January 9, 2024

January 2024 Meeting Minutes 

Location:  

Microsoft Teams video 

In Attendance: 

Telah Jackson-Vice President 

Tad Weed- Associate Treasurer  

Ben Noviello- Secretary 

Melissa Stark- Common Areas 
Judy Deng- Treasurer 

Charles Chu – Member at large 

Donna Garfield – ACC 

Justin Mensen – ACC 

Bob Sottile - ACC Head 

The meeting was called to order at 7:00 

Old Business 

Telah moved to approve the November minutes; Ben seconded; Motion passed 

ACC Presentation 

Justin presented a summary of ACC concerns based on a recent walk-through of the development. Justin reported that two homes with wire fences were assessed as being in violation of HOA guidelines.  

In addition, special mention was made of a home with a long history of concern by the ACC. Justin, Bob, and Donna led a discussion of past efforts to deal with this problem. As previously noted by Pam, this included exploring authorized legal actions.  

Telah offered to research and document these past actions and provide this information to the ACC. 

In response to several concerns about other potential violations, as well as the proper response, Justin stressed that any concerns should be emailed to the ACC using the contact information provided in the Hickory Farms website and the monthly newsletter. 

In response to a concern about the relationship between the ACC and the HOA, Justin provided a clarification of the process.  

Treasurer’s Report 

Judy reported that all relevant financial information has been documented in Teams, including those related to “rolling over a maturing CD into a new 7-month CD.  

Judy also indicated that she had sent out reminders of the annual HOA dues payment. 

Regarding a debit card, Judy reported that anyone who used the card needed to be registered with the bank. She also described various safe guards, such as daily limits, intended to reduce concerns of abuse.  

Melissa expressed the need to outline rules for the use of debit cards. As she reported experience with such rules, she offered to meet Judy via Teams regarding this. The intent is to then document all the relevant information in Teams, where it can be reviewed by the board prior to the February 13th meeting 

Commons Area Report 

Melissa reported on the three bids she obtained for lawn maintenance, which she posted on Teams. She expressed her assessment that the “Greenzone” bid was the most favorable.  

Telah recommended that the board review the documents in Teams, send any questions to Melissa, and then vote online if needed.  

Melissa reported the need to remove vines from the upper area, and that Greenzone had stated that this could be done at a cost of $400 dollars. After a brief discussion it was agreed that this was a reasonable bid. 

Melissa moved that we accept the $400 Greenzone bid; Ben seconded; the motion passed. 

Further Old Business 

Melissa promised to follow up on a past discussion to put together a quick temporary sign with relevant information about the upcoming HOA dues. 

Bob expressed interest in getting information about who was on listserve in order to increase awareness of the upcoming deadline. Melissa mentioned that this was best achieved by contacting David Trapiano, who oversees the listserve. There was consensus by the board that this was a reasonable approach.  

There was a discussion about the need to create and maintain a single list of HOA emails and addresses. Ben reported that such a list had been created, but probably needed updates. There was an agreement that all existing lists be sent to Ben via Teams so that he could ensure that the existing list was current.  

New Business 

Melissa suggested that we ask Allie, a representative of Neighborhood Watch, to address the HOA Board. There was consensus that this was an appropriate thing to do, and Melissa offered to make the invitation. 

Ben mentioned the need for two new processes, which he promised to draft and post in Teams for review: 

The first process would distribute the duties of the President among existing board members, perhaps via rotation, until a new president could be identified 

The second process would allow people to vote on motions without needing to understand and evaluate all the relevant issues during the meeting; Information would be posted to Teams prior to a scheduled meeting.  

Ben promised to get an updated request for a president to Jennifer prior to the publication of the next newsletter 

Melissa moved to adjourn; Ben seconded.  

Meeting adjourned at 8:20