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                        HIDDEN LAKE ASSOCIATION BOARD MEETING
                                                Amended Minutes
                                                  March 8, 2018
                                          Home of Donna Moxley


Minutes – not covered


ACTIONS
1. Mike K will:* export the old Quickbooks list onto Excel so we can use it.
                         *get the contact submissions from the website  to add to our data
                           (hopefully more e-mail addresses)
                        * draft the HLA ANNUAL letter including need to recruit new
                           Treasurer and that a “new payment system is being worked out”, etc.
                           (Mikki has completed the HLA Summer 2018 schedule which will be
                           p. 2 of the letter.)  
                        * Contact Nick about the Bylaws Treasurer definition and explanation of
                           reserve accounts, a budget list, any recent papers, password to
                           Treasurer’s e-mail.                     
2. Donna will:  *take all the lists and collate them into one “master list” from which we 
                           can export usable lists.
3. Dian will:     * send Donna the e-mail list
                         * meet with Jim Coffey to obtain a set of current Tax Map data.
                            Dick Scofield will take the data and put it on a flash drive so we can 
                            transfer  the data to our list.
                         * deposit FY 2019 monies into Savings #3.
4. Bill will:      * continue to go through the files on the new Quickbooks to see if he can 
                           determine when & where deposits have been made and how he can 
                           use the system for us.
5. Mike G. will: * Explore using PAYPAL as an HLA assessment paying option.




DISCUSSIONS
1. Pool          * The propane level is at 6%. $250 is budgeted. 
                       * Pool opening schedule: 
                          a. May 10 Clearwater will open.       
                          b. From Memorial Day - weekends only, weather permitting. 
                          c. Weekdays – June 25
                       * Mikki will keep all pool records (ADP, etc.)
2. Pool House Foundation
                        Job is more difficult than we figured. Mikki is going to ask Mike
                       Champion to do the job. It will cost $500-$2000. 
                        
3. Treasurer  * Mr. Bill has a debit card.  Dian will go to bank and change all HLA
                          debit cards to NO CASH. Dian’s card will be left as a “just in case”.
                      * Mr. Bill is updating himself and Quickbooks by category. Still lots of
                         questions.




                                                          Page One


HLA March 2018 Minutes – Page Two


3.  Treasurer continued
                      * For credit card payments – Quickbooks charges 2.9 transaction fee
                         ($14.50 per transaction) plus $0.25 per transaction to credit card company


4. People paying to use HLA Amenities
    According to the Covenants someone has to live adjacent to an HLA road.
    Scenic Estates is now counted as a JLN property.  JLNs are eligible to become HLAs
    by paying the assessment.                          
    BOARD DECIDED that policy would be: EACH BOARD, EVERY SEASON will
   decide whether or not they will allow adjacent property people to pay to use amenities.
   More research will be done prior to a vote before the summer season.
    Dian will ask Harry Power where King’s Highway becomes HLA. 


5. Keyless Entry
    Keyless entry will be worked on. Maybe we’ll do a test run this summer. More
    discussion needed, but a big plus would be the bathrooms being open when a  member
    needs them.


6. Pool Attendants Child Care
    Historically, this has been an HLA pool “thing” and the Board wants to honor that
    tradition. However, we want our attendants to be “attending” to our pool while they are 
    on the clock. We are consulting with our attorney to determine our liability.    


7. Lexie Currie’s step-daughter donated LED light fixtures for our pool house. Now we
    need someone to put them up. 


8. Donated cabinets will be installed in the pool house by the end of April. All Rossi Hall
    bookings are to go through Mikki. 


9. CPR certification class for our pool attendants will be held at Rossi Hall in the  
    beginning of May. Class is $35 and will be open to HLA members.


10. Mikki will send out a letter inviting previous pool attendants to re-up for this summer.
    No position is guaranteed. Mikki will meet with pool attendants to go over pool rules 
    and policies.  Unpaid members will be allowed a one-time use of the pool. New guest
    policy hasn’t yet been  approved by the Board.


11. When the pool is opened for the season the weights must be rolled to be stored.
    Clearwater can winterize the solar panels – also take down and reinstall each season.
    Clearwater opening and closing have been set up by Mikki for the next two years.


 


                                                          Page Two








HLA March 2018 Minutes – Page Three


12. Roads
      This year’s surprise mud season on our roads has been fixed. It was all made more difficult because the road to the quarry was posted, as was Route 123 South. Permission was obtained  to get into the development on Rte 123 and King’s Highway. A generous member   raked the entire development prior to the gravel being put down. Thank you for
 your time and energy! 
 We are going to select an HLA property in the development where debris removed 
  from the sides of the roads during grading can be piled to dry out to then be used to
  fill in pot holes. We can also store gravel to be used next winter. Donna will find the 
  map with HLA properties highlighted.
      




Meeting adjourned at 10 PM.


NEXT MEETING WILL BE THE SECOND TUESDAY, APRIL 10.


Dian Mathews, Recording Secretary​

The Hidden Lake Association's clubhouse, Rossi Hall, and the waterfront area are great places to get together with your friends and neighbors. With a pancake breakfast, wine & cheese parties, and monthly bonfires, summer in the HLA is social!

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