Hickory Farms

HFCA Board Meeting Minutes

May 13, 2025

** HICKORY FARMS COMMUNITY ASSOCIATION**
BOARD MEETING MINUTES
Date: May 13, 2025
Time: 7:00 PM – 7:50 PM EST
Location: Microsoft Teams

1. Call to Order

  • President’s Remarks: Welcomed attendees.
  • Quorum Confirmed: Present members included Steven Kubrak (President), Telah Jackson (Vice President), Melissa Stark (Common Areas Chair), Clair Hill (Secretary), Tad Weed (Assistant Treasurer), and Charles Chu (Member-at-Large).
  • Swearing in of Secretary: Clair Hill was nominated by Vice President and seconded by the Common Areas Chair. Approved unanimously.

2. Approval of Previous Meeting Minutes

  • Minutes from April 8, 2025, Board Meeting
  • Motion to approve by Common Areas Chair, seconded by President. All voted in favor.
  • Action: Secretary to post approved minutes on the HFCA website.

3. Reports

a. Treasurer’s Report

  • Financial Statements
  • Treasurer was not present (traveling), but financial statements were submitted via Teams.
  • Assistant Treasurer and Common Areas Chair reviewed the report:
  • Budget is on track for the year.
  • CDs are earning interest.
  • One resident’s late fee for tardy HFCA dues remains outstanding (home is currently a rental property). Member-At-Large (Barrett) planned to email the owner regarding the late fee and penalty interest.
  • Action: President will follow up with Member-At-Large.

  • VPOAA Packet (2025 Update)

  • Action: President will check in with Treasurer after her return (post–May 15) to finalize and submit to Webmaster (Bryan Crabtree) for posting to the HFCA website.

b. Common Areas Committee Report.

  • Rabbit Run Update
  • Jim Walters is now managing the project for the county.
  • 599 trees >12 inches in diameter have ribbons; unmarked trees are subject to removal due to creek widening.
  • Design expected to begin around October 2025.
  • Bob Cosgriff (Committee Member) will provide more details in the June HFCA Newsletter.

4. Previous Business

  • Legal Fee Confirmation: President to follow up with Member-At-Large regarding penalty guidelines (see Treasurer’s Report above).
  • Mail Chimp: In progress.
    • Action: President to complete Mail Chimp setup.
  • Newsletter (Common Areas Chair):
    • Printing vendor in NY causes slight delivery delay; proposed content due date shift from 25th to 20th.
    • May edition delivery pending. President to distribute; neighborhood volunteers to assist with June delivery.
    • Proposal: Establish a “Neighbor Relations” role to manage newsletter delivery.
    • Proposal: Develop debit card policy for newsletter printing purchases. Ideas discussed included using a separate bank account, requiring receipts within 30 days, monthly spending limits, and listing authorized users.
    • Actions:
    • Common Areas Chair will consult with Newsletter Editor (Jennifer Maloney) regarding possible content due date shift and printing/delivery process. (cc President).
    • Treasurer/Assistant Treasurer to draft debit card rules.

5. Project Updates

a. 50th Anniversary Celebration

  • No current updates. Social Committee (Laura Bucher and Juliette Giordano) are coordinating.
  • Action: Vice President to check in on progress and invite committee to next meeting if needed.

b. Signage Initiative

  • Pricing shared on Teams.
  • Action: Board members to review and discuss via Teams.

c. ACC Leadership Transition

  • Chair (Justin Mensen) is relocating.
  • Action: President to consult with current Chair and ACC Member (Bob Sottile) for successor recommendations and invite a representative to the next meeting.

6. New Business

a. Microsoft License for Secretary  

  • An additional license is needed ($72). Current ACC license is non-transferable.
  • Motion by Vice President, seconded by President. All voted in favor.
  • Action: Common Areas Chair to coordinate with Webmaster to purchase and submit receipt to Board.

b. Tree Issues & Propert Survey  

  • Two neighbors raised concerns. One reported a tree fell on her shed that may or may not be from bordering land (Tool property).
  • Recommendation: Hire a surveyor to clearly mark HFCA boundaries so both residents and board members can understand property boundaries when determining if specific tree removal falls within HFCA responsibility.
  • Estimated cost: $3,000–$4,000, which is potentially less than a single tree removal.
  • Actions:
  • Common Areas Chair to gather bids and share via Teams.
  • Treasurer to identify surveyor used in 2018–2019 and provide details.

7. Comments & Announcements

  • Secretary offered to assist with door-to-door delivery of the May newsletter.
  • No additional announcements from President.

8. Adjournment

  • Next meeting: June 10, 2025, at 7 PM via Microsoft Teams
  • Closing remarks by President, thanking members for their time and engagement.
  • Motion to adjourn by Common Areas Chair, seconded by Vice President. All voted aye.
  • Meeting adjourned at 7:50 PM

Action Item Summary

President

  • Follow up with Member-At-Large (Barrett) regarding dues penalty email.
  • Follow up with Treasurer about VPOAA Packet; coordinate posting with Webmaster.
  • Complete Mail Chimp account setup.
  • Consult with ACC Chair and Member (Sottile) about new ACC lead; invite rep to next meeting.

Common Areas Chair

  • Ask Newsletter Editor about moving up content due date to the 20th.
  • Discuss delivery process changes and proposed Neighbor Relations role with Newsletter Editor (cc President).
  • Contact Webmaster to purchase Microsoft license for Secretary; submit receipt to Board.
  • Obtain property survey bids and send to Board via Teams.

Treasurer / Assistant Treasurer

  • Draft rules and guidance for debit card usage (under $1,000).
  • Locate past surveyor (2018–2019) and share with Common Areas Chair.

Vice President

  • Connect with Social Committee to check status of 50th Anniversary planning. Invite to next meeting if helpful.

All Board Members

  • Review new signage estimates posted on Teams.

Download Files

HFCA

View All Board Minutes

Top