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BODAugust2022
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Summary: Hickory Woods  Board of Directors Meeting  

August 9th, 2022 at @ HW Clubhouse, 1:30 PM

 Present: Paul Ramsay, Cherryl Gordon, Bob Medeiros; Sted Holton (representing NewStar)

  1. Approval of minutes from June 15th, 2022 (vote 3-0 to approve)
  2. Review of June 2022 Financial Statements - Bob Medeiros ; “We are on solid ground, nothing extraordinary; overall in good shape.” Will be looking at opportunities for higher rates for CDs. Currently at 2.5%. Will watch for the Federal Reserve meeting. (accepted 3-0)
  3. Property Report - Sted Holton 
  1. Landscaping update: very quiet. Alliance has been doing spot work.
  2. Bartlett Tree/Alliance proposals to treat needle cast and root collar: quote solicited for treatment by Bartlett. Do not recommend treatment this year. Prices vary. Alliance can do the treatment also. Alliance recommends injection treatment - one time to trunk for $4800. Bartlett treatment is ongoing treatment - 32 trees for $5100, every year. Bartlett price for root collar treatment is $2800. Recommendation to let it ride and deal with it next year; ask for clarification. Build into next year’s budget.
  3. Alliance proposal for Church Lane entrance: Unit owner has been taking care of the flowers next to the fence. Alliance proposal for $995 to assume the care of beds and mulch. Owner spoke to the matter. Sea grasses were there when they moved in but are overgrown and partially dead. They need to be taken out. Noted that Alliance has removed the dead sea grasses. Owner stated that she does not mind taking care of the beds and the area around the electric box. Sted misunderstood - will revisit with Alliance.
  4. Alliance proposal for ornamental treatments at clubhouse: take care of the plantings around the clubhouse, treating them for insects, fertilizing and trimming. Not in their contract - can wait until next year since this year is completed.
  5. Clubhouse irrigation repair: Leak found and repaired. Cost of $1100.
  6. Irrigation well update: Holding pattern, waiting for contractors to get back.
  7. Clubhouse septic update: Sewage smell coming from the back of the building. Removal of the cover revealed that it was not quite ready to be pumped. No more smell. Poor design on vent pipe.
  8. Landscape/snow contract updates - 3 year contracts ended. Reached out to 5 companies.  Many companies cannot extend business because of the lack of labor. Two bids for plowing and landscaping;
  1. Boyden Landscaping:  ($143,985 for snow management. (This is more than double from what we are paying this year). Landscaping $199K+( compared to this year, double).
  2. Alliance: $80,000 for snow (increase of $15k)  for 2 years. Landscaping $126K including treatments for arbor vitae.
  3. Discussion:
    * Do we have a landscape committee?
    * A comment that the sprinklers need to be re-directed so that the driveways and streets are not watered. In the past, there has been a midyear adjustment of the sprinklers - has that been done?
    * No reasonable alternative for bids - this is a tough time to be negotiating the contracts.
  4. Motion to accept Alliance contracts for snow and landscape, approved 3-0.
  1. Tavern Hill pothole repair: completed, job well done.
  1. Comment that it needs to be sealed to avoid winter water causing a frost heave. Sted responded that there is a sealant where the new meets the old. Work is guaranteed.
  1. Clubhouse Committee Report - Bob McGrath:
  1. Pool table repairs: Sted found another vendor that does repairs. $1050 to recover and level. Pockets need repair. Motion to accept the bid and have the repairs made (accepted 3-0) 
  2. Working on the HVAC contract; it looks like the bids are coming in lower than expected. Bob sent an assessment of clubhouse painting and furniture to the BOD. How best to address the items identified?
  1. AAI Requests
  1. 36 Black Forest: Retaining wall repair (Motion passed 3-0)
  2. 6 Black Forest: Fence and Arbor (Motion passed 3-0)
  3. 8 Quarry: Edge bed with granite (Motion passed 3-0)
  4. 4 Quarry: Replace walkway with stone (Motion passed 3-0)
  5. 20 Black Forest: Extend bed, plant arborvitaes (Motion passed 3-0)
  6. 18 Quarry: Repaint front door/change color (Motion passed 3-0)
  7. 22 Pepper Hill: Expand front bed (approved last meeting)
  8. Discussion of pavers on the edge of a driveway - needs further discussion.
  1. New Business
  1. Electric supply contract with Eversource. Rates have been deregulated, going from .10 to .22. HW to lock in a contract for 2 years @.1522 with option to re-negotiate to lower rate.  Motion to accept 3-0.

  1. Community Comments
  1. Budget for next year? Discussions to begin - good chance that there will be an inflationary increase in HOA fees.
  2. Removal of trees in front of Clubhouse? Can every other tree be removed before they get too big? Sted responded that it’s under discussion for next year.
  3. Private property on 102? Markers have appeared on Tavern where the access roads would be (blue and pink). Answer - that Pennichuck was identifying the shutoff valves. Could be preventive maintenance. BOD has not been notified of anything happening (law provides that abutters must be notified well in advance of development).
  4. Next meeting is going to be in October. Could the proposed 2023 budget be distributed ahead of the meeting?

  1. Adjournment @ 2:30 PM