(Highlights of the meeting 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.)
Hickory Woods Board of Directors Meeting
September 18, 2019 (Wednesday)
1:30 PM HW Clubhouse
- August minutes: Motion to accept as written, approved 5-0
- August financials: Continuing the trend of “financial good news.” Notable expenses: clubhouse cleaning, fitness contract payment, elevator door repair. Big picture view is that we are about $14,000 favorable, expenses compared to budgeting. We secured a 2% rate for $35000 transferred to an Enterpprise CD
- Committee Reports:
Beautification Committee – Peggy Piekos reported that the proposal for the West entrance median strip (cost of $1300 through Alliance) will match the main entry. Watering will need to be done by neighbors. Passed 5-0. Signage would be separate proposal. - Clubhouse Committee – Bob McGrath reported that the timing for the removal of the patio furniture and driving nets will be decided soon.
- AAI Requests:
37 Quarry Road-Removal of tree behind home in common area- several small dead or dying trees. Passed 4-0 with 1 abstention. - 23 Quarry Road-2 Peach trees behind home 15 ft off porch- Discussion – fruit-bearing trees create a mess with droppings. Turned down the request (5-0 vote) and will refuse all future proposals for fruit trees.
- 2020 Budget planning process. We have had small increases expenses on utilities. The budget will not be substantially different except for contracts for snow removal and landscaping.
Reserve fund: We have been slightly over-funding ($38.50 compared to $41.00). The board needs to decide if we should continue to over-fund to avoid the 3% increase the following year. We have been contributing to the reserve fund to meet the state requirements. Motion to continue to contribute the higher rate to the reserve fund to avoid a future percentage increase. Passed 5-0. - Walk about with New Star, Alliance & Board: In general, the property is in good shape. Pricing for removal of 3 large trees was $1675 by Accura Tree. Motion to spend the money to remove trees passed 5-0.
- Aeration and overseeding of lawns: Decided it wasn’t needed in general. Alternative to address problems with strips next to road and driveways. Alliance proposes $1500 for double aeration and seeing. Discussion about the “dustbowl” conditions in some areas. Motion to have the work done passed 5-0.
- Revised rules for outdoor maintenance-Update on delivery to home owners: All owners were emailed with an attachment of revised rules. Most owners have received their hard copy and signed. Some have not signed the waiver for release of liability. What needs to be done concerning those who have not signed the waiver? TBD
- Clubhouse outside facility survey: Total of 37 responses (some were 2 per household, some households only submitted one).
Conclusion: horseshoes never used; bocce minimal use; basketball minimal; pickeball a lot of use; driving range minimal.
Suggestions for new uses: corn hole, bigger patio, shuffleboard.
What was found out was that horseshoe is not used and it is an eyesore. Proposal from Alliance to remove it for $1875. The board tabled the discussion based on future expenses; potential to have work done next month. - Landscape vendor contract update: 4 bids submitted; 3 in the ballpark (Northpoint, Alliance, Epic). Positive feedback from meeting attendees on Alliance. Survey review showed that most people are happy with Alliance.
- Low water pressure complaints: Pennichuck has been contacted. Speculation that there is excess water consumed during peak times. Pennichuck has done a 7 day test on the hydrant and found out that there is irregular functioning of software on a pump in Hudson. Software installation probably by the end of the month will mitigate low pressure.
- Out of service fire hydrant on corner of Pepper Hill Road & Black Forest Circle: This was a function of the water pressure test; the fire department was notified about the issue. Owner suggested that there be another pressure test after the software update. Water discoloration feedback – Pennichuck bled out the discoloration. Owner asked if we could be notified of future tests that would result in discolored water.
- Cribbage Plaque – Chris Putnam has offered to donate the plaque to the clubhouse for display. Discussion – would it be affixed? Right now, the plan is to display it near the golf trophy. Motion passed 5-0 with decision on location of the plaque TBD.
- Community Comments:
Ellen Medeiros – issue of paid vendors coming into the clubhouse. Paid entertainers and food service are not prohibited in the bylaws; could sign liability waivers. Board has never taken any action to set up a policy. Concern that we don’t want someone “setting up a business” in the clubhouse. Also, is it just for HW residents or outsiders? Board will discuss – how would it work and define guidelines ahead of the situation coming up. Our by-laws make NO mention of activities….only facilities. The by-laws give the BOD no control of social activities.
- Adjournment: 2:28 PM