Note: This summary was compiled by an attendee at the meeting and is NOT an official minutes of the meeting. This is presented to keep unit owners up to date until the official meeting minutes become available after they are approved.
The Hickory Woods Homeowners Association Annual Meeting: December 10, 2019
- Call to Order: 7:00 PM
- Quorum: 50 Unit Owners were present, 31 by proxy (total 81)
- Philip Lee announced an off-agenda topic – snow removal. The Board had a lengthy meeting with Alliance following the two snow storms. Alliance has apologized and promised better performance in the future.
- Minutes were accepted: 2019 Annual Meeting, Special Meetings of March 19, 2019 and April 16, 2019
- Association Report:
- 2019 goals accomplished:
- 1) Improve communication
- Re-instituted the email, bod-input@hwcommunity.info to enable direct communication with all members of the board.
- Changed the rules for board meetings to enable unit members to comment on board actions in the course of the meetings.
- Conducted surveys of unit owners to obtain opinions relating to snow clearance, landscaping and clubhouse facilities
- 2) Maximize community financial resources
- Opened a Fidelity account to take advantage of favorable CD rates.
- Moved Capital Reserve funds to the Fidelity account to obtain more favorable rates.
- Continued monitoring of CD rates to maximize return on investment.
- 3) Made a commitment to stabilize Capital Reserve funding (following a $22 increase in assessments to make up for deficiencies in Capital Reserve funds.)
- Transferred responsibility for leach field maintenance to unit owners. This was accomplished by a vote to change our Bylaws and Declaration.
- Barring unforseen circumstances, no further increases in our Capital Reserve funding will be required until at least 2023.
- A $24 monthly increase in 2020 was avoided.
- An additional $13/month increase was avoided in 2021.
- 4) Rules were simplified and streamlined
- Responding to confusion and annoyance with the complexity of Section 13 of our rules governing common area improvements and maintenance.
- Following a thorough review, the board reformulated the rules to make them more easily understood and more easy to comply with.
- Eliminated 3 different forms and 2 charts now unnecessary.
- 5) Rezoning of Hickory Woods from commercial to residential
- 3/12/19 formally applied to the Town of Londonderry to rezone Hickory Woods from CII (commercial) to AR1 (residential).
- 4/3/19 the application was approved by the Planning Board.
- 5/20/19 the Town Council voted to approve the rezoning.
- Result is a permanent increase in building setbacks around Hickory Woods from 50′ to 75′ – this increased setback will help to mitigate the effects of development of commercial lots that surround Hickory Woods.
- 6) Through Rockingham County Registry of Deeds, we researched all of the easements pertinent to our property.
- Distributed to the community a summary of the research.
- The easements affect the commercial lots on Route 102; this research better prepares Hickory Woods to deal with the transfer of ownership and future developments of these lots.
- 7) Renegotiation of landscaping and snow removal contracts
- Solicited bids from five companies
- Alliance was chosen primarily because of favorable responses by unit owners in the survey.
- Contracts are for 3 years and cost 5.8% more than the contracts negotiated 2 years ago.
- The new contracts include many enhancements
- Guaranteed results (If there is a failure, Alliance will repair the damage at no cost.)
- More rigorous timetable for lawn treatments.
- Specified maintenance of lawn equipment to avoid disease spread.
- Early start times at either end of the community to avoid late maintenance in some areas.
- Provision to terminate the contact at our discretion.
- 1) Improve communication
- 2019 Changes accomplished:
- Bringing the Clubhouse up to fire code compliance; Mesiti did the work at no charge to the HOA. This avoids insurance liability and the work was approved by a Town inspector.
- Developed a “Welcome Letter” for new homeowners that includes a brief orientation for future new owners.
- Clarified and expanded rules for age restriction
- 2020 Goals:
- Assessment stabilization. Since the Capital Reserve is now adequately funded and the 3-year contracts for landscaping and snow removal are in place, the board will continue to endeavor to maintain assessments at their present level.
- Minimize impact of commercial developments on properties surrounding Hickory Woods. Having rezoned from commercial to residential is important. We will obtain legal advice relating to easements and continue to stay in close touch with Town officials for the latest information.
- Infrastructure review: roadways (Tavern Hill and Church); Clubhouse parking lot; exterior facilities at the clubhouse (focus on the horse shoe court and bocce shell court); interior painting; furniture replacement; pumping the holding tanks on the shared leach fields
- Review the retention and indexing of HOA records due to changes in the boards and property managers
- Financial Report
- There is a 14K surplus which will be rolled into the 2020 operating budget
- We had no large unexpected expenses
- There was an increase in utility expenses – covered by contingency funds
- We underspent some accounts
- 2019 goals accomplished:
- Ratification of the 2020 Budget: Passed, 74 in favor, 2 against
- Vote for IRS 70-604 Annual Resolution: Passed
- Election of Directors: There were no nominations from the floor. Pat Hoopes and Rick Newman were elected to two year terms.
- Questions and Comments
- Thanks to the Brian Wells for outstanding service to our community
- Thanks to the many volunteers who make a difference for Hickory Woods: Clubhouse Committee, Beautification Committee, Website Working Group; Behind-the-scenes folks who contribute to the social events, flag display, card games, trips, library and sport events
- Kudos and thanks to our Board of Directors!
- The Meeting adjourned at 7:30 PM