The following are highlights of the Board Meeting of April 19, 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.)
Monthly Financial Review
Since Doug Kilgore could not attend due to illness, Brian Wells summed up his review of the monthly financial statement by saying there were no unusual expenditures and everything seemed to be in order.
The Board has authority to spend up to $10,000 for improvements in any 12 month period. As of April there is approximately $2400 available in this “Rolling Fund” to be spent at the Board’s discretion.
Status of Property Management Issues
Signs will be put up at both entrances reading “Private Road, No Thru Traffic” and “No Soliciting”.
The service contract to maintain the Club House HVAC system will be awarded to the lowest bidder. To service the system twice per year the winning bid was $1294.
The cost and quality of cleaning services for the Club House is still in the process of being investigated.
The outdoor service contract which includes putting up and taking down the nets has been investigated and will cost $1100 per year as opposed to the previously cited cost. More issues need to be clarified.
Damage to driveways during snow clearance operations is now due to be addressed in June, however, at Brad Perham’s suggestion, an attempt will be made to push it up to May.
The management company will shortly issue a outline of the timing and details of lawn maintenance for the coming season.
Street Light Issue
As was reported from the 2/15/17 meeting, several residents have requested that street lights be installed at both entrances to Hickory Woods. The Board received the following estimate from Eversource:
– Installation of light pole at Route 102: $1653
– Installation of light at Quarry Road: $1750
– Estimate of ongoing electricity costs: $560 per year
Additional estimates were obtained, however, it was determined that Eversource’s estimate was the most cost effective.
It was proposed that the Board immediately pass a resolution to approve the expenditure of $1750 from the available monies in the “Rolling Fund” to install the light at West Road.
It was also proposed that the Board pass a resolution to encumber future “Rolling Fund” resources to install the light at the corner of Tavern Hill Road and Route 102.
Before the vote was taken, Dick Loschi, our Treasurer, inquired as to whether the issue of the lights should be put to a vote of Unit Owners to obtain their guidance. This idea was rejected.
Both resolutions were approved.
One of the residents (me) pointed out that installing the light directly at Route 102 (across the street from the light already installed on 102 at Avery Rd) might benefit the developers of the commercial lots on either side of our entry road more than it would benefit the residents of Hickory Woods. The Chair did not disagree with this view, but thought it might be used as a rationale to obtain financial support from the commercial lot developers for this street light ????
(Because of existing easements, both commercial lots will have entry driveways branching off of our own entry drive, Tavern Hill Road. See below diagram of our entrance.)
Liability Insurance
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 4/19 only fifty-five (57) unit owners have submitted their release.
Representatives of the Board will be meeting with Doug Kilgore and an insurance agent shortly to explore further insurance coverage.
Committees
The ByLaws Committee: Bob Medeiros gave an update of the committee’s progress in redrafting the ByLaws to conform with the new State law governing Condominiums.
The Club House Committee has elected Jim Shearer as its Vice-Chair and the Board has affirmed his appointment.
The Transition Committee will be holding their first meeting shortly.
Please go to Board Minutes for the latest meeting minutes.