Summary of HW BOD Meeting 10/16/2019

Association News

(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: Summary
October 16, 2019 (Wednesday)
1:30 PM HW Clubhouse

  1. Review of September minutes: Accepted 5-0
  2. Review of September financial statement: Favorable operating balance by $1000 for the month; favorable so far this year. Report accepted 5-0.
  3. Management Report:
    • Irrigation shutdown begins on Thursday 10/17
    • Pruning takes place this week; tie a red ribbon if nothing is to be touched at your home
    • Tree removal taking place on the 21st (approved at last month’s meeting).
  1. Committee Reports:
    Beautification Committee – no report
    Clubhouse Committee: (Bob McGrath)
  • The AC has been changed to heat from AC.
  • Pat Pannese (and friends) will take down the pickleball net.
  • The patio furniture will be taken in after Two Buck Burger Night.

5. AAI Requests: 8 Quarry Rd., 2 Hydrangeas in common area – approved 5-0.

New Business:

6. Landscaping and Snow Clearance Contracts:

  • Recap of the process of inviting bids: Two companies submitting bids were North Point and Alliance. North Point “guarantees their work.” In the interview of Alliance, the question of guaranteeing work was discussed and Alliance agreed to include it in writing. Both companies were competitive, but considering the community survey that said that most people were happy with Alliance, the 3-year contract was offered to Alliance. The new contract includes the guarantee statement.
  • New 3-year contract for landscaping: $90,874 includes $2,425 in additional services (ex – insect treatments). Previous contract was $85,001.
  • Snowplowing contract: $65,000 Previous contract was $60,000.
  • The total increase of $10,873 (snow and landscaping) is a 7.5% increase. Factoring out the additional treatments ($2,425), the net increase amounts to 5.8% over the previous contract. Since this is a 3-year contract, the hope is that the HOA fees will be stable.
  • Board acknowledged that communication with Alliance is sometimes the problem and have resolved to improve.
  • Built into the contract are specific deadlines for application of treatments which will be held to unless there are weather issues.
  • Alliance will send out questionnaire to residents to opt for extra services (snow shoveling of decks, generators).

7. Proposed Budget for 2020 – Will be sent to all households 21 days before the Annual Meeting (December 10, 2019).

  •  The budget is finally approved at Annual Meeting (December 10, 2019) but is first approved by the board (accomplished at this meeting).
  • Differences in the 2020 budget: The surpluses have NOT been applied to the reserves this year (compared to previous years) because the reserve fund doesn’t need it.
  • Unspent monies from 2019 will be carried over to 2020 operating budget.
  • Setting up an “emergency” fund of $12000 to avoid special assessments in the future. To be used only in an emergency to avoid increase in HOA fees. Unspent funds will carry over to future years and will be added to yearly. Motion carried 5-0.
  • There will be a comparison chart to show changes compared to previous years. (Ex: fire hydrants increased 12% this year.) There was an extended discussion of the cost of fire hydrants with resident input.
  • Reserve contributions will not increase until the next reserve study.
  • Seal coating has been moved to next year.
  • $800 to pump common holding tanks on Black Forest Circle which will indicate actions for 2021 for other common holding tanks and leach fields.
  • Motion carried to accept the proposed budget 5-0.

8. Announcement of coming election to fill two seats on the Board of Directors: Two-year terms, voted at the Annual Meeting on 12/10/19. Applications should be submitted by the end of November to be included on the proxies.

9. Update on use of outside vendors for community events: Looking at the possibilities of using outside vendors for social and educational events.

  • NOT for private parties. Would encourage diversity of offerings.
  • Want to protect physical building.
  • Invite comments from the community – email sent out 10/16 to solicit ideas.
  • Rollout will include guidelines and would be “trial” basis.
  • HOA would not be hiring; it would be resident driven. (Ex: training in use of the exercise equipment.)
  • Discussion of liability and waivers to protect the community.
  • Funds would come from individuals who use the service/vendors, not the HOA.

10. HW Community Library – approval to purchase two shelving units, one large and one short. (5-0 vote)

 

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