Decision Log 2004 |
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Budget Party
January 9, 2004
Posted Decision
We consensed to approve the following proposal:
• The authorizations for Extraordinary Spending for 2004 will be determined at a Budget Party on January 26, 2004 from 6:30pm to 9:00pm, rather than by consensus at a Business Meeting.
• For a project to be eligible for consideration at the Budget Party, a Project Sponsor must complete and post a Project Details email form by January 12. The form will include: project name, authorized team, minimum and maximum funding amounts, background and rationale, category (capital improvement, operating, luxury), ongoing operating costs, sweat equity requirements, reserve requirements, and other pertinent info. The Finance team will provide the form by January 5.
• Each voting, owner member or their proxy who is present at 6:40 will be given party money to spend for the good of the community on various projects. A voting, owner member wishing to be represented by a proxy must provide written authorization to do so to Mac before the Budget Party. The amount of party money distributed to each voting, owner member or their proxy will be equal to $14,000 divided by the number of voting, owner members participating (including proxies).
• Once a project is funded with party money, the spending for that project is authorized for 2004. Spending party money on projects will proceed until no more projects can be fully funded. We will have multiple rounds of spending with the projects receiving the least party money each round (as % of maximum funding) getting eliminated from further consideration. Party money already spent on those projects will get refunded to the members who spent it so they can spend it again in the next round on projects that are still in contention.
• The Land Stewardship team will be authorized to spend $300 on Trail Building Tools in 2004. Additionally, the Trails Planning Reserve will be increased by $200.
Community Carts
January 19, 2004
Posted Decision
We consensed to approve the following proposal:
• The community will not provide storage areas for community carts.
Budget Party Savings Option
January 25, 2004
Posted Decision
We consensed to approve the following proposal:
• At the 2004 Budget Party, members will have the option to spend some of their party money on savings rather than on projects. Party money spent on savings will cause that amount of money to remain in HOA savings rather than be authorized for projects.
2004 Extraordinary Spending
January 26, 2004
Budget Party
We approved the following projects and funding amounts:
PROJECT FUNDING
LANDSCAPING $1,700
WASHER / DRYER $0
PASTURE IRRIGATION PIPE GRANT $2,480
FOREST THINNING GRANT $4,750
WATER SYSTEM FILTER $2,500
PATHWAY RECOAT & STABILIZE $0
DUMPSTER PAD AND FENCE $0
GRAVEL PARKING LOTS $900
SAVINGS $1,670
TOTAL $14,000
Steering Team Selection
March 8, 2004
Business Meeting
We consensed to approve the following proposal:
• Brian Derry, Lynne McGee, Julie Goodman, Mynders Glover & Sandy Thomson will serve on the Steering Team for the 2004 term.
Cluster Irrigation System Modification
March 22, 2004
Business Meeting
We consensed to approve the following proposal:
• LST is authorized to spend $3500 from Unreserved Savings by 12/31/04 for the installation and burying of a 3 inch rigid PVC line from the garden pond to the upper pond. The installation and burying will be done in the most economical way possible, including the use of sweat equity.
Community Carport Sale
March 30, 2004
Posted Decision
We consensed to approve the following proposal:
• Heartwood Cohousing community will sell Ronda Ramsier the carport that is currently being used for community storage in the central carport for $5500.
Malone Trailer
April 2, 2004
Posted Decision
We consensed to approve the following proposal:
• Luis Arellanes and Luis Ramos will stay in the Malone’s trailer from April 1 to November 15, 2004. Their status would be as guests (of the Malones) as defined in the agreements, with the exception to the 90-day period.
Workshop Use Fees: Private Use of Community Resources Agreement
April 11, 2004
Posted Decision
We consensed to approve the following proposal:
• The decision regarding Woodworking Guild Use of Workshop from 03/21/01 will be replaced with the following: Workshop users will be charged for use of the workshop to help cover operating and maintenance costs. The amounts that will be charged will be set by the Common Facilities team consistent with our Private Use of Community Resources agreement.
Water Rights Responsibility in Teams Agreement
April 11, 2004
Posted Decision
We consensed to approve the following proposal:
• Add the following to the Land Stewardship responsibilities and authorities in our Teams agreement:
• Manage and maintain our existing ditch or other agricultural water rights. – Full Authority
• Acquire or get rid of ditch or other agricultural water rights. – Proposal Authority
• Add the following to the Common Facilities responsibilities and authorities in our Teams agreement:
• Manage and maintain our existing potable water rights. – Full Authority
• Acquire or get rid of potable water rights. – Proposal Authority.
Trails (Phase 1)
April 19, 2004
Posted Decision
We consensed to approve the following proposal:
• The overall trail network will be a series of interconnecting loops which utilizes existing trails and ranch roads wherever possible. The trails will be designed to provide recreation and access to scenic beauty while avoiding adverse environmental impacts, especially erosion.
• We will begin by building and/or improving a trail going from the loop road to Al’s tree and then continuing south and east to connect with the King’s Highway (Al’s Tree Loop) and a trail continuing across the King’s Highway eventually following the ditch fence to meet up with Heartwood Lane(to be named by trail building work crews). Gail and Mac will lay out the trails and write detailed trail construction notes along with anyone else who notifies us indicating an interest in helping.
• After completing this trail work, the community will reconsider the overall trail network plan before proceeding with further trail work.
Heartwood Chat
April 24, 2004
Posted Decision
We consensed to approve the following proposal:
• That in the Communications Skills Agreement, it be stated “As an ongoing requirement, Members are responsible for being aware of information and decisions posted on the Heartwood email chat, [email protected], and Members posting information on the chat shall be able to assume that all Members will become aware of it.
Common House Donation Money
April 30, 2004
Posted Decision
We consensed to approve the following proposal:
• The Common House Team has the authority to spend any donations received from guests or members on improvements and amenities for the Common House without specifically providing line item spending authorization in the regular Heartwood budget. Donations will be collected and tracked through the Finance Team, and an accounting of both the donations received and money spent will be available to the community as part of any reporting the Finance Team does to the community.
Malone Trailer
April 30, 2004
Posted Decision
We consensed to approve the following proposal:
• Scott and Melissa will stay in the Malone’s trailer from May 1, 2004 through April 2005. During this time they will help with construction of the Malone’s house. Their status would be as Heartwood Members and will pay homeowners fees. They will have a rental agreement specifying a two week termination of agreement notice period for either party, for any reason. The Malone’s will pay for electricity usage for the trailer.
Homeowner Responsibility for HOA Dues: Budget & Assessments Agreement
September 21, 2004
Posted Decision
We consensed to approve the following proposal:
• Add a fifth paragraph to the “Budget and Assessments” agreement: “Homeowners are responsible for all assessments and other charges (including insurance, meals, laundry, internet, etc.) associated with their home, regardless of who is living in the home (renters, guests, etc.).”
HOA Assessment Late Fee: Budget & Assessments Agreement
October 03, 2004
Posted Decision
We consensed to approve the following proposal:
• Revise the fourth paragraph of the ‘Assessments’ section of the ‘Budget and Assessments’ agreement by adding after the first sentence:
“Assessments are distributed by the 3rd of each month and are due on the 15th. A homeowner will be charged a $15 late fee for each month that the full assessment payment is not placed in the HOA mailbox by the 15th.”
Monthly Census Clarification: Budget & Assessments Agreement
October 11, 2004
Posted Decision
We consensed to approve the following proposal:
In the second paragraph of the Assessments section of the Budget and Assessments agreement, replace the fourth sentence with the following: “A person is added to the census if they intend to or do in fact live here for more than 90 days. A person is removed from the census if they intend to or do in fact move away for more than 90 days.”
Firewood Shed
October 23, 2004
Posted Decision
We consensed to approve the following proposal
The Waller and Heiber/Beall families would like to build a firewood storage shed on common property west of the Waller lot. The proposed site is on the north side of the path going up to Raven Hill opposite Sherrod and Werner’s house. The shed is envisioned to be 16 feet long and 8 ft deep. A drawing of it is posted on the bulletin board in the Common House. The approximate location of the shed is indicated with four posts with orange bailing string attached to them. Permission to build the shed and the use of it is governed by the agreement below.
AGREEMENT
The wood shed will be built by the Heiber/Beall and Waller families, but is owned by the community. It is reserved for their use or subsequent owners of houses #19 and #20, as long as the shed is well maintained and the area is kept orderly. Should the shed fall into disrepair or the area is not kept orderly, the community will ask the present users to take care of the issues stated. Should the shed not be taken care of, the community has the right to assign the shed to other members. As a last resort the community has the right to ask for it to be removed and the owners of #19 and #20 have an obligation to remove it at no cost to the community for removal or replacement.
HOA Team Reserves Revision
November 29, 2004
Business Meeting
We consensed to approve the following proposal:
• SPENDING AUTHORIZATION
Consistent with the Team Reserves Detail spreadsheet dated 10/27/04, teams are authorized to spend up to 120% of the Reserve Cap for their reserve line items.
2005 HOA Operating & Extraordinary Spending Budget
We consensed to approve the following proposal:
SOURCES
HOA ASSESSMENTS $33,857
LESS: TEAM RESERVES -6,000
LAUNDRY 1,200
WORKSHOP USE FEES 400
TOTAL SOURCES $29,457
USES
COMMON HOUSE 3,400
LAND STEWARDSHIP 3,510
GARDEN & GREENHOUSE 950
COMMON FACILITIES 13,075
PROCESS AND COMMUNICATION 200
MEMBERSHIP 850
CELEBRATION 400
FINANCE 3,350
DESIGN REVIEW 0
STEERING 650
CONTINGENCY (10%) 2,932
TOTAL USES $29,317
NET CASH FLOW – OPERATING $140
2005 HOA BUDGET
Applies to the 2005 budget only.
A) ASSESSMENTS
Monthly assessments will be:
$59 for a household of 0
$80 for a household of 1
$101 for a household of 2
$122 for a household of 3
$143 for a household of 4
$164 for a household of 5
$185 for a household of 6
It is estimated that this will generate a 12 month total of approximately
$33,857.
B) OPERATING USES BUDGETS
Consistent with the budget spreadsheet dated 11/08/04 (above), the total Operating Uses budget will be $29,317. 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.
C) 2004 EXTRAORDINARY SPENDING CARRYOVERS
Spending authorization for the following Extraordinary Spending will be carried over from 2004 to 2005:
LST LANDSCAPING $1,700
CFT WATER SYSTEM FILTER $2,500
LST PASTURE IRRIGATION PIPE GRANT $2,480
LST FOREST THINNING GRANT $4,750
Mac / LST TRAIL BUILDING TOOLS $300
G&G NATURAL GAS LINE TO GH $1,000
TOTAL $12,730
D) 2005 EXTRAORDINARY SPENDING
The following Extraordinary Spending is authorized for 2005 (entity with spending authorization is in first column):
Pasture Team Box Scraper / Blade $640
Mac & Eric M. Extension to Basketball Court $550
Pasture Team Rotary Mower (if „ 50% discount) $900
Pasture Team Scraper Blade (if „ 50% discount) $500
TOTAL $2,590
Funding for Extraordinary Spending will come from Non-Reserved Savings.
[The CFT has decided to buy the Box Scraper (Road Grader) out of their 2004 Operating budget and has therefore removed it from 2005 Extraordinary Spending requests. Their 2005 Operating budget for ROADS has not changed in anticipation of adding more rock/gravel to the road next year. With the purchase of the Box Scraper (Road Grader), we will reevaluate all of our road expenses and reserves in the future.]
E) 2004 BUDGET RECLASSIFICATION
The 2004 CFT Operating Budget will be reduced by $1900 (to $11,350). A new 2004 Extraordinary Spending item will be created:
CFT Box Scraper (Road Grader) $1,900
Additionally, $1900 will be moved from OPERATING SOURCES to EXTRAORDINARY ACTIVITY SOURCES.
[This is simply an accounting reclassification, which will more appropriately reflect the purchase of the Box Scraper (Road Grader) as a capital acquisition rather than an operating expense.]
January 9, 2004
Posted Decision
We consensed to approve the following proposal:
• The authorizations for Extraordinary Spending for 2004 will be determined at a Budget Party on January 26, 2004 from 6:30pm to 9:00pm, rather than by consensus at a Business Meeting.
• For a project to be eligible for consideration at the Budget Party, a Project Sponsor must complete and post a Project Details email form by January 12. The form will include: project name, authorized team, minimum and maximum funding amounts, background and rationale, category (capital improvement, operating, luxury), ongoing operating costs, sweat equity requirements, reserve requirements, and other pertinent info. The Finance team will provide the form by January 5.
• Each voting, owner member or their proxy who is present at 6:40 will be given party money to spend for the good of the community on various projects. A voting, owner member wishing to be represented by a proxy must provide written authorization to do so to Mac before the Budget Party. The amount of party money distributed to each voting, owner member or their proxy will be equal to $14,000 divided by the number of voting, owner members participating (including proxies).
• Once a project is funded with party money, the spending for that project is authorized for 2004. Spending party money on projects will proceed until no more projects can be fully funded. We will have multiple rounds of spending with the projects receiving the least party money each round (as % of maximum funding) getting eliminated from further consideration. Party money already spent on those projects will get refunded to the members who spent it so they can spend it again in the next round on projects that are still in contention.
• The Land Stewardship team will be authorized to spend $300 on Trail Building Tools in 2004. Additionally, the Trails Planning Reserve will be increased by $200.
Community Carts
January 19, 2004
Posted Decision
We consensed to approve the following proposal:
• The community will not provide storage areas for community carts.
Budget Party Savings Option
January 25, 2004
Posted Decision
We consensed to approve the following proposal:
• At the 2004 Budget Party, members will have the option to spend some of their party money on savings rather than on projects. Party money spent on savings will cause that amount of money to remain in HOA savings rather than be authorized for projects.
2004 Extraordinary Spending
January 26, 2004
Budget Party
We approved the following projects and funding amounts:
PROJECT FUNDING
LANDSCAPING $1,700
WASHER / DRYER $0
PASTURE IRRIGATION PIPE GRANT $2,480
FOREST THINNING GRANT $4,750
WATER SYSTEM FILTER $2,500
PATHWAY RECOAT & STABILIZE $0
DUMPSTER PAD AND FENCE $0
GRAVEL PARKING LOTS $900
SAVINGS $1,670
TOTAL $14,000
Steering Team Selection
March 8, 2004
Business Meeting
We consensed to approve the following proposal:
• Brian Derry, Lynne McGee, Julie Goodman, Mynders Glover & Sandy Thomson will serve on the Steering Team for the 2004 term.
Cluster Irrigation System Modification
March 22, 2004
Business Meeting
We consensed to approve the following proposal:
• LST is authorized to spend $3500 from Unreserved Savings by 12/31/04 for the installation and burying of a 3 inch rigid PVC line from the garden pond to the upper pond. The installation and burying will be done in the most economical way possible, including the use of sweat equity.
Community Carport Sale
March 30, 2004
Posted Decision
We consensed to approve the following proposal:
• Heartwood Cohousing community will sell Ronda Ramsier the carport that is currently being used for community storage in the central carport for $5500.
Malone Trailer
April 2, 2004
Posted Decision
We consensed to approve the following proposal:
• Luis Arellanes and Luis Ramos will stay in the Malone’s trailer from April 1 to November 15, 2004. Their status would be as guests (of the Malones) as defined in the agreements, with the exception to the 90-day period.
Workshop Use Fees: Private Use of Community Resources Agreement
April 11, 2004
Posted Decision
We consensed to approve the following proposal:
• The decision regarding Woodworking Guild Use of Workshop from 03/21/01 will be replaced with the following: Workshop users will be charged for use of the workshop to help cover operating and maintenance costs. The amounts that will be charged will be set by the Common Facilities team consistent with our Private Use of Community Resources agreement.
Water Rights Responsibility in Teams Agreement
April 11, 2004
Posted Decision
We consensed to approve the following proposal:
• Add the following to the Land Stewardship responsibilities and authorities in our Teams agreement:
• Manage and maintain our existing ditch or other agricultural water rights. – Full Authority
• Acquire or get rid of ditch or other agricultural water rights. – Proposal Authority
• Add the following to the Common Facilities responsibilities and authorities in our Teams agreement:
• Manage and maintain our existing potable water rights. – Full Authority
• Acquire or get rid of potable water rights. – Proposal Authority.
Trails (Phase 1)
April 19, 2004
Posted Decision
We consensed to approve the following proposal:
• The overall trail network will be a series of interconnecting loops which utilizes existing trails and ranch roads wherever possible. The trails will be designed to provide recreation and access to scenic beauty while avoiding adverse environmental impacts, especially erosion.
• We will begin by building and/or improving a trail going from the loop road to Al’s tree and then continuing south and east to connect with the King’s Highway (Al’s Tree Loop) and a trail continuing across the King’s Highway eventually following the ditch fence to meet up with Heartwood Lane(to be named by trail building work crews). Gail and Mac will lay out the trails and write detailed trail construction notes along with anyone else who notifies us indicating an interest in helping.
• After completing this trail work, the community will reconsider the overall trail network plan before proceeding with further trail work.
Heartwood Chat
April 24, 2004
Posted Decision
We consensed to approve the following proposal:
• That in the Communications Skills Agreement, it be stated “As an ongoing requirement, Members are responsible for being aware of information and decisions posted on the Heartwood email chat, [email protected], and Members posting information on the chat shall be able to assume that all Members will become aware of it.
Common House Donation Money
April 30, 2004
Posted Decision
We consensed to approve the following proposal:
• The Common House Team has the authority to spend any donations received from guests or members on improvements and amenities for the Common House without specifically providing line item spending authorization in the regular Heartwood budget. Donations will be collected and tracked through the Finance Team, and an accounting of both the donations received and money spent will be available to the community as part of any reporting the Finance Team does to the community.
Malone Trailer
April 30, 2004
Posted Decision
We consensed to approve the following proposal:
• Scott and Melissa will stay in the Malone’s trailer from May 1, 2004 through April 2005. During this time they will help with construction of the Malone’s house. Their status would be as Heartwood Members and will pay homeowners fees. They will have a rental agreement specifying a two week termination of agreement notice period for either party, for any reason. The Malone’s will pay for electricity usage for the trailer.
Homeowner Responsibility for HOA Dues: Budget & Assessments Agreement
September 21, 2004
Posted Decision
We consensed to approve the following proposal:
• Add a fifth paragraph to the “Budget and Assessments” agreement: “Homeowners are responsible for all assessments and other charges (including insurance, meals, laundry, internet, etc.) associated with their home, regardless of who is living in the home (renters, guests, etc.).”
HOA Assessment Late Fee: Budget & Assessments Agreement
October 03, 2004
Posted Decision
We consensed to approve the following proposal:
• Revise the fourth paragraph of the ‘Assessments’ section of the ‘Budget and Assessments’ agreement by adding after the first sentence:
“Assessments are distributed by the 3rd of each month and are due on the 15th. A homeowner will be charged a $15 late fee for each month that the full assessment payment is not placed in the HOA mailbox by the 15th.”
Monthly Census Clarification: Budget & Assessments Agreement
October 11, 2004
Posted Decision
We consensed to approve the following proposal:
In the second paragraph of the Assessments section of the Budget and Assessments agreement, replace the fourth sentence with the following: “A person is added to the census if they intend to or do in fact live here for more than 90 days. A person is removed from the census if they intend to or do in fact move away for more than 90 days.”
Firewood Shed
October 23, 2004
Posted Decision
We consensed to approve the following proposal
The Waller and Heiber/Beall families would like to build a firewood storage shed on common property west of the Waller lot. The proposed site is on the north side of the path going up to Raven Hill opposite Sherrod and Werner’s house. The shed is envisioned to be 16 feet long and 8 ft deep. A drawing of it is posted on the bulletin board in the Common House. The approximate location of the shed is indicated with four posts with orange bailing string attached to them. Permission to build the shed and the use of it is governed by the agreement below.
AGREEMENT
The wood shed will be built by the Heiber/Beall and Waller families, but is owned by the community. It is reserved for their use or subsequent owners of houses #19 and #20, as long as the shed is well maintained and the area is kept orderly. Should the shed fall into disrepair or the area is not kept orderly, the community will ask the present users to take care of the issues stated. Should the shed not be taken care of, the community has the right to assign the shed to other members. As a last resort the community has the right to ask for it to be removed and the owners of #19 and #20 have an obligation to remove it at no cost to the community for removal or replacement.
HOA Team Reserves Revision
November 29, 2004
Business Meeting
We consensed to approve the following proposal:
• SPENDING AUTHORIZATION
Consistent with the Team Reserves Detail spreadsheet dated 10/27/04, teams are authorized to spend up to 120% of the Reserve Cap for their reserve line items.
2005 HOA Operating & Extraordinary Spending Budget
We consensed to approve the following proposal:
SOURCES
HOA ASSESSMENTS $33,857
LESS: TEAM RESERVES -6,000
LAUNDRY 1,200
WORKSHOP USE FEES 400
TOTAL SOURCES $29,457
USES
COMMON HOUSE 3,400
LAND STEWARDSHIP 3,510
GARDEN & GREENHOUSE 950
COMMON FACILITIES 13,075
PROCESS AND COMMUNICATION 200
MEMBERSHIP 850
CELEBRATION 400
FINANCE 3,350
DESIGN REVIEW 0
STEERING 650
CONTINGENCY (10%) 2,932
TOTAL USES $29,317
NET CASH FLOW – OPERATING $140
2005 HOA BUDGET
Applies to the 2005 budget only.
A) ASSESSMENTS
Monthly assessments will be:
$59 for a household of 0
$80 for a household of 1
$101 for a household of 2
$122 for a household of 3
$143 for a household of 4
$164 for a household of 5
$185 for a household of 6
It is estimated that this will generate a 12 month total of approximately
$33,857.
B) OPERATING USES BUDGETS
Consistent with the budget spreadsheet dated 11/08/04 (above), the total Operating Uses budget will be $29,317. 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.
C) 2004 EXTRAORDINARY SPENDING CARRYOVERS
Spending authorization for the following Extraordinary Spending will be carried over from 2004 to 2005:
LST LANDSCAPING $1,700
CFT WATER SYSTEM FILTER $2,500
LST PASTURE IRRIGATION PIPE GRANT $2,480
LST FOREST THINNING GRANT $4,750
Mac / LST TRAIL BUILDING TOOLS $300
G&G NATURAL GAS LINE TO GH $1,000
TOTAL $12,730
D) 2005 EXTRAORDINARY SPENDING
The following Extraordinary Spending is authorized for 2005 (entity with spending authorization is in first column):
Pasture Team Box Scraper / Blade $640
Mac & Eric M. Extension to Basketball Court $550
Pasture Team Rotary Mower (if „ 50% discount) $900
Pasture Team Scraper Blade (if „ 50% discount) $500
TOTAL $2,590
Funding for Extraordinary Spending will come from Non-Reserved Savings.
[The CFT has decided to buy the Box Scraper (Road Grader) out of their 2004 Operating budget and has therefore removed it from 2005 Extraordinary Spending requests. Their 2005 Operating budget for ROADS has not changed in anticipation of adding more rock/gravel to the road next year. With the purchase of the Box Scraper (Road Grader), we will reevaluate all of our road expenses and reserves in the future.]
E) 2004 BUDGET RECLASSIFICATION
The 2004 CFT Operating Budget will be reduced by $1900 (to $11,350). A new 2004 Extraordinary Spending item will be created:
CFT Box Scraper (Road Grader) $1,900
Additionally, $1900 will be moved from OPERATING SOURCES to EXTRAORDINARY ACTIVITY SOURCES.
[This is simply an accounting reclassification, which will more appropriately reflect the purchase of the Box Scraper (Road Grader) as a capital acquisition rather than an operating expense.]