Hale Estates Owners’ Association Annual Report

Saturday, June 5, 2021

Virtual Meeting via Zoom

 

Executive Report

The HEO Board of Directors has prepared this brief annual report in order to keep the Association members informed on our common interests.  This report is being sent to all members in preparation of the Annual General Meeting (AGM) in June.  Meeting materials will also be posted on our web site.  This, we feel, will make the reports available to all members, regardless of their attendance at the Annual General Meeting; which will be a Zoom meeting again this year due to COVID-19.

 We’d like to extend a welcome to our many new neighbors.  With the sale of lots in both Phase I and Phase II of the development the Association community is growing.  More than half of the 54 lots in Phase II have been sold, requiring the Association to take over the maintenance of all systems in Phase II.  Our proposed budget includes funds for this added responsibility.

Design Committee

The Design committee has been busy monitoring the sale and construction of the 54 lots in Phase II.  As of this writing there are 10 new residents, 6 homes currently under construction and 2 more with approved plans.  31 of 54 Phase II lots have been purchased to date.

Webmaster

The Hale Estates web page: (www.haleestatesownersassociation.org ) contains a lot of valuable information for homeowners and potential homeowners as well. Information on the web page includes the following:

  • The Hale Estates Community Water System

  • The Covenants for Hale Estates

  • The Bylaws of Hale Estates.

  • Hale Estates Board of Directors Meeting Notes.

  • Information and application on the use the “Pit” Storage area.

  • Information on the construction requirements for homes including boundary setbacks

  • As-built plans for the Hale Community.

  • A map of the Marshall Conservation Area which abuts Hale Estates

  • Upcoming Events.

The Board of Directors hope that all current and future homeowners will find this website to be a useful tool.

Roads

Preventative road maintenance of pavement crack sealing and ditch work will be continued on an as-needed basis in both Phase I and Phase II.

Roads are swept each Spring to remove the build-up of winter sand and catch basins are cleaned out.   The Association contracts with Coleman’s to use a street sweeper to remove the sand from all Association roads.  A notice will be sent to the Association Members before the street-sweepers arrive in the Spring.

Landscaping

The Association contracts for the spring cleanup of roadsides, the mowing of the roadsides and tree trimming and tree removal as needed. 

With the sale of the 27th home lot in Phase II on March 8, 2021 the HEOA became responsible for the maintenance of Phase II.   This includes street sweeping, cleaning the culverts and basins, and plowing.   However, with the recent approval on an amendment to the original settlement, the Hastings Trust will continue to be responsible for mowing the grass in Phase II for up to five years:

Septic Systems

Homeowner septic tank pumping for those connected to the community septic systems is required every three years; it is not recommended during the winter months.  Reminders are sent out each year to those due to have their tanks pumped.

According to our septic systems design plans, the following should not be discharged into the septic drain: grease and cooking fats, colored toilet paper, sanitary napkins, diapers, cigarette butts, large amounts of household chemicals, other chemicals, facial tissues, paper towels, coffee grounds, and bones.  More recently a concern has been raised about laundry detergent pods.  Unless you always wash with hot water, the pod casing may not fully dissolve and end up in septic systems.

Community Outreach

Welcome new home and lot owners! We appreciate and request annual updated contact information to include: name, physical address, phone #'s and email address for correct HEOA contact records. Please send to haleestates@hotmail.com.

Please note that your subdivision lot number is not your street address.  Street addresses are assigned by the Conway Town Office.  Individual mailboxes are available to each homeowner. Please contact Bruce Miller for a mailbox and key - bmiller01@roadrunner.com.

There is a group propane pricing program available to Hale Estates. Rates are set mid-summer – watch for an email notification if you wish to be included.

The Association maintains a Community Pit storage area for the storage of trailers, boats, RV's, etc.... Anyone wishing to make use of this fee-based service can find information on the HEOA website-The Pit.

Due to Covid this is the second year the Annual June BBQ has been canceled. In past years we have requested & collected monetary donations for End 68 Hours of Hunger Conway NH. Complete information is found on - https://www.end68hoursofhunger.org/find-your-community/new-hampshire/conway/  or contact Amanda McDonald@603-662-6486. Donations make a huge difference to many children in Mt. Washington Valley. 

Water Systems

The past year has been relatively uneventful for the water system.  All water testing results fell within the acceptable ranges and we had no equipment failures or need for any major expenditure. 

In the past year we “exercised” all the existing potable water system valves in the street which serve to isolate branches of our water system with success, experienced no problems or the need to repair or replace any valves. 

We also tested all our fire hydrants for water flow and pressure.  The contractor performing the testing recommended maintenance work be performed on 3 of the hydrants.  Work will be performed in the spring as weather allows.  All hydrants were in functioning order.  The data from the testing was submitted to the Conway Village fire district to be added to the fire insurance consortium maps.  We are awaiting a response from the fire insurance consortium regarding the rating we will be assigned based on the testing results.  The rating system affects homeowner fire insurance premiums. 

The major concern for our water system is the very high volume of water usage during the summer months. Specifically, the concern addresses the ability of our current system to supply water to meet the future needs of the community once the Phase II project is completely built out.  Please see the Water Conservation recommendation document sent to you in the mailing for the Annual General Meeting!

Finance Committee

For a number of years, the Association has been maintaining a Capital Asset Replacement Fund (CARF) to cover the long-term maintenance and replacement costs of the roads, water systems and septic fields.  These reserve funds also provide a cushion for large, unanticipated expenses.  Regular contributions to CARF allow the financial burden of asset replacement to be spread out over time, providing stability to the finances of the Association.  Following is the latest CARF Roll Forward Analysis which recaps the deposits and expenditures of the Fund.

The proposed budget for the 2021-2022 fiscal year includes funding for both Phase I and Phase II as we are now responsible for the community assets of Phase II of the development. This explains the proposed increase in expenditures proposed for the Fiscal Year 2022 Budget (July 1, 2021 to June 30, 2022).  That and the need to fund road work has forced us to propose an increase in dues for the upcoming year. 

The proposed Budget follows.