Hardwick Mountain Property Owners Association
Minutes of Board Meeting held on 05/18/18 at 5:30 P.M. at the former Montagna residence
Present: John Barnhill, Kai Dozier, Mark Hogan, Steve Hovanic, Susan Jammé, Carl Prober
Business Items discussed:
1.) Restrictive Covenants Update: Several months ago, Kai passed along via email to the Board membership the recommendation of an attorney (who specializes in homeowner association matters) that the Restrictive Covenants did not need to be updated. Although all were in agreement with his recommendation, it was felt that such action should be formally documented during a regularly called meeting. All Board members, therefore, were polled again at this meeting and remain in favor of not embarking upon a Restrictive Covenants revision project at this time. Although it is realized that at some point in the future, there may be a challenge by a property owner, particularly with regard to short-term rentals (e.g., Airbnb, among others), it is felt that there is not a compelling reason to attempt an update/revision now; the spirit of the existing document is very clear regarding the prohibition of commercial enterprise in the Hardwick Mountain community of single-family homes.
2.) Recap of Jeanmarie Miller Proposed Purchase: In response to said individual’s intention to purchase Whit Harrell’s home and property, Kai clarified for her via email the Restrictive Covenants’ prohibition on commercial enterprises (Ms. Miller had wondered if clearing approximately 20 acres and installing a vineyard with tasting room, etc. would be allowed). After being informed of the wording and intent as written in the Restrictive Covenants, she graciously canceled her plans for the purchase. Even though Board members had previously responded to a Board-only email from Kai as being unanimously opposed to the intended use of the property, they were formally polled at this meeting as well and are on record confirming their previous email responses. All are aware that even though the commercial winery operation would be prohibited, clearing the property itself is not specifically forbidden, although such action on any lot (by any current or future property owner) would certainly be contrary to the overall tenor of the neighborhood.
3.) Winter Road Maintenance / Road Treatment: Because of deterioration of the existing roadside sandboxes it had been previously agreed to evaluate some higher quality, more durable boxes. Kai reported that he had purchased one type locally, but because of its snap-together construction, it was felt that it would ultimately deflect and allow moisture to get inside. He also had purchased another more expensive (approx. $200 each), very sturdy, one-piece box from an online supplier that would seem to be adequate (heavy molded plastic, waterproof lid, UV resistant). Several more of this style container will be purchased, with tentatively four to be installed along Hardwick Mountain Drive on the “front” steep portion of the hill and several farther back past the crest on the shaded side of the mountain. To properly position the front side units, a pocket will need to be cut out of the hillside so that the boxes are sitting level on the soil and their bottoms uniformly supported. A work day will be scheduled in the fall for their installation. There was also some discussion as to whether the boxes would contain a type of snow-melt, sand, or possibly a mixture of the two. A final decision will be made at the time of installation. Any snow-melt product used will be the most environmentally-friendly, least-toxic product that is available. The Board realizes that for this program to be most effective in creating a safer driving surface when compacted, ice-laden snow and/or glazed surfaces are present, it will require participation by more than just Board members; anyone who is able-bodied should be willing to “do their share”, so to speak, by taking the time to spread the material if necessary. Kai will stress this aspect of winter road maintenance at the annual meeting.
4.) Long-term Road Re-surfacing Maintenance Plan: Kai recently met with Jeff Gray of C & G Paving (C & G has done all of Hardwick Mountain paving for quite a few years; most paving companies will not quote because of the steepness of the front side hill); a thorough drive-through assessment was made of the condition of all the roads in the development. Jeff felt that all are in very good condition, with the exception of one very localized spot where debris is thought to have been buried many years ago before any paving was ever done. Based upon a 15-year life and considering that different roads have been paved at various times, some would possibly need resurfacing as early as 2021, and yet others would probably not need any attention until around 2027. At today’s cost, repaving all the development’s roads would cost $125, 490. Income from annual assessments (including the current balance of $40,000) and assuming typical maintenance, snow removal and administrative costs, would yield an available balance of approximately $135,000 by 2027. It is to be noted these numbers (both estimated cost to repave and estimated funds available) are dependent upon the uncertainties of inflation, asphalt costs, snow removal, and unexpected general maintenance. In the most general sense, though, it seems that adequate income to cover the road resurfacing costs will be generated without increasing the annual assessments at this time.
5.) Interest Income on General Fund: At the previous meeting John was asked to research options for generating interest on the general operating fund account (all Hardwick Mountain funds are presently in a non-interest-bearing checking account). John reported that purchasing a group of CDs, in what is known as a ladder arrangement, would be an option that would generate some interest while safely preserving the principal. With this approach, a group of CDs are purchased with sequential maturity dates so that one CD is maturing every year, providing funds that can either be reinvested or used to meet HMPOA's needs (such as road paving). All were in favor of his proposal, and John was given the task of determining the face amounts and maturity periods that would be appropriate for HMPOA.
6.) Simplified Assessment Payment Method: John suggested, and it was readily agreed to by all, to install a lock box at the end of his driveway so that residents could easily drop off their assessments rather than having them go through the circuitous path from the Hardwick Mountain mailbox area to the Gordonsville post office to the Richmond postal center back to the Gordonsville post office to the Hardwick Mountain mailbox. John will purchase and install the lockbox; HMPOA will cover the cost.
7.) Annual Meeting: After a brief discussion, it was agreed to maintain the existing format that has been in place for the past several years for the 2018 Annual Meeting (i.e., mid-late June, Barboursville Community Park Picnic Shelter (if available), weeknight, business session first, dessert thereafter). Several different Thursdays in June seemed to accommodate everyone’s schedule. Kai will contact Orange County Parks and Recreation and advise the Board of the date and will also send out a meeting notice/Board of Directors voting ballot to all property owners. All existing Board members indicated their willingness to serve another year, if elected.
There being no further business, the meeting was adjourned.
Respectfully submitted,
Steve Hovanic, Secretary
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