Decision Log 2007 |
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Steering Team Slate
February 26, 2007
Community Meeting
We approved by consensus the following proposal:
To accept the proposed slate for the 2007 steering team of Martha Pasternak, Gay Grossman, Gail Davidson, Laurie Lauer, and Scott Kuster.
Spraying an Herbicide in the Pasture
April 20, 2007
Posted Decision
We approved by consensus the following proposal:
The P & A Team will spot spray the Pond Pasture in the fall of 2007 and if needed early in the spring of 2008. A small area of the East Pasture and along the ditch in the West pasture will be sprayed this spring and possibly in the fall of 2007 or the spring of 2008. We will use Milestone. We will still need help for the next several years in weeding the areas that are not included in this proposal for spraying.
Restore Ted’s Happy Money
May 4, 2007
Posted Decision
We approved by consensus the following proposal:
Create an Extraordinary Spending Authorization of $600 called Ted’s Happy Money. Ted will be authorized to spend that money as he sees fit for the benefit of the community. There will be no deadline for the authorization.
Pasture and Ag Team 5 Year Plan
May 7, 2007
Community Meeting
We approved by consensus the following proposal:
The P & A Team will strive to have healthy pastures which are financially self sufficient by 2012. Financially self sufficient means that the income generated through pasture use fees and leases will cover pasture costs so that funds from the HOA will not be needed. To get healthy pastures, the specific goals will be to make all parts of the pasture easily irrigable, replace undesirable weeds with desirable crops, and construct solid perimeter fencing around all pastures.
To make this happen, a total of approximately $61,100 and 2170 volunteer work hours will be needed. $31,100 has been authorized in 2007 so additional requests of approximately $30,000 will be made from 2008 to 2011. The additional $30,000 will be subject to community approval and authorization during our annual budget work. Some of the money needed will come from pasture use fees and leases, which the team is already authorized to set (see posted decision passed on 03/14/06). Also, grants will be applied for whenever possible.
Reallocation of $100 from Extraordinary Mower to Extraordinary Fuel Tank Line Items
May 12, 2007
Posted Decision
We approved by consensus the following proposal:
Move $100 from PAT Extraordinary Spending – 7′ Mower Purchase to PAT Extraordinary Spending – Fuel Tank for Tractor.
Skateboard / BMX Ramp Building Project
June 20, 2007
Posted Decision
We approved by consensus the following proposal:
To build a skateboard/BMX ramp on the slab to the west of the workshop.
Membership Agreement Revision
July 2, 2007
Community Meeting
We approved by consensus to revise the Membership Agreement.
Bekah’s Tree House
August 11, 2007
Posted Decision
We approved by consensus the following proposal:
To accommodate the first two requirements, we felt that the tree house should be built in Ponderosas. They are not climbable by children (nor most adults, with a few notable exceptions), and the support structure would not be branches that might break, but rather the trunk which is more reliable. The ponderosas are also tall enough that the proximity of the structure to the ground (15 feet up) would not encourage other kids to try to climb into it.
The location we came up with is about a hundred yards south of the yurt; 75 yards southwest of the bottom of the sledding hill. There is a cluster of ponderosas within an entire hillside of ponderosas in which three of the trees are grouped in a tight triangle—perfect for the design. It is the area known by the kids as “Pine Cone Village.”
Humanitarian Fund
August 29, 2007
Posted Decision
We approved by consensus the following proposal:
Revise the Budget and Assessments agreement as follows:
In the ASSESSMENTS section, delete the sentence: “When paying their assessment, homeowners are given the option to make a voluntary contribution to the ‘Heartwood Humanitarian Fund’.”
Add the following section:
HUMANITARIAN FUND
We maintain a Humanitarian Fund. The purpose the Fund is to provide money to members in financial need.
Money comes into the Fund through donations and fundraising events. Donations to the Fund are entirely voluntary.
The Steering team has responsibility and authority for oversight of the Fund. They set funding goals and authorize distributions based on the following distribution criteria:
• Distributions are only available to Heartwood members.
• Distributions are given only for financial hardship to meet basic needs, such as shelter, utilities, medical costs, food, clothing, and transportation to work.
In determining the amount of the distribution, the Steering team exercises its discretion, taking into consideration such factors as the severity of the hardship, the long term financial strength of the Fund, etc. In any event, the maximum amount available for any distribution is 50% of the Fund balance. A household may make up to one distribution request per six months.
The Steering team provides an easy method(s) for members to request a Fund distribution. All requests and distributions are kept confidential to the extent reasonably possible. A member seeking a distribution may represent himself or herself to the Steering team or may use a representative. It is not OK for someone to seek a distribution for another member without that member’s consent.
The Steering team is not responsible for creating fundraising events, but encourages members to host them in order to meet fundraising goals.
The Finance team provides homeowners with an easy opportunity to donate to the Fund when paying HOA assessments. The team is also responsible for making collections and distributions.
At the end of each year, the HOA adds a portion of its overall investment income to the Fund based on the average Fund balance for the year in proportion to all HOA investment balances (or subtracts from the Fund in the event of overall investment losses).
—————————————--
Add the following to the Financial section of the Specific Responsibilities and Authorities section of the STEERING Team section of the Teams agreement:
• Oversight of the Humanitarian Fund (as detailed in the Budget and Assessments agreement) – Full Authority
Change of Location to Plant Fruit Trees
September 8, 2007
Posted Decision
We approved by consensus the following proposal:
LST will use the $300 2007 extraordinary spending for fruit trees to plant the community fruit trees on the common land behind McGee and Fran’s homes, rather than between the Common House and the road, as originally proposed.
Budget & Assessments Agreement Revision
September 14, 2007
Posted Decision
We approved by consensus the following proposal:
In the BUDGET & ASSESSMENTS agreement:
Replace:
“Once the HOA begins charging assessments, homeowners begin to pay assessments when their home is occupied or at their original construction deadline, whichever comes first. Homeowners pay assessments forever thereafter. Homeowners are assessed monthly.”
With:
“All homeowners are assessed monthly.”
Replace:
“Assessments are initially allocated 50% on a per lot basis and 50% on a per person basis. This allocation will be reconsidered in preparing the 2003 budget. ”
With:
“Assessments are allocated 50% on a per lot basis and 50% on a per person basis.”
Private Use of Community Resources Agreement Revision
September 15, 2007
Posted Decision
We approved by consensus to revise the Private Use of Community Resources Agreement.
Teams Agreement Revision to Reflect PUOCR Agreement
September 22, 2007
Posted Decision
We approved by consensus to revise the Teams Agreement.
Occupied Homes Revision to Membership Agreement
September 22, 2007
Posted Decision
We approved by consensus to revise the Membership Agreement.
2008 HOA Budget
November 19, 2007
Community Meeting
We approved by consensus the following 2008 HOA budget:
OPERATING BUDGET 10/08/07
SOURCES
HOA ASSESSMENTS $39,122
LESS: TEAM RESERVES -6,000
LESS: TRACTOR LOAN REPAYMENT -4,000
LAUNDRY 1,400
WORKSHOP USE FEES 300
LATE FEES 400
TOTAL SOURCES $31,222
USES
COMMON HOUSE $3,700
LAND STEWARDSHIP 1,850
PASTURE & AG 3,900
GARDEN & GREENHOUSE 800
COMMON FACILITIES 12,025
PROCESS AND COMMUNICATION 600
MEMBERSHIP 1,075
CELEBRATION 400
FINANCE 3,550
DESIGN REVIEW 0
STEERING 200
CONTINGENCY (10%) 3,122
TOTAL USES $31,222
NET CASH FLOW – OPERATING $0
2008 HOA BUDGET – PROPOSAL
Applies to the 2008 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
$137 for a household of 3
$160 for a household of 4
$184 for a household of 5
$207 for a household of 6
It is estimated that this will generate a 12 month total of approximately $39,122.
B) OPERATING USES BUDGETS
Consistent with the budget spreadsheet dated 10/08/07 (above), the total Operating Uses budget will be $31,222. 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) 2007 EXTRAORDINARY SPENDING CARRYOVERS
Spending authorization for the following Extraordinary Spending will be carried over from 2007 to 2008:
PAT – POND & EAST PASTURE GRADING GRANT $2,400
LST – LANDSCAPING COMMON AREAS $400
TOTAL $2,800
C1 Spending authority for Pond & East Pasture Grading Grant will be reduced by whatever money we receive from grants for the project.
D) 2008 EXTRAORDINARY SPENDING
The following Extraordinary Spending is authorized for 2008 (see detailed notes below):
PAT – IRRIGATION PIPES $3,500
CFT – FIRE EXTINGUISHERS FOR FRONT PORCHES $500
TOTAL $4,000
D1 Team with spending authorization is indicated.
D2 The Teams agreement will be revised as follows:
• For the Common Facilities team, add “fire extinguishers” to their list of responsibilities.
D3 Funding for Extraordinary Spending will come from Non-Reserved Savings.
E) SITE DESIGN IMPLEMENTATION PLANNING RESERVE
A Site Design Implementation Planning Reserve of $1000 will be created.
Naming Areas of Pasture
December 8, 2007
Posted Decision
We approved by consensus the following proposal:
To officially name the following areas of the pasture:
The western most portion of land just south and west of the big garden and west of the grouping of scrub oaks: the West Pasture
The area immediately south of the big garden, west of the road and half way down the pasture area to the south: the North Pasture
The area immediately south of the North Pasture down to the fence line some of which butts up to Koenig’s property: the Central Pasture
The fenced area surrounding the pond with all the cattails, etc.: the Preserve
The narrow strip of land immediately east of the Preserve and west of the road: the Paddock
The additional area east of the Preserve, west of the road and north of the highest point in the previously named Pond Pasture: the Upper Pond
The large area south of the highest point of the previously named Pond Pasture, that goes east, south and west to our property boundaries: the Lower Pond.
February 26, 2007
Community Meeting
We approved by consensus the following proposal:
To accept the proposed slate for the 2007 steering team of Martha Pasternak, Gay Grossman, Gail Davidson, Laurie Lauer, and Scott Kuster.
Spraying an Herbicide in the Pasture
April 20, 2007
Posted Decision
We approved by consensus the following proposal:
The P & A Team will spot spray the Pond Pasture in the fall of 2007 and if needed early in the spring of 2008. A small area of the East Pasture and along the ditch in the West pasture will be sprayed this spring and possibly in the fall of 2007 or the spring of 2008. We will use Milestone. We will still need help for the next several years in weeding the areas that are not included in this proposal for spraying.
Restore Ted’s Happy Money
May 4, 2007
Posted Decision
We approved by consensus the following proposal:
Create an Extraordinary Spending Authorization of $600 called Ted’s Happy Money. Ted will be authorized to spend that money as he sees fit for the benefit of the community. There will be no deadline for the authorization.
Pasture and Ag Team 5 Year Plan
May 7, 2007
Community Meeting
We approved by consensus the following proposal:
The P & A Team will strive to have healthy pastures which are financially self sufficient by 2012. Financially self sufficient means that the income generated through pasture use fees and leases will cover pasture costs so that funds from the HOA will not be needed. To get healthy pastures, the specific goals will be to make all parts of the pasture easily irrigable, replace undesirable weeds with desirable crops, and construct solid perimeter fencing around all pastures.
To make this happen, a total of approximately $61,100 and 2170 volunteer work hours will be needed. $31,100 has been authorized in 2007 so additional requests of approximately $30,000 will be made from 2008 to 2011. The additional $30,000 will be subject to community approval and authorization during our annual budget work. Some of the money needed will come from pasture use fees and leases, which the team is already authorized to set (see posted decision passed on 03/14/06). Also, grants will be applied for whenever possible.
Reallocation of $100 from Extraordinary Mower to Extraordinary Fuel Tank Line Items
May 12, 2007
Posted Decision
We approved by consensus the following proposal:
Move $100 from PAT Extraordinary Spending – 7′ Mower Purchase to PAT Extraordinary Spending – Fuel Tank for Tractor.
Skateboard / BMX Ramp Building Project
June 20, 2007
Posted Decision
We approved by consensus the following proposal:
To build a skateboard/BMX ramp on the slab to the west of the workshop.
Membership Agreement Revision
July 2, 2007
Community Meeting
We approved by consensus to revise the Membership Agreement.
Bekah’s Tree House
August 11, 2007
Posted Decision
We approved by consensus the following proposal:
To accommodate the first two requirements, we felt that the tree house should be built in Ponderosas. They are not climbable by children (nor most adults, with a few notable exceptions), and the support structure would not be branches that might break, but rather the trunk which is more reliable. The ponderosas are also tall enough that the proximity of the structure to the ground (15 feet up) would not encourage other kids to try to climb into it.
The location we came up with is about a hundred yards south of the yurt; 75 yards southwest of the bottom of the sledding hill. There is a cluster of ponderosas within an entire hillside of ponderosas in which three of the trees are grouped in a tight triangle—perfect for the design. It is the area known by the kids as “Pine Cone Village.”
Humanitarian Fund
August 29, 2007
Posted Decision
We approved by consensus the following proposal:
Revise the Budget and Assessments agreement as follows:
In the ASSESSMENTS section, delete the sentence: “When paying their assessment, homeowners are given the option to make a voluntary contribution to the ‘Heartwood Humanitarian Fund’.”
Add the following section:
HUMANITARIAN FUND
We maintain a Humanitarian Fund. The purpose the Fund is to provide money to members in financial need.
Money comes into the Fund through donations and fundraising events. Donations to the Fund are entirely voluntary.
The Steering team has responsibility and authority for oversight of the Fund. They set funding goals and authorize distributions based on the following distribution criteria:
• Distributions are only available to Heartwood members.
• Distributions are given only for financial hardship to meet basic needs, such as shelter, utilities, medical costs, food, clothing, and transportation to work.
In determining the amount of the distribution, the Steering team exercises its discretion, taking into consideration such factors as the severity of the hardship, the long term financial strength of the Fund, etc. In any event, the maximum amount available for any distribution is 50% of the Fund balance. A household may make up to one distribution request per six months.
The Steering team provides an easy method(s) for members to request a Fund distribution. All requests and distributions are kept confidential to the extent reasonably possible. A member seeking a distribution may represent himself or herself to the Steering team or may use a representative. It is not OK for someone to seek a distribution for another member without that member’s consent.
The Steering team is not responsible for creating fundraising events, but encourages members to host them in order to meet fundraising goals.
The Finance team provides homeowners with an easy opportunity to donate to the Fund when paying HOA assessments. The team is also responsible for making collections and distributions.
At the end of each year, the HOA adds a portion of its overall investment income to the Fund based on the average Fund balance for the year in proportion to all HOA investment balances (or subtracts from the Fund in the event of overall investment losses).
—————————————--
Add the following to the Financial section of the Specific Responsibilities and Authorities section of the STEERING Team section of the Teams agreement:
• Oversight of the Humanitarian Fund (as detailed in the Budget and Assessments agreement) – Full Authority
Change of Location to Plant Fruit Trees
September 8, 2007
Posted Decision
We approved by consensus the following proposal:
LST will use the $300 2007 extraordinary spending for fruit trees to plant the community fruit trees on the common land behind McGee and Fran’s homes, rather than between the Common House and the road, as originally proposed.
Budget & Assessments Agreement Revision
September 14, 2007
Posted Decision
We approved by consensus the following proposal:
In the BUDGET & ASSESSMENTS agreement:
Replace:
“Once the HOA begins charging assessments, homeowners begin to pay assessments when their home is occupied or at their original construction deadline, whichever comes first. Homeowners pay assessments forever thereafter. Homeowners are assessed monthly.”
With:
“All homeowners are assessed monthly.”
Replace:
“Assessments are initially allocated 50% on a per lot basis and 50% on a per person basis. This allocation will be reconsidered in preparing the 2003 budget. ”
With:
“Assessments are allocated 50% on a per lot basis and 50% on a per person basis.”
Private Use of Community Resources Agreement Revision
September 15, 2007
Posted Decision
We approved by consensus to revise the Private Use of Community Resources Agreement.
Teams Agreement Revision to Reflect PUOCR Agreement
September 22, 2007
Posted Decision
We approved by consensus to revise the Teams Agreement.
Occupied Homes Revision to Membership Agreement
September 22, 2007
Posted Decision
We approved by consensus to revise the Membership Agreement.
2008 HOA Budget
November 19, 2007
Community Meeting
We approved by consensus the following 2008 HOA budget:
OPERATING BUDGET 10/08/07
SOURCES
HOA ASSESSMENTS $39,122
LESS: TEAM RESERVES -6,000
LESS: TRACTOR LOAN REPAYMENT -4,000
LAUNDRY 1,400
WORKSHOP USE FEES 300
LATE FEES 400
TOTAL SOURCES $31,222
USES
COMMON HOUSE $3,700
LAND STEWARDSHIP 1,850
PASTURE & AG 3,900
GARDEN & GREENHOUSE 800
COMMON FACILITIES 12,025
PROCESS AND COMMUNICATION 600
MEMBERSHIP 1,075
CELEBRATION 400
FINANCE 3,550
DESIGN REVIEW 0
STEERING 200
CONTINGENCY (10%) 3,122
TOTAL USES $31,222
NET CASH FLOW – OPERATING $0
2008 HOA BUDGET – PROPOSAL
Applies to the 2008 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
$137 for a household of 3
$160 for a household of 4
$184 for a household of 5
$207 for a household of 6
It is estimated that this will generate a 12 month total of approximately $39,122.
B) OPERATING USES BUDGETS
Consistent with the budget spreadsheet dated 10/08/07 (above), the total Operating Uses budget will be $31,222. 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) 2007 EXTRAORDINARY SPENDING CARRYOVERS
Spending authorization for the following Extraordinary Spending will be carried over from 2007 to 2008:
PAT – POND & EAST PASTURE GRADING GRANT $2,400
LST – LANDSCAPING COMMON AREAS $400
TOTAL $2,800
C1 Spending authority for Pond & East Pasture Grading Grant will be reduced by whatever money we receive from grants for the project.
D) 2008 EXTRAORDINARY SPENDING
The following Extraordinary Spending is authorized for 2008 (see detailed notes below):
PAT – IRRIGATION PIPES $3,500
CFT – FIRE EXTINGUISHERS FOR FRONT PORCHES $500
TOTAL $4,000
D1 Team with spending authorization is indicated.
D2 The Teams agreement will be revised as follows:
• For the Common Facilities team, add “fire extinguishers” to their list of responsibilities.
D3 Funding for Extraordinary Spending will come from Non-Reserved Savings.
E) SITE DESIGN IMPLEMENTATION PLANNING RESERVE
A Site Design Implementation Planning Reserve of $1000 will be created.
Naming Areas of Pasture
December 8, 2007
Posted Decision
We approved by consensus the following proposal:
To officially name the following areas of the pasture:
The western most portion of land just south and west of the big garden and west of the grouping of scrub oaks: the West Pasture
The area immediately south of the big garden, west of the road and half way down the pasture area to the south: the North Pasture
The area immediately south of the North Pasture down to the fence line some of which butts up to Koenig’s property: the Central Pasture
The fenced area surrounding the pond with all the cattails, etc.: the Preserve
The narrow strip of land immediately east of the Preserve and west of the road: the Paddock
The additional area east of the Preserve, west of the road and north of the highest point in the previously named Pond Pasture: the Upper Pond
The large area south of the highest point of the previously named Pond Pasture, that goes east, south and west to our property boundaries: the Lower Pond.