Decision Log 2016 |
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Revise P&C Section of the Teams Agreement
January 1, 2016
Posted Decision
We approved by consensus the following proposal:
Replace this bullet under Responsibility and Authority:
• Provide additional Process & Communication training as needed. – Full Authority
with a bullet that reads:
• Provide the Culture of Consensus Curriculum (CCC) on an ongoing basis. The offerings should include 3 modules each year focused on Self-Awareness, Interpersonal Skills, and Community Skills, respectively; one Consensus Foundation Training annually (covering the basics of card usage, website navigation, and general consensus philosophy), and an Annual Review of the previous year’s offerings for community feedback/input. See CCC Guidelines (linked). - Full Authority
January 1, 2016
Posted Decision
We approved by consensus the following proposal:
Replace this bullet under Responsibility and Authority:
• Provide additional Process & Communication training as needed. – Full Authority
with a bullet that reads:
• Provide the Culture of Consensus Curriculum (CCC) on an ongoing basis. The offerings should include 3 modules each year focused on Self-Awareness, Interpersonal Skills, and Community Skills, respectively; one Consensus Foundation Training annually (covering the basics of card usage, website navigation, and general consensus philosophy), and an Annual Review of the previous year’s offerings for community feedback/input. See CCC Guidelines (linked). - Full Authority
Revise Team Reserves
January 18, 2016
Posted Decision
We approved by consensus the following proposal:
We agreed to create the following new Team Reserves:
Potable Water System
Team: CFT
Type: Critical System
Reserve Cap: $10,000
Life Cycle: 10
Annual Funding: $1,000
Septic System
Team: CFT
Type: Critical System
Reserve Cap: $10,000
Life Cycle: 3
Annual Funding: $3,333
A Critical System Team Reserve may be used to fix, maintain, or replace any element of the system to keep it operational. The money is not available to upgrade the system. That requires some other spending authorization.
Cluster Drainage System Maintenance
Team: CFT
Type: Major Maintenance
Reserve Cap: $1000
Life Cycle: 5
Annual Funding: $200
High Tunnel Plastic
Team: N-PAT
Type: Replacement
Reserve Cap: $550
Life Cycle: 5
Annual Funding: $110
High Tunnel Doors
Team: N-PAT
Type: Replacement
Reserve Cap: $600
Life Cycle: 10
Annual Funding: $60
——————————————————
We agreed to eliminate the following Team Reserves (being replaced by the two new Critical System reserves):
Well #1 Pump
Well #2 Pump
Well #3 Pump
Well #4 Pump
Chlorinator Pump
Pump House
Pump House Wood Staining
Water Tank
Septic Tank Pumping
L.S. #1 Pump Repair
L.S. #2 Pump Repair
L.S. #3 Pump Repair
L.S. #4 Pump Repair
L.S. #1 Pump Replacement
L.S. #2 Pump Replacement
L.S. #3 Pump Replacement
L.S. #4 Pump Replacement
Potable Water Pipes Repair
Septic Lines Repair
——————————————————
We agreed to revise the following Team Reserves:
Washer #1
Team: CH
Type: Replacement
Old Reserve Cap: $1500
Old Life Cycle: 15
Old Annual Funding: $100
New Reserve Cap: $1000
New Life Cycle: 7
New Annual Funding: $143
Washer #2
Team: CH
Type: Replacement
Old Reserve Cap: $1500
Old Life Cycle: 15
Old Annual Funding: $100
New Reserve Cap: $1000
New Life Cycle: 7
New Annual Funding: $143
Tractor Tires
Team: S-PAT
Type: Replacement
Old Reserve Cap: $1000
Old Life Cycle: 10
Old Annual Funding: $100
New Reserve Cap: $2500
New Life Cycle: 13
New Annual Funding: $192
Tennis Court Resurfacing
Team: CFT
Type: Major Maintenance
Old Reserve Cap: $2250
Old Life Cycle: 15
Old Annual Funding: $150
New Reserve Cap: $3500
New Life Cycle: 15
New Annual Funding: $233
Hot Tub
Team: CH
Type: Replacement
Old Reserve Cap: $4000
Old Life Cycle: 15
Old Annual Funding: $267
New Reserve Cap: $6000
New Life Cycle: 25
New Annual Funding: $240
The Tennis Court and the Hot Tub are considered luxury items. As such, their Reserve Caps are only intended to cover half of the estimated costs. The other half is to come from private donations.
January 18, 2016
Posted Decision
We approved by consensus the following proposal:
We agreed to create the following new Team Reserves:
Potable Water System
Team: CFT
Type: Critical System
Reserve Cap: $10,000
Life Cycle: 10
Annual Funding: $1,000
Septic System
Team: CFT
Type: Critical System
Reserve Cap: $10,000
Life Cycle: 3
Annual Funding: $3,333
A Critical System Team Reserve may be used to fix, maintain, or replace any element of the system to keep it operational. The money is not available to upgrade the system. That requires some other spending authorization.
Cluster Drainage System Maintenance
Team: CFT
Type: Major Maintenance
Reserve Cap: $1000
Life Cycle: 5
Annual Funding: $200
High Tunnel Plastic
Team: N-PAT
Type: Replacement
Reserve Cap: $550
Life Cycle: 5
Annual Funding: $110
High Tunnel Doors
Team: N-PAT
Type: Replacement
Reserve Cap: $600
Life Cycle: 10
Annual Funding: $60
——————————————————
We agreed to eliminate the following Team Reserves (being replaced by the two new Critical System reserves):
Well #1 Pump
Well #2 Pump
Well #3 Pump
Well #4 Pump
Chlorinator Pump
Pump House
Pump House Wood Staining
Water Tank
Septic Tank Pumping
L.S. #1 Pump Repair
L.S. #2 Pump Repair
L.S. #3 Pump Repair
L.S. #4 Pump Repair
L.S. #1 Pump Replacement
L.S. #2 Pump Replacement
L.S. #3 Pump Replacement
L.S. #4 Pump Replacement
Potable Water Pipes Repair
Septic Lines Repair
——————————————————
We agreed to revise the following Team Reserves:
Washer #1
Team: CH
Type: Replacement
Old Reserve Cap: $1500
Old Life Cycle: 15
Old Annual Funding: $100
New Reserve Cap: $1000
New Life Cycle: 7
New Annual Funding: $143
Washer #2
Team: CH
Type: Replacement
Old Reserve Cap: $1500
Old Life Cycle: 15
Old Annual Funding: $100
New Reserve Cap: $1000
New Life Cycle: 7
New Annual Funding: $143
Tractor Tires
Team: S-PAT
Type: Replacement
Old Reserve Cap: $1000
Old Life Cycle: 10
Old Annual Funding: $100
New Reserve Cap: $2500
New Life Cycle: 13
New Annual Funding: $192
Tennis Court Resurfacing
Team: CFT
Type: Major Maintenance
Old Reserve Cap: $2250
Old Life Cycle: 15
Old Annual Funding: $150
New Reserve Cap: $3500
New Life Cycle: 15
New Annual Funding: $233
Hot Tub
Team: CH
Type: Replacement
Old Reserve Cap: $4000
Old Life Cycle: 15
Old Annual Funding: $267
New Reserve Cap: $6000
New Life Cycle: 25
New Annual Funding: $240
The Tennis Court and the Hot Tub are considered luxury items. As such, their Reserve Caps are only intended to cover half of the estimated costs. The other half is to come from private donations.
Revise CFT section of the Teams Agreement
March 7, 2016
Posted Decision
We approved by consensus the following proposal:
(under Common Facilities Team areas of responsibility)
- remove "skateboard quarter-pipes"
- remove "data lines" and add "common infrastructure for internet and other telecommunications"
- remove words "kid's" and "play" from "concrete slab by workshop"
- remove of "telephone wiring" and detailed location language
- remove "maintain and set thermostats in Common House"
- remove "provide information for community-built homes with microprocessor-controlled furnaces"
- add "snow removal from pathways and roads"
- add "drainage ditches in the cluster and outside the cluster"
(under Number of Members)
- change from "3 to 6" to "6 to 8"
(under Responsibility & Authority)
- remove the word "private" in reference to carports
March 7, 2016
Posted Decision
We approved by consensus the following proposal:
(under Common Facilities Team areas of responsibility)
- remove "skateboard quarter-pipes"
- remove "data lines" and add "common infrastructure for internet and other telecommunications"
- remove words "kid's" and "play" from "concrete slab by workshop"
- remove of "telephone wiring" and detailed location language
- remove "maintain and set thermostats in Common House"
- remove "provide information for community-built homes with microprocessor-controlled furnaces"
- add "snow removal from pathways and roads"
- add "drainage ditches in the cluster and outside the cluster"
(under Number of Members)
- change from "3 to 6" to "6 to 8"
(under Responsibility & Authority)
- remove the word "private" in reference to carports
Revise Steering Team section of the Teams Agreement
March 7, 2016
Posted Decision
We approved by consensus the following proposal:
(under Number of Members)
- Increase the number of members from "3 to 5" to "4 to 6"
(under Selection Process)
- Revise the first paragraph to reduce the number of Nominating Task Force members to "at least 2," change the deadline for posting the slate to "the last day of February," and change references to number of nominated members from "3 to 5" to "4 to 6."
March 7, 2016
Posted Decision
We approved by consensus the following proposal:
(under Number of Members)
- Increase the number of members from "3 to 5" to "4 to 6"
(under Selection Process)
- Revise the first paragraph to reduce the number of Nominating Task Force members to "at least 2," change the deadline for posting the slate to "the last day of February," and change references to number of nominated members from "3 to 5" to "4 to 6."
New Steering Team Slate
March 10, 2016
Posted Decision
We approved by consensus the following proposal:
Approve the following ST slate: Christine Maisano, Laurie Lauer, and Paul Nazaryk (returning members); Sue Austin and Barry Goldberg (incoming members); and Mary Walker (continuing as HOA Treasurer)
March 10, 2016
Posted Decision
We approved by consensus the following proposal:
Approve the following ST slate: Christine Maisano, Laurie Lauer, and Paul Nazaryk (returning members); Sue Austin and Barry Goldberg (incoming members); and Mary Walker (continuing as HOA Treasurer)
New Community Meals Agreement
April 20, 2016
Posted Decision
We approved by consensus the following proposal:
————————————--
Community Meals Agreement
Community meals are a core part of what makes Heartwood such a strong community. When we cook, clean, and eat together, we strengthen our community fabric. We get to know each other better and care more deeply for each other. Those deep connections allow us to more gracefully navigate the periodic interpersonal conflicts when they invariably arise.
We have found that participating in community meals leads to greater participation in other aspects of community life. When more members engage more deeply in community life, we have a stronger community.
We have two main types of community meals: common meals and potlucks.
Common meals are regularly scheduled at least twice per week. The Common House team may also schedule additional common meals. Cooks sign up ahead of time, decide on and post the menu, grocery shop, and prepare the meal. A clean up crew also signs up ahead of time. Members sign up ahead of time if they will be eating the common meal. They get charged for common meals with the proceeds going to reimburse the cooks for groceries and pay for staples.
At Heartwood we cook and clean up for each other and eat together on a regular basis. All members are strongly encouraged to participate in common meals unless there are overriding circumstances in their lives which keep them from doing so. Examples might include special diets, health issues, scheduling conflicts, etc. (Note that cooks go to great lengths to accommodate most special diets.) Anyone eating more than one common meal per month must participate in common meal cooking and/or clean up.
Potlucks generally happen on Friday evenings. Everyone brings a dish to share and helps clean up.
When a member chooses not to participate in common meals (not including potlucks), they let the Community Meals Manager know in advance so the Community Meals Manager can plan accordingly. This is very important so the Community Meals Manager knows how many cooking and cleaning slots to make available.
If a member does not participate in the common meals, the Common House team will follow up with them to learn the reason for the current non-participation and/or to encourage future participation. The point of the follow up is inquiry and encouragement. It is not a policing role, but rather a role of loving collaboration.
April 20, 2016
Posted Decision
We approved by consensus the following proposal:
- Create a new Community Meals Agreement. See below.
- The Community Meals Manager, the Common House team, and Mac are to revise the Common Meals Guideline to reflect this proposal and to capture best practices shared in the recent Community Meetings.
- Revise the Membership Agreement by adding a 2nd paragraph under Membership Expectations:
- Additionally, because eating together so greatly strengthens our community fabric, members are strongly encouraged to participate in community meals. See our Community Meals agreement for more information.
- The Membership team is to revise any applicable Membership guidelines to reflect the new Community Meals Agreement -- i.e., members are strongly encouraged to attend community meals because eating together greatly strengthens our community fabric and it’s one of the best ways for new members to integrate into the community.
- Revise the Common House team section of the Teams Agreement by replacing the 5th and 6th paragraphs of the Responsibility & Authority section with the following:
- Create and administer system of community meals consistent with the Community Meals Agreement. Oversee the role of Community Meals Manager. – Full Authority
- Revise the Community Work Agreement by replacing the Common Meal Participation System section with:
- Common Meal Participation
- Common Meal work participation is separate from the Community Work and Participation System. Work done in one system does not count toward the other.
- For more information about Common Meal work participation, please see the Community Meals Agreement and the Community Meals Guideline.
- Common Meal Participation
- Revise the Responsibility for this Agreement section of the Community Work Agreement by replacing the 2nd and 3rd paragraphs with the following:
- Each time the Steering team creates a new conceptual plan for the Community Work and Participation System, that conceptual plan must be approved by the community. Minor tweaking of an existing plan does not need to be approved. Regular feedback (at least annually) is encouraged for the Community Work and Participation System.
————————————--
Community Meals Agreement
Community meals are a core part of what makes Heartwood such a strong community. When we cook, clean, and eat together, we strengthen our community fabric. We get to know each other better and care more deeply for each other. Those deep connections allow us to more gracefully navigate the periodic interpersonal conflicts when they invariably arise.
We have found that participating in community meals leads to greater participation in other aspects of community life. When more members engage more deeply in community life, we have a stronger community.
We have two main types of community meals: common meals and potlucks.
Common meals are regularly scheduled at least twice per week. The Common House team may also schedule additional common meals. Cooks sign up ahead of time, decide on and post the menu, grocery shop, and prepare the meal. A clean up crew also signs up ahead of time. Members sign up ahead of time if they will be eating the common meal. They get charged for common meals with the proceeds going to reimburse the cooks for groceries and pay for staples.
At Heartwood we cook and clean up for each other and eat together on a regular basis. All members are strongly encouraged to participate in common meals unless there are overriding circumstances in their lives which keep them from doing so. Examples might include special diets, health issues, scheduling conflicts, etc. (Note that cooks go to great lengths to accommodate most special diets.) Anyone eating more than one common meal per month must participate in common meal cooking and/or clean up.
Potlucks generally happen on Friday evenings. Everyone brings a dish to share and helps clean up.
When a member chooses not to participate in common meals (not including potlucks), they let the Community Meals Manager know in advance so the Community Meals Manager can plan accordingly. This is very important so the Community Meals Manager knows how many cooking and cleaning slots to make available.
If a member does not participate in the common meals, the Common House team will follow up with them to learn the reason for the current non-participation and/or to encourage future participation. The point of the follow up is inquiry and encouragement. It is not a policing role, but rather a role of loving collaboration.
Membership Exception for #15
May 31, 2016
Posted Decision
We approved by consensus the following proposal:
Waive the requirement in our Membership Agreement for Tim Delaney or Kathy Rusconi (dba Delconi LLC) to become Heartwood members. Gail will continue to assume full homeowner responsibilities for #15, except for financial obligations to the HOA. Tim and Kathy will remain ultimately responsible for all financial obligations to the HOA related to #15.
When Gail no longer lives at #15, Tim and Kathy will cooperate with the community and follow our Membership Agreements in selling the home. If they decide to continue to own the home instead of selling it, they will become members at that time.
May 31, 2016
Posted Decision
We approved by consensus the following proposal:
Waive the requirement in our Membership Agreement for Tim Delaney or Kathy Rusconi (dba Delconi LLC) to become Heartwood members. Gail will continue to assume full homeowner responsibilities for #15, except for financial obligations to the HOA. Tim and Kathy will remain ultimately responsible for all financial obligations to the HOA related to #15.
When Gail no longer lives at #15, Tim and Kathy will cooperate with the community and follow our Membership Agreements in selling the home. If they decide to continue to own the home instead of selling it, they will become members at that time.
Revise Pasture & Agriculture Teams Section of the Teams Agreement
June 28, 2016
Posted Decision
We approved by consensus the following proposal:
Change the wording in the Pasture and Agriculture Team Agreement to add "food production" as an area of Responsibility & Authority:
Responsibility & Authority
Overall responsibility for the wise stewardship of our irrigated pasture land. The primary stewardship priorities are long term environmental health, agricultural production, food production, livestock use and aesthetics. The current wet lands, oak groves and drainages will be respected and stewarded primarily for wildlife.
June 28, 2016
Posted Decision
We approved by consensus the following proposal:
Change the wording in the Pasture and Agriculture Team Agreement to add "food production" as an area of Responsibility & Authority:
Responsibility & Authority
Overall responsibility for the wise stewardship of our irrigated pasture land. The primary stewardship priorities are long term environmental health, agricultural production, food production, livestock use and aesthetics. The current wet lands, oak groves and drainages will be respected and stewarded primarily for wildlife.
Revise the Teams Agreement
October 27, 2016
Posted Decision
We approved by consensus the following proposal:
1. Revise the Introduction to the Teams Agreement to clarify the following:
a. A team decision that is expected to have a permanent impact (e.g., building a structure, semi-permanent changes to the land) must be shared with the community prior to initiation, with time for comments and community member involvement in the decision.
b. Community members who are not on a team may be part of the consensus process of that team for a specific decision of special interest to them, as long as they participate fully in the decision-making process.
2. Revise the Pasture & Agriculture section of the Teams Agreement (in particular the subsection titled Specific Responsibilities and Authorities) to clarify that SPAT and NPAT have full authority for creation and management of barns and outbuildings, which is still governed by the new requirement for all teams who plan to build a permanent structure to communicate this intention with the community, with time for feedback and other community member involvement.
The proposed changes are reflected in red below.
Introduction
Teams have responsibilities and authorities covering all of the major areas of community management such that very few decisions need to be made by the community as a whole.
Teams are, however, encouraged to bring issues to the whole community if they think a better decision would result, even though the team may have the authority to make the decision on their own. A team decision that is expected to have a permanent impact on the land and community (e.g., building a structure) should be brought to the attention of the community, with sufficient time for community member input before the decision is made.
From time to time issues will come up which are in a team’s area of general responsibility, but not addressed by any specific responsibility and authority listed below. In such instances, teams will exercise their best judgment (possibly in collaboration with the Steering team) to decide whether to resolve the issue on their own (Full Authority) or bring it to the whole community for resolution (Proposal Authority).
Teams are created and dissolved and given their responsibilities and authorities by the community. Responsibility can only be given to a team along with the authority necessary to get the job done. The community always retains the power to withdraw responsibilities and authorities from a team.
All members are expected to be a member of, or contribute to, at least one Heartwood team or task force. Except for the Steering Team, which is ‘elected’ by consensus decision each year, members may choose which team or task force to participate in. Members may choose when to join, leave, or switch teams. The number of members listed for each team, except the Steering Team, is only a guideline. Any community member may participate on a team or task force to work on an issue of special interest to them. Community members may be part of the consensus process for a team they are not normally on, as long as they participate in the entire decision-making process, including working through red cards following our Decision Making and Meetings Agreement.
Some teams may require participation from specific individual members when those members’ personal, private or commercial endeavors have a large impact on the resources, activities, or assets for which the team is responsible.
Teams select their own leaders at least once per year. A team leader may be reselected year after year.
Teams make decisions in a manner consistent with our Decision Making and Meetings agreement.
In addition to the specific responsibilities and authorities listed for each team, every team will also have responsibility to:
• Maintain team meeting minutes and decision log. – Full Authority
• Manage team’s annual budget. – Full Authority
• Communicate to the community significant team issues under consideration, decisions, and events (including distributing agendas prior to meetings). – Full Authority
• Optionally create and post Guidelines for team’s areas of responsibility. – Full Authority
• Implement the Private Use of Community Resources agreement for their areas of responsibility. – Full Authority
Definitions
Team
Has an unlimited duration (ongoing responsibility). Receives an annual budget from the community. Is given responsibilities and authorities by the community.
Task Force
Has a limited duration (project responsibility). Receives a budget from the Steering team out of the annual contingency. Is given responsibilities and authorities by the Steering team which are limited to:
• Carrying out community decisions or agreements.
• Researching issues and making proposals.
Full Authority
Team has authority to make decisions consistent with community agreements related to the stated responsibility.
Proposal Authority
Team does not have authority to make decisions related to the stated responsibility. They have authority to make a proposal to the community related to the stated responsibility. The authority to make the decision rests with the community.
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North Pasture & Ag Team (NPAT) and South Pasture & Ag Team (SPAT)
The land below the irrigation ditch is covered under this agreement. Two teams are responsible for overseeing the health of our pastures and our agricultural efforts: the South Pasture and Ag Team (SPAT) and the North Pasture and Ag Team (NPAT). Each team is wholly responsible for the land, irrigation system, and fencing on their portion of property.
The N-PAT manages the land south of the irrigation ditch to the fence which runs from Koenig’s NE corner east to Heartwood Lane. This includes the fenced-in area previously known as the Community Garden. It does not include the cluster irrigation pond, pump house, and the area around the pond, all of which are managed by the Land Stewardship Team (LST). It also excludes the land managed by SPAT. The NPAT manages the west head- gate.
The S-PAT manages the land south of fence running east from Koenig’s NE corner to HW Lane, the east pasture, the triangle by Rivers’ driveway, and the spring fed pond. This does not include the turn around near the entry on Heartwood Lane (LST) or land managed by NPAT. The SPAT manages the east headgate. In addition, the SPAT is primarily responsible for overall management of the Tractor and it’s associated implements, and of our ditch/water rights.
The two teams are similar in many ways, as indicated below. The ways in which they are different are found in each team’s unique Long Term Land Use Plan, their Short Term Land Use Guidelines, and the contracts that each team makes with the private entities using their portion of the irrigated ag land.
Each team has the following responsibilities and authorities in common. The teams practice good communication and cooperation skills to maintain a harmonious relationship as they work together to care for our irrigated pasture and ag land:
Purpose
To guide the community in its use of and interaction with our irrigated pasture land. To achieve this, we will explore, learn, and implement the principles of holistic management in a manner that sustains a healthy, beautiful, and diverse ecosystem for wild and domestic plants and animals.
Number of Members
5 to 8 (on each team)
Responsibility & Authority
Overall responsibility for the wise stewardship of our irrigated pasture land. The primary stewardship priorities are long term environmental health, agricultural production, food production, livestock use and aesthetics. The current wet lands, oak groves and drainages will be respected and stewarded primarily for wildlife.
Specific Responsibilities and Authorities:
S-PAT: Manage and maintain the existing ditch or other agricultural water rights. Divide ditch water is equitably between S-PAT, N-PAT, and LST/cluster irrigation. – Full Authority
S-PAT: Lease, or sell Heartwood’s ditch or other agricultural water rights. – Proposal Authority
S-PAT: Acquire, lease or buy additional ditch or other agricultural water rights. -- Full Authority
S-PAT: Tractor and Agricultural Implements:
S-PAT: Allocate money collected from Pasture Use Fees. Money will be used for the primary purpose of improving the overall health and/or increasing the agricultural productivity of the pasture (e.g. eliminating weeds, improving irrigation ditches, planting hay, building a stock pond, building fences, maintaining existing structures.) The money collected will not be available for direct use by private ventures (e.g. buying hay, water troughs, having animals shod, vet bills, etc.) – Full Authority
N-PAT and S-PAT
Create and revise long term land use plan for irrigated ag land. – Proposal Authority
Implement long term land use plan for irrigated ag land. – Full Authority
Maintain irrigation. -- Full Authority
Know and abide by all laws and regulations pertaining to irrigation water rights -- Full Authority
Manage and maintain all head gates and irrigation pipe. -- Full Authority
Know and abide by County regulations that affect land usage. -- Full Authority
Seek new permits for additional structures on land. -- Proposal Authority
Expand activities beyond scope of current regulations and permits. -- Proposal Authority
Weed Control. --Full Authority
Maintain perimeter fencing. -- Full Authority
Create good-will relationships and guidelines for cooperation with other food producers at Heartwood. -- Full Authority
Set and monitor agreements with private entities using the pasture and ag land, in accordance with Heartwood agreements including this agreement and the PUoCR Agreement; each team’s Long Term Land Use Plan; and any liability requirements. This includes both plant and animal production, and both members and non-members of Heartwood. -- Full Authority
Create names for irrigated pasture land features. – Proposal Authority
Acquire and maintain any other tools needed to fulfill team responsibilities. -- Full Authority
Coordinate Internships. -- Proposal Authority
Create and manage barns and outbuildings. – Full Authority
Management and maintenance of any additional structures that the NPAT or SPAT AGREES to take on when a private entity which has created them is no longer using them. (Unless NPAT, SPAT or another HW team has agreed to take on a structure or project created by a private entity or individual, that structure or project remains the responsibility of the entity or individual.) — Full Authority
Wetlands, Oak Groves and their drainages:
Implement Agricultural and Pet Agreement as it pertains to irrigated pasture land. – Full Authority
Ensure that agreements related to our irrigated pasture and agricultural land are followed – Full Authority
Ensure that Paragraphs 7.9, 7.12, 7.16 and 7.17 of covenants are followed. – Full Authority
October 27, 2016
Posted Decision
We approved by consensus the following proposal:
1. Revise the Introduction to the Teams Agreement to clarify the following:
a. A team decision that is expected to have a permanent impact (e.g., building a structure, semi-permanent changes to the land) must be shared with the community prior to initiation, with time for comments and community member involvement in the decision.
b. Community members who are not on a team may be part of the consensus process of that team for a specific decision of special interest to them, as long as they participate fully in the decision-making process.
2. Revise the Pasture & Agriculture section of the Teams Agreement (in particular the subsection titled Specific Responsibilities and Authorities) to clarify that SPAT and NPAT have full authority for creation and management of barns and outbuildings, which is still governed by the new requirement for all teams who plan to build a permanent structure to communicate this intention with the community, with time for feedback and other community member involvement.
The proposed changes are reflected in red below.
Introduction
Teams have responsibilities and authorities covering all of the major areas of community management such that very few decisions need to be made by the community as a whole.
Teams are, however, encouraged to bring issues to the whole community if they think a better decision would result, even though the team may have the authority to make the decision on their own. A team decision that is expected to have a permanent impact on the land and community (e.g., building a structure) should be brought to the attention of the community, with sufficient time for community member input before the decision is made.
From time to time issues will come up which are in a team’s area of general responsibility, but not addressed by any specific responsibility and authority listed below. In such instances, teams will exercise their best judgment (possibly in collaboration with the Steering team) to decide whether to resolve the issue on their own (Full Authority) or bring it to the whole community for resolution (Proposal Authority).
Teams are created and dissolved and given their responsibilities and authorities by the community. Responsibility can only be given to a team along with the authority necessary to get the job done. The community always retains the power to withdraw responsibilities and authorities from a team.
All members are expected to be a member of, or contribute to, at least one Heartwood team or task force. Except for the Steering Team, which is ‘elected’ by consensus decision each year, members may choose which team or task force to participate in. Members may choose when to join, leave, or switch teams. The number of members listed for each team, except the Steering Team, is only a guideline. Any community member may participate on a team or task force to work on an issue of special interest to them. Community members may be part of the consensus process for a team they are not normally on, as long as they participate in the entire decision-making process, including working through red cards following our Decision Making and Meetings Agreement.
Some teams may require participation from specific individual members when those members’ personal, private or commercial endeavors have a large impact on the resources, activities, or assets for which the team is responsible.
Teams select their own leaders at least once per year. A team leader may be reselected year after year.
Teams make decisions in a manner consistent with our Decision Making and Meetings agreement.
In addition to the specific responsibilities and authorities listed for each team, every team will also have responsibility to:
• Maintain team meeting minutes and decision log. – Full Authority
• Manage team’s annual budget. – Full Authority
• Communicate to the community significant team issues under consideration, decisions, and events (including distributing agendas prior to meetings). – Full Authority
• Optionally create and post Guidelines for team’s areas of responsibility. – Full Authority
• Implement the Private Use of Community Resources agreement for their areas of responsibility. – Full Authority
Definitions
Team
Has an unlimited duration (ongoing responsibility). Receives an annual budget from the community. Is given responsibilities and authorities by the community.
Task Force
Has a limited duration (project responsibility). Receives a budget from the Steering team out of the annual contingency. Is given responsibilities and authorities by the Steering team which are limited to:
• Carrying out community decisions or agreements.
• Researching issues and making proposals.
Full Authority
Team has authority to make decisions consistent with community agreements related to the stated responsibility.
Proposal Authority
Team does not have authority to make decisions related to the stated responsibility. They have authority to make a proposal to the community related to the stated responsibility. The authority to make the decision rests with the community.
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North Pasture & Ag Team (NPAT) and South Pasture & Ag Team (SPAT)
The land below the irrigation ditch is covered under this agreement. Two teams are responsible for overseeing the health of our pastures and our agricultural efforts: the South Pasture and Ag Team (SPAT) and the North Pasture and Ag Team (NPAT). Each team is wholly responsible for the land, irrigation system, and fencing on their portion of property.
The N-PAT manages the land south of the irrigation ditch to the fence which runs from Koenig’s NE corner east to Heartwood Lane. This includes the fenced-in area previously known as the Community Garden. It does not include the cluster irrigation pond, pump house, and the area around the pond, all of which are managed by the Land Stewardship Team (LST). It also excludes the land managed by SPAT. The NPAT manages the west head- gate.
The S-PAT manages the land south of fence running east from Koenig’s NE corner to HW Lane, the east pasture, the triangle by Rivers’ driveway, and the spring fed pond. This does not include the turn around near the entry on Heartwood Lane (LST) or land managed by NPAT. The SPAT manages the east headgate. In addition, the SPAT is primarily responsible for overall management of the Tractor and it’s associated implements, and of our ditch/water rights.
The two teams are similar in many ways, as indicated below. The ways in which they are different are found in each team’s unique Long Term Land Use Plan, their Short Term Land Use Guidelines, and the contracts that each team makes with the private entities using their portion of the irrigated ag land.
Each team has the following responsibilities and authorities in common. The teams practice good communication and cooperation skills to maintain a harmonious relationship as they work together to care for our irrigated pasture and ag land:
Purpose
To guide the community in its use of and interaction with our irrigated pasture land. To achieve this, we will explore, learn, and implement the principles of holistic management in a manner that sustains a healthy, beautiful, and diverse ecosystem for wild and domestic plants and animals.
Number of Members
5 to 8 (on each team)
Responsibility & Authority
Overall responsibility for the wise stewardship of our irrigated pasture land. The primary stewardship priorities are long term environmental health, agricultural production, food production, livestock use and aesthetics. The current wet lands, oak groves and drainages will be respected and stewarded primarily for wildlife.
Specific Responsibilities and Authorities:
S-PAT: Manage and maintain the existing ditch or other agricultural water rights. Divide ditch water is equitably between S-PAT, N-PAT, and LST/cluster irrigation. – Full Authority
S-PAT: Lease, or sell Heartwood’s ditch or other agricultural water rights. – Proposal Authority
S-PAT: Acquire, lease or buy additional ditch or other agricultural water rights. -- Full Authority
S-PAT: Tractor and Agricultural Implements:
- 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
- Arrange shared use of tractor and agricultural implements in a cooperative manner among SPAT, NPAT, and other community and individual uses. -- Full Authority.
- Track and manage repair and maintenance needs on tractor and other implements. --Full Authority
S-PAT: Allocate money collected from Pasture Use Fees. Money will be used for the primary purpose of improving the overall health and/or increasing the agricultural productivity of the pasture (e.g. eliminating weeds, improving irrigation ditches, planting hay, building a stock pond, building fences, maintaining existing structures.) The money collected will not be available for direct use by private ventures (e.g. buying hay, water troughs, having animals shod, vet bills, etc.) – Full Authority
N-PAT and S-PAT
Create and revise long term land use plan for irrigated ag land. – Proposal Authority
Implement long term land use plan for irrigated ag land. – Full Authority
Maintain irrigation. -- Full Authority
Know and abide by all laws and regulations pertaining to irrigation water rights -- Full Authority
Manage and maintain all head gates and irrigation pipe. -- Full Authority
Know and abide by County regulations that affect land usage. -- Full Authority
Seek new permits for additional structures on land. -- Proposal Authority
Expand activities beyond scope of current regulations and permits. -- Proposal Authority
Weed Control. --Full Authority
Maintain perimeter fencing. -- Full Authority
Create good-will relationships and guidelines for cooperation with other food producers at Heartwood. -- Full Authority
Set and monitor agreements with private entities using the pasture and ag land, in accordance with Heartwood agreements including this agreement and the PUoCR Agreement; each team’s Long Term Land Use Plan; and any liability requirements. This includes both plant and animal production, and both members and non-members of Heartwood. -- Full Authority
Create names for irrigated pasture land features. – Proposal Authority
Acquire and maintain any other tools needed to fulfill team responsibilities. -- Full Authority
Coordinate Internships. -- Proposal Authority
Create and manage barns and outbuildings. – Full Authority
Management and maintenance of any additional structures that the NPAT or SPAT AGREES to take on when a private entity which has created them is no longer using them. (Unless NPAT, SPAT or another HW team has agreed to take on a structure or project created by a private entity or individual, that structure or project remains the responsibility of the entity or individual.) — Full Authority
Wetlands, Oak Groves and their drainages:
- Create and revise long term land use plan. – Proposal Authority
- Implement long term land use plan. – Full Authority
Implement Agricultural and Pet Agreement as it pertains to irrigated pasture land. – Full Authority
Ensure that agreements related to our irrigated pasture and agricultural land are followed – Full Authority
Ensure that Paragraphs 7.9, 7.12, 7.16 and 7.17 of covenants are followed. – Full Authority
2017 HOA Budget
December 7, 2016
Posted Decision
We approved by consensus the following proposal:
A) ASSESSMENTS
Monthly assessments will be:
$136 for a household of 0
$186 for a household of 1
$236 for a household of 2
$286 for a household of 3
$336 for a household of 4
$386 for a household of 5
$436 for a household of 6
$486 for a household of 7
It is estimated that this will generate a 12 month total of approximately $78,520.
B) OPERATING USES BUDGETS
Consistent with the Operating section of the Budget spreadsheet dated 11/22/16 (above), the total 2017 Operating Uses budget will be $53,444. 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) EXTRAORDINARY SPENDING
The following Extraordinary Spending is authorized for 2017 (see detailed notes below):
S-PAT - Replace Wooden Zig-Zag Fence $8,426
LST - Rebuild SS Ponderosa $3,000
LST - Replace Village Green Pathway $400
Total $11,826
C1 Team with spending authorization is indicated.
C2 Spending authorization is effective immediately and ends on December 31, 2017, unless otherwise noted.
C3 Extraordinary Spending is to be consistent with the Extraordinary Spending Request submitted and this proposal.
C4 South Pasture team is authorized to build as much wooden fence along CR 506 as the budget will allow and to place it as they see fit. They have available $8426 from the HOA plus any additional funds received from private donations and also from our neighbors, the Martin’s, for shared fence cost sharing.
C5 Spending authorization for LST - Rebuild SS Ponderosa and LST - Replace Village Green Pathway ends on December 31, 2018.
D) PLANNING RESERVES
The CFT - Potable Water Supply Upgrade Planning Reserve will receive annual funding of $3000 beginning when the Water Well #5 Loan is fully repaid. Annual funding of $3000 will continue until the balance of that Planning Reserve reaches $100,000.
E) TEAM RESERVES
The following Team Reserves will be created:
S-PAT Wood Fence (along CR 506)
Reserve Cap $4000
Life Cycle 16 years
Annual Funding $250
Play Structure
Reserve Cap $6000
Life Cycle 30 years
Annual Funding $200
F) LOAN REPAYMENTS
Loans will be paid back as follows in 2017:
Water Well #5 Loan Repayment $9,200
G) HIRE FRAN AS BOOKKEEPER
Finance team is authorized to hire Fran as our new bookkeeper.
H) FUNDING
The reserve of $600 for Ted’s Happy Money will be retired. The money will be used to fund the 2017 HOA budget.
The Planning Reserve of $1200 for Gathering Nodes will be retired. The money will be used to fund the 2017 HOA budget.
$4000 of Non-Reserved Savings will be used to fund the 2017 HOA budget.
December 7, 2016
Posted Decision
We approved by consensus the following proposal:
A) ASSESSMENTS
Monthly assessments will be:
$136 for a household of 0
$186 for a household of 1
$236 for a household of 2
$286 for a household of 3
$336 for a household of 4
$386 for a household of 5
$436 for a household of 6
$486 for a household of 7
It is estimated that this will generate a 12 month total of approximately $78,520.
B) OPERATING USES BUDGETS
Consistent with the Operating section of the Budget spreadsheet dated 11/22/16 (above), the total 2017 Operating Uses budget will be $53,444. 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) EXTRAORDINARY SPENDING
The following Extraordinary Spending is authorized for 2017 (see detailed notes below):
S-PAT - Replace Wooden Zig-Zag Fence $8,426
LST - Rebuild SS Ponderosa $3,000
LST - Replace Village Green Pathway $400
Total $11,826
C1 Team with spending authorization is indicated.
C2 Spending authorization is effective immediately and ends on December 31, 2017, unless otherwise noted.
C3 Extraordinary Spending is to be consistent with the Extraordinary Spending Request submitted and this proposal.
C4 South Pasture team is authorized to build as much wooden fence along CR 506 as the budget will allow and to place it as they see fit. They have available $8426 from the HOA plus any additional funds received from private donations and also from our neighbors, the Martin’s, for shared fence cost sharing.
C5 Spending authorization for LST - Rebuild SS Ponderosa and LST - Replace Village Green Pathway ends on December 31, 2018.
D) PLANNING RESERVES
The CFT - Potable Water Supply Upgrade Planning Reserve will receive annual funding of $3000 beginning when the Water Well #5 Loan is fully repaid. Annual funding of $3000 will continue until the balance of that Planning Reserve reaches $100,000.
E) TEAM RESERVES
The following Team Reserves will be created:
S-PAT Wood Fence (along CR 506)
Reserve Cap $4000
Life Cycle 16 years
Annual Funding $250
Play Structure
Reserve Cap $6000
Life Cycle 30 years
Annual Funding $200
F) LOAN REPAYMENTS
Loans will be paid back as follows in 2017:
Water Well #5 Loan Repayment $9,200
G) HIRE FRAN AS BOOKKEEPER
Finance team is authorized to hire Fran as our new bookkeeper.
H) FUNDING
The reserve of $600 for Ted’s Happy Money will be retired. The money will be used to fund the 2017 HOA budget.
The Planning Reserve of $1200 for Gathering Nodes will be retired. The money will be used to fund the 2017 HOA budget.
$4000 of Non-Reserved Savings will be used to fund the 2017 HOA budget.
Steering Team Contingency Money for SoPat
December 27, 2016
Posted Decision
We approved by consensus the following proposal:
If the repair and/or the bill for the repair of the spring fed pond is not completed by the time Heartwood 2016 books are closed out $2320 of the Steering Team 2016 contingency dollars will be rolled over into 2017 to pay for the repair
December 27, 2016
Posted Decision
We approved by consensus the following proposal:
If the repair and/or the bill for the repair of the spring fed pond is not completed by the time Heartwood 2016 books are closed out $2320 of the Steering Team 2016 contingency dollars will be rolled over into 2017 to pay for the repair