Decision Log 2006 |
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Membership Application Revision
March 9, 2006
Posted Decision
We approved by consensus to revise the Membership Application agreement and to rename it as the Prospective Member Checklist agreement.
Membership Questionnaire Revision
March 9, 2006
Posted Decision
We approved by consensus to revise the Membership Questionnaire.
Pasture Use Fees
March 10, 2006
Posted Decision
We approved by consensus the following proposal:
Note: All authorities and responsibilities described below will pertain to the Land Stewardship team until the Pasture team — or whatever it’s called — is created by community decision.)
1) Create authority for the Pasture team to set and spend Pasture Use Fees (see specifics below).
2) There will be no deadline for the spending authorization. That is, any unspent money will roll over from year to year.
3) The Pasture Use Fees collected and anything bought with that money will belong to the HOA. The money will be collected by and accounted for by the Finance team.
4) The money currently in the Pasture Coop bank account will be transferred to the HOA and will be available to the Pasture team just like any Pasture Use Fees collected.
5) Include the following in the Pasture team section of the TEAMS agreement:
A) Set Pasture Use Fees. (This applies to land use for both animal and plant production. And it also applies to setting fees for both members and outsiders.) – Full Authority
B) Spend money collected from Pasture Use Fees as they see fit for improving the overall health and/or increasing the agricultural productivity of the pasture (examples: eliminating
weeds, improving irrigation ditches, planting hay, building a stock pond, building fences, buying a water trough, maintaining the barn). The money collected will not be available for for the direct upkeep of animals (examples: buying hay, having animals shod, vet bills). – Full Authority
Steering Team Membership
March 13, 2006
Business Meeting
We approved by consensus the following proposal:
The Steering Team for 2006 will be Alice Robbins, Lyn Goldberg, Jeroen van Tyn, Martha Pasternack and “Gay” (Gail) Grossman.
Membership Agreement
RevisionMay 11, 2006
Posted Decision
We approved by consensus to revise the Membership agreement.
Addition of Returning Member Checklist Agreement
May 11, 2006
Posted Decision
We approved by consensus to create the Returning Member Checklist agreement and add it to the Membership section of our agreements.
Prospective Member Checklist Revision
May 11, 2006
Posted Decision
We approved by consensus the following proposal:
After the existing sentence in the Prospective Member Checklist:
“If the prospective member does not yet own or rent at Heartwood, this otherwise completed checklist will be held on file until that happens, at which time the prospective member will become a Member.”
Add the following sentence:
“The checklist will be held on file for up to one year. After that time, the prospective member must complete the checklist again before becoming eligible for Membership.”
Agriculture and Pet Ownership Agreement Revision
May 23, 2006
Posted Decision
We approved by consensus to revise the Agriculture and Pet Ownership agreement.
Teams Agreement Revision to Establish a New Pasture and Agricultural Team
July 25, 2006
Posted Decision
We approved by consensus to establish a new Pasture and Agricultural Team and to add it to the Teams agreement.
Teams Agreement Revision Pertaining to LST Team
July 25, 2006
Posted Decision
We approved by consensus to revise the LST section of the Teams agreement to reflect the establishment of the Pasture and Agriculture team.
Allocation of 2006 LST budget between LST and P&A Team
August 10, 2006
Posted Decision
We approved by consensus the following proposal reallocate the 2006 LST budget between the LST and P&A teams as follows:
2006 LST Budget as adopted January 2, 2006:
Landscaping: $500
Ditch Fees: $350
Cluster Irrigation: $500
Pasture Management: $1,600
Forest Management: $400
Miscellaneous: $225
Total Operating: $3,575
EXTRAORDINARY
Pasture Use Fees: $1,631
Pasture Irrigation Gates: $400
SS Ponderosa Fall Surface: $1,600
Landscaping of Common Areas:$1,400
Pasture Fencing: $200
Pasture Grading: $1,000
Rotary Mower: $900
Scraper Blade: $500
Total Extraordinary: $7,631.00
************************************************************************
Proposed Reallocation of 2006 LST Budget
to Land Stewardship Team
Landscaping: $500
Cluster Irrigation $500
Forest Management $400
Miscellaneous $112.50
Total Operating $ 1512.50
EXTRAORDINARY
SS Ponderosa Fall Surface $1,600
Landscaping of Common Areas $1,400
Rotary Mower $450
Scraper Blade $250
Total Extraordinary $3,700.00
************************************************************
Proposed Reallocation of 2006 LST Budget
to Pasture and Agricultural Team
Ditch Fees $350
Pasture Management $1,600
Miscellaneous $112.50
Total Operating $2,062.50
EXTRAORDINARY
Pasture Use Fees $1,631
Pasture Irrigation Gates $400
Pasture Fencing $200
Pasture Grading $1,000
Rotary Mower $450
Scraper Blade $250
Total Extraordinary $3,931.00
Payment for Slide Extension for SS Ponderosa
August 28, 2006
Posted Decision
We approved by consensus to allocate to LST Extraordinary Activity line item “SS Ponderosa Fall Surface” the $229.01 expense for the extension to the SSP slide.
Team Reserves Revision
September 7, 2006
Posted Decision
We approved by consensus to revise the Heartwood HOA Team Reserves Detail as follows:
• Eliminate Chlorinator #1, Chlorinator #2, and Chlorinator #3.
• Under Common Facilities, add Chlorinator Pump as a Replacement item with a Reserve Cap of $1100 and a Life Cycle of 5 years.
• Under Common House, add Exposed Exterior Wood Treatment as a Major Maintenance item with a Reserve Cap of $3000 and a Life Cycle of 7 years.
Process and Communications Agreements Revisions
October 11, 2006
Posted Decision
We approved by consensus to revise agreements under the category of Process and Communication as follows:
DEFINING AGREEMENTS, GUIDELINES, AND RESOURCES
1) Create the categories of Guidelines and Resources to compliment our Agreements. Define as follows:
- Agreements are decided by the community. Members are required to follow Agreements.
- Guidelines are decided by teams for their areas of responsibility. Members are strongly encouraged to follow Guidelines.
- Resources are contributed by any member. Members may choose to make use of Resources at their discretion.
2) In the 7th paragraph of the Introduction section of the Teams agreement, add the following bullet statement: “Optionally create and post Guidelines for team’s areas of responsibility. – Full Authority”
PROCESS & COMMUNICATION AGREEMENTS REVISIONS
3) Replace the Decision Making, Meetings, Facilitator’s Guidelines, Communication Skills, and Conflict Resolution agreements with the Decision Making and Meetings agreement.
4) Revise the 6th paragraph of the Introduction section of the Teams agreement to read: “Teams make decisions in a manner consistent with our Decision Making and Meetings agreement.”
Septic Reserves Revision
November 4, 2006
Posted Decision
We approved by consensus to revise the septic reserves as follows:
• Eliminate the “SJBH Escrow (Septic)” reserve.
• Create the following new reserves for CFT with the Reserve Caps and Life Cycles indicated:
• Septic Tank Pumping$4,800 4
• Lift Station #1 Pump Repair$1,200 24
• Lift Station #2 Pump Repair$1,200 24
• Lift Station #3 Pump Repair$1,200 24
• Lift Station #4 Pump Repair$1,200 24
• Lift Station #1 Pump Replacement$2,000 24
• Lift Station #2 Pump Replacement$2,000 24
• Lift Station #3 Pump Replacement$2,000 24
• Lift Station #4 Pump Replacement$2,000 24
2007 HOA Budget
December 4, 2006
Community Meeting
We approved by consensus the following 2007 HOA budget:
HEARTWOOD HOA BUDGET PROPOSALS 2007
OPERATING BUDGET 11/25/06
SOURCES
HOA ASSESSMENTS $38,950
LESS: TEAM RESERVES -6,000
LESS: EXTRAORDINARY SOURCES -1,000
LESS: TRACTOR LOAN REPAYMENT -4,000
LAUNDRY 1,300
WORKSHOP USE FEES 400
LATE FEES 300
TOTAL SOURCES $29,950
USES
COMMON HOUSE $3,700
LAND STEWARDSHIP 1,225
PASTURE & AG 2,900
GARDEN & GREENHOUSE 800
COMMON FACILITIES 11,525
PROCESS AND COMMUNICATION 600
MEMBERSHIP 1,075
CELEBRATION 400
FINANCE 4,530
DESIGN REVIEW 0
STEERING 200
CONTINGENCY (10%) 2,995
TOTAL USES $29,950
NET CASH FLOW – OPERATING $0
2007 HOA BUDGET – PROPOSAL
Applies to the 2007 budget only, unless otherwise stated.
A) ASSESSMENTS
Monthly assessments will be:
$68 for a household of 0
$91 for a household of 1
$114 for a household of 2
$138 for a household of 3
$161 for a household of 4
$185 for a household of 5
$208 for a household of 6
It is estimated that this will generate a 12 month total of approximately $38,950.
B) OPERATING USES BUDGETS
Consistent with the budget spreadsheet dated 11/25/06 (above), the total Operating Uses budget will be $29,950. 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) 2006 EXTRAORDINARY SPENDING CARRYOVERS
Spending authorization for the following Extraordinary Spending will be carried over from 2006 to 2007:
CFT – B-BALL COURT EXTENSION $271
LST – LANDSCAPING OF COMMON AREAS $1,400
TOTAL $1,671
D) 2007 EXTRAORDINARY SPENDING
The following Extraordinary Spending is authorized for 2007 (see detailed notes below):
PAT – TRACTOR PURCHASE $22,500
PAT – FUEL TANK FOR TRACTOR $700
PAT – 7′ MOWER PURCHASE $2,600
PAT – POND & EAST PASTURE GRADING GRANT $2,400
CFT – 1 NEW GARDEN CART $290
LST – FOREST THINNING GRANT $5,000
LST – V.G. WEST BERM DRIP SYSTEM $100
LST – NEW TREES FOR EAST & SOUTH SIDES OF CH $300
TOTAL $33,890
D1
Team with spending authorization is indicated.
D2
Tractor purchase will be funded by a loan from our various reserves. The loan will be paid back with $4000 per year from assessments until fully repaid.
D3
Create the following Team Reserves:
Major Tractor Repair (>$500) Reserve
Useful Life: 10 years
Reserve Cap: $2000
Tractor Replacement Reserve
Useful Life: 50 years
Reserve Cap: $25,000
Tractor Tires Replacement Reserve
Useful Life: 10 years
Reserve Cap: $1000
D4
The Teams agreement will be revised as follows
For the Pasture & Agriculture Team, in the Specific Responsibilities and Authorities section, add a section called “Tractor and Agricultural Implements” that includes the following:
- Keep the tractor and agricultural implements (includes mower and fuel tank) in a good, safe working condition. – Full Authority
- Oversee the use of the tractor and agricultural implements. Create guidelines for their use, including setting fees for private use consistent with our Private Use of Community Resources agreement. – Full Authority
For the Common Facilities team, add “road maintenance and plowing implements” to their list of facilities.
D5
Spending authority for Pond & East Pasture Grading Grant will be reduced by whatever money we receive from grants for the project.
D6
Spending authority for Forest Thinning Grant is contingent upon receiving matching grant money. The spending authority will continue to carry over automatically until we have been awarded the grant. The spending authority will expire in the year that the project work is completed.
D7
$1000 of the funding for Extraordinary Spending will come from Assessments and the balance will come from Non-Reserved Savings.
March 9, 2006
Posted Decision
We approved by consensus to revise the Membership Application agreement and to rename it as the Prospective Member Checklist agreement.
Membership Questionnaire Revision
March 9, 2006
Posted Decision
We approved by consensus to revise the Membership Questionnaire.
Pasture Use Fees
March 10, 2006
Posted Decision
We approved by consensus the following proposal:
Note: All authorities and responsibilities described below will pertain to the Land Stewardship team until the Pasture team — or whatever it’s called — is created by community decision.)
1) Create authority for the Pasture team to set and spend Pasture Use Fees (see specifics below).
2) There will be no deadline for the spending authorization. That is, any unspent money will roll over from year to year.
3) The Pasture Use Fees collected and anything bought with that money will belong to the HOA. The money will be collected by and accounted for by the Finance team.
4) The money currently in the Pasture Coop bank account will be transferred to the HOA and will be available to the Pasture team just like any Pasture Use Fees collected.
5) Include the following in the Pasture team section of the TEAMS agreement:
A) Set Pasture Use Fees. (This applies to land use for both animal and plant production. And it also applies to setting fees for both members and outsiders.) – Full Authority
B) Spend money collected from Pasture Use Fees as they see fit for improving the overall health and/or increasing the agricultural productivity of the pasture (examples: eliminating
weeds, improving irrigation ditches, planting hay, building a stock pond, building fences, buying a water trough, maintaining the barn). The money collected will not be available for for the direct upkeep of animals (examples: buying hay, having animals shod, vet bills). – Full Authority
Steering Team Membership
March 13, 2006
Business Meeting
We approved by consensus the following proposal:
The Steering Team for 2006 will be Alice Robbins, Lyn Goldberg, Jeroen van Tyn, Martha Pasternack and “Gay” (Gail) Grossman.
Membership Agreement
RevisionMay 11, 2006
Posted Decision
We approved by consensus to revise the Membership agreement.
Addition of Returning Member Checklist Agreement
May 11, 2006
Posted Decision
We approved by consensus to create the Returning Member Checklist agreement and add it to the Membership section of our agreements.
Prospective Member Checklist Revision
May 11, 2006
Posted Decision
We approved by consensus the following proposal:
After the existing sentence in the Prospective Member Checklist:
“If the prospective member does not yet own or rent at Heartwood, this otherwise completed checklist will be held on file until that happens, at which time the prospective member will become a Member.”
Add the following sentence:
“The checklist will be held on file for up to one year. After that time, the prospective member must complete the checklist again before becoming eligible for Membership.”
Agriculture and Pet Ownership Agreement Revision
May 23, 2006
Posted Decision
We approved by consensus to revise the Agriculture and Pet Ownership agreement.
Teams Agreement Revision to Establish a New Pasture and Agricultural Team
July 25, 2006
Posted Decision
We approved by consensus to establish a new Pasture and Agricultural Team and to add it to the Teams agreement.
Teams Agreement Revision Pertaining to LST Team
July 25, 2006
Posted Decision
We approved by consensus to revise the LST section of the Teams agreement to reflect the establishment of the Pasture and Agriculture team.
Allocation of 2006 LST budget between LST and P&A Team
August 10, 2006
Posted Decision
We approved by consensus the following proposal reallocate the 2006 LST budget between the LST and P&A teams as follows:
2006 LST Budget as adopted January 2, 2006:
Landscaping: $500
Ditch Fees: $350
Cluster Irrigation: $500
Pasture Management: $1,600
Forest Management: $400
Miscellaneous: $225
Total Operating: $3,575
EXTRAORDINARY
Pasture Use Fees: $1,631
Pasture Irrigation Gates: $400
SS Ponderosa Fall Surface: $1,600
Landscaping of Common Areas:$1,400
Pasture Fencing: $200
Pasture Grading: $1,000
Rotary Mower: $900
Scraper Blade: $500
Total Extraordinary: $7,631.00
************************************************************************
Proposed Reallocation of 2006 LST Budget
to Land Stewardship Team
Landscaping: $500
Cluster Irrigation $500
Forest Management $400
Miscellaneous $112.50
Total Operating $ 1512.50
EXTRAORDINARY
SS Ponderosa Fall Surface $1,600
Landscaping of Common Areas $1,400
Rotary Mower $450
Scraper Blade $250
Total Extraordinary $3,700.00
************************************************************
Proposed Reallocation of 2006 LST Budget
to Pasture and Agricultural Team
Ditch Fees $350
Pasture Management $1,600
Miscellaneous $112.50
Total Operating $2,062.50
EXTRAORDINARY
Pasture Use Fees $1,631
Pasture Irrigation Gates $400
Pasture Fencing $200
Pasture Grading $1,000
Rotary Mower $450
Scraper Blade $250
Total Extraordinary $3,931.00
Payment for Slide Extension for SS Ponderosa
August 28, 2006
Posted Decision
We approved by consensus to allocate to LST Extraordinary Activity line item “SS Ponderosa Fall Surface” the $229.01 expense for the extension to the SSP slide.
Team Reserves Revision
September 7, 2006
Posted Decision
We approved by consensus to revise the Heartwood HOA Team Reserves Detail as follows:
• Eliminate Chlorinator #1, Chlorinator #2, and Chlorinator #3.
• Under Common Facilities, add Chlorinator Pump as a Replacement item with a Reserve Cap of $1100 and a Life Cycle of 5 years.
• Under Common House, add Exposed Exterior Wood Treatment as a Major Maintenance item with a Reserve Cap of $3000 and a Life Cycle of 7 years.
Process and Communications Agreements Revisions
October 11, 2006
Posted Decision
We approved by consensus to revise agreements under the category of Process and Communication as follows:
DEFINING AGREEMENTS, GUIDELINES, AND RESOURCES
1) Create the categories of Guidelines and Resources to compliment our Agreements. Define as follows:
- Agreements are decided by the community. Members are required to follow Agreements.
- Guidelines are decided by teams for their areas of responsibility. Members are strongly encouraged to follow Guidelines.
- Resources are contributed by any member. Members may choose to make use of Resources at their discretion.
2) In the 7th paragraph of the Introduction section of the Teams agreement, add the following bullet statement: “Optionally create and post Guidelines for team’s areas of responsibility. – Full Authority”
PROCESS & COMMUNICATION AGREEMENTS REVISIONS
3) Replace the Decision Making, Meetings, Facilitator’s Guidelines, Communication Skills, and Conflict Resolution agreements with the Decision Making and Meetings agreement.
4) Revise the 6th paragraph of the Introduction section of the Teams agreement to read: “Teams make decisions in a manner consistent with our Decision Making and Meetings agreement.”
Septic Reserves Revision
November 4, 2006
Posted Decision
We approved by consensus to revise the septic reserves as follows:
• Eliminate the “SJBH Escrow (Septic)” reserve.
• Create the following new reserves for CFT with the Reserve Caps and Life Cycles indicated:
• Septic Tank Pumping$4,800 4
• Lift Station #1 Pump Repair$1,200 24
• Lift Station #2 Pump Repair$1,200 24
• Lift Station #3 Pump Repair$1,200 24
• Lift Station #4 Pump Repair$1,200 24
• Lift Station #1 Pump Replacement$2,000 24
• Lift Station #2 Pump Replacement$2,000 24
• Lift Station #3 Pump Replacement$2,000 24
• Lift Station #4 Pump Replacement$2,000 24
2007 HOA Budget
December 4, 2006
Community Meeting
We approved by consensus the following 2007 HOA budget:
HEARTWOOD HOA BUDGET PROPOSALS 2007
OPERATING BUDGET 11/25/06
SOURCES
HOA ASSESSMENTS $38,950
LESS: TEAM RESERVES -6,000
LESS: EXTRAORDINARY SOURCES -1,000
LESS: TRACTOR LOAN REPAYMENT -4,000
LAUNDRY 1,300
WORKSHOP USE FEES 400
LATE FEES 300
TOTAL SOURCES $29,950
USES
COMMON HOUSE $3,700
LAND STEWARDSHIP 1,225
PASTURE & AG 2,900
GARDEN & GREENHOUSE 800
COMMON FACILITIES 11,525
PROCESS AND COMMUNICATION 600
MEMBERSHIP 1,075
CELEBRATION 400
FINANCE 4,530
DESIGN REVIEW 0
STEERING 200
CONTINGENCY (10%) 2,995
TOTAL USES $29,950
NET CASH FLOW – OPERATING $0
2007 HOA BUDGET – PROPOSAL
Applies to the 2007 budget only, unless otherwise stated.
A) ASSESSMENTS
Monthly assessments will be:
$68 for a household of 0
$91 for a household of 1
$114 for a household of 2
$138 for a household of 3
$161 for a household of 4
$185 for a household of 5
$208 for a household of 6
It is estimated that this will generate a 12 month total of approximately $38,950.
B) OPERATING USES BUDGETS
Consistent with the budget spreadsheet dated 11/25/06 (above), the total Operating Uses budget will be $29,950. 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) 2006 EXTRAORDINARY SPENDING CARRYOVERS
Spending authorization for the following Extraordinary Spending will be carried over from 2006 to 2007:
CFT – B-BALL COURT EXTENSION $271
LST – LANDSCAPING OF COMMON AREAS $1,400
TOTAL $1,671
D) 2007 EXTRAORDINARY SPENDING
The following Extraordinary Spending is authorized for 2007 (see detailed notes below):
PAT – TRACTOR PURCHASE $22,500
PAT – FUEL TANK FOR TRACTOR $700
PAT – 7′ MOWER PURCHASE $2,600
PAT – POND & EAST PASTURE GRADING GRANT $2,400
CFT – 1 NEW GARDEN CART $290
LST – FOREST THINNING GRANT $5,000
LST – V.G. WEST BERM DRIP SYSTEM $100
LST – NEW TREES FOR EAST & SOUTH SIDES OF CH $300
TOTAL $33,890
D1
Team with spending authorization is indicated.
D2
Tractor purchase will be funded by a loan from our various reserves. The loan will be paid back with $4000 per year from assessments until fully repaid.
D3
Create the following Team Reserves:
Major Tractor Repair (>$500) Reserve
Useful Life: 10 years
Reserve Cap: $2000
Tractor Replacement Reserve
Useful Life: 50 years
Reserve Cap: $25,000
Tractor Tires Replacement Reserve
Useful Life: 10 years
Reserve Cap: $1000
D4
The Teams agreement will be revised as follows
For the Pasture & Agriculture Team, in the Specific Responsibilities and Authorities section, add a section called “Tractor and Agricultural Implements” that includes the following:
- Keep the tractor and agricultural implements (includes mower and fuel tank) in a good, safe working condition. – Full Authority
- Oversee the use of the tractor and agricultural implements. Create guidelines for their use, including setting fees for private use consistent with our Private Use of Community Resources agreement. – Full Authority
For the Common Facilities team, add “road maintenance and plowing implements” to their list of facilities.
D5
Spending authority for Pond & East Pasture Grading Grant will be reduced by whatever money we receive from grants for the project.
D6
Spending authority for Forest Thinning Grant is contingent upon receiving matching grant money. The spending authority will continue to carry over automatically until we have been awarded the grant. The spending authority will expire in the year that the project work is completed.
D7
$1000 of the funding for Extraordinary Spending will come from Assessments and the balance will come from Non-Reserved Savings.