Hale Estates Owners’ Association Meeting Minutes
First Half of 2021
On this page:
Tuesday January 19, 2021
Tuesday March 16, 2021
Tuesday May 18, 2021
Saturday, June 5, 2021 (Annual Meeting)
Hale Estates Owners’ Association
Meeting Agenda
Tuesday January 19, 2021
6:00 PM– Virtual Meeting via Zoom
Board of Directors Present: Pete Tracy, Monte McIndoe, Doug Somerville, Bruce Miller, Tom Cosentino, Roberta Smith, Lynda Mahoney, David Klibanoff. Linda Armstrong.
Community Members Present: Rick Ekstrand, Catie and Scott Hubley, Wayne and Kate Mora, Nate Brown, John Hebb, Kathy Somerville, Peter Kripendorff, Andrew Schuyler, Dorothy & Mike Lane, and Mark & Meg Richard
Meeting Convened by President Pete Tracy at 6:00 pm
Minutes of the 1115 Meeting held via Zoom were approved unanimously.
I. Executive Committee: Annual Meeting Review- Pete Tracy
No new information to report.
II. Financial Report- Monte McIndoe
A. A detailed financial report can be found in the following 5 statements emailed to all homeowners on 1/18/2021. The statements are: Profit & Loss Statement; Balance Statement; FY 22 Budget Summary; CARF (Capital Asset Replacement Fund) Movement Summary; and CARF Needs Summary.
Profit and Loss Statement- Current expense for Hale Estates is the plowing of the roads. This is paid in monthly installments to the contractor Coleman and Sons. Operating balance for all expenses is currently $72,000.00
FY 22 Budget projections show an increase in dues as follows
a. Lower Grandview from $510.00 to $550.00 annually
b. Phase I (all homes on community septic) from $1300.00 to $1650.00 annually.
c. Phase II on Community Septic from $1300.00 to $1650.00 annually
d. Phase II on Private Septic from $1125.00 to $1425.00 annually.
e. Hasting owned lots in Phase II no change due to negotiate agreement between late Hugh Hastings and Hale Estates Homeowners Association.
3. Capital Asset Deposit. These monies deposited in the Capital Asset Replacement Fund are used to fund capital expenditures or unbudgeted expenses, reducing the need for a special assessment of Hale homeowners. Projected deposit as follows:
a. Roads- $9,340.00
b. Water- $13,400.00
c. Septic- $6,800.00
B. Board discussion of finances
Roberta Smith had a question as to where the 27% increase in dues was going.
Pete Tracy responded that the increase in dues was due to an anticipated increase in costs.
Homeowner John Hebb questioned the agreement with Hastings Trust.- It was stated that no change in the agreement was possible, due to the fact that this is a legally binding agreement originally negotiated between the late Hugh Hastings and Hale Estates Homeowners Association
John Hebb said there was a need to budget for anticipated costs in Phase II when 27 lots are sold, and the Homeowners Association assumes responsibility for expenses in Phase II. It was stated that this is being done and is part of the increase in anticipated costs mentioned during the budget discussion.
John Hebb expressed concern regarding the condition of the septic pumps in Phase II. It was stated that they are all functioning and beyond that the Homeowners Association has no control or input concerning the age or condition of these pumps.
C. Due to Covid concerns the remaining meetings this year, including the annual meeting, will be held via Zoom. Budget sheets will be sent out ahead as is the usual practice. The Annual Picnic has been cancelled as well. A decision on the format of the September 2021 meeting will be made at a later date.
III. Roads- David Klibanoff
A. Roads were crack sealed last year to prolong the useful life on the roads in Hale Estates. After the winter a decision will be made as to the need to crack seal some of the roads in 2021. Crack sealing will be included in next years budget. Some of the basins and culverts that were not cleaned last year will need to be cleaned this year.
B. Phase II homeowners have seen an improvement in the plowing of the roads since a change was made in plowing contractors. Coleman and sons are now responsible for road plowing, and sanding in Phase I & II including the two roads to the pump houses and the road to the “Pit”.
IV. Landscaping – Bruce Miller
A. A budget of $3,000.00 has been authorized for tree cutting in Phase I and II.
B. A final budget for mowing is waiting further input from Carl Drew, landscape contractor. It is anticipated with Hale Homeowners Association taking responsibility for Phase II when 27 lots have been sold, that Carl Drew will be responsible for mowing all septic and common lands in Phase I and II. It was noted that the budget for mowing septic fields will be placed under Septic not Landscaping.
V. Septic- Roberta Smith.
A. One homeowner still has not had his septic system pumped. He will be contacted in the Spring as it not recommended that septic systems be pumped in the winter unless it is an emergency. Septic systems must be pumped every three years. Homeowners are notified when they are scheduled to have their systems pumped.
VI. Water- Tom Cosentino
A. Clean tests for bacteria.
B. Budget increase for ‘21-’22 due to the following
Cost of 3-year required New Hampshire Department of Environmental Serviceson-site inspection of the Hale Water system. This 3-year inspection is required under the terms of our permit with NHDES.
Cost of additional chemical testing required every 3 years by NHDES.
C. Water Conservation Measures have become necessary.
Water consumption increases dramatically during the spring, summer and early fall seasons with the use of irrigation systems. With the continued building in Phase II this increase in water usage is not sustainable.
Reduction of seasonal water demand is the most cost-effective way to solve the seasonal strain put on our water system.
NHDES will not allow Hale to consider the drilling of additional wells until we have demonstrated the implementation of a comprehensive water conservation plan.
D. Proposed Water Conservation Plan for Hale Estates
Landscape Watering- Odd numbered homes may water on Monday/Wednesday/Friday. Even numbered homes may water on Tuesday/Thursday/Saturday.
No outside watering on Sunday to aid in well recovery.
Watering once a day only.
Watering allowed before 7;00AM and after 6:00 PM. No mid-day watering due to excessive evaporation.
Water no more than twenty minutes per zone.
Exceptions may be granted on an individual basis for a specific limited time for homeowners planting a new lawn.
E. A finalized Water Conservation plan will be filed with NHDES.
F. It is recommended that all Irrigation systems be equipped with a rain sensor that will not permit watering if it is raining.
G. David Klibanoff suggested the use of the following WIFI supported sprinkler device- He stated “This is a great sprinkler controller hooked up to your Wi-Fi so you can control it from your phone or does it automatically, you can have any program or program it yourself. it is hooked in with the weather service through the Wi-Fi so if it’s raining it won’t water the lawn or if it’s cloudy it won’t water as long Etc. any questions give David a call”. The system can be found at RACHIO.com
VII. Design Committee- Pete Tracy
A. Currently 26 Phase II lots have been sold or are under negotiation.
B. Pete has copies of construction plans for all homes under construction at Hale Estates. These plans are available for your viewing if you wish. Please contact Pete Tracy to make arrangements.
C. Hastings will not spend any more money on Phase II with the exception of plowing the roads.
D. The sign Committee has some new private property signs to install on Heather Hill Road near the Railroad Tracks. The signs will be installed by the Sign Committee in the Spring. Gerry Kelley is the committee chair.
VIII. Community Outreach- Linda Armstrong
A. All new homeowners receive a Welcome packet from the Board including the Construction Checklist which contains information about house construction rules.
B. All homeowners are advised that the posted speed in Hale Estates is 25 mph. Several residents have been observed driving faster than the posted limit. Please remember that since there are no sidewalks, we have numerous walkers, pets, and children that may be on the road at any time.
C. Gene Brown’s commercial vehicles have been observed driving much faster than the posted speed limit on numerous occasions. Pete Tracy sill speak with Gene Brown directly.
IX. Old Business
A. Four residents have paid the required fee to access the “Pit” and store equipment there.
B. Coleman and Sons plow the access road to the “Pit” as part of the community plowing .
C. A determination will be made in the Spring concerning any action necessary for a failing culvert in the access road.
D. The access road is also used by the contractor who cleans the culvert and basins to dump sand and debris. The road is used in the spring by the street sweeper to dump sand and debris as well.
X. New Business
A. Tom Cosentino provided Hale homeowners with the latest trail map of the Marshall Conservation land which abuts Hale Estates. A PDF of the map can be viewed and/or downloaded on the Community Website by clicking heading Marshall Conservation Land Map. In the drop-down menu click on the blue link. The map is also available for you phone at https://www.trailforks.com/region/marshall-conservation-area-north-conway-16219/
XI. A motion to adjourn was made by Bruce Miller and seconded by Linda Miller. The motion was approved unanimously.
The meeting was adjourned at 7:29 pm. Next scheduled meeting 3/16/2001 Via Zoom.
Hale Estates Owners’ Association
Meeting Agenda
Tuesday March 16, 2021
6:00 PM– Virtual Meeting via Zoom
Board of Directors Present: Pete Tracy, Monte McIndoe, Doug Somerville, Bruce Miller, Tom Cosentino, Roberta Smith, Lynda Mahoney, David Klibanoff. Linda Armstrong.
Community Members Present: Tom Hastings, Ellen Zelman, Karen and Arthur Brunell, Catie and Scott Hubley, Larry and Nancy Cassidy, Wayne and Kate Mora, Ian and Tammy Helselmeyer, Mark & Meg Richard, Eric and Louise Hansen, Olga Cherniavsky, Lauren and Vaughn Beckwith, Bill Mallon, Glen Davis, John Hebb.
Meeting Convened by President Pete Tracy at 6:00 pm
Minutes of the 1/19/2021 Meeting held via Zoom were approved unanimously.
I. Executive Committee: - Pete Tracy
Review of Phase II 2013 Legal Agreement between Hale Homeowners and the developer Hugh Hastings. Under this agreement the Homeowners Association would be responsible for all Phase II Maintenance when the 27th lot was sold. As of March 19, 2021, 29 Lots have been sold.
A. Many lots are being held in Common use with Phase II Common Land to form blocks of 10 acres or more. These lots are taxed at a much lower rate by the Town of Conway.
B. Hastings Trust wishes to delay the transfer of Phase II Common land to the Homeowners Association for a maximum of five (5) years to preserve the Current Use taxation.
C. Savings to the Homeowners Association, by not mowing common lands in Phase II are estimated to be approximately $3,00.00 to $4,000.00 per year, for a total of $15,000.00 to $20,000.00 over the 5-year term of the agreement. The agreement may be terminated at an earlier date by Hastings Trust if the lots sold eliminate the possibility of have 10-acre current use designation. There would be a smaller, yet to be determined savings to the Homeowners Association by not having to pay property taxes on Phase II Common land.
D. Per the 2013 legal agreement referenced above Hastings Trust community assessment is $375.00 per lot per year.
E. Community approval of the Hastings Trust proposed delay in transfer of Common Lands to the Hale Homeowners Association will result in more lots being sold. This will result in more income for the Homeowners Association due to community assessment being raised from $375.00 to $1300.00 once a lot is sold to a private owner.
F. Legal cost to the Homeowners is estimated at $400.00. This would be a one-time cost not a yearly cost.
G. Hastings’s trust has stated that their late father, Hugh Hustings, incurred considerable debt to finish Phase II and perform certain upgrades on Phase I. These were necessary to obtain Town of Conway and State of NH permission to market Phase II lots. Hasting Trust is motivated to sell as many lots as possible to meet the burden of this loan
H. Questions and comments for Tom Hastings and Ellen Zelman of Hastings Trust:
Mark Richard- Hale Homeowners dues will be raised while Hastings Trust is holding out lots for sale which is providing less money for CARF. With lots in current use the Town of Conway receives less property taxes creating a greater burden on Conway taxpayers.
Hastings reiterated that this agreement would allow for more lots to be sold as common land can be used to facilitate the 10-acre current use designation and reduce the Hastings property tax burden. Hastings stated the trust has a considerable debt burden for required improvements made to Hale Estates.
Meg Richard stated that Phase II residents received a lower level of service than did Phase I resident for plowing and mowing of common lands. Meg stated they were personally impacted by the delay in getting a high-speed internet connection when they moved into their home in Phase II. She feels there is a lack of trust that Hastings Trust will indeed keep their word in any agreement.
Mark Richard again stated that there would be fewer lots for sale with this agreement resulting in less income for the Homeowners Association.
Hasting replied that this in fact was not true. More lots would be available for sale with this agreement.
Meg Richard questioned why the Homeowners association had to pay legal fees to execute this agreement.
Hasting replied that both sides benefit from the agreement so both sides should be required to pay their own legal fees.
Scott Hubley inquired as to the number of lots available of sale.
Hasting replied that 25 out of 54 lots remain for sale at this time.
Mark Richard stated that Hasting can stop the sale of any lot to keep the minimum 10 acres required for current use designation. Why a five-year agreement, why not shorter?
David Klibanoff replied that the longer the agreement the more money the Association will make.
Monte sought a point of clarification that the lots owned by Hastings were now paying dues of $375.00 dollar a year. The new owners of the same lot would pay $1300.00 dollars a year.
Pete Tracy responded in the affirmative to Monte’s point of clarification.
Roberta Smith stated that mowing costs estimated at $3,000.00 to $4,000.00 which actually be less because the Association will not be mowing in front of unsold lots.
Hastings replied he was unable to split out the cost of mowing in front of unsold lots from mowing common land.
Mark Richard asked why Phase I and Phase II could not be mowed at the same time, allowing for a more uniform look throughout the community. Mark further stated that he contacted Hasting last year to have one more mowing in Phase II as Phase I had done due to the poor uneven look of common land in Phase II.
Hastings stated that trying to coordinate two different subcontractors who mow Phase I and Phase II would be impossible. Hasting denied receiving any communication from Richard concerning an additional mowing in the Fall of 2020.
Nancy Cassidy inquired using Survey Monkey to poll residents about the proposed agreement.
Pete Tracy stated the Survey Monkey was not free but would be a cost to the community. He would construct an email ballot and mail a ballot to the two residents who do not have email access.
Scott Hubley asked how long the voting procedure would take.
Pete Tracy replied that for now the time period is open ended, but certainly before the next Board of Directors Meeting.
After John Hebb reiterated his previous opposition to the Hastings Hale agreement, Ellen Zelman stated that she felt John did not understand that fewer lots will be sold if this agreement is not executed.
Nancy Cassidy stated that the one tract of 14 Acres of Common Land would remain in current use regardless of the outcome of this agreement.
II. Financials- Monte McIndoe
The checking account contains $61,000.00 while the CARF account contains $130,000.00. Profit and Loss and Balance statements were emailed to all homeowners prior to this meeting.
A. There is one receivable for a water turn on.
B. The Hale Estates Insurance Agent recommends an increase of insurance in certain areas. This recommendation will be studied, and a recommended course of action brought back to the Board for their consideration.
Bank closing has necessitated finding a new place for documents. Our last safe deposit box was 4” x 5”, other banks have only 4”x4” or 10”x15”. The smaller box is too small, and the larger box is $310.00 year. It was suggested that the Board look into the cost of a fireproof box and store it at someone’s house.
Dues Rate for 2021-2022 have not been fixed yet. Budgets are still being finalized. The agreement with Hastings may affect dues. The lack of an agreement will lead to increased costs for Hale Estates.
III. Roads- David Klibanoff
A. David made the following points during his presentation:
Coleman has done a great job maintaining the roads this winter.
Culverts missed during last year’s clean-up will be addressed this year.
Repairs will be necessary at the intersection of Grandview/Grandview.
Roads will be evaluated in Spring for the need of additional crack sealing.
a. Roberta pointed out that $2600.00 has been budgeted for crack sealing. The need for crack sealing will be weighed against the amount budgeted.
IV. Landscaping- Bruce Miller
A. $1600.00 budgeted for Tree Maintenance has not been used due to lack of ice storms this winter.
B. In response to a question by Linda Armstrong, Bruce stated that the clearing of brush from the retaining wall on Heather Hill will be completed by Carl Drew this year. This projected was budgeted last year. Carl started the project but did not finish.
C. Bruce will be reviewing a new three-year contract with Carl Drew for the upcoming season.
V. Septic- Roberta Smith
A. No new development as septic systems are not being pumped this time of year.
B. From David Klibanoff, an advisory that PODS used in cold water clothes washing can be problematic with septic systems and cold water washing. The PODS seem to not dissolve completely in cold water, and the undissolved particles get washed into the leach field where they can clog the pipes. This seems to not be a problem with dishwashers, as dishes are not washed in cold water.
VI. Water – Tom Cosentino
A. The testing of Hale community water has not produced any positive test results.
B. The Emergency Response Plan which is filed with NHDES has been updated and accepted by NHDES.
C. The Hale Estates Community Water System is due for its on-site inspection in 2021. This inspection is performed by NHDES every 3 years to be sure the water system is up to standard. Hale Estates Community Water System operates under a permit with NHDES which is renewed annually.
D. Question for Tom Cosentino
Scott Hubley asked about the demand placed on the water system by the construction of new homes.
Tom stated that NHDES calculates 150 gallons per day per bedroom. All houses in Hale Estates(with the exception of those on Highpoint) are 3-bedroom homes. The issue with excessive water use lies with irrigation systems used to water lawns and shrubs. During the growing season Hale is approaching its mandatory maximum draw of water. Water demand during the winter season is much lower.
Conservation measures will be instituted in an attempt to lower daily consumption of water during the growing season.
It is also recommended that homeowners with irrigation systems use a rain sensor to prevent watering when it is raining, and a moisture meter to reduce the amount of water used if the soil is moist.
Scott Hubley stated that he is concerned with all the home building and the lack of control over the number of irrigation systems.
Mark Richard stated it would not be fair to outlaw irrigation systems in Phase II when the majority of homes in Phase I have an irrigation system. He further stated that only one home in Phase II currently has an irrigation system.
Pete Tracy stated that we are one community not a Phase I and Phase II. He further stated that any conservation measures enacted by the Board will not be enforced by the Board. The Board of Directors are volunteers and do not act as policemen. It is up to neighbors to speak to a neighbor if they see someone breaking the water conservation rules.
Tom also stated that he felt the Board should approve a Covenant that deals with the planting of drought resistant planting and decreases the amount of lawn planted on new homes when constructed.
VII. Design Committee- Pete Tracy
A. Twenty-nine lots in Phase II are in the process of building houses; have complete house and have moved in; or have not yet started construction
Mark Richard observed that some houses seem to have cut into or eliminated the mandatory buffer during excavation.
Pete stated that was not the case with the home abutting Mark and Meg’s home, however another Phase II home had the buffer completely eliminated by an excavator new to the area. The homeowner has agreed to replace the mature trees in the buffer zone, removed during construction.
Pete further stated that the Design Committee will address any issues with the buffer zone during construction if it is observed by a committee member.
VIII. Community Relations- Linda Armstrong
A. Hale estates Owners Association is up to date on all contact information and all Welcome Letters.
As noted on the community website, the next two meetings will be held via Zoom and the Community picnic has been cancelled.
IX. Old Business
Pit road is plowed. Community Member David Smith is the “Pit Master”
Community members are invited to store trailers, boats, snow machines etc. for a nominal fee.
X. New Business
Due to the lateness of the hour some of the new business posted on the Agenda was postponed to the May meeting. The following topics of concern were discussed.
A. There has been an issue with cars, not from the community, parked on Grandview to access a trial over Hale Common Land into the Marshall Conservation Land. A resident has requested that a sign be placed to advise people that trail access was for residents only. This request will be forwarded to the Sign Committee Chaired by Homeowner Gerry Kelley.
B. Dog etiquette and waste disposal was discussed.
The suggestion was made that a covenant be made regarding the disposal of dog waste.
Pete responded that one or two dog owners are the issue. A covenant should apply to all or almost all residents. Individuals are encouraged to speak up for the good of the community
Nancy Cassidy stated that a resident of the community drives his car down to the circle by her house any allows his two dogs to run free while not being under his control. One day one of his dogs “attacked” another dog who was on leash being walked by the owne
New Addition to the meeting minutes:
Subsequent to the Board Meeting on Tuesday, March 16th the Board has heard from the other party involved in the dog incident as reported in the prior minutes. It was conveyed that initially the two dogs had a typical well-mannered dog-dog greeting. The dogs parted and then came back together at which time the young, adolescent dog tried to mount/jump on the back of the older dog. The later growled and snarled indicating dislike of that action, the younger was surprised and growled back and then took a more submissive posture. The owner called the older dog who went to the owner. Neither dog was injured in the incident. These are typical dog interactions, especially when one is younger and still learning dog-to-dog etiquette. This was explained as a ‘dog incident’ not an unsolicited “dog attack”. The board is satisfied that it was not an unsolicited attack and has determined that this issue needs no further action.
C. Three members are leaving the Board of Directors after the Annual June Meeting. Anyone interested in assuming the position of Mcindoe (Treasurer); Armstrong (Community Relations); or Somerville (Secretary/Webmaster) should send the Board a short biography to have their name placed on the June ballot.
D. Motion to Adjourn at 8:19 by David Klibanoff, second by Bruce Miller. Motion carried by unanimous consent.
Next scheduled meeting 5/16/2001 @ 6:00 pm via Zoom.
Hale Estates Owners’ Association
Meeting Minutes
Tuesday May 18, 2021
6:00 PM– Virtual Meeting via Zoom
Board of Directors Present: Pete Tracy, Monte McIndoe, Roberta Smith, Lynda Mahoney, Linda Armstrong
Board of Directors Absent: Doug Somerville, Bruce Miller, Tom Cosentino, David Klibanoff
Community Members Present: Karen Moore-Brunell, Arthur Brunell, Catie and Scott Hubley, Ian and Tammy Heiselmeyer, John Hebb, Michelle and Garrett Zuorski, Mike Laracy, Kathy Somerville, Christine Medsafe, Blaine Nelson, Dorothy and Mike Lane, Andrew Schyuler, Peter Krippendorf
Meeting Convened by President Pete Tracy at 6:00 pm
Minutes from March Meeting
A homeowner requested that we amend the minutes from the last meeting regarding a dog incident. Pete will put the addendum out to the BOD via email. The Board voted (5-0) to accept the addendum to the Meeting Minutes of the March 16th meeting, written as is.
Hastings Trust
Pete reported that a proposal was made by Tom and Helen Hastings to extend the time until Hale Estates takes over the maintenance of the common lands in Phase II. The amendment passed with 26 in favor, 9 opposed, and 2 abstaining. The Hastings trust is now in charge of cutting all of the grass on the common land in Phase II and they have also agreed to clean out all the culverts in Phase II by July 1. The association is now responsible for the snow plowing, crack sealing, road maintenance and the septic system in Phase II.
Board Election
Everyone in the association received a packet of information regarding the HEOA BOD election. We have a unique situation where three members of the board are reaching the end of their term. Tom Cosentino is on the ballot for reelection. Two members, Monte McIndoe and Linda Armstrong, are stepping down. We have five candidates on the ballot to fill three positions. Pete thanked the five individuals for volunteering to serve on the board and encouraged all owners to vote, either via mail or email to the address in the packet. A question was asked as to whether members are elected to specific positions. Pete responded that we wait to see who is elected and then the newly elected members and the board decide which roles will be filled by whom.
Financial
Monte McIndoe reported that we have a little over $32,000 in cash with a month and a half left to go in the fiscal year, so we should be able to make a rollover to CARF at the end of the year. We currently have ~$150,000 in CARF, allocated to our three buckets: Roads is at ~$46K, Septic is at ~$31K, and Water is at ~$71K.
Monte went over the P&L: We paid our insurance and our water permit, and we had a few more closings. We had budgeted for a water tank repair for $6,000. Pete will check with Tom as to whether we will be spending that this spring. Refer to the Profit and Loss Statement for further information.
2022 Budget
Pete thanked both Monte and Roberta for their work on our operating budget and projected budget for next year. Roberta reviewed the projected expenses and income. There has been an increase in the cost of road maintenance as the association is now responsible for plowing of Phase 2. We have also increased our insurance budget to cover recommendations by our insurance broker. Roberta reported that we need to take a fresh look at the capital improvement plan. Pete explained to the new members that we have a Capital Asset Relief Fund (CARF), which is a savings account for the association to use in the event of a catastrophic event, such as a lightning strike to our water system which occurred last year. The costs to repair this were taken out of the CARF fund. If we didn’t have the CARF fund, all homeowners would have been assessed an equal portion of any costs to make repairs. We currently have roads and pumps in our water system that are getting tired and may need to be replaced.
Roberta noted that the total projected expenses for next year are $128,235, so we will need to increase dues to raise our projected revenue to $128,500. It was recommended that association dues be increased next year as follows: Non-septic lots will increase from $1,125 to $1,300 annually. Septic lots will pay $1,300 + $200 (increased from $175) for a total of $1,500 annually. The Hastings Trust will continue to pay $375 per lot for dues as is required by the legal agreement between the Hastings Trust and the HEOA. These proposed increased dues were voted on by the HEOA Board. The budget was approved unanimously and will be presented at the Annual Meeting.
Andrew Schyuler asked when new lot owners begin paying their dues. Pete explained that on the day of the closing they receive a prorated invoice.
Pit Storage
David Smith submitted an update on the pit storage site, which Pete presented. We had estimated that the costs for storage would have been $200 per year, but we have now found that it is more accurately at $25. Each of the 6 participants will receive a $125 refund for this year.
Annual Meeting
Two weeks before the meeting we will send out an HEOA Annual Report to all owners.
We have many new members to welcome and an update on Phase II. These will be in the Annual Report and will not be in the PowerPoint presentation. The budget will be presented and voted on. The goal is to make the meeting informative but condensed.
Roads
David Klibanoff could not attend tonight’s meeting. Pete reported that we have contracted with Carl Drew to clean out the culverts that are on the association’s roads. Culverts under individual driveways are the responsibility of the landowners. We expect that the culverts will be completed this week and after that we will have Coleman sweep the streets.
There is a segment of road at the intersection of Grandview and Grandview that is failing. Pete reported that we have been talking to several contractors to address this. The estimated cost is between $8,000 - $10,000. Pete will be meeting with a town rep to ensure compliance with standards and then the project will be put out to bid.
All of the roads in the association are 50 feet wide. The twenty-five feet between the center of the road and each lot is the property of the association. Pete cautioned property owners to not install anything permanent in this area. If the town ever decides to take over the roads in the association, they could take that land to install sidewalks. Pete noted that it is unlikely that the town will take over the roads, but just a caution.
Landscaping
Peter Krippendorf noted that the light at the bottom of Grandview is out. Pete responded that he will take a look at it and will have it fixed by the end of the week.
Linda Armstrong asked whether the upper portion of the rock wall on Heather Hill will be cleaned up by Carl Drew. Pete responded that yes, it will be done mid-summer. Linda also noted that there is a large tree that has broken off on Grandview near the Rouleau’s house. Pete will mention this to Tom Hastings and ask him to take care of it.
Septic
Roberta noted that the reminder letters will be going out to those who will need to pump their tanks. Pete noted that if you have your septic pumped between June 1 and October 1 it is much less expensive than later in the year.
Water
We have an issue with water consumption. Pete explained that when the system was designed, irrigation systems were not part of the plan. The water irrigation systems are putting a significant burden on our water system during the summer months. We recommend that odd numbered homes water Monday/Wednesday/Friday and even numbered homes water Tuesday/Thursday/Saturday with no one watering on Sunday, and that everyone water only once a day before 7:00 AM or after 6:00 PM. Please also water no longer than 20 minutes. Pete acknowledged that for new homeowners trying to establish a lawn, they will need to water more frequently until the grass begins to grow. We would ask that once the lawn begins to grow the homeowners comply with the every other day recommendations above.
Design Committee
Phase II has 54 lots, 27 with access to community septic. So far, 31 lots have sold. Out of those 31, 10 lots currently have residents. We currently have 6 houses under construction. Pete monitors these properties to ensure they are on track.
Community Outreach
Linda Armstrong noted that we are up to date with community outreach with the exception of the most recent purchasers. Linda asked that we be very mindful of the 25 MPH speed limit for everyone’s safety. Even though we will not have the annual picnic, members can still donate to End 68 hours of Hunger. You can donate at https://www.end68hoursofhunger.org. Linda noted that monetary donations are preferred over food donations as that allows the organizers to purchase exactly what is needed. We are hopeful that we will have live meetings starting in September every other month on the third Tuesday.
Old Business
Pete asked if anyone had any questions regarding the storage pit. Pete explained that there is a cable across the entrance to the pit. There is a culvert underneath the road that has been filled up with sand. The culvert will be cleaned out to preserve the integrity of the road. David Smith will be renting a front-end loader for $400. Pete asked for approval from the board to expend an additional $200 to have the pit culvert cleaned out. The expenditure was approved unanimously.
New Business
Pete reported that the Somervilles will be selling their home in Hale Estates and moving closer to family. As a result, Doug Somerville resigned from the Board as Secretary. Pete thanked Doug for all of his work over the years. Since Doug’s term ends in 2022, the board needs to fill that vacancy immediately. Meg Richard has volunteered to fill this vacancy. The Board voted unanimously to approve the appointment of Meg Richard to the Secretary role for the duration of Doug’s term. Doug also served as the webmaster and Nancy Cassidy has volunteered to fill this role, which is not a board position.
Dates for Meetings 2021-2022
These dates have also been posted on the website.
Tuesday, 09/21/2021
Tuesday, 11/16/2021
Tuesday, 01/18/2022
Tuesday, 03/15/2022
Tuesday, 05/17/2022
Annual Meeting Saturday, 06/04/2022
Dogs
We have had a number of incidents regarding dogs approaching walkers in the neighborhood. Pete reminded everyone to please pick up after your dog, please be mindful to attend to barking dogs, and please be sure that you have control of your dog at all times.
Play Area
Pete noted that a resident asked if it would be possible to clean up the boulder area near the mailboxes to make that more of a play area. No one objected to this request.
Community Work Day
Pete reported that on Saturday August 14, we will meet at the corner of Heather Hill and Holly Ridge and divide up duties to clean up brush, trim branches, etc. We’ll then meet on Madeline at 12 PM for a bring your own lunch gathering. Pete thanked Teri Cosentino for organizing this cleanup.
BOD Election
Pete gave an update on the election results thus far. Out of 81 possible votes we have received 26. The ballot specifies that all ballots must be received before Monday, May 31. Roberta commented that it is very unusual to have to sign your name to a ballot and asked that we change that next year to remove the signature line. Pete explained this allows people to either vote by mail or in person so that we ensure that each household only votes once. Roberta recommended that we only allow people to vote on a ballot provided by the association, with the only option being mailing the official ballot in or voting in person at the meeting. Pete noted that we will look into this for next year.
The meeting was adjourned by Pete Tracy.
Hale Estates Owners’ Association Meeting Minutes
Saturday, June 5, 2021
9:00 AM– Virtual Meeting via Zoom
Board of Directors Present: Pete Tracy, Monte McIndoe, Roberta Smith, Linda Armstrong, Bruce Miller, Tom Cosentino, Doug Somerville, David Klibanoff, Lynda Mahoney
Board of Directors Absent: None
Community Members Present: Catie Hubley, Kathleen Mora, Dorothy and Mike Lane, Glen Davis, Tom Hastings, Andrew Schuyler, Louise Hanson, Artie Goldman, Lisa Moore, Ed Bisson, Blaine Nelson and Frank Bauer, John Hebb, Nancy Cassidy, Mark Benedict and Catherine Miskelly
Meeting Convened by President Pete Tracy at 9:00 am
Pete notified the attendees that the meeting is being recorded. He asked everyone to please introduce themselves when talking. We will have a Q&A session at the end of the meeting for any questions.
Pete thanked everyone for joining and welcomed the new members to the community, including Donald and Cynthia Edgecomb, Mark and Deborah Horgan, Paul and Thelma Johnson, Glenn and Elizabeth Davis, Andrew and Malisa Schuyler, Frank Bauer and Blaine Nelson, Anthony and Paul Caralloro, Joseph and Amy Williams, John and Susan Bland, Mr. and Mrs. DeNardis, Mike Specht and Mary Hayward Specht, Danielle and Nikolaus Nutting, James and Carla McKiernan, Olga Cherniavsky, Lisa and Daniel Gaj, Garrett and Michelle Zuorsky, Ian and Tammy Heiselmeyer, Robert and Jillian Terry, and Brian and Megan Croce.
Pete reminded attendees a newsletter was sent to all members prior to this meeting via U.S. mail that includes an association annual report. Pete reviewed that document and asked for any questions or concerns.
Pete noted that we usually have a barbecue picnic at the end of the annual meeting where we collect donations for End 68 Hours of Hunger. This non-profit provides food to food insecure children for the weekend. Please consider donating to this organization. You can donate online at https://www.end68hoursofhunger.org/find-your-community/new-hampshire/conway/.
Finance – Monte McIndoe
Monte reported that there are no major changes since the last board meeting. Our fiscal year runs July 1 through June 30, so we are coming up on the end of our fiscal year. At the end of the fiscal year any funds remaining in the operating budget are rolled over into the CARF fund. This should be around $40,000 this year. Pete explained to any new members that about 10 years ago we started a Capital Asset Replacement Fund (CARF) to have in reserves for any major expenses that may be incurred by the association. (For example, last year our water pumps were hit by lightning. Whatever expenses associated with repairing the damage that were not covered by our insurance were taken out of CARF). We have about $28,000 in our checking account.
Monte presented the CARF Roll Forward Analysis. Beginning with the 2020-2021 fiscal year, the Budget and CARF were divided into a General Fund and a Septic Fund. The General Fund includes all expenses except for those associated with the maintenance and operation of the community septic systems. We started the year with $108,000. The Board approved a transfer of $24,840 of the 6/30/20 balance in CARF to the new Septic Fund CARF. Unexpended funds from the previous fiscal year operating account in the amount of $11,598 were transferred to the General Fund CARF, along with $23,000 in General Fund dues. General Fund CARF is currently at ~$118,000. With the transfer, and the 2020-2021 reserve deposit from septic dues of $6,800, the Septic Fund CARF has an ending balance of $31,640.
We started the year with $108,000. $23,000 in dues came in from Hastings Trust. CARF is currently at ~$118,000. We made a change in the General CARF Fund. A portion of the General CARF fund was split off into a separate septic fund, which has an ending balance of $31,640. Pete explained that there are some homes with community septic and some with private septic. The homes with private septic pay lower dues to the association. Lower Grandview homes are not actually part of Hale Estates, but the owners benefit from the road plowing and mowing of the common areas. Their dues will be increased from $510 to $575. The budget was approved by all on the call.
Pete presented an estimate of potential Capital Asset Replacement Funding projects. The CARF fund is in reserve in the event that we have to incur any of these expenses.
2021/2022 Budget – Finance Committee
Total 2021/2022 dues for the general fund have base dues of $1,300 + $200 for septic for a total of $1,500 for those members on community septic, a ~15% increase. Association members that do not have access to community septic dues will be $1,300. Lower Grandview dues will be $575. The proposed budget was approved unanimously by the association members present.
Community Water Systems – Future Challenges & Conservation – Tom Cosentino
Tom presented a graph that displays the water consumption in the Association. We have six wells that pump water to holding tanks. The association is required to report the meter readings for this pumping to the state of NH monthly. When the development was approved, the system was projected to provide 150 gallons per day per bedroom. The total capacity was estimated at 52,000 gallons per day. The graph shows that in the summer, water consumption increases dramatically as people are watering their lawns. This usage well exceeds the maximum that the system was designed to accommodate. We requested that New Hampshire Department of Environmental Services (NHDES) allow us to install another well. NHDES requires that we have in place a comprehensive water conservation system before they will approve another well. To that end, we have established a policy as follows: if your home address ends in an even number, please water Tuesday, Thursday, and Saturday. Odd-numbered homes should water on Monday, Wednesday, and Friday with no one watering on Sunday. We request that you water once a day only, before 7 AM and after 6 PM. Please also water for a total of 20 minutes per zone.
Open Board positions – Elections - Pete Tracy
Pete explained that there are nine board members and every year three board members’ terms will come to an end. This year we have three members whose terms are expiring: Monte McIndoe, Linda Armstrong, and Tom Cosentino. Tom is on the ballot for reelection. Monte has served as Treasurer for one term. Pete thanked Monte for all of the time he has dedicated to the Association. Linda Armstrong has served the board as a volunteer for two terms, the first three years as secretary and the last three years she has served as Community Outreach for all of our new members, providing the welcome package. Linda also coordinated the board meetings with the library. Pete thanked Linda for her contributions to the Association. Doug Somerville has effectively resigned from the board. Doug has volunteered with the board since he moved to Hale Estates in 2011. Doug also managed the water system and led us through mandates to have an emergency plan and fully documented rules and regulations. Doug has served as chair of the design committee and has served as the secretary and webmaster since 2019. Pete thanked Doug and Kathy and wished them well in their move to Virginia.
Pete thanked Meg Richard for volunteering to fill the secretary position and Nancy Cassidy for volunteering to fill the webmaster position, which is not a board position.
Pete announced the election results. The three nominees that received the most votes were Tom Cosentino, Mark Richard, and Scott Hubley. Pete invited the new board of directors to attend a brief meeting after this meeting. An invitation will go out via email.
2021/22 meeting schedule – Pete Tracy
The meeting schedule for next year has been established and is posted on the webpage.
Meeting Minutes
Pete noted that there was an amendment made to the Meeting Minutes of March 16, 2021. The board voted in favor of accepting the minutes as amended with a vote of 5 accepting and 4 abstaining.
The board voted unanimously to accept the Board minutes of May 18.
Community Work Day
Pete thanked Teri Cosentino for organizing the upcoming August 14 Community Work Day. Pete explained that we have had work days in the past where we trimmed trees and brush, cleaned up and painted the mailbox shelter and utility sheds, etc. Part of the cleanup this year might include building utility closets around Phase II utilities. Bring water bottles and yard tools. After the cleanup we’ll meet at Madeline Court for a bring your own lunch.
Concern About A Septic Field
Karen Moore-Brunell and Arthur Brunell have brought up some concerns about a failed septic field. Roberta and Pete will discuss meeting with Karen and Arthur and will report back to the board.
Owners’ Forum – Questions & Answers - Everyone
Pete reported that Lot 57 sold on May 15 and interest in purchasing lots continues. Tom Hastings reported that he just listed four more lots for sale in Phase II.
Meeting Adjourned
A motion to adjourn was made by Bruce Miller, seconded by Lynda Mahoney, and approved unanimously.