Hickory Woods

Board of Directors Meeting

October 18, 2023 @ 1:30 PM

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

NewStar representative: Sted Holton

I.          Approval of minutes from August 16th, 2023: Approved 6-0

II.         Financial Statements: Review of Month to date - Bob Medeiros

August and September -  nothing major. For the year, we are 5% under budget. We moved $25 K from capital reserve to Fidelity to get a better rate.
Accepted 6-0

III.         Property Report - Sted Holton

a. Alliance irrigation closures in process. Request to have all homeowners shut off the water in the basement to avoid problems. If you don’t know where your valve is, contact Sted (he makes house calls).

b.  Pruning underway today.

c.  Thanks to Alliance for planting the mums at the entrance

d.  Up for renewal with State Farm - saved some money. Approved 6-0

e.  Pickleball nets, golf nets being taken down the first week in November.

Discussion of doing away with the golf nets due to the cost of setting them up and taking them down each season. Should it be a ballot question? It’s not a question that needs a vote but it would supply feedback for the board’s decision. It will be on the ballot.

IV.         Clubhouse Committee Report - Bob McGrath

• Heating was set up last week. Can turn up the heat if activity needs it.
• Asking for help with taking in the patio furniture before the winter.
• Vern Loschi - request for a utility cart $69.95 for setup and cleanup on functions.
  Storage of the cart is up to the Clubhouse committee. Approved 6-0
• Bob and the Clubhouse Committee were recognized for their work to keep our clubhouse in good working order.

V.         AAI Requests

a. 15 Black Forest: Landscape change (has been checked with Alliance for mowing issues) Approved 6-0

b. 9 Pepper Hill: Landscape change - approved 6-0

c. 30 Black Forest to replace hydrangea - Approved 6-0

d. 20 Pepper Hill - mini split - Approved 6-0

e. 22 Black Forest for tree removal at owner expense - approved 6-0

VI.         Old Business

a. Club House Door replacement - will be installed 2nd week in December

b. Comcast agreement update - longstanding discussion. Contract has been signed but no money has been forthcoming. Stay tuned. It’s a one-time payment of $4900 in exchange for their right to come onto our property to service their equipment.

c. Rt 102 Development update - Phil has been in contact with the DOT. No new action on the request for a driveway which must be approved before the project can go forward. Last recorded request was September 2022. Phil has been in contact with the new town manager to introduce Hickory Woods to him. No news at this point - nothing on upcoming agendas for town committee meetings.

VII.         New Business

a. 2024 Budget - Bob Medeiros introduced the issues: utility costs, landscaping expenses, contract costs, capital reserve requirements and anticipated legal expenses. Question on the per home increase - now $24.50 from the draft capital reserve study. Still $20K short. Budget was approved, 5-1        

• Is the $11 increase necessary? Do the extras outlined in the budget justify the increases?
• Comcast payout plus reducing expenses could realize savings; there is no necessity to increase the HOA fee.  
• Let’s not over-anticipate. Would it be better to have a special assessment of the association IF we have increased legal and contract expenses?
• But…what would be the time factor for getting the HOA to OK a special assessment? Would keeping the $11 increase be better instead of facing a special assessment?
• Could the increased funds be put in a contingency fund to be available if contracts need the increased money?
• Could there be an alternative budget prepared and convene a special meeting to approve a new budget IF needed? If the money is approved in a budget upfront does it put the HOA in a poor position for negotiating contracts?
• If the $11 is approved and in the budget, it doesn’t mean that the board is going to spend it.
  

b. Reserve Study completion

Originally done by Team Engineering but they didn’t bid. A new company did the study and we have a draft. It is based on present conditions, 4-5 years after previous study. Recommendations were incorporated into the present budget. Board will finish reviewing the study and consult with the company. Viewing of the draft is for the board only and if accepted it can be shared with the community. Questions on the assumptions (interest, inflation, aging of equipment/furnishings) remain; will review and discuss.

VIII.         Community Comments 

• Board - still have a vacancy on the board, open to fill. Soliciting will take place and a ballot at the Annual Meeting.
• Wednesday December 6th @ 7 PM is the Annual Meeting. Information to follow.
• Light fixture in the ceiling of a home coming down (the third one); any possibility of a suit against the contractor? Builder used a plastic junction box instead of a metal one.  As a follow up, watch fixtures in the clubhouse.
• Many folks have had issues with how their homes were built.
• Tree maintenance going forward? If not attended to, the trees will die. Budget for next year does provide funds, but it needs to be addressed case-by-case. Capital reserve funds cover trees. Many of our trees were not properly planted in the first place.

IX.        Adjournment @ 2:28 PM