Annual Minutes

HICKORY WOODS HOMEOWNERS ASSOCIATION
2024 ANNUAL MEETING
APRIL 15, 2024 6:30 PM

PLAINFIELD PUBLIC LIBRARY (CONFERENCE ROOM McMillan B)

 

Board Members Present:

Andy Homan-President

Jeff Conyer-Vice President 

Barb Smith-Treasurer 

Mark Baker-At Large

Mike Monday-At Large

Ryan Gruenholz- At Large 

 

 

Roll Call:

The meeting was called to order by President Homan at 1840 local. He thanked the current board for their volunteer service and a balanced budget.

Board of Directors Report:

  1. Budget Review

 

  1. Barb Smith read the financial sheet as follows:
  2. All present were given the current financials as of April 15, 2024.

 

  1. Treasurer Smith reviewed following budget items:
  2. 2024 homeowners’ dues. All collected except for a small number of homeowners.  Email and letter reminders have been sent.
  3. Landscaping/Mowing expenditures were way down from prior year.
  4. Added expenditure to pay for all stop sign & street posts to be maintained & Painted
  5. No increase of dues was proposed.

 

  1. Completed Business

 

  1. President Homan updated homeowners present on completed upgrades.
  2. All street & stop sign posts were maintained & painted.
  3. Landscaping has been beautifully maintained because of low growth foliage.

 

  1. New Business
  2. President Homan informed those present that Hendricks county has us on the list for newly repaired or paved roads in the neighborhood.
  3. HOA board is asking all homeowners to repaint and maintain their mailbox posts, and numbers. Black posts and gold numbers are the colors. An email and or letters will be sent to all homeowners.
  4. Proposal to attach Lots #1 and #2 to neighborhood. (These lots are on CR 600 just north of the north entrance to neighborhood.) Currently does not have sidewalk access. After discussion, amongst those present, proposal was tabled until more information could be gathered for an informed decision.
  5. Proposal of new HOA website, email & insurance.

 

  1. Unfinished Business
  2. Neighborhood party/cookout to possibly be brought back in 2024. More info to follow once final decisions are made.
  3. Open issues were addressed, such as dogs off collars, (homeowners of dogs were contacted and issue was resolved by President Homan and homeowners) and speeding in neighborhood. Suggestion of installing speed bumps was brought up but ultimately decided against due to the roads in the neighborhood are county roads and speed bumps would have to be installed by county. If this were done county would no longer snowplow neighborhood as speed bumps would affect the snowplows. Issue of golf carts & motorized recreational vehicles, in neighborhood, was addressed. It was explained that they would not be banned as there is no covenant, nor can one be placed in covenants, banning golf carts as the roads are county roads in the neighborhood.

 

  1. Election of Directors
  2. Current Board Members were unanimously reelected.

 

Adjournment:  With no further business being introduced, President Homan adjourned the   meeting at 2000 hours local.

HICKORY WOODS HOMEOWNERS ASSOCIATION
2025 ANNUAL MEETING
THURSDAY APRIL 24, 2025 6:00PM-7:00PM

PLAINFIELD PUBLIC LIBRARY (CONFERENCE ROOM WEST)

 

1. Introduction of the current board
A. Andy Homan-President
B. Jeff Conyer-Vice President
C. Barb Smith-Treasurer
D. Denny Sparks-At Large
E. Mark Baker-At Large
F. Ty Crone-At Large
G. Mike Monday-At Large
H. Ryan Gruenholz- At Large
I. Michael Lulich–At Large

2. Review 2024-2025 Financials & Budget

3. Address Names, Addresses & Lot Numbers of All Homeowners with Current HOA
Outstanding Dues

4. 2024-2025 Completed Neighborhood & HOA Upgrades
A. New Stop Signs Were Installed
B. New HOA Email & Website Are Up & Running
C. New HOA Insurance
D. Attorneys Made Sure the Current HOA Is Following Government Compliance

5. 2024-2025 Proposed Neighborhood Upgrades
A. On list with county to re-pave neighborhood roads
B. It is the responsibility of all lot owners to maintain & repaint mailboxes, posts &
numbers

6. Open Floor for Residence Discussions

7. Ballot Voting For 2025-2026 Board Members

8. Meeting Adjourned

 

Hickory Woods HOA
Proposed Budget  2025/2026        
   
Budgeted Income:  
  Number of Sold Lots Dues per Lot  
  96 $165                      15,840.00    15,840.00
  (99 Lots; 1 Exempt and 2 JLL Lots)  
   
Budgeted Expenses:  
  Street Lighting Hendricks County Power                         5,000.00  
  Landscaping/Mowing Landscaping                         4,000.00  
  General Liability and Officers’ Ins. State Farm Insurance                         2,000.00  
  PO Box Rental US Postal Service                             260.00  
  Office Supplies Miscellaneous                             200.00  
  Website                           1,500.00  
  Legal/Bank Fees                                            –    
  Maintenance/Repairs                           1,200.00  
  Reserves                           1,680.00  
  Total Expense              15,840.00
         
   
   
Income and Expense        
2024/2025 Budget vs. Actual  
   
   
                          Budgeted            Actual Difference
Income:  
  Homeowners Due (96 Lots Sold)  
   
  2024/2025 Dues                                       15,840.00                      14,705.00 (1,135.00)
   
   
Total Income                                         15,840.00                      14,705.00 (1,135.00)
Expenses:  
  Hendricks County Power                                          5,000.00                         4,092.02 (907.98)
  Landscaping/Mowing                                          4,000.00                         3,215.47 (784.53)
  General Liability and D/O Insurance                                          2,000.00                         1,351.00 (649.00)
  US Postal Service                                              260.00                             256.00 (4.00)
  Office Supplies                                              200.00                                          –   (200.00)
  Legal/Bank Fees                                                           –                                24.00 24.00
  Website                                          1,500.00                         3,583.31 2,083.31
  Maintenance/Repairs                                          1,200.00                                          –   (1,200.00)
  Reserves                                          1,680.00   (1,680.00)
Total Expenses                                         15,840.00                      12,521.80 (3,318.20)
   
Under/(Over) Budget       2,183.20

HICKORY WOODS HOMEOWNERS ASSOCIATION

2025 ANNUAL MEETING

APRIL 24, 2025

PLAINFIELD PUBLIC LIBRARY (WEST CONFERENCE ROOM)

Board Members Present:

  1. Andrew Homan (President)
  2. Jeffrey Conyer (Vice President)
  3. Barb Smith (Treasurer)
  4. Michael Monday (Secretary)
  5. Mark Baker (At Large)
  6. Ty Crone (At Large)
  7. Michael Lulich (At Large)

 

Roll Call:

The meeting was called to order by President Homan at 1800 local. In addition to the previously listed Board Members, there were four (4) homeowners present at the meeting.

Board of Directors Report:

  • Budget Review
  • Treasurer Smith read the financial sheet as follows:

 

$15,840 was budgeted for 2024/2025 with an actual $12,521 being spent. This left a surplus of $2183.20.

  • Treasurer Smith reviewed the following budget items:
  • 2025 homeowners’ dues. All collected except for 2 homeowners. Email reminders have been sent.
  • Actual expenditures were larger to new website being built for the neighborhood. This was a one time charge. Moving forward the maintaining of the website will be a much smaller charge.
  • General liability and D/O insurance came in under the budgeted amount so had a cost savings.
  • Hendricks County Power bill came in under budgeted amount so had a cost savings.
  • Budget for 2025/2026 remains same as 2024/2025 and was approved by

 

 

  • Completed Business
  • New stop signs were installed by President Homan at no cost to neighborhood.
  • New website is up. Hickorywoodshoa.net.
  • HOA insurance was added to protect the neighboorhood, and specifically the Board, from liability concerns should they ever arise.
  • Board Member Michael Lulich reviewed documentation and made recommendation on HOA being in compliance with the Federal Government due to pending legislation that affects HOA associations. Hickory Woods HOA is in compliance with pending legislation.

 

  • New Business
  • Hickory Woods is on the list with the county to have the neighborhood roads repaved.
  • It is repsonsibilty of the homeowners to maintain their mailboxes. Otto’s Landscaping is the neighbohood provider and their info is on the Hickory Woods website.

 

  • Open Floor
  • The issue of renters and rental companies being a potential issue for the neighborhood was brought up by a homeowner that was present. The Board agreed that this could be a potential issue and there will be discussion about amending the covenants to address this issue. More information will be forthcoming as this issue is addressed.

 

  • Election of Board Members

 

Current Board Members were all reelected and will stay the same as the previous year.

  • Adjournment

 

With no further business being introduced President Homan adjourned the meeting at 1845 local.