Hickory Farms

HFCA Board Meeting Minutes

March 12, 2019

Location: 10110 Round Top Ct
Time: 7:30 – 10:15 PM


Pam Barrett (on phone), Bruce Bernhardt, Debbi Buchanan, Jim Bever, John Kitzmiller, Kirk Randall, Melissa Stark, Chuck Stewart

Approval of Minutes

The Board approved the minutes of the February 2019 meeting.

New Business/Open Discussion

North Path

Melissa reported that Gator Paving had toured the North Path and the lower commons area. They offered to take out sections of the path, remove troublesome roots, and reave, then seal the entire path for $17,000. They also offered to reave the path in the lower common area for $10,000.

She added that it would cost about $20,000 to replace both entry signs.

Jim noted that, if both of the paths were repaved in the same year, then reserves would need to be replenished. Bruce suggested the need for a special HFCA meeting so that a presentation could be made to homeowners.

Hickory Farms Branding

Melissa suggested that the Board consider the “branding” of Hickory Farms, so that things such as signs, newsletter, and the website could have a uniform appearance that would contribute to the quality perception of Hickory Farms.

Standing Agenda Items


Jim reported that an income versus expense document had been drafted and the final document must be published for homeowners, according to the Virginia Property Owners Association Act (VPOAA).

Tela noted that a realtor would be making a presentation at her house March 21. The presentation would address the values of Hickory Farms properties and factors affecting those values.

Common Grounds

Melissa reported that she had not yet begun spending any of the Common Area budget for 2019. She was planning to acquire safety equipment (goggles, gloves, etc.), and was planning spring planting, including the planting of trees and the spreading of mulch among the Common Areas.

The Board approved her request to increase the amount of money she could spend on Common Area without Board approval from $800 to $3,000, noting that would not mean any change to the Common Area budget for 2019.

Social Committee

Melissa advised that the Social Committee would meet before the end of February.

Neighborhood Watch

Debbi advised that the Neighborhood Watch had 29 teams, and she had been unable to add anyone since the last meeting.

Architectural Control Committee

Pam advised that no new applications had been received.

Vice President - Deed and Declarations

Bruce noted that no real progress had been made on acquiring signatures, and the Board members would need to go door-to-door. Jim offered to draft a list of “frequently asked questions” and answers that could be used during the door-to-door campaign.

At Large

Kirk noted that 44 pages of the package required for new home buyers in Hickory Farms was available onlne and only 2 to 4 pages needed to be prepared for a purchase.

The Board discussed the prices VPOAA permitted homeowners associations to charge for homeowners packages, noting that it could be an additional source of income.


The next regularly scheduled Board meeting would be April 9, 2019, at Debbi Buchanan’s house.

The meeting was adjourned at 10:15 pm.