will allow these
            hook-up to continue even if the house is sold?
      * How will the reimbursement for utilities be completed?  Separate meters/bills
           or a monthly/quarterly reimbursement for portion of homeowners' bills?

2.  If the actual construction cost is greater than $750 and the 13% contingency,
       does the neighborhood vote again?  Is there a threshold that triggers a re-vote?
        (e.g. greater than 10% more than $750). 

3.  Is (was) the $750 assessment stated in the purchase conditions of
        the three houses that are/were for sale?  (Hunter-Lewis,
        Federowski, and Sara MacMullen's)   Have the new owners the MacMullen
        house been notified or copied on these updates and meeting notices?

 

Perhaps consider a delay of game? This decision can be made quickly by the President and the Board and communicated to the membership.

What should be considered:  Delay the Meeting to comply to the bylaws & declaration of a minum 30 day notification and maximum of 60 days.  This will provide time to distribute all required information and have people review it and consider its merit.  Distribut information via the web site, email, and hard copy.

About Governance:  Both the Tana Ridge Association Declaration of  Protective Covenants & Easements as well as the current Bylaws have a meeting notice provision that should be considered.  There is a requirement of a minimum of 30 day notice and maximum of 60 day notice to all members.  This is an important one to adhere to in a meeting when a vote with financial impact is being considered.

 The delay would be perhaps the most reasonable and fair thing to do in light of the notification and information availability challenges.

 Regards, Rita