July 9, 2024

July 2024 Hickory Farms HOA 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 

A quorum having been reached; the meeting was brought to order at 7:10 

Approval of minutes was deferred until board members could review and comment on TEAMS 

Old Business  

The absence of a board member for a third consecutive meeting was noted and the implications on the ability to maintain a quorum were discussed.  No action was taken.  

Treasurer Report 

Judy discussed movement of funds between saving and checking account and the purchase of short-term CDs to balance access to funds with interest earned.  

Required payments to keep the HOA legal representation on retainer were discussed, as was the required payment to Virginia.   

Charles agreed to review a recent change in our insurance and report back. 

A possible update to the fee charged to assist in preparing the VPOAA packet was also discussed. Charles and Melissa agreed to investigate this and report back 

Commons Area Report 

Melissa reported on the ongoing expense of removing dead trees and the continued cost of mowing.   

Melissa indicated that getting quotes on asphalt work in the lower commons area was ongoing. 

New Business   

It was stressed that the upcoming August meeting is especially important as it will allow meaningful preparations for the annual meeting scheduled for 15 October to begin. 

The following topics were identified for discussion: 

• The proposed budget 
• Possible departure of board members 
• The need to recruit new board members 
• Changes to the bylaws related to ACC enforcement  
• If the Annual Meeting will be virtual or in-person 
• If in-person, a possible venue must be identified, and the cost determined 
• If in-person, a reliable email distribution list must be confirmed with the webmaster and through a possible “walk around.” 
• Signage must me created and put in place 
• Agenda for the Annual meeting must be identified, and responsibilities assigned. 
• Ways to increase community engagement above and beyond the newsletter and email list serve, such as a separate community get-together independent of the annual meeting 

Ben agreed to reach out to the ACC, social committee, and other key stakeholders so that they were aware of the august meeting and how to attend. 

Melissa moved to adjourn; Ben seconded; motion passed  

Meeting adjourned at 8:00