Hickory Woods Homeowners Association

2023 Annual Meeting

December 6, 2023, 7 PM

UNOFFICIAL SUMMARY compiled by an attendee

Board of Directors present: Paul Ramsey, Cherryl Gordon, Bob Medeiros, Phil Lee, Bill Lannigan, Anne Slaney  
Absent: Cherryl Gordon

NewStar representatives: Sted Holton and Deb Thompson

1. Recognition of Quorum and Recitation of Proof of Annual Meeting Notice 

1. Hickory Woods By Laws require that 50% of all current units be represented at any

meeting of the Association; 49 units are required to meet quorum. A total of 83 units participated via proxy or in person.

2. To meet notification requirements, notices were sent to unit owners by November 15, 2023

2. Acceptance of the Minutes - Annual Meeting held December 2022

1. Approved 82 votes

3. Vote for IRS 70-604 Annual Resolution (failed vote results in paying tax on surplus income)

1. Approved 82 votes

4. Ratification of 2024 Budget

1. Approved 76-6 (Beginning January 1, new HOA fee will be $11 more - letter to go out.)

5. Vote for Additional Ballot Question Regarding Golf Nets (Continued use of the golf nets located behind the clubhouse with an annual cost of approximately $2500 per year to assemble and disassemble.)

1. [advisory] 54 against

6. Election of Directors - Candidate - Suzanne Daniels, 4 BFC

1. Elected to the board 83

7. Association Reports

1. Financials - Bob Medeiros  6% below budget, creating a surplus; capital reserve funds have rebounded thanks to high interest rates. Sound financial funding - reflected in the proposed budget to continue.
2. Paul Ramsey presented the community with the accomplishments of the board this year which

included: 

• Reserve study update (should be done every 5 years)
• Work with Comcast to receive money as an association. In exchange for the right for them to come onto the property, we receive a % of the bills received from homeowners. Also free wifi at Clubhouse. $600 to date received/ approximately $700 per quarter.
• Monitor potential development of Route 102 property.  No further action since June (no formal plan review, no DOT review).
• Board members attended a special training seminar regarding responsibilities
• Work done on treating trees for disease
• National Grid proposing a power line on the other side of the berm outside the clubhouse; will monitor - to start in 2026.
• 10 requests of homeowners for alterations, additions etc that were reviewed.
• Age qualifications for residents were reviewed and updated this year; we are in compliance.

8. New Business - None

9. Questions and Comments

1. Recognition of the board members for their time and dedication
2. Recognition of Sted Holton and his NewStar team
3. Question about the commitment for future board membership. Every other month meetings, participation on various committees, special projects - it depends on what the board wants to take on. Contract negotiations and reserve study took a fair amount of time. It varies. Having NewStar/management company helps greatly, doing the legwork. They collect HOA dues and prepare a monthly spreadsheet for expenses and income.  The board is a decision group. Suggested that present/former board members would be good resources to ask.