Hickory Woods

Board of Directors Meeting  

April 19th 2023 at 1:30PM

Present: Paul Ramsay, Anne Slaney, Bill Lannigan, Bob Medeiros, Phil Lee; Absent: Cherryl Gordon
               NewStar - Sted Holton

I.         Approval of minutes from February 15th, 2023 - approved 4-1

        Phil Lee explained his “no” vote: information is confusing for anyone who did not attend. Omitted - increases in contracts have impacted our contingency fund. Next year we will have a substantial deficit. Anyone who would like an example of thorough minutes should view the minutes taken by Nancy Shearer when she was secretary. Question from Bob Medeiros - all info is in budget and does not need to be re-stated. Response from Phi that it should have been in the minutes to reflect the conversation. Bill Lannigan commented that the minutes are not a transcript and that the reserve study will be done to track our spending. Phil Lee clarified that the minutes should be thorough so that a non-attendee can understand what transpired. Paul Ramsey said that after consulting with an attorney that the minutes do not need to be blow-by-blow.

II.         Review of January and February 2023 Financial Statements - Bob Medeiros stated that they are available on the NewStar portal. Nothing alarming. Bob explained that he disagrees with Phil about “targets” for finances and that most communities do not hit the 100% mark. Phil questioned a proposal to spend $4870 for tree repairs done in February and received in April. Where will the money come from? Tree inspection and removal line or landscaping? Why did it take so long for us to receive it and where will it come from? Bob responded that the funds were dedicated as a part of “landscaping extras” in the budget. Sted offered that it was a part of the original contract and built into the budget. Dated February 14th but not received until April. Paul explained that this was discussed in 2022, before Phil came on the board. Phil asked if there was a proposal and motion; Paul answered that it was a part of the budget, voted by the HOA. Bob added that we knew that this was coming; the goal was to include this with the budget line item.
Question from an attendee about moving money to get better interest in accounts. Now getting 4.7%; will wait to buy a CD with better interest. Fidelity is offering attractive rates - don’t want to miss out. Bob said we are getting about $1000/month in interest. “Reserve interest income” - 4.8%. Budget assumes NO money for interest income so we are already ahead.

III.         Property Report - Sted

a. Spring walk through - is coming up - no date set but watch for us walking through your backyard. Looking for things we need to pay attention to; let us know if we should look for anything troublesome. Aware of some downed trees from windstorms.

b. Alliance spring clean-up/winter repairs - in process. Doing edging, getting ready to mulch. Question about changing to a natural hickory mulch from a homeowner - aged hemlock - additional charge of $2000 total for the neighborhood. Will welcome comments at the end of the meeting. Irrigation notice sent out that irrigation will be turned on - April 27th and 28th.

c. Golf net/pickle ball court set up - repairs to golf net connections needed (about $200)

d. Pennichuck water main flushing (not discussed)

e. Bird droppings need to be cleaned off - patio, window peckings on windows, etc.

IV. Clubhouse Committee Report

a. HVAC going to be serviced by Hughes on the 24th

b. Treadmills need to be serviced

c. AED serviced soon.

d. Propose getting 4 new umbrellas - faded. They are 7+ years old.

e. Birds on the windows etc - wait until the nesting season is over! Then, do a cleaning company visit - such as a pressure washing company. Then, put out some owl statues to deter the birds. Maybe reflective tape that hangs in the windows.

f. Clubhouse committee needs some representation from the board. Need to talk about new furniture etc and BOD representation would help.

g. Furniture - first need is to decide with what the clubhouse function is. Plush chairs or game chairs?

i. One flagpole light is out; wait until another one is out and replace both with a durable light system. Suggest that we investigate now in preparation for when replacement is needed for both.

V. AAI Requests

a. 12 Tavern Hill: Window addition - approved 5-0

VI. Old Business

a. Route 102 Development: No news. Lot is devoid of any activity.

b. Age affidavit update: Anne and Cherryl have been working on it. We are 100% compliant. Will update with new closings/new residents.

VII. New Business

a. Xfinity Promotions: In 2014 Xfinity signed an agreement with Mesiti for their cable to come in, access to their tower - due to expire in 2024. Proposals are interesting:
* Clubhouse supplied with TV, internet and cable boxes at no charge. (No matter what option, below)
* Bulk option: agreement that we would pay $94/month (increased 5% each year) to include TV and internet, one HD box and 1 Modem. Would need to be billed through HOA, collected through HOA. 5-7 year agreement. Retail is $213. Would need to be 100% of residents subscribed.

        * Exclusive marketing rights to run meetings periodically. $4900 down payment to us. HOA would get a percentage of the internet and cable expenses of the HW residents.
-> Discussion: Who owns the cable? What about someone who does not want Comcast/leaves for part of the year? Is it coax or fiber? Is there competition/better technology on the horizon?  Lots of questions - what is negotiable? Needs to be studied.

b. Reserve Study firm finalization: Sted - went out to ARS, and Criterion,  Team Engineering, Recommendation for Criterion for $4____ - proposal good until May 1. Proposal is for a full study; must be completed by early September.

c. Pond warning signs:NewStar held a training seminar for board members in local associations. Learned that hazards should have warning signs to reduce the possibility of liability. Drainage ponds should be marked as a hazard. Exact wording TBA. Will not eliminate liability but it’s a good practice on advice of an attorney.

d. Homeowner information packet - Bill Lannigan - Many issues that BOD must deal with. Property consultant at the training seminar covered “owner’s guide” (selling, bylaws ets); Bill offered to develop a packet that would be helpful for all residents and certainly helpful for new residents. Mindful to be in harmony with all HOA documents.

e. Tree treatment - $4870 - for about 20 trees on Church Lane, behind the pickleball courts and on BFC -  trunk injections for Arbor vitae trees.
Guarantee that trees live? No.
Responsibility for trees? On common property, put in by Mesiti. Does the HOA have the responsibility of maintaining them? Replacing them?
Do these trees act as a common benefit as a buffer from Rt 102/neighbors?
Are we responsible for all trees in the common land of Hickory Woods?
Are we inviting work orders for all trees in backyards?
Need to resolve questions before we go ahead with this expenditure.

        Motion approved 3-1 (Anne Slaney was not present)

VIII. Community Comments 

IX. Adjournment @ 2:52 PM