The following are highlights of the Board Meeting of March 22, 2017
(These highlights were not prepared by the Board. They were prepared by an attendee of the meeting and are presented to keep unit owners up to date until the official meeting minutes become available after they are approved next month.)
The Board and the Property Manager are strongly urging Unit Owners to keep their email addresses up to date. This is necessary because they both increasingly rely on email to notify residents regarding improtant matters. This saves the HOA a substantial amount of money in mailing costs. Go to Evergreen Harvard Group, log in and update your profile.
Monthly Financial Review
There is presently $68,460.36 in the Long Term Reserve.
The Board has authority to spend up to $10,000 for improvement in any 12 month period. As of March there is less than $100 remaining in this rolling fund. In April another $2308.87 will become available.
At present there are no unpaid assessments.
See February 2017 Financial Report
Status of Property Management Issues
Three estimates have been received for a service contract to maintain the Club House HVAC system. To service the system twice per year the three estimates are: $1294, $2149 and $2310. More research needs to be done to determine whether the specifics of the bids were comparable.
The cost and quality of cleaning services for the Club House is in the process of being investigated.
The service contract for the facilities outside the Club House, which includes putting up and taking down the nets, is said to be $1100 per season for a total of $2200. It was resolved to quickly investigate alternatives.
Damage to driveways during snow clearance operations. The Board has already spoken with the contractor concerning this issue. The contractor has promised to make repairs in the spring. To report damage to your drive, please contact Doug Kilgore at dkilgore@harvardmanagement.com.
Several residents have requested that street lights be installed at both entrances to Hickory Woods. The Board has received estimates from Eversource and another company relating to installation of the light poles. The Board is awaiting one more estimate.
Liability Release
Since our liability insurance coverage does not cover residents who are injured while using the common areas and does not cover guests who are engaged in athletic activities (see more detailed information) the Board has asked that a Liability Release be signed and submitted for use of the Common Areas.
As of 3/22/17 only fifty-five (55) unit owners have submitted their release.
Please do so. 2017 Release HOA Agreement_r1
In the mean time the Board is still exploring obtaining additional insurance to cover these gaps.
If satisfactory insurance cannot be obtained, the Board will set about the process of drafting a policy and rules to deal with those who fail to submit the waiver.
Committees
The ByLaws Committee has elected Allan Putnam as its Chair and the Board has affirmed his appointment. It has held three meetings and is well underway toward redrafting the ByLaws to conform with the new State law governing Condominiums.
The Club House Committee has elected Bob McGrath as its Chair and the Board has affirmed his appoinment. Responsibilities for overseeing the maintenance of the Club House have been assigned to its members.
A Transition Committee is being planned to oversee our transition from developer based to community based.
Please go to Board Minutes for the latest meeting minutes.