Decision Log 2003 |
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Steering Team Selection
March 10, 2003
Business Meeting
We consensed to approve the following proposal:
Ronda Ramsier, Lynne McGee, Julie Goodman, Molly Brown, and Brian Derry will serve on the Steering Team for the 2003 term.
Lot E1 Past Due Assessments
March 31, 2003
Posted Decision
We consensed to approve the following proposal:
Allow Marilyn Blair to delay paying assessments on Lot E 1 until she sells the lot, at which time the past due assessments will be paid in full along with interest. No late fee will be charged but interest will be charged beginning when the assessments balance became past due at a rate roughly equal to the rate we earn in our HOA savings account. The HOA reserves the right to repeal this decision and collect the past due assessments using the full authority granted in the covenants.
Creation of Playing Field
May 16, 2003
Posted Decision
We consensed to approve the following proposal:
To dedicate the land south of the greenhouse and ET bed, east of the wood pile for a community playing field. Any improvements to be paid for by community donations, and work to be done on an individual (e. g. non-work party) basis.
Natural Gas Line to Greenhouse
May 20, 2003
Posted Decision
We consensed to approve the following proposal:
Authorize the Greenhouse team to spend up to $1000 by 12/31/04 to get the greenhouse heating serviced by natural gas.
Goals Statement Revision
June 10, 2003
Posted Decision
We consensed to approve the following proposal:
PEOPLE
Building Relationships
We will build open, supportive and loving relationships within and outside the community, characterized by honesty, trust, sharing, cooperation and generosity.
We will encourage a proactive community of mutual support, assistance and enjoyment, seeking an intermingling of interests, ages and resources.
Recognizing that elderhood is a distinct phase of life with its own needs and functions, we as a community will find practical ways to respect and support the elders of our community.
Process Skills
We will develop and continue to strengthen the process skills of communication, conflict resolution, and governance so that every Member knows how to lead, follow, listen, speak from the heart, and mediate conflicts, and can perform these functions spontaneously whenever a situation calls for them.
Community Activity
We will accomplish community approved work goals effectively and efficiently, while maintaining balance and flexibility.
We will create ongoing opportunities to have fun at Heartwood.
Relationship with the Land
We will educate ourselves and, on a voluntary basis, experiment with practices for greater environmental sustainability.
Membership
We will maintain full membership with a waiting list of at least 4 households. To do that, we will minimally advertise to the larger community to build awareness of HC, and we will support interested people in their exploration of HC.
We will maintain full membership with a waiting list of at least 4
FINANCE
Cost
We will control costs and seek creative methods to keep participation in the community economically feasible.
HOA Reserves
June 16, 2003
Business Meeting
We consensed to approve the following proposal:
• FUNDING: The Team Reserves balance will be set at $22,500 as of 6/30/03. Beginning in 2003, Team Reserves will be funded each year with $6000 from HOA assessments and with all HOA operating profits (including interest income).
• SPENDING AUTHORIZATION: Consistent with the Team Reserves Detail spreadsheet dated 6/10/03, teams are authorized to spend up to 120% of the Reserve Cap for their reserve line items.
• PLANNING RESERVES: Change the name Specific Reserves (see 7/16/01 decision) to Planning Reserves. Add a Planning Reserve for Pathways of $25,000 so that the new Planning Reserve detail is as follows:
–Barn $12,000
–Trails $500
–Site Lighting Upgrade $1000
–Gathering Nodes $1200
–Pathways $25,000
TOTAL PLANNING RESERVES$39,700
• FINANCE TEAM REVIEW: Revise the TEAMS agreement by adding the following to the Finance team section: Review overall Team Reserve balances at least once per year and report to community. In collaboration with other teams, review an item’s Reserve Cap and Life Cycle any time reserve money is spent for that item with an overall review to be done at least once every 5 years. Report results to community. Full Authority
• CARPORT EXTERIOR MAINTENANCE: Beginning on 8/01/03 all carport owners (including the HOA) will be assessed $30 per year per carport to fund a carport exterior maintenance reserve. At the end of each year, the HOA will also fund the reserve with interest earned based on the computed average reserve balance for the year and the interest rate earned on HOA cash balances. The Common Facilities team is authorized to pay for carport exterior maintenance from the reserve, but only up to the balance of the reserve. The Carport Exterior Maintenance Reserve funds will be kept separate on the books from the general HOA funds.
Kitchen Island Spending Authority
July 11, 2003
Posted Decision
We consensed to approve the following proposal:
•Increase the Extraordinary Activity budget for Kitchen Island to $1500 from $200.
Nodes Phase 1
August 15, 2003
Posted Decision
We consensed to approve the following proposal:
•LST is authorized to spend up to $250 per tree and $150 for fill and berm preparation for each of two gathering nodes, using money currently held in specific reserves. The total amount authorized is $800. Any funds not used will be left in reserve for future node development.
Forest Thinning Project & Grant
September 22, 2003
Business Meeting
We consensed to approve the following proposal:
•The Heartwood Community will consider committing $5000 for wildfire mitigation in 2004 during the deliberations on 2004 Extraordinary Spending. This $5000 is necessary for obtaining matching funds from CSFS. We authorize Teresa Malone to submit the grant application for Heartwood HOA by September 30, 2003.
Decision Making Agreement Revision
December 13, 2003
Posted Decision
We consensed to approve the following proposal:
•To add language to Decision Making Agreement in the appropriate section the following: “To participate in discussion and decision making in team meetings a new member must have completed the requirements to participate in business meeting decisions (i.e. have full voting rights). Until they have, teams have the discretion to allow team members to participate only in discussion if the team decides to. In addition, if a new member’s first team meeting occurs after they have gotten full business making status, they shall remain under these same constraints for just that very first team meeting.
2004 Operating Budget
December 15, 2003
Business Meeting
We consensed to approve the following proposal:
• SOURCES
HOA ASSESSMENTS $33,952
LESS: TEAM RESERVES -6,000
LAUNDRY 875
WORKSHOP USE FEES 400
TOTAL SOURCES $29,227
• USES
COMMON HOUSE 3,400
LAND STEWARDSHIP 2,850
GARDEN & GREENHOUSE 1,000
COMMON FACILITIES 13,250
PROCESS AND COMMUNICATION 1,100
MEMBERSHIP 850
CELEBRATION 500
FINANCE 2,650
DESIGN REVIEW 0
STEERING 600
CONTINGENCY (10%) 2,911
• TOTAL USES $29,111
• NET CASH FLOW – OPERATING $116
• 2004 HOA BUDGET
Applies to the 2004 budget only.
A)ASSESSMENTS
Monthly assessments will be:
$59 for a household of 0
$81 for a household of 1
$102 for a household of 2
$124 for a household of 3
$146 for a household of 4
$168 for a household of 5
$190 for a household of 6
It is estimated that this will generate a 12 month total of approximately $33,952.
B) OPERATING USES BUDGETS
Consistent with the budget spreadsheet dated 12/02/03 (above), the total Operating Uses budget will be $29,111. Specific team Operating budgets are detailed in the spreadsheet. Teams are authorized to spend their Operating budgets as they decide consistent with their responsibilities listed in our Teams agreement.
CFT Storage Budget Extension
December 17, 2003
Posted Decision
We consensed to approve the following proposal:
• Change the deadline for the $5500 community storage spending authorization from 12/31/03 to 12/31/04.
Bike Track for Kids
December 19, 2003
Posted Decision
We consensed to approve the following proposal:
• Interested parties in the play area/bike track have authority to begin work on a bike loop. The loop will be primarily single track with minimal disruption. One section will be BMX and will consist of a series of obstacles, hills and jumps. This section will require dirt moving with the tractor and will be located in the bulldozer cut from the ET bed south of the green house to the far east ET bed. Dirt will be gathered with the tractor in the general area of the track and the far east ET bed.
• The whole course will be a loop heading south of the playfield, then turning east up to the far east ET bed, North along the ET bed, then west down the bulldozer cut back to the play field.
Hire Fran as Bookkeeper
December 29, 2003
Posted Decision
We consensed to approve the following proposal:
• The finance team is authorized to hire Fran Hart at a starting pay of $25 per hour to serve as HOA bookkeeper on an ongoing basis.
March 10, 2003
Business Meeting
We consensed to approve the following proposal:
Ronda Ramsier, Lynne McGee, Julie Goodman, Molly Brown, and Brian Derry will serve on the Steering Team for the 2003 term.
Lot E1 Past Due Assessments
March 31, 2003
Posted Decision
We consensed to approve the following proposal:
Allow Marilyn Blair to delay paying assessments on Lot E 1 until she sells the lot, at which time the past due assessments will be paid in full along with interest. No late fee will be charged but interest will be charged beginning when the assessments balance became past due at a rate roughly equal to the rate we earn in our HOA savings account. The HOA reserves the right to repeal this decision and collect the past due assessments using the full authority granted in the covenants.
Creation of Playing Field
May 16, 2003
Posted Decision
We consensed to approve the following proposal:
To dedicate the land south of the greenhouse and ET bed, east of the wood pile for a community playing field. Any improvements to be paid for by community donations, and work to be done on an individual (e. g. non-work party) basis.
Natural Gas Line to Greenhouse
May 20, 2003
Posted Decision
We consensed to approve the following proposal:
Authorize the Greenhouse team to spend up to $1000 by 12/31/04 to get the greenhouse heating serviced by natural gas.
Goals Statement Revision
June 10, 2003
Posted Decision
We consensed to approve the following proposal:
PEOPLE
Building Relationships
We will build open, supportive and loving relationships within and outside the community, characterized by honesty, trust, sharing, cooperation and generosity.
We will encourage a proactive community of mutual support, assistance and enjoyment, seeking an intermingling of interests, ages and resources.
Recognizing that elderhood is a distinct phase of life with its own needs and functions, we as a community will find practical ways to respect and support the elders of our community.
Process Skills
We will develop and continue to strengthen the process skills of communication, conflict resolution, and governance so that every Member knows how to lead, follow, listen, speak from the heart, and mediate conflicts, and can perform these functions spontaneously whenever a situation calls for them.
Community Activity
We will accomplish community approved work goals effectively and efficiently, while maintaining balance and flexibility.
We will create ongoing opportunities to have fun at Heartwood.
Relationship with the Land
We will educate ourselves and, on a voluntary basis, experiment with practices for greater environmental sustainability.
Membership
We will maintain full membership with a waiting list of at least 4 households. To do that, we will minimally advertise to the larger community to build awareness of HC, and we will support interested people in their exploration of HC.
We will maintain full membership with a waiting list of at least 4
FINANCE
Cost
We will control costs and seek creative methods to keep participation in the community economically feasible.
HOA Reserves
June 16, 2003
Business Meeting
We consensed to approve the following proposal:
• FUNDING: The Team Reserves balance will be set at $22,500 as of 6/30/03. Beginning in 2003, Team Reserves will be funded each year with $6000 from HOA assessments and with all HOA operating profits (including interest income).
• SPENDING AUTHORIZATION: Consistent with the Team Reserves Detail spreadsheet dated 6/10/03, teams are authorized to spend up to 120% of the Reserve Cap for their reserve line items.
• PLANNING RESERVES: Change the name Specific Reserves (see 7/16/01 decision) to Planning Reserves. Add a Planning Reserve for Pathways of $25,000 so that the new Planning Reserve detail is as follows:
–Barn $12,000
–Trails $500
–Site Lighting Upgrade $1000
–Gathering Nodes $1200
–Pathways $25,000
TOTAL PLANNING RESERVES$39,700
• FINANCE TEAM REVIEW: Revise the TEAMS agreement by adding the following to the Finance team section: Review overall Team Reserve balances at least once per year and report to community. In collaboration with other teams, review an item’s Reserve Cap and Life Cycle any time reserve money is spent for that item with an overall review to be done at least once every 5 years. Report results to community. Full Authority
• CARPORT EXTERIOR MAINTENANCE: Beginning on 8/01/03 all carport owners (including the HOA) will be assessed $30 per year per carport to fund a carport exterior maintenance reserve. At the end of each year, the HOA will also fund the reserve with interest earned based on the computed average reserve balance for the year and the interest rate earned on HOA cash balances. The Common Facilities team is authorized to pay for carport exterior maintenance from the reserve, but only up to the balance of the reserve. The Carport Exterior Maintenance Reserve funds will be kept separate on the books from the general HOA funds.
Kitchen Island Spending Authority
July 11, 2003
Posted Decision
We consensed to approve the following proposal:
•Increase the Extraordinary Activity budget for Kitchen Island to $1500 from $200.
Nodes Phase 1
August 15, 2003
Posted Decision
We consensed to approve the following proposal:
•LST is authorized to spend up to $250 per tree and $150 for fill and berm preparation for each of two gathering nodes, using money currently held in specific reserves. The total amount authorized is $800. Any funds not used will be left in reserve for future node development.
Forest Thinning Project & Grant
September 22, 2003
Business Meeting
We consensed to approve the following proposal:
•The Heartwood Community will consider committing $5000 for wildfire mitigation in 2004 during the deliberations on 2004 Extraordinary Spending. This $5000 is necessary for obtaining matching funds from CSFS. We authorize Teresa Malone to submit the grant application for Heartwood HOA by September 30, 2003.
Decision Making Agreement Revision
December 13, 2003
Posted Decision
We consensed to approve the following proposal:
•To add language to Decision Making Agreement in the appropriate section the following: “To participate in discussion and decision making in team meetings a new member must have completed the requirements to participate in business meeting decisions (i.e. have full voting rights). Until they have, teams have the discretion to allow team members to participate only in discussion if the team decides to. In addition, if a new member’s first team meeting occurs after they have gotten full business making status, they shall remain under these same constraints for just that very first team meeting.
2004 Operating Budget
December 15, 2003
Business Meeting
We consensed to approve the following proposal:
• SOURCES
HOA ASSESSMENTS $33,952
LESS: TEAM RESERVES -6,000
LAUNDRY 875
WORKSHOP USE FEES 400
TOTAL SOURCES $29,227
• USES
COMMON HOUSE 3,400
LAND STEWARDSHIP 2,850
GARDEN & GREENHOUSE 1,000
COMMON FACILITIES 13,250
PROCESS AND COMMUNICATION 1,100
MEMBERSHIP 850
CELEBRATION 500
FINANCE 2,650
DESIGN REVIEW 0
STEERING 600
CONTINGENCY (10%) 2,911
• TOTAL USES $29,111
• NET CASH FLOW – OPERATING $116
• 2004 HOA BUDGET
Applies to the 2004 budget only.
A)ASSESSMENTS
Monthly assessments will be:
$59 for a household of 0
$81 for a household of 1
$102 for a household of 2
$124 for a household of 3
$146 for a household of 4
$168 for a household of 5
$190 for a household of 6
It is estimated that this will generate a 12 month total of approximately $33,952.
B) OPERATING USES BUDGETS
Consistent with the budget spreadsheet dated 12/02/03 (above), the total Operating Uses budget will be $29,111. Specific team Operating budgets are detailed in the spreadsheet. Teams are authorized to spend their Operating budgets as they decide consistent with their responsibilities listed in our Teams agreement.
CFT Storage Budget Extension
December 17, 2003
Posted Decision
We consensed to approve the following proposal:
• Change the deadline for the $5500 community storage spending authorization from 12/31/03 to 12/31/04.
Bike Track for Kids
December 19, 2003
Posted Decision
We consensed to approve the following proposal:
• Interested parties in the play area/bike track have authority to begin work on a bike loop. The loop will be primarily single track with minimal disruption. One section will be BMX and will consist of a series of obstacles, hills and jumps. This section will require dirt moving with the tractor and will be located in the bulldozer cut from the ET bed south of the green house to the far east ET bed. Dirt will be gathered with the tractor in the general area of the track and the far east ET bed.
• The whole course will be a loop heading south of the playfield, then turning east up to the far east ET bed, North along the ET bed, then west down the bulldozer cut back to the play field.
Hire Fran as Bookkeeper
December 29, 2003
Posted Decision
We consensed to approve the following proposal:
• The finance team is authorized to hire Fran Hart at a starting pay of $25 per hour to serve as HOA bookkeeper on an ongoing basis.