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- 05.14.2024 Minutes
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- 2023 Minutes
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05.14.2024
7:00 pmIn Attendance: Christina Maggi, Renate Rikkers, Storms Reback, Bruce Black, Shelley McKechnie, Debbie Francis, Michelle Decker, Liz Polfus, Leslie Morris, Steve Scholl Absent: Chris Pelly, Barber Melton
In President Chris Pelly’s absence, the meeting was called to order at 7:00 pm and chaired by Vice President, Christina Maggi.
Leslie Morris moved to accept the minutes from the April 3, 2024 board meeting. Shelley McKechnie seconded the motion. The minutes were approved by a unanimous vote.
Financial Report
Bruce Black reported that, as of April 30, 2024, the Association has a bank balance for the operating account in the amount of $5,728.20 and a separate Greenway Fund bank balance of $10,993.36. Bruce also reported monthly revenue and expenses year to date. Bruce is continuing to work on association accounting records to enable breakdown and reporting of both revenue and expense accounts against budget.
The Board previously approved a protocol for requesting and approving expense requests. Liz Polfus reported on progress in setting up Google Drive for expense requests/approvals. Christina and Bruce will provide Liz with the specific details needed for the form.
Committee Reports
Haw Creek Hustle—5k. Storms Reback reported that the 5K race was well received in the community with many volunteers and residents cheering the racers, together with good energy among the crowd. Altogether 115 racers participated in the event against a budget of 150 enrollees. Expenses exceeded revenues by $1,171.52. Storms and Michelle Decker were optimistic that the next race can draw more participants and recommended that it continue as a yearly or biannual event. Other events were competing with the Haw Creek Hustle on April 20, so attention will be given to future dates that do not conflict with other events in the area. Also, the event was negatively impacted by recent flooding at Bullman Park, which prevented use of the concession stand. Some of the materials produced for the event can be reused, which can generate future cost savings. With more time to plan, there is an opportunity for cost savings on race security. There was a consensus to continue the event, aiming toward a May 2025 date.
Community Outreach Michelle Decker reported on several Community Outreachevents. Movie nights at the ballfields are planned for June, July and August 2024 at Bullman Park. An inflatable movie screen is available for rent and Michelle thinks we can locate a projector within the community.
Michelle suggested that we initiate an “Explore Haw Creek” program patterned somewhat after the Sierra Club Treasure Tree Program. The initiative would identify heritage trees that could form the basis for a periodic community Treasure Tree tour.
Similarly Michelle will look into identifying special gardens and art studios throughout the valley which could form the basis for garden and studio tours.
A request will be made to Rick Fornoff to lead another logging road hike for the community. The last one was very well received.
The yard sale was held May 4, 2024 at Groce United Methodist Church. The event yielded a total of $497.00 for HCCA. Participation was down from last year, with 22 paid vendors. Due to weather concerns on that date, only 12 vendors actually showed up for the event. There were 5 others who made reservations but who neither paid nor showed up. Due to light attendance, bake sale activity was below expectation. The event also overlapped somewhat with other yard sales in East Asheville. Next year’s yard sale will schedule around other competing events.
Clean & Green Storms reported that hardscape and landscape are now complete for the welcome sign located at the Crockett/New Haw Creek Road intersection. Total expense for the project was $1,800.00. Although rock for the decorative retaining wall cost more than expected, Storms’ group was able to save on the cost of soil and plantings, and an email solicitation resulted in donations so that the project did not exceed the budgeted amount . Storms has distributed a sign-up list for watering the plants. Pending finances, additional landscaping can be planned for either side of the welcome sign. The Board expressed its thanks to the property owner who generously agreed to these changes.
Communications & Development Liz Polfus reported that the committee is working on a number of technical issues related to the website to improve its functionality. She also provided a Google analytics report on the website, which indicates traffic bumps related to events and 767 news.
Liz distributed instructions for accessing and navigating the Google Drive account and encouraged board members to utilize the account, which is designed for facilitating joint work on documents, preserving work related to prior community events, preserving committee minutes and other documentation generated by the association. She will also create a form for adding content to the website.
Sidewalks Shelley McKechnie briefly reported that the .8 mile sidewalk along New Haw Creek Road running from from Beverly to Bell continues to progress, with construction to begin this summer. She will reach out to the City for an update before the next board meeting.
Haw Creek Park Greenway Campaign Shelley McKechnie reported that, before the next Board meeting, she expects to receive feedback from the Buncombe County Open Spaces Fund regarding the grant application for the Haw Creek Park Greenway. Final award notification is still anticipated in July or August 2024.
767 Campaign
Christina Maggi provided a status report on the proposed Meadows at Haw Creek development. Activities since the last Board meeting have included: (1) a negotiation session at the offices of Mayor Esther Manheimer; (2) postponement of City Council consideration of the development to June 11, 2024; (3) a meeting on May 9, 2024 with members of the Public Works Department to discuss stormwater management and flood control requirements for the property; (4) the developer’s approach to homeowners on Alpine Court about re-locating the entrance to the proposed development to the end of the Alpine Court cul de sac; and, (5) the need to retain a law firm to address legal considerations around alleged rights of way for a street cut-through on Alpine Court. A follow-up negotiation session is planned at Mayor Manheimer’s office on May 30, 2024, with the developer having committed to supply, in advance of the meeting, alternative proposals to be discussed at the meeting.
In connection with the retention of outside counsel, Christina made the following motion:
The Haw Creek Community Association (HCCA) Board of Directors hereby authorizes retaining the law firm of McGuire, Wood and Bissette, P.A. on matters relating to the 767 New Haw Creek Road property. HCCA member Terry Latanich (a retired attorney) is designated as the primary contact with the law firm on behalf of HCCA and as such, he will be operating in his personal capacity as a member of HCCA, and not as an attorney for HCCA. Mr. Latanich will not receive any compensation for this work, nor will he receive any reimbursement for any expenses he may incur.
The motion was seconded by Bruce Black. The motion passed, with member McKechnie voting nay, and member Morris abstaining.
Board Responsibilities
Christina Maggi distributed proposed Board Responsibilities for HCCA. Following discussion and one proposed change, Christina requested the board adopt the proposed Board Responsibilities. Liz Polfus moved to accept. Debbie Francis seconded the motion. Motion was adopted by unanimous vote. These responsibilities will be posted on the HCCA website.
New Business
Storms Reback discussed that, in addition to the 767 tract, the valley has several other large tracts of undeveloped or underdeveloped land, many of which are owned by elderly residents. Storms recommended that we develop a strategic plan for approaching these owners to present valuable alternatives that would be available if and when these properties need to be sold. Steve Scholl volunteered to chair a sub-committee to address Open Space Preservation. Michelle Decker, Debbie Francis and Bruce Black agreed to join the committee.
Christina Maggi reported that HCCA has 80 lapsed members—former members who did not renew their membership. Christina proposed a campaign to contact these former donors in an attempt to get them to re-join HCCA.
There being no further business, the meeting was adjourned at 9:05 pm.
Next meeting is scheduled for Tuesday, July 9, 2024, 7:00 p.m. Location to be announced.
Submitted by: Steve Scholl, Secretary04.03.2024
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7:00 pm
In Attendance: Chris Pelly, Christina Maggi, Renate Rikkers, Storms Reback, Barber Melton, Bruce Black, Shelley McKechnie, Debbie Francis, Michelle Decker, Liz Polfus and Steve Scholl. Absent: Leslie Morris Guest: Don Decker
Motion was made and seconded to accept the minutes from the Annual Meeting and Board Meeting dated March 12, 2024. Motion was unanimously approved.
Financial Report
Bruce recently took over as Treasurer and reported that he is in the process of familiarizing himself with the financial records of the Association. Cash on hand currently totals $17,435, of which $10,945 is earmarked for the Greenway project, leaving an unencumbered cash balance of $6,490. In light of requirements to be imposed in connection with the Greenway grant proposal, Bruce has opened a separate account to house restricted gifts/grants attributable to the Greenway project.
Christina proposed a 2024 expense budget of $9,700, which was moved, seconded and adopted by unanimous vote. Liz offered to create a shared Google document for the approval of expense payments that board members would complete and submit to Bruce for review. Any expenses not included in the budget would require approval by the President and/or the entire board.
Committee Reports
Haw Creek Hustle (5k) Storms reported that the event scheduled for April 20 has 5 sponsors (later amended by Michelle’s delivery of an additional $500 sponsorship from several realtors). Estimated cost of producing the event is approximately $5,910. Break even point for registrants is approximately 157, with registrations currently at 57. Flyers have been strategically placed around town. Banners will also be produced for the event, as well as T-shirts for all registrants. Storms is evaluating various options for race traffic security, including but not limited to off duty police. Board members were encouraged to promote the event and invite friends. Michelle is assisting with promotion and community outreach.
Community Outreach Michelle is the new chair and will be holding the committee’s first meeting tomorrow. She reported that the upcoming spring Yard Sale currently has 12 participants signed up. Last year 31 participants signed up. The event will continue to be promoted.
Clean and Green Storms reported that hardscape is now complete for the new welcome sign located at the Crockett/New Haw Creek Road intersection. Next phase will involve plantings. Due to increases in material costs, Storms indicated that the hardscape phase of the project cost approximately $2,200, as opposed to the original estimate of $1,800. Storms stated that plantings will involve an estimated additional $400 expense if purchased, and suggested appealing to the community for in kind and cash contributions to fund the additional expense. Christina offered to work with Storms to create an email appeal and send it to our entire list.
Sidewalks Chris reported that the .8 mile sidewalk along New Haw Creek Road running from Beverly to Bell is in progress, with rights of way having been negotiated and various agency approvals completed. City of Asheville advises that construction is scheduled to begin sometime this summer. Completion will take approximately one year.
Haw Creek Park Greenway Campaign Shelley reported that the grant application was submitted last week to the Buncombe County Open Space Bond for the Haw Creek Park Greenway. The agency review of the application will involve multiple phases, and we should have early feedback regarding the receptiveness to our grant application. Award notification is anticipated in August.
767 Campaign At the Planning and Zoning Commission hearing on March 20, the application of Kevin Jackson for 767 New Haw Creek Road was approved with conditions. Nevertheless, Chris reported that the record turnout for the hearing and passionate presentations from the community had a significant impact on the Mayor and several City Council members who also attended. Representatives of the Campaign and developer are scheduled to meet with Mayor Esther Manheimer on April 11 to discuss and hopefully resolve several conditions or requirements that HCCA deems essential in order for this development to be approved. The 767 working group will meet at 7:00 p.m. on April 10 to finalize strategies before meeting with the Mayor. The matter is scheduled for action by City Council at its meeting on April 23, scheduled to convene at 4:00 p.m. in the Harrah’s Cherokee Center Banquet Hall.
Core Values Statement
Christina distributed proposed Core Values for HCCA, as follows:
Integrity: To earn and maintain trust in everything we do
Leadership: To lead by example, developing, promoting and sharing great new ideas and programs to help our neighbors
Accountability: To do what we say we do
Transparency: To be open and honest in our relationships
Teamwork: To value our connections to one another and the transformative impact of collaboration. By working together, fostering open communication and furthering understanding, we can achieve something bigger than we could alone.
Positive Influence: To judge our effectiveness by the extent to which our community is improved.
After discussion, a motion was made and seconded to approve the proposed Core Values, and unanimously approved. These will be added to the HCCA website.
New Business
Storms suggested the need for improved fire awareness throughout the Haw Creek valley, as well as early warning systems and an effective evacuation plan. Steve indicated he is interested in working with Storms on this issue.
Barber stated that she will distribute by email some information about a questionnaire being circulated regarding a proposal from the City to allow residents to sell their backyards in order to facilitate construction of affordable housing, and cautioned that it may have implications for short term rental interests.
Chris suggested that it would be desirable if the board had a permanent place to meet. He will contact Buncombe County about making the East Asheville Library more available for community meetings.
The meeting was adjourned at 9:00 pm.
Submitted by: Steve Scholl, Secretary
03.12.2024
Annual Meeting and Board Election
7:00 pm
In Attendance: Bruce Black, Christina Maggi, Shelley McKechnie, Barber Melton, Leslie Morris, Chris Pelly, Liz Polfus, Storms Reback, Renate Rikkers, Phil Trunnell
Absent: Debbie Francis, Sarah Hess Community members: approximately 75
Chris opened the meeting by welcoming everyone. He then asked for a motion to approve the minutes from the January 9, 2024 board meeting. Bruce motioned to accept, Christina seconded and all board members approved.
Financial Report
Phil provided a financial report:
~ HCCA’s income for last year was $12,441, plus an additional $19,530 in restricted funds dedicated to the greenway and 767 traffic study. Income sources included membership dues and other donations, along with fundraising events like the yard sales.
~ Expenses totaled $8,249, leaving a cash balance of $22,360 at the beginning of 2024. He noted that we are expecting a few large expenses, such as the traffic study.
~ The anticipated expense budget for 2024 is $8,500, which includes mailing a newsletter, membership management software, website hosting, and funds for new projects.
Year 2023 Highlights
Christina described highlights of HCCA’s work in 2023:
~ The most critical work involved the 767 Development Project: organization of a 30 member Working Group, creation of six pages on the HCCA website as a resource center, and the initiation of a traffic study. She said Chris would be talking about future plans.
~ There were several community projects, including the Haw Creek Greenway Campaign, the Little Free Library, Masters Park kiosk and connecting path, and a new welcome sign.
~ HCCA hosted community events, including the Haw Creek Heritage Festival, Living with Black Bears program, Haw Creek Park Cleanup, Chili Cook Off, Game Day, yard sales, and the recent City Council candidates forum.
~ She shared how HCCA has strengthened its organizational infrastructure: launched a new website, expanded social media presence, maintained four active committees, and grew membership to nearly 300 dues paying members. She noted that except for the kiosk, all projects and events were funded from membership dues and donations along with many volunteer hours.
Plans for 2024
Chris talked about the current priority to negotiate community conditions and continue advocacy on the 767 Development Project. He implored the audience to attend the Planning & Zoning Commission’s public hearing on March 20. After P&Z issues its recommendation, we will prepare for the City Council vote scheduled for April 9, where council members will ultimately decide how this property gets developed. A vigorous discussion proceeded with many constructive concerns, points of view, and potential strategies both voiced and heard.
Shelley expressed our gratitude to those who donated to the Haw Creek Park Greenway campaign. Those contributions helped secure a $5,000 grant from Connect Buncombe and will help leverage the grant request to Buncombe County for the remainder of the funds needed, about $63,000. A 16-page application to Buncombe County is in final stages, looking toward a July/August award date. With that timeline, best case completion will be in late autumn, with the actual completion date dependent on contractor availability.
Storms talked about the Haw Creek Hustle, our community’s first ever 5k race, scheduled for April 20. HCCA is working with Glory Hound Events and they are handling registration. All proceeds will benefit HCCA. He also indicated that HCCA will refurbish the landscaping around the new welcome sign this spring. A master gardener has volunteered to help select native plants but before any plantings, there is a lot of preparation to be completed.
Chris mentioned that Jade Dundas, City of Asheville Capital Projects Director, recently reported that the New Haw Creek Road sidewalk extension project is making good progress. Obtaining the necessary rights-of-way was a big step forward, which allowed DOT to complete its final review. At this point, construction should begin mid-July.
Chris reviewed the events that we will be repeating this year and some of the new events we have planned. These events provide opportunities for community connections, a key goal of HCCA. He asked for volunteers to sign up for one of our four committees and also asked residents to become members, as dues fund everything we do.
Board of Directors Election
Storms thanked outgoing board members Sarah Hess and Phil Trunnell. Liz nominated the slate of seven candidates standing for election. As there were no nominations from the floor, the following candidates were elected by acclamation for two-year terms: Bruce Black, Christina Maggi, Barber Melton, Chris Pelly, Renate Rikkers, and Michelle Decker. Stephen Scholl was elected by acclamation to serve a one-year term to fill the vacancy created by the departure of Sarah Hess.
The meeting was adjourned at 8:20 pm, with a dessert social immediately following.
Election of Officers
In a subsequent email vote by the newly elected board on March 17, the following officers were approved by a vote of 11 to 0 with 1 abstention: Chris Pelly as President, Christina Maggi as Vice President, Bruce Black as Treasurer, and Stephen Scholl as Secretary.
Submitted by Stephen Scholl, Secretary, March 18, 2024
01.09.2024
7:00 pm
In Attendance: Chris Pelly, Christina Maggi, Phil Trunnell, Renate Rikkers, Sarah Hess, Storms Reback, Barber Melton, Bruce Black, Debbie Francis Guest: Greg Duff of Glory Hound Events Absent: Leslie Morris, Shelley McKechnie, Liz Polfus
Barber motioned to accept the minutes from November 29, 2023. Debbie seconded and all approved.
Financial Report
Phil provided a financial report, which included almost $4,000 in general donations since November 14, plus restricted income for the greenway project and traffic study. There is $421.85 left in the Masters Park account and there was agreement to use this remaining amount to buy logs and gravel for the entrance to the trail.
Haw Creek Hustle – 5k race – Greg Duff
The Community Outreach Committee met with Emily Oldenburg of Glory Hound Events on December 4. Their proposal was emailed to the board. Highlights:
~ Saturday, April 20, 2024; 2.5 – 3 hrs. includes packet pick-ups and awards after
~ We have a good start/finish location and good course; there’s only one other race in East Asheville (Beverly Hills)
~ Greg has a mailing list of 8,000 people and a strong social media presence
~ Greg thinks 250 racers is a reasonable goal @ $30 - $40 each, which includes shirts, totals $8,750 gross income
~ Total expenses for the event are estimated at $5,600 - $7,300
~ Since HCAA does not have its own insurance, we can look at event specific insurance at approximately $300
~ HCAA would be responsible for sponsorships, but we have verbal interest and/or commitments from 7 local business
Storms agreed to be the point person for this event. He made a motion that we proceed with the event; HCCA would front $1,250 to Glory Hound Events, which is 50% of their fee. Christina seconded and all approved.
Membership Update (Communications & Development Committee)
Historically, our total membership has been around 100 – 110 members. We purchased the Wild Apricot database/website in July 2022 and officially launched the site at the end of 2022. On December 31, 2023 we had 296 members, which includes 121 new members acquired in November and December. Five new members joined in January for a current total of 301.
Our contact list in the database has doubled from 335 to 652.
Community Outreach Committee
~ Chili cookoff was successful with approximately 40 people attending
~ First Game Day of 2024, including a puzzle exchange, was 1/6; next one is 2/4
~ Yard Sale in May
~ Tree Pruning workshop on Feb 24 at Haw Creek Commons; the $25 registration fee will be paid to Justin Holt, the expert who will lead the workshop
~ March 16 is a pollinator workshop, this would be a free presentation
~ March 23 will be a workshop on tree/shrub selection for WNC gardeners
~ Additional event to host someone from Buncombe County Tax Assessor’s office who would discuss the upcoming property tax appraisal process, details TBD
Clean & Green Committee
First meeting of 2024 will be in February to finalize the design and budget for the landscaping around the new welcome sign.
Haw Creek Park Greenway Campaign
Shelley has prepared and submitted a $5,000 grant request to Connect Buncombe.
We have a letter of support from the City of Asheville Parks & Rec that will be used to request funds from Buncombe County Open Spaces Fund; this will be our largest single funding request, which will be submitted in the next few weeks.
767 New Haw Creek – Working Group
The 767 Working Group met twice in early December and created five committees. These committees are handling the priority topics identified to organize our opposition to the scale and scope of this proposed development.
Immediate next steps will be strategically placed yard signs, continuation of the traffic study, and monitoring of the timeline for when this project will come before the City’s Planning & Zoning Committee. HCCA is also looking at hosting a City Council candidates forum where this topic would be discussed.
Annual Meeting and Board Election – Tuesday, March 12 at 7:00 pm
The meeting was adjourned at 9:00 pm.
