Heather Knoll Cluster Association

Board of Directors Meeting

March 30, 2016

The meeting held at Tim Schick’s (1223) was called to order at 8:05 p.m.

Board Members Present:  Craig Downie, Tim Schick, Mickey Alford-Lane, Lee Thompson and Petra Raymond.

Residents present: Judy Holmes, Doug Raymond and Joe Abboud

Secretary’s Report:  Petra moved, seconded by Lee, the board voted to approve the minutes of the February 24 meeting as written.

Drainage: The board reviewed a proposal from Phoenix Home Services to correct drainage issue between 1233 and 1235. This proposal is in addition to previously received proposals from other contractors.

The board identified the following items to be addressed by Phoenix in time for the April meeting:

1.       Is there sufficient slope to utilize the proposal drainage to the street method proposed?

2.       A copy of a design diagram and specifications to accompany the proposal.

3.       What will the contractors responsibility be if the proposed solution does not work as intended

4.       If work is only done on cluster-owned common property (tasks 2 and 3 of the proposal), what will be the impact on neighboring property?

Also undecided is to what extent, if any, is the cluster responsible for drainage work on adjoining privately owned property (Task 1 of the proposal).

Treasurers Report: The board reviewed the monthly statement of Income and Expenses.

Petra reported that since becoming treasurer, she has reviewed the financial records and identified unpaid late fees owed by several homeowners ranging from $15 to $45, some dating back several years. Quarterly statements are being modified to reflect all outstanding money owed, not just the current month’s.

Petra also reported that there are two units that currently have significant quarterly delinquencies.

On a motion by Lee, seconded by Tim, the board approved the mailing of a certified letter notifying the homeowners of their delinquencies.

Landscape Committee: The board reviewed a draft of a proposed charter for the landscape committee. Several modifications were suggested. The board will continue its review of this document in April.

 Judy, who chairs the landscape committee, reported that the committee is setting up a walk-around of the cluster with contractors that handle lawn service and tree services as well as one to review master plan projects. As a result of these walk-arounds the committee will prepare a list of recommended projects for 2016.

Board members and members of the Landscape Committee present concurred that erosion problems should be given high priority.

Judy said she would also obtain information from the lawn service company on the timing of fertilizer and pesticide treatments so that the board can provide advance notice to residents.

Curb Painting: Judy said she was in the process of gathering specification to prepare a request for proposal for curb painting.

Social Committee: By consensus the board agreed to seek resident volunteers to coordinate a spring gathering for the cluster.

The board also agreed the cluster should continue the practice of welcoming new residents with a small gift basket that includes information about the community.

New business:  Craig agreed to check on the status of repairs to the dog waste bag dispenser.

The board agreed to discuss updating the cluster’s standards and the master plan at its April meeting.

Next meeting:  The next meeting will be held at 8 p.m. April 20 at Tim’s home (1223)

The meeting adjourned at 9:40 p.m.


Respectfully submitted,

Tim Schick, Secretary