Meeting
Date: 01
March 2003
Present: Janet Baker, Chris Caniff,
Terry Davies, Tim Isle, Mike Latz, Tom Longest, Jon Peterson, Holger Tank,
Absent: None
The next board meeting will be
held at 1 p.m. on Saturday, April 26th, 1229 Huntington Woods Road.
Agenda Items:
The
board approved the minutes of the February 1 meeting.
Transfer
of Huntington Woods Homeowners Association accounts from Revel & Underwood
to Michael Thayer (Certified Public Accountant) has been completed.
Detailed
scope of work has been sent out to several landscaping companies (attached).
Due to the snow coverage preventing an inspection of the areas to be
maintained, the deadline for submitting proposals has been extended from March
1st to March 15th.
Tim
Isle has been given authority to sign a contract with the preferred landscaping
company upon review of all proposals received.
Previous
insurance contract has been canceled and a new insurance contract signed with
Lowder Insurance Agency, Agent Rob Barker. Insurance premium of $789 needs to
be paid.
Janet
presented the final version of the Huntington Woods Newsletter and the new
suggestion and comment form for homeowners. The newsletter together with a copy
of the suggestion and comment form will be mailed out with the next association
fee statement during the second week of March.
Tim
offered to take care of the copying of the newsletter.
The
new Huntington-Woods website (http://www.huntington-woods.com) is up and
running. The log-in procedure will be communicated in the newsletter.
Username:
Resident’s last name (e.g.
Longest)
Password:
Last name plus street number
(e.g. Longest1171)
No
new submissions.
Mike
designed and presented a new ‘Application for Architectural Review’ form. The
form will eventually be available on the Huntington-Woods website or can be
requested from the architectural review board members. Completed applications
should be mailed to any member of the architectural review board.
Mike
suggested to post a spreadsheet tracking submitted applications on the website,
which was agreed on by the board.
Mike
also provided a copy of Architectural Guidelines & Community Regulations
from the Pinecrest Community Association for review by the board members.
No
update.
John
to follow up with the concerned resident regarding the old tires stored
in trees and shrubs on a lot in the neighborhood. Tim inspected the property
and could not see any tires (possibly covered with snow).
Question regarding legality of leasing homes within the subdivision arose. The covenant does not cover this issue. This is not a high priority but needs to be discussed further at a later time.
Vehicle
Parking. Change of covenant
regarding vehicle parking was discussed and voted on at the last annual
meeting. This needs to be followed up with a new proposal. John, Terry, Holger
and Chris will meet Wednesday, March 5, at 7:30 pm to discuss the issue and
suggest a new proposal that will be presented for discussion at the next
director’s meeting in April.
John
received a quote for $2,380 to paint the subdivision fence along Ford
Road. It was agreed to obtain a couple more quotes before proceeding with the
painting job.
Late
Fees. As per the latest
statement 7 homeowners had not yet paid their 1st quarter dues, one
homeowner had not paid for the last two quarters. A reminder should be sent
with the next fee statement to be mailed out in March.
Central
File. John will maintain
a current central file in his home for all correspondence, contracts,
quotations etc. related to the HOA director’s business. All board members
please send copies of documents for filing to John.
Huntington
Woods Landscape Maintenance - 2003 Season
Scope of Work:
Provide all labor, equipment and material necessary to complete the scope of work identified in this RFP for the 2003 season. A development plan is included (PDF format) which indicates areas to be maintained (e.g. “Block A”). In addition, it is assumed that you or your firm has conducted a site visit in order to determine the actual conditions of the property to be maintained.
Terms of
Payment:
Contract will be payable in (9) equal installments
and any over/under amounts due will be rectified on the 9th
installment.
Extra Work:
Any deviation in the scope of work identified in
this RFP must be submitted to the Huntington Woods Homeowner’s Association in
writing prior to the work being performed.
Acceptance of the extra work is required before any additional fees are
paid.
Scope Detail:
|
A. |
Turf
Mowing |
Provide
weekly string trimming around all beds and tree wells and cleanup of all hard
surfaces. |
|
B.
|
Bed
Edging |
All
landscape beds are to be edged one time per year. |
|
C.
|
Pruning |
Pruning
includes selective pruning in the fall of all trees under 15 feet tall. Shrubs shall be pruned or sheared one time
during the growing season as needed. |
|
D.
|
Mulching |
Mulching
includes the one time spring application of hardwood mulch to all landscaped
beds and tree wells. |
|
E. |
Mulch
Bed Maint. |
Includes
weed control in all landscaped beds and tree wells by use of herbicides, hand
pulling or spading. All landscaped
beds and tree wells shall be inspected for weeds once a week. |
|
F. |
Flower
Installation |
(3)
Seasons. Includes minor bed prep,
slow release fertilizer, soil amendments as needed, and starter fertilizer,
planting and removing annual flowering plants for (3) seasons: spring, summer
and fall. |
|
G. |
Watering |
Watering
of flowers as needed for the year. |
|
H. |
Cleanup |
Includes
removal of leaves, fallen branches less than 6 inches in diameter, light
trash, and general cleanup of all landscaped beds and tree wells. Larger branches and “downed trees” may be
removed for an additional fee. |
|
I. |
Turf
Fertilization |
(4)
applications of fertilizer and weed control, including early spring crabgrass
control to all turf areas. |
|
J. |
Grub
Control |
(1)
application |
|
K. |
Tree/Shrub
Fertilization |
Includes
(1) application to all trees and shrubs. |
|
L. |
Tree/Shrub
Insecticide |
Includes
(1) application to all trees and shrubs. |
Voluntary Alternates:
Any
alternate to the above scope of work is encouraged and should be listed
separately in your proposal.
Contact Information:
Proposals
are due no later than March 1st, 2003
Questions
should be directed to:
Tim
Isle
1192
Huntington Woods Point
Zionsville,
IN 46077
Ph. 317-733-8006
Email: Tisle@indy.rr.com