Hickory Woods
SUMMARY: Board of Directors Meeting
April 20, 2022 @ 1:30PM
Present: Paul Ramsay, Cherryl Gordon, Bob Medeiros; Sted Holton (New Star liaison)
I. Approval of minutes from February 16, 2022 - approved 3-0
II. Review of February and March 2022 Financial Statements - Bob presented - “doing fine financially.” Clubhouse foundation repair funded by the operational fund rather than the capital reserve fund. In view of the minimal income from capital reserves, it made sense. Bank accounts were updated following the election of the new board. February minutes were submitted and banks will finalize soon. Financial review - still waiting on a quote (delayed because of income tax season). Will have more info in May. Board is allowed to spend $10K discretionary - we currently have $5K in this account. Accepted 3-0.
III. Property Report (Sted)
a. Clubhouse basement crack has been fixed and finished. It took about 3 days, start to finish; happy with work.
b. Clubhouse electrical - new lighting at front, operated by sensors. Happy with Jordan Electrical.
c. Bartlett Tree proposal - Learned much about tree diseases. Maple trees in front of the clubhouse parking lot will get quite large. Recommended not to do anything - will end up being removed because they are too close to the road and will end up being removed. Not going to take any services for the maple trees.
Proposal for $2287 to work on arborvitae (berm of Tavern Hill behind the courts) and berm of Black Forest Circle) Discussion of who owns shrubs at 4 Quarry; question of shrubs behind Church Lane. Root collar surgery and periodic fertilization needed. Approved 3-0.
d. Golf & Pickleball nets are up; pickleball nets require repair - to be addressed in Fall.
e. Spring walkthrough to assess the property needs. Date to be coordinated.
f. Snow/.landscape highlights
IV. Clubhouse Committee Report - Bob McGrath - no “show stoppers” - all up to date.
a. Shelving in the puzzle library
b. Shutter installation - new ones are black.
C. Skip septic pumping due to minimal use during pandemic.
D. Chair collapsed in the pool room. Suggested that all chairs should be inspected. Comment that the furniture is not high quality and not worth repair. Sturdy furniture should be purchased. Replacement plan should be made and get rid of the high top swivel chairs (not made for pool room, poor quality). Get rid of the high top swivel immediately and have pool players use folding chairs or the chairs from the tavern. Look into alternatives.
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V. ARC Requests - all approved
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VI. New Business
a. Well estimate progress. Clubhouse well for irrigation to avoid exorbitant prices for lawns. Exploring and getting information to see if it makes sense. May be over $10K so it will require ⅔ vote and will need to wait until December's annual meeting. Or, we could take a loan from our capital reserve and pay it back. Looking at options. Sted has some knowledge about wells so he can guide the learning process. In view of water rate increases for the future and having spent $5K, $7K on water in previous years, it makes sense. Stay tuned.
b. Clubhouse gutter proposal. Foundation crack that was repaired signals the need for preventive action - gutters to get the water away from the foundation. Presently, we have 7 additional cracks in the foundation. Gutter proposal to install on two sides (New Hampshire Gutter Pros LLC). Suggestion to get more bids. Want to get the gutters installed ASAP so they are approved not to exceed $2K. Approved 3-0.
b. New Star contract - existing contract ends 5/30/2022. Board has looked at alternatives. By-laws do not allow a contract of more than 2 years. A proposal from New Star that would include Sted Holton; $20 increase/unit/year in year one and another Increase in year 2. The increase would be covered by the $7 HOA fee. Approved 3-0.
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VII. Community Comments
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VIII. Adjournment @ 2:38 PM