At the February 21 Board of Director’s Meeting the Transition Committee submitted its final report to the Board.

In summary, the Committee identified thirty-five (35) separate issues which required remediation by the Developer. Of those thirty-five (35), twenty-four (24) issues are now considered to be satisfactorily addressed. Eleven (11) issues remain open and will have to be followed up by the Board of Directors.

Please take the time to read the final report as it contains information important to all unit owners. Transition Committee Final Report
After reading the report feel free to address any questions you might have to transition@hwcommunity.info.

You might also be interested in reading the Infrastructure Assessment Report prepared by the engineer hired to review our development for us.

(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.)

Financial Review and Property Management

Except for the cost of legal opinions, no unusual expenses were incurred of late.

The Board voted to consolidate certain accounts and transfer $30,000 into the the Long Term Capital Reserve Fund.

The Board approved allocating up to $300 for an arborist recommended by Alliance to conduct Spring inspection of trees on our property to ascertain if any maintenance is required.

The Board instructed the property manager to withhold full payment for snow clearance until damage caused during snow clearance was repaired.

Unit owners are urged to report snow clearance damage to Evergreen-Harvard or the BOD.

Board policy on political activities/elections
The Board has approved a new rule which prohibits unit owners from making comments at Board meetings which relate to any matters on Federal, State or local election ballots. In fact, no comments should be made unless they relate directly to HOA related business.

Zoning of Route 102 commercial lots

The lots in front of our development are both Zoned C-II and are part of the Route 102 “Performance Overlay”

C-II zoning pretty much allows most imaginable commercial types of establishments.

Furthermore, because these lots are part of the “Performance Overlay”, buffers are reduced from 50 feet to 20 feet. That means a building may be placed as close as 20 feet from our property line.

As you already know, the lot directly in front of Hickory Woods can only be accessed via Tavern Hill Road.

Prior to a developer building anything on these lots they must obtain approval from the Town Planning Board. If the Planning Board receives such an application they must notify abutters, who may then appear at related hearings and give their comments.

The Board voted to do nothing in terms of planning or further research on this issue until they receive notice from the Town Planning Board. At that time they would attempt to influence Planning Board deliberations with their comments.

During the Unit Owner Comments section of the meeting the question was raised as to whether we would get advanced notice if the owners of the front lot decided to strip the lot of all trees.
(Because no one seemed to have a definitive answer to this question and because such an action would have such a profound impact on the appearance of this community, this writer contacted town officials for an answer. ANSWER: the owner may remove any and all trees from the property without giving us advance notice.)

New Lawyer
After interviewing a number of lawyers who specialize in condominium law, the Board has decided to employ a new lawyer. He is Gary M Daddario of Winer and Bennett, LLP.
For further information

Additions, Alterations or Improvements

The request for a rain barrel was deferred/disapproved because the Board felt it needed to establish guidelines (size, color, etc.) with respect to this issue before it could proceed.

The under deck roof was approved.

Trellises which have been approved in the past are now a questionable issue. It seems they may be a violation of our Declaration. The Board is in the process of obtaining a legal opinion on this issue.

Comments from Board members indicate that feedback they received from the various lawyers they interviewed has made them more cautious in considering Additions, Alterations or Improvements.

Transition Committee Report

The Board voted to accept the final report from the Transition Committee.

During the Unit Owner Comments section of the meeting Sheri Dalbenzio objected to the following section of the report:
“The last thing that needs to be mentioned is the subject of “Ledge Erosion” behind one of the units (Infrastructure Report Item 7, List #10). Due to landscaping changes initiated by the owner of the unit the ledge in back of the unit appears to have destabilized. Neither the HOA nor the developer are responsible for this condition. The unit owner should be formally notified of this.”
The unit owner states either the developer or the HOA are responsible for this condition.

Please take the time to read the final report as it contains information important to all unit owners. Transition Committee Final Report

Septic System Task Force:

The Septic System Task force is putting together packages for all the residents containing information you will need to maintain and service your septic systems.

Spring is coming and there are probably some residents that will be interested in pumping out their systems and this information would be helpful if you are planning on servicing your system.

(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

No unusual expenses were incurred.

We are under budget at this time.

Election of Officers for 2018

Allan Putnam was elected Chairman of the Board

Brian Wells was elected President

Brad Perham remains as Vice President

Liz Lannigan was elected Secretary

Dick Loschi remains as Treasurer

Contracts

The landscaping contract with Alliance has also been renewed for two years – no increase in cost

The snow plowing contract with Alliance has be renewed for two years – no increase in cost
(Anyone who is employed and requires early clearing of snow in order to get to work on time should notify the BOD.)

Additions, Alterations or Improvements

The usual array of requests for generators and patios were approved.

New guidelines and rules for additions to Units were adopted which mainly revolved around requirements to use licensed contractors.

A second “Roofed Deck with Screens” was approved.
There was a good deal of confusing discussion about the implications and ramifications of this approval. Members of the Board emphasized that a “Roofed Deck with Screens” does not constitute an expansion of the boundaries of the unit. Specifically, one of the board members mentioned Section 3 of the Declaration which defines the boundaries of units.
(Editor’s Note: A review of Section 3.4.3 of the Declaration shows that one of the criteria which defines the horizontal boundary of a unit is as follows: “Ceiling: The exterior surface of the roof.” It would seem there is a great deal of confusion on this issue.)

Transition Committee – Rick Jenkins
The Transition Committee submitted its final report to the Board.

In summary, the Committee identified thirty-five (35) separate issues which required remediation by the Developer. Of those thirty-five (35), twenty-four (24) issues are now considered to be satisfactorily addressed. Eleven (11) issues remain open and will have to be followed up by the Board of Directors.

Please take the time to read the final report as it contains information important to all unit owners. Transition Committee Final Report

Septic System Task Force:

The Septic System Task force is putting together packages for all the residents containing all the information you will need to know to maintain and service your septic systems. Some information will vary based on the type of system you have.

To help us to better complete the packages we are looking for some residents to review what we have included before we send them out to all the residents. Sort of like a BETA group to make sure you understand your system.

Spring is coming and there are probably some residents that will be interested in pumping out their systems and this information would be helpful if you are planning on servicing your system.

If you are interested in seeing what we put together please contact one of the team and we will prepare one especially for your system and will be happy to go over it with you. Contact: Bob McGrath, Brian Wells, Jim Shearer, Ron Daigle, or Brad Perham.

Miscellaneous

Dates Changes for 2018 Board Meetings, May was changed to the 9th and November to the 14th.

Less than $120 was approved to buy some minor maintenance items for the billiard area of the club house.

Comments from Unit Owners:
One of the recommendations contained in the final report from the Transition Committee concerned the commercial lot in front of our development which faces on Route 102. This lot, which is 1.74 acres, is owned by two of the developers of this community and will be put up for sale, if it is not already for sale. The Transition Committee felt the Board should begin planning relating to the eventual development of this lot.
Unit owners agreed the Board should begin the process of planning concerning this lot.

(Click here for a complete copy of the Revised Rules and Regulations)

At the November Board of Director’s Meeting the Board approved a few additions to the Rules and Regulations of Hickory Woods Condominium Association. The discussion related to Real Estate Agents (Section 7.1b) began during the Board meeting and was completed as an action after the meeting, with an email vote by the Board members.

These changes relate to:
1. Architectural Changes (Section 4.1d and e), contractors must be licensed and insured, and requests must be submitted within 30 days of regular Board meetings,
2. Sale of Units and Realtors showing the clubhouse, (Section 7.1) realtors can show the clubhouse if they meet certain conditions and the selling unit owner assumes responsibility,
3. Donations (new Section 10), a process is defined for soliciting donations, and rules for unsolicited donations are defined, and
4. Home Businesses (new Section 11), a process and procedure for notifying the Board and obtaining approval is defined.

Each of these revisions resulted from recent issues.

The addition at 4.1 e may need some explanation. This addition is because our By-Laws state that requests must be answered within 30 days or they are automatically approved. Your Board does not meet every month and the time between meetings can sometimes be more than 30 days. So a request submitted just after a meeting, for example, might not be acted upon for more than 30 days. This unusual situation is what generated this addition to the rules.

The other changes should be self explanatory. However, if you would like clarification or additional information on any of them please contact the Board at bod-input@hwcommunity.info.

Sincerely,

The Hickory Woods Board of Directors

The following are highlights of the Board Meeting of November 15, 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

No unusual expenses were incurred. Finances are on track.

The “Rolling 12 Months $10K Cap, Off Budget Improvements” which documents the BOD discretionary expenditures has now been made available.
Click here for quick update.

Status of Property Management Issues

Final fall cleanup and lawn mowing should be completed by Friday (11/17/17)

Next week the blown down trees in back of 20, 26 and 28 Quarry Roads will be cleaned up. (Cost: approximately $1500)

The property will be surveyed by an expert to identify any hazardous trees that need removal.

The parking lot will be seal coated in April 2018. (Cost: approximately $2500)

While the contract has not been completely finalized, Alliance will again be doing our snow removal.

Three bids for next year’s landscaping have been received. No decision has yet been made on which bid will be selected. (There has been a request for additional insect and weed control. This will be discussed with the winning bidder of the landscaping contract.)

Action Items

At the annual meeting on January 16 we will be voting to fill two vacancies on the Board due to the expiration of the terms of Brian Wells and Mary Ferris.
– The Board aims to make a formal announcement concerning the election by November 29 at which time nominations will be solicited.
– In order to have their names on the proxy forms that will be mailed on December 15, unit owners wishing to fill those vacancies should submit their nominations by December 13. (This will not prevent unit owners from announcing their candidacies all the way up to the night of the annual meeting.)
– Candidacies will be announced to unit owners as they are received.

Board Members attended a meeting of the Town Zoning Board concerning an application for a variance to conduct a home business in one of the units in this community. The variance was granted. As a result of this, the Board is issuing new rules concerning home based businesses. (Details to follow.)

New Business

As a result of a suggestion by Dick Loschi, the Board voted to temporarily change the format of Board meetings so that unit owners will be allowed to make comments on issues as they are raised at the meetings, instead of only allowing comments at the end of the meetings. After this trial period, the Board will decide whether to make this change permanent.

The Board approved a tentative budget to 2018. It is projected to result in a surplus of $4,000 to $5,000. While the Board would be more comfortable with a greater surplus, no increase in assessments is anticipated. (Prior to the annual meeting you will receive the details of the budget in the mail.)

New rules were adopted concerning:
– applications for architectural changes to unit exteriors,
– applications to conduct home businesses
– Donations to the HOA.
(The details of these rule changes will follow shortly.)

Committees

The Club House Committee :
– The patio furniture has been stored away for the winter and the nets have been taken down and stored away.

The Transition Committee:
– Since the committee started operations in April, they and the engineer that was hired identified 35 different issues that needed to be addressed by the developer.
– As of now only 12 issues remain to be addressed.
– While the developer has been cooperative to date, we are now entering into a phase which shows signs of becoming more contentious. Hopefully we can avoid any acrimony.
– Septic System maintenance has been identified as one of the issues that need to be addressed. Unit owners who have had their tanks pumped and have experienced unexpected expenses because of problems locating the tank or excessive depth of tank covers should contact the Transition Committee for guidance.
– The Board has decided to form a Task Force to make recommendations concerning this issue. The Task Force will be headed up by Bob McGrath.

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Please go to Board Minutes for the latest meeting minutes.

The following are highlights of the Board Meeting of October 18, 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.)

Our Annual Meeting
The Board decided to hold our annual meeting in the clubhouse on the evening of January 16, 2018.

Our Bylaws

A Special meeting was held on October 17, 2017 @ 7 PM to vote on revising our bylaws.

We had 100% participation with 36 proxies submitted.

All four of the ballot questions passed with wide margins.

Monthly Financial Review

No unusual expenses were incurred. Finances are on track.

The “Rolling 12 Months $10K Cap, Off Budget Improvements” which documents the BOD discretionary expenditures was still missing from the monthly Financial Reports. Leah Borla promised to correct this omission at the last meeting, but we are still without it.

Status of Property Management Issues

The property will be surveyed by an expert to identify any hazardous trees that need removal.

Inquiries have disclosed that edging will not need to be installed on the putting green.

The fitness machines have been serviced.

Bids are being received for seal coating the parking lot.

Bids are also being received for carpet and window cleaning in the club house.

Bids are also being received for snow removal and next year’s landscaping. (There has been a request for additional insect and weed control. This will be discussed with the winning bidder of the landscaping contract.)

Replacement of one of the bocci courts is due to take place very shortly.

The restoration of trees on Black Forest berm should be done by Halloween. The cost to us will be $1250.

Discussion and debate

There was an extensive debate about the donation of an American Flag to be placed in the clubhouse.

The chairman pointed out that the Board needed to formulate a general policy for accepting donations.

It was decided that a few more details needed to be ironed out before plans could be finalized.

Committees

The Club House Committee :
– The patio furniture will be stored away for the winter after the Oktoberfest Celebration.
– In the first or second week of November the nets will be taken down and stored away.

The Transition Committee:
– A second meeting with the Developer will take place to review progress on correcting deficiencies noted by the engineer and committee
– Septic System maintenance has been identified as one of the issues that need to be addressed. The Board has decided to form a Task Force to make recommendations concerning this issue.

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Please go to Board Minutes for the latest meeting minutes.

The following are highlights of the Board Meeting of September 20, 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

No unusual expenses were incurred.

The “Rolling 12 Months $10K Cap, Off Budget Improvements” which documents the BOD discretionary expenditures was still missing from the monthly Financial Reports. Leah Borla promised to correct this omission.

Status of Property Management Issues

Bids have been solicited for seal coating the parking lot.

Bids have also been solicited for carpet and window cleaning in the club house.

Bids for coming snow removal and next year’s landscaping have also been solicited.

Replacement of one of the bocci courts is due to take place in October.

The restoration of trees on Black Forest berm (14 trees) was again discussed. Replacement was estimated to cost $2350–John K. agreed to cover $1000. A motion was made and approved to accept the offer and proceed with the replacement shortly

Library Proposal

The Board had approved spending $800 for four wood shelving units to be used as a library area in the small room near the clubhouse entrance.

The Board also approved selling or otherwise disposing of the desks and the filing cabinets in the adjoining room. (They were sold for $250.)

Three metal shelving units have been purchased.

Rule Change

The Board has approved a change to our Rules governing the sale of Units.
The changes are as follows:
– Owners should notify the Board in the event they intend to sell their unit.
– Small signs advertising the sale will be allowed.
– New owners will be supplied with keys and fob to access the club house.

Committees

The ByLaws Committee
– Special meeting is planned October 17, 2017 @ 7 PM to approve the State mandated changes and the changes that were made to remove references to the Declarant (the Builder) and to generally clean up the sloppy cut and paste document that was put together by the Builder.
– An informational meeting is planned for September 26th.

The Club House Committee :
– Lighting in the clubhouse has been changed to LED to improve lighting and reduce costs.
– A list of defects in the clubhouse that was passed on to the Transition Committee. These have now been repaired by the Developer.

The Transition Committee:
– They have met with the Developer after providing him with a list of items that need to be addressed.
– He has already begun dealing with many of the issues identified by the committee and listed in the engineering report.

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Please go to Board Minutes for the latest meeting minutes.

The following are highlights of the Board Meeting of August 16, 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.)

• Introduction of our new property manager of Harvard Management – Leah Borla; will send a notice to all unit owners to introduce herself.
• The Board meeting scheduled for September 13th has been moved to September 20th.
• Leah Borla announced you will need to get a copy of the financial review – we are over on the monthly budget but it is not a concern
• Voted and approved light at end of Quarry – it is installed (?)
• Fire extinguisher for grill area – work order has been sent – top priority
• Concerns about hydroseeding and lawn repairs – walkaround earlier this summer. Alliance said that they would attend to needed areas. Needs to be weed treated, aerated, overseeded. Waiting for optimum growing time. Board will continue to communicate w/ Alliance.
• Clubhouse Cleaning Contract: Brad and Doug met with cleaners back in June to review negligent items. Better since. Tuesdays and Fridays cleanings – $136/week.
• Berm trees – Dick spoke to the issue. Believes that the developer should be putting up more money for replacement. Replacement by Alliance with money promised ($1000) and hoping for survival might be the best option. Brian urged that we put the whole expense on the developer as a part of the transition. Vote by board to push for 100% of replacement trees as a part of the transition.
• Library request: $250 realized from selling the office furniture. Option to vote on maximum amount to be spent and let the Library Advocates select the shelves. Up to 4 units @ $200 each minus the $250 from the sale of the used furniture. The committee can spend less.

New Business

• Review of approved requests for Additions, Alterations or Improvements.
  Old requests approved during the summer between meetings: Doyle – deck extension, McDonough – bird feeder near retention pond, Bergeron – shutters, McCarthy; St. Louis – additional trees, Daigle – mulch areas and plantings
  New – Fragala – increase patio; Tuzzolo – expand deck; McCarthy – expand front planting bed

• Request for Cribbage Plaque to be hung – not approved

Committee Status Reports

• Clubhouse Committee Status – Bob McGrath
  – Request for board to purchase clubhouse supplies – light bulbs etc. Should the supplies be purchased on a rotating basis to as to not overburden the budget. $172 for expendables; $418 for light bulbs; ______ for equipment
  Motion to spend the $418 immediately for lighting
  Authorize purchase of $163 for expendables (not routine purchases) Furnace filter removed because it is a part of the service contract for the furnace.
  Summary of Meetings with CBA and net installers – company has proposed to convert one of the bocce courts to a oyster shell covering (gratis) – remove the astroturf. Can change the second court down the line. Motion to approve the change to oyster shells. Discussion – what is the motivation of the company? Motion passed.
  Golf netting has been re-hung. There is a hole in the nets – company will return, but it’s not a safety hazard. Need to discuss with the company the removal of the nets in the fall.
  Cleaning company –improved the communication with them. Clipboard next to the microwave for needs.
  One fitness equipment belt is not right – will be addressed.
  Tread mills’ positions have been rotated to even out the mileage.
  AC on main floor – defect found in the wiring and fixed. Looking for Mesiti to pay for service call because it was an installation defect. Leah will find out if a bill was sent and will track past billing. Potential to add AC service calls to transition issues.
  Communication needs to be improved between Harvard and Maintenance Committee so that a committee member is present when work is scheduled.
  Request to put 2 3-hook racks in the fitness center for coats, keys etc
  Action item for Leah to get bids for carpet cleaning and window washing – 3 bids minimum
  Putting green edging: Proposal for prevention edging – $775 bid from Alliance. Discussion – there has been no damage to date from the weed whacking; it’s not necessary and very expensive. Price out the cost of replacement of the putting carpeting and what is the life expectancy.

• By-Laws Committee – Allan Putnam
  – By-laws committee last met on July 18th to review the feedback after doc went to legal review. BOD needs to accept, change or modify. Tremendous effort made by committee. Extensive process that needs to be recognized.
  – Next phase is to send to Unit Owners before 9/26 information meeting.
  – Changes are basic; cleaned up language and typos, redundancy.
  – Discussion of modifying quorums (presently 66% which is extremely high). It will be challenging to get a quorum via attendance or proxy. Failure to do so will be violation of state mandate. Allan related that Nevins failed to get a 50% quorum for a budget vote.
  – September 26th informational meeting; October 17th will be a Unit Owners meeting and a vote will be taken on proposed by-law changes
  – The Board passed a Motion to put the following by-law changes to a vote:
  Quorum Change – reduce from 66 2/3% to 50%.
  Voting Standard Change: approval of a motions to be reduced from 2/3 of all unit owners of record to 50% of unit owners attending a meeting.
  – Notice of the information meeting will be emailed to unit owners.
  Harvard Evergreen will send out the official notice for the Oct 17 meeting with proxy numbers.
  (For more detailed information regarding proposed By-Laws changes see Bylaw Committee Report To BOD and By-laws Committee Minutes.)

• Transition Committee – Rick Jenkins
  – Summary of CLD Engineering Report: summarized by Brian
  120 pages from the Engineering company – request 5 copies (unless there is a cost)
  Punch list of items needing addressed – still being worked in committee. Plan is to send Rick the engineer’s report and the HW list of items (once the BOD has approved).

Other items
Proposal from Adult Education Conference Center – Financial Planning to provide speakers at HW: offer received for speakers on financial planning. Educational and no charge – services optionally available. Nonprofit. List of workshops. Info will be shared with community to see if anyone wants to spearhead – not a BOD effort.

Comments from Unit Owners

• Claudette Ramsay – cul de sac on Pepper Hill concern. Small group of PH residents had a discussion of the landscaping – would transition include them in the discussion. Brian said that Rick is willing to landscape.
• Claudette – LED choice – there are different types. Some lights are warm and some cool – consider in choice.
• Pat Pannese – workshop ultimate objective is sales leads. Bylaw motions clarify – 50% is a quorum and then 50% of those present to pass a motion.
• Bill Lannigan – proxy clarification. Can the proxy be an absentee ballot? Discussion – Directed proxy will be used.
• Jim Shearer – question about the blue markings in the street. Who pays for a potential digging up of the street? Leah offered the opinion that the developed would need to do it.
• Garry Mosher – with the hydroseeding at the back of the home, he has to drag a hose in order to water. Could he have another sprinkler head added? Will submit a proposal after getting a quote from Alliance.
• Bob McGrath – Septic system tank pumping on Tavern Hill Road beginning on Thursday 8/17. Discussions around the pumping schedule by owners. Should there be a committee to investigate the issue of mandatory pumping/maintenance? Liz made a motion to create a committee to investigate septic and leaching systems and make a recommendation to the board. Passed unanimously. Bob will draft ideas for wording and send to Liz.

The Hickory Woods (HW) Development is nearly complete. The Developer (Hickory Woods LLC) will complete work soon and no longer be supporting or working on the community. The Home Owners Association will then be responsible for improvements and maintenance.

The Transition Committee was formed to examine the construction of common and limited common lands and facilities and to compare these to the developers’ original plans for the Hickory Woods community. During review the committee has identified concerns related to completion of construction items and concerns for repair to already completed construction. The Transition Committee is making recommendations to the Board of Directors for transition, so that the Board of Directors can negotiate with the developer and reach agreement on what actions will be taken to complete the necessary work and repairs.

Based on the recommendation of the Transition Committee, the Board of Directors authorized engineering support for the survey of the completed constructions, the review and interpretation of plans, and suggestions as to what actions are necessary to complete or correct issues discovered during the survey and review.

CLD Consulting Engineers, Inc. (CLD) was selected by the Hickory Woods Unit Owner’s Association (the Association) to perform a common area Infrastructure Assessment based on a Request for Proposal issued by the Association.

To see a copy of the resulting engineer’s report, use the following link: Common Area Infrastructure Assessment Hickory Woods, Londonderry

The following are highlights of the Board Meeting of June 21, 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

One unit is over 30 days delinquent with respect to its monthly assessment; this is due to the death of its occupant.

The Board has authority to spend up to $10,000 for improvements in any 12 month period. As of June there is approximately $305 available in this “Rolling Fund” to be spent at the Boards discretion. As of May there had been $2400 in the fund.

The “Rolling 12 Months $10K Cap, Off Budget Improvements” which documents the above-mentioned discretionary expenditures was mistakenly omitted from the Financial Report. Therefore it was difficult to tell where the $2100 was spent. Apparently the new street light at West Street ($1750) was paid for from this fund. It is due to be installed shortly.

Brad Perham made it clear that he is opposed to further expenditures from this fund without very careful consideration being given to the necessity of each proposed expenditure.

Status of Property Management Issues

“No soliciting, private road” signs have been posted at both entrances.

Golf netting and bocce courts are still in need of maintenance and repair. However, the company with whom Evergreen Harvard has been negotiating seems somewhat unreliable. Other alternatives will be explored.

The edge of the Putting green is still presenting an issue with respect to trimming grass growing next to the green. Alliance proposed aluminum edging at a cost of $775. This is still being looked into.

The restoration of trees on Black Forest berm (14 trees) was again discussed. Replacement was estimated to cost $2350–John K. agreed to cover $1000 (not half). There are a number of factors concerning this issue including whether or not the trees died before expiration of the warrantee. (Transition committee may be concerned with this.) One way or another the Board does not want to replace these trees until the Fall when they will be less likely to fall victim to drought.

Review of Library Proposal

The Board approved dedicating at least part of the room holding the two desks left by the developer to be used for shelving for the library.

The Board also approved selling or otherwise disposing of the desks and the filing cabinets in the adjoining room.

The question regarding acquisition of the shelving was left open pending further research.

Committees

The ByLaws Committee
– Redrawing of the Bylaws is complete and is now being reviewed by legal counsel.
– Special meeting is planned October 17, 2017 @ 7 PM to approve the State mandated changes and the changes that were made to remove references to the Declarant (the Builder) and to generally clean up the sloppy cut and paste document that was put together by the Builder.
– An informational meeting is planned for September 26th.

The Club House Committee :
– Window and screen cleaning strategy – quotes are being evaluated.
– The adequacy and cost of cleaning of the club house is still being studied.
– A number of defects in the club house have been passed on to the Transition Committee for their attention

The Transition Committee:
Three engineering firms have been met with and asked to submit bids for the following items:
1) To survey the property and compare it with the original plans approved by the Town of Londonderry.
2) To test and evaluate two leach fields used by multiple units which the committee thinks might be causing drainage/erosion problems.
3) To inspect the club house.

The bids submitted were reviewed by the committee and the committee submitted its recommendation to the Board.

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Please go to Board Minutes for the latest meeting minutes.

The following are highlights of the Board Meeting of May 17, 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

Two units are two months behind in paying their monthly assessments; one of the units is behind due to the death of its occupant.

Clubhouse is incurring high electric charges. It is being looked into.

The Board has authority to spend up to $10,000 for improvement in any 12 month period. As of April there is approximately $2400 available in this “Rolling Fund” to be spent at the Boards discretion.

Possible use of this $2400: New light at West Street ($1750) however question will be asked if the cost can be amortized rather than paying it up front ??

Status of Property Management Issues

At 38 Quarry a large tree split, threatened the home and required the removal of 2 trees: cost $2250.

Golf netting – Court Builders of America ran into a problem because of the way the nets were put away last year – it took them extra time. There were missing zipties that need to be replaced. The installation seems to be shoddy.

Bocce courts are still in need of being leveled. Alternatives are being explored.

The edge of the Putting green is presenting an issue with respect to trimming grass growing next to the green. Alliance proposed aluminum edging at a cost of $775. This is still being looked into.

Barbecue Grill: Additional costs of $250 for extinguisher, box and post.

Restoration of trees on Black Forrest berm (14 trees) will cost $2350; John agreed to cover $1000 (not half). There are a number of factors concerning this issue including whether or not the trees died before expiration of the warranttee. Transition committee may be concerned with this. Dick will start the research.

Signage (no soliciting, private road) – work order has been put in for installation.

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.

Only 60 of 90 units signed.

The Board will continue to investigate additional coverage.

A motion was made and approved stating that residents are responsible for their guests and for supervising them in the use of the common areas and athletic facilities AT THEIR OWN RISK. [rule already says that the owner will accompany the guest – this is added.]

Review of Motions Voted on Between Meetings

2 signs were approved warning: “Use athletic facilities at own risk”

The posting for Real Estate Sale signs has been approved:
– Realtor must get advanced approval from the board.
– Open House signs can only be up for one day.

Consideration of putting light at 102 entrance. Brian Wells has ascertained that the property is owned by John and Rick; they consented to putting light on their easement. However, should the property be developed, we may be liable for paying the elictric bill forever. The Board decided to wait and see how the West Street light goes.

Committees

The ByLaws Committee
– Redrawing the Bylaws is coming down the home stretch.
– Special meeting is planned October 17, 2017 @ 7 PM to approve the Sate mandated changes and the changes that were made to remove references to the Declarant (the Builder) and to generally clean up the sloppy cut and paste document that was put together by the Builder.
– An informational meeting is planned for September 26th.

The Club House Committee :
– No major maintenance issues
– Working on an inventory of supplies
– Reviewing energy audit – LED conversion
– Window and screen cleaning strategy – quotes needed

The Transition Committee:
– Board approved of Chairman (Rick Jenkins) and Co-chair (Phil Lee)
– A delegation has met with the town to explore the status of the Bonds as well as the towns role in our transition. Committee requested the Board send a letter to the Town requesting that the existing Bonds not be allowed to lapse before critical issues are addressed. Brian Wells will craft the letter for review by the Board.
– The need for a professional engineer is under discussion. Estimates are being obtained. Since the Nevins had a professional engineer review their property during transition, they will be contacted to ascertain their experience.

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Please go to Board Minutes for the latest meeting minutes.

As you may know the Board of Directors has formed a Transition Committee to assist them in completing the transition from developer control to owner control of the homeowners association and related properties.

We have held our first meeting and the first order of business is to compile a complete list of issues that need to be addressed by the developer.

We need your input. If you have any information regarding conditions that need to be addressed please let us know by emailing us at transition@hwcommunity.info.

Some of the issues we will be concerned with are:
1) landscaping,
2) clubhouse and its facilities,
3) roads and curbs,
4) drainage.

Examples of the type of information we need are as follows:
1) Damaged and not properly formed curbs on Quarry Road.
2) Where Church Lane meets Tavern Hill there is a very large crack/gap between the two streets that needs to be addressed.
3) Loose floor boards or plywood in the club house.
4) Storm drains at the end of Quarry Road that do not properly drain.
5) Across from 19 Black Forest there are wires protruding from the ground.

Please be as detailed as possible in describing your concerns.
Email: transition@hwcommunity.info

(ISSUES RELATING TO YOUR PARTICULAR HOME ARE NOT INCLUDED IN THE SCOPE OF
THIS PROCESS.)

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.

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Please go to Board Minutes for the latest meeting minutes.

In our board meeting last week, several residents commented that they had not received the login instructions to the new Evergreen Harvard web portal. Please find those instructions attached.

You will need your email address and your account # to register yourself in the portal. Your account # can be found on an invoice from the Evergreen Harvard Group, or on your condo payment coupon book if you have one.

If you have any questions or issues with establishing your account, please contact our property administrator, Cheryl Mahaffey at 603-429-2019 Ext 302 or email cmahaffey@harvardmanagement.com .

Regards

Doug Kilgore, Property Manager
The Evergreen Harvard Group

This committee’s role is to make recommendations to the Board of Directors concerning construction concerns for new and previously completed construction. The board seeks to confirm that the developers have met all planned construction satisfactorily before the board agrees to sign-off on final completion from the developer.

Activities of the Transition Committee may include, but not be limited to:

Review the original developer plans & diagrams as approved by the Town of Londonderry.

Review commitments made to the HW Homeowners’ Association for final completion.

Survey existing construction of physical plants, landscaping, recreational facilities, etc. of all common and limited common areas.

Review items of concern for common and limited areas as reported by homeowners. Consider recommendations to hire engineer for a comprehensive inspection of physical plant & property. Identify any warranty defects?

Identify items of concern to discuss with the developer for previously completed construction and construction yet to be finished.

See Transition Committee Mission Statement

The Board is looking for volunteers to participate on the committee, which will have 5 to 7 members. All Hickory Woods unit owners are encouraged to volunteer. The Board will review candidates and select candidates with skills best aligned to the needs of the committee.

To Volunteer please send your name, address and a few words describing your qualifications to the HW BOD email address.
Bod-input@hwcommunity.info

Thank you,
The Hickory Woods Board of Directors

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.

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Please go to Board Minutes for the latest meeting minutes.

The following are highlights of the Board Meeting of February 15, 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 has asked that you keep them informed regarding the following issues:

• The service contract for the fitness equipment will cost $648.50 per year.
  In the event of an equipment malfunction, please notify the Board at info-input@hwcommunity.info.

• The front door latch on the Club House, which has been failing to lock, has been repaired. However, in the event of another malfunction please notify the Board at info-input@hwcommunity.info.
• Residents have complained about damage to their driveways during snow clearance operations. The Board has already spoken with the contractor concerning this issue, but would like to know if there is any continuing damage to driveways during snow clearance operations. Please notify the Board at info-input@hwcommunity.info.

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The following issues were also discussed:

• The initial estimate received for the service contract for the Club House HVAC system was for $1294 per year. More estimates will be obtained.
• 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
  (The board is now attempting to obtain estimates to have another contractor install the poles.)

• Several residents have also complained about the island in the middle of Quarry Road where it meets West Road. The Board is investigating this issue.
• 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 2/15/17 only forty-one (41) unit owners have submitted their release.
  Please do so. 2017 Release HOA Agreement_r1
  (In the mean time the Board is exploring obtaining additional insurance to cover these gaps.)

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Due to problems with the Harvard Management-Evergreen Harvard Group web site, the latest meeting minutes have not been available. The Board has addressed this issue by making this information available for publication on the HW community web site. Please go to Board Minutes for the latest meeting minutes.

For those of you who were not at the Board meeting held on 1/11/17 the following occurred:

Election of Board Officers

– Brian Wells was elected as the Chairman of the Board & Secretary
– Liz Lannigan was elected as President
– Brad Perham was elected as the Vice President
– Dick Loschi was elected as the Treasurer

The Hickory Woods Board of Directors has initiated a committee to help maintain the clubhouse.
Like Board meetings, committee meetings are open to the unit owners. You may choose to attend and listen to the proceedings.
The first Clubhouse Maintenance committee meeting will be held on 16 February. The agenda is provided below.

Sincerely,
Hickory Woods Board of Directors

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Hickory Woods Clubhouse Maintenance Committee Meeting
16 February 2017 (Thursday), Time: 10:00 AM
Place: Hickory Woods Clubhouse, main floor.

Committee Members:
Ron Daigle
Bob Doyle
Carl Hohenstein
Rick Jenkins
Bob McGrath
Marty Quinn
Jim Shearer
Bob Stolarz
Brad Perham as Board representative

Agenda
Call to Order
Proof of Meeting
New Business
– Selection of Chair for Clubhouse Maintenance Committee
– Select method and person for keeping minutes
– Determination of clubhouse maintenance tasks to be completed:
– Monitoring & reporting to board of needed vendor service calls
– Completion of routine tasks by committee members
– Determination of schedule required for committee tasks
– Establish which committee member will complete identified tasks
– Establish committee meeting schedule

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The Hickory Woods Board of Directors has initiated a committee to examine our By-Laws and bring them into compliance with the new state law passed in 2016.
Like Board meetings, committee meetings are open to the unit owners. You may choose to attend and listen to the proceedings.
The first By-Laws committee meeting will be held on 16 February. The agenda is provided below.

Sincerely,
Hickory Woods Board of Directors

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Hickory Woods By-laws Committee Meeting
16 February 2017 (Thursday), Time: 1:00 PM
Place: Hickory Woods Clubhouse, main floor.

Committee Members:
Katherine Christie
Phil Lee
Bob Medeiros
Pat Pannese
Allan Putnam
Brian Wells & Liz Lannigan as Board representatives

Agenda
Call to Order
Proof of Meeting
New Business
– Review of timetable for By-law review:
Preparation for 2018 HW Annual Meeting By-laws voting
– Determination of Chair of By-laws Committee
– Selection of method and person for taking minutes
– Review of NH condo regulations
– Establish system for tracking needed By-laws revisions
– Establish tasks to be completed, with committee member duties
– Establish committee meeting schedule

Time: 1:30 PM
Place: Hickory Woods Clubhouse, main floor.

Agenda

Call to Order
Proof of Meeting
Acceptance of Minutes
Old Business
– Review of Action Items
– Monthly Financial Review
– Property Manager Status Report
– – – -Service Issues: Front Door Latch, Heating Service Contract, Bocce Courts,
AED, Exercise Equipment
– Summary of Results from Annual Unit Owners Meeting
– Liability Release Form Status
– Street Lights for Entrances Status, Survey?
New Business
– Review of requests for Additions, Alterations or Improvements – Window Box
– Committee Status Reports
Other items
– Comments from Unit Owners
– – – -Liability Release Form Discussions with Unit Owners
– – – -Other comments and discussion

Sincerely,
Brian Wells
Chairman and Secretary, Hickory Woods Board of Directors

The Hickory Woods HOA Board of Directors is asking all residents to fill out and submit the liability release agreement that can be found at this link:
2017 Release Agreement

This is necessary because the Board has become aware that our liability insurance does not cover bodily injury to a unit owner, or any bodily injury or property damage that results from athletic activities.

As a result, the Board is asking all residents to sign an agreement that releases the HOA from liability associated with use of our common areas for individual and social activities, participation in volunteer activities and use of the athletic facilities and equipment.