Hickory Woods

Board of Directors Meeting  

June 15, 2022 @ 1:30PM

Present: Paul Ramsey, Cherryl Gordon, Bob Medeiros;  Sted Holton and Carol Warnock (New Star)

I. Approval of minutes from April 20th, 2022  Approved 3-0

II. Review of April & May 2022 Financial Statements - BobMedeiros. Nothing extraordinary to report. Notice that the line item for clubhouse repairs has been over spent (gutters and foundation repair). Cash in operating fund to cover OK. Capital reserve funds are still in the money market; CD rates are still low. Waiting for the federal reserve to raise interest rates to move to CD purchase. Report approved 2-0.

III. Property Report - Sted Holton

a. Landscaping update - Pat on the back for Alliance. Glenn has gone above and beyond - re-seeding, planting flowers, overseeing.

b. Bartlett Tree proposal - Arborvitae proposal is pared back. Board has authorized one treatment on Church Lane and behind the clubhouse. Berm on Tavern Hill (BFC?) is anticipated ($410).  Total cost will be $5160. It will be $2800 for the root collar treatment. $11K total for treatments. Because of the timing, the BOD authorized $1032 for early treatment of Needle Cast. Vote to authorize 3-0 passed.

c. Gutter installation at the clubhouse - done last month. Hopefully water will be directed away from the foundation.

d. Alliance proposal for ornamental treatments at clubhouse - Board will view and discuss.

e. Clubhouse irrigation potential well update - 2 bids so far, waiting for additional. To be continued.

f.  Leak in the irrigation system; as yet to be determined in  which of the 18 zones. To be addressed by Alliance - expense to be incurred. Note that everyone should examine your water system - how-to is on the HW website http://hwcommunity.info

IV. Clubhouse Committee Report - Bob McGrath  Nothing major to report. HVAC have all been serviced. Thermostats set to automatic; AC comes on at 74 degrees. Irrigation system to be examined for a leak. Until it is found, Bob is turning it on manually and then turning it off to minimize leaking/excess water use.

V. AAI Requests

a. 1 Quarry: Granite light post

b. 2 Quarry: Granite light post

c. 5 Quarry: 2 requests:  Granite light post, replace front walkway. Approved walkway 3-0.
d. 37 Quarry: Removal of three trees (removed at owner expense). Because it is Bob’s house, he cannot vote. Approved 2-0.

e. 7 Quarry: Extend front bed. Approved 3-0.

f.  9 Pepper Hill: Replace walkway. Approved 3-0. 

g. 22 Pepper Hill: Expand front bed. Approved 3-0.

H. 6 Black Forest arbor - late request, so no action. Board will take a look within 30 days.

Discussion on granite light post requests. Cherryl brought up the by-laws that say that all replacements should be “substantially similar” so granite light posts would go against the by-laws. Bob agreed. Vote for AAI requests for granite light posts denied. Left the door open for a change in the by-laws. Vote 3-0 to deny.

VI. New Business

a. 7 Tavern Hill: pothole repairs. Sted explained that a pothole has formed; estimates at $1500 and another at $1250. Spoke with the owner to share the cost because it goes into the driveway - $800 paid by Pellerins and $450 paid by HOA. Approved 3-0.

b. Financial review scope - independent third party review at a cost of $3500 (budgeted). Approved 3-0.

c. Pool table repairs - proposal brought to resurface and rebalance. NewStar will get additional bids for the work. Discussion: stains and small tear that would not affect the play. Submitted quote is $1540 for both tables.

Comment that we still have furniture that is deteriorating. Balance the need with the fund availability.

d. 3 neighbors are cutting their own lawns - way too short. Scalping is the result; Sted will contact owners and advise that they need to match the Alliance height. Heat of summer will add to the stress on the lawns if they are cut too short. Discussion of who is responsible for damage to lawns in the limited common area; BOD will look into it.

VII. Community Comments

• Question on lawn mowing around the light poles - Sted will address. (32 BFC)
• Is NE Sealcoating capable of pothole repairs? Sted assures that they are qualified.
• Any further thinking on resurfacing of roads? Compared to other 55+ communities, HW has the worst looking road system. “Third world” was the description. It does not reflect well on our HOA and the value of our homes.
• Cost of tree work - have we gotten additional quotes? No other quotes have been sought. Since the cost is so high, it should be considered! The expense has not yet been approved except for the needle cast treatment. Comment that the licensing for chemical use has been restricted because of EPA regulations. Tree work is not budgeted - where is $11000 going to come from? We have $8K in “landscaping extras” and another fund for contingency. We should be OK.
• Gutter and foundation repair was not paid from capital reserve - used operating budget funds.
• Top of Tavern Hill Road - debris of strip sealing/crack filling at the end of the winter. How to avoid? Another point - the strip sealing from the first time did not come up; the second application did come up.
• Do we have restitution from Mesiti for the non-quality of our roads? Discussion - it would take a lawsuit. Built to approved standards.
• Trees in the front of Clubhouse - discussion if they should be removed. Bartlett advised that we remove them, not spend  money to remove them. Trees will not thrive and will damage the road with roots. Board will monitor and not spend money to maintain. Comment that this may not be the case based on maple trees planted in other locations and non-damage to the roads. Comment that the spacing of the trees is bad - remove when they are young. Remove every other one? Every third one? The tree next to the flagpole needs to be removed ASAP.
• Check on any plans on the lot at the entrance - no news from the Planning Board
• Coyote threats - keep pets indoors. Use a flashlight; don’t run; back up and make a lot of noise. Call animal control. Share sightings.
• Walkers have noticed that dogs are being allowed to relieve themselves on neighbors’ lawns  - please take them to common land.
• THANKS to the community for the support of Operation Care for Troops. Today is the final day for the ingathering. The donations have been quite generous!

VIII. Adjournment @ 2:32 PM