Hickory Farms

HFCA Board Meeting Minutes

June 10, 2019

Location: 10110 Round Top Ct
Time: 7:35 – 9:30 PM


Pam Barrett, Bruce Bernhardt, Jim Bever, Debbi Buchanan, Dante Gilmer, Telah Jackson, John Kitzmiller, Melissa Stark, Chuck Stewart

The meeting was called to order at 7:35 p.m.

Approval of Minutes

The minutes of the April and May 2019 meetings of the HFCA Board were approved.

New Business/Open Discussion

Nominating Committee

It was noted that a Nominating Committee would be needed by the July 2019 to find candidates for the HFCA Board in 2020.

American Disposal

The Board discussed the problems homeowners were having with American Disposal either cutting back on their schedule and/or missing pickup days.


An unexplained delay between sending messages and their being posted on the Yahoo group page was discussed and would be investigated.

North Path Surveying

Bruce advised that stakes, posts, and caps had been purchased to mark the results of the survey. Even with the need for additional posts, the North Path project remained under budget.

It was noted that construction of the trench would begin June 11 and should be completed by June 14. Melissa said she would post an electronic notice for people to avoid the path during those days.

Bruce further noted that he would try to extend the trench on the north side of the path to drain to the French drains.

Standing Agenda Items

Treasurer’s Report

Jim advised that the checking account balance was $32,474, and expenses were in line with the budget on a year-to-date basis.

Common Areas

Melissa advised that expenses for the Common Area had been kept within budget to date; over $10,000 remained in the budget for the rest of the year. About 800 plugs of perennials and trees had been planted in the upper common area.

She added that she would hold three events to weed the common areas, to preclude the use of herbicide, and had written an article for the newsletter inviting participation. Without volunteers, it would be necessary to use herbicide.

Bruce noted that it was necessary to publicize what the Board and volunteers were doing.

Social Committee: 2019 plans

Melissa advised that 140 people had attended the Fiesta, and cornhole competition would begin in early July.

Architectural control Committee

Pam advised that 15 new applications had been received.

Neighborhood Watch

Debbi advised that the Neighborhood Watch had lost one participant and gained one.

At Large - Strategic Plan

Telah advised that the Strategic Plan had been distributed to board members with preliminary mission statement and HFCA values. Those were not set in stone, but were open to modification.

Vice President’s Report: Changes to Deed and Declaration

Bruce advised that there had been a 53% response rate so far. Major concerns expressed were 1) the threat of a runaway Board and 2) concern that due process wasn’t available. He noted that due process had already been addressed in the Rules and Regulations.

Bruce distributed to all Board members maps of their immediate vicinities showing homeowners that had not yet responded, and urged Board members to contact non-respondents face-to-face. The goal was to reach a conclusion by the end of June, either yea or nay on the changes to the Deed and Declaration.


The next regularly scheduled Board meeting was scheduled for 7:30 pm, July 9, 2019, at Debbi Buchanan’s house.

The meeting was adjourned at 9:30 p.m.