Hickory Farms

HFCA Board Meeting Minutes

August 13, 2019

Location: 10110 Round Top Ct
Time: 7:30 – 9:30pm


Pam Barrett, Bruce Bernhardt, Debbi Buchanan, Kirk Randall, Melissa Stark, Charles (Chuck) Stewart

Not Present

Jim Bever, Dante Gilmer

Approval of Minutes

Motion to approve June Board of Directors meeting minutes without change passed.

2020 Budget

The Board reviewed the proposed 2020 budget with four different assessments. It was clear that there was a need to either increase the assessment or reduce expenses. As 80 percent of expenses were spoken for by common grounds maintenance and insurance, it was agreed there was little advantage gained by cutting other expenses. A special meeting to discuss the budget in greater detail was scheduled for August 27, 2019, at 7:00pm at 10110 Round Top Ct.

New Business/Open Discussion

Nominating Committee

Pam Barrett (chair) Bob Cosgriff, and Bob Sotile comprised the Nominating Committee, who needed to know who would not continue on the Board in 2020.

Deed and Declarations

Bruce reported that there had been no great progress since the Board last met. If no real progress was made by the end of September 2019, then the effort to revise the Deed and Declarations would end.

VPOAA Update

It was noted that most of the homeowner’s package for Hickory Farms was already available online. All that the Board need to provide to new homeowners was an inspection report on the property and the financial status of the property. Bruce and Kirk agreed to investigate the possibility of charging prospective homeowners up to $100 for the report, and bring a recommendation to the Board in September. The Board authorized spending up to $200 on a consultation with lawyers concerning the homeowners package. It was agreed that home sellers should be advised that a VPOAA should be done when a property was listed for sale.

Records Retention

The need to retain records on a more regular basis was noted. The Board agreed to schedule a separate meeting to gather what records could be gathered from whatever sources.

North Path

It was noted that saplings needed to be cleared away from the little gully for drainage. It was agreed that “gully cleaning” would be added to the grounds maintenance contract in the future.

Common Areas

Melissa noted that more planting had been done on the “sledding hill” and in the meadows. Lime had been applied on upper and lower common areas, and the grounds had been aerated
and seeded.


The next meeting of the HFCA Board of Directors meeting was scheduled for September 9, 2019.

The meeting was adjourned at 9:08pm.