2014/06/24 MinutesHLA Board Meeting – Amended Minutes
Tuesday, June 24th Rossi Hall, 7 PM
Board members present: President - Ellen Mason, Vice- President – Pat Bassett, Treasurer – Jack Page, Secretary – Dian Mathews, Directors – Frank Stuckey, Bryan Bruder, Dick Scofield
Meeting called to order at 7 PM.
Minutes of the May 14th, 2014 Board meeting approved as amended.
TREASURER’S REPORT – Jack Page
for 2014 but hasn’t paid 2015.
2 members have not paid and have bench warrants issued
against them.
Need to start thinking about it now and have a Board meeting
shortly after elections.
Planning for balanced budget
Planning for new funded contingency account (5%)
Planning for new funded savings account (5%) – pool
Covenants allow increase of FY15 assessments to over $600
because of CPI increases since HLA founding. Hope we don’t
have to.
ROAD COMMITTEE REPORT – Dick Scofield
RECREATION COMMITTEE REPORT – Bryan Bruder
COVENANTS COMMITTEE REPORT – the Board
· Jack reports that he has just discussed with Maria her drafting of a letter which we could send out to members in violation of the covenants. The letter will state that court proceedings will follow. Since we aren’t the “covenant police” sending of the letter will be on a per issue basis such as complaints from other members, nuisance issues and safety issues. As a board we feel that members signed their deed to abide by the covenants. Knowingly violating the covenants is, in a way, bullying the rest of us. Going forward, we will try to have members comply, especially if the violation interferes with grading, plowing, or poses a safety issue to our contractors.
· Dian said she had e-mailed the Nichols with a request to move the markers from Rice Brook so the road can be graded. Markers have not yet been moved and there are only 4 roads to go.
· MOTION: Dian/Jack We move that the board remove all markers on HLA roads that are impeding grading. PASSED unanimously.
· Violations issues will be photographed and documented.
· Discussion of letter from member Alexia Currie citing her concerns about violations of the covenants. Some members have campers on their lots.
Ellen reminded us that we are a “recreation community” and that, historically, many members lived in mobile units while building their homes.
ELECTIONS AND THE MEETING PREP
Secretary – Dian Mathews
Director – Roy Marotta (We discussed a conflict of interest here
and decided that if Roy was elected he would be “Pool
Manager” under the direction of the Recreation
Director.
WEBSITE
Jack has set up an HLA website. We will post all minutes, meetings, financials, other info…anything to inform members about HLA. Transparency is important. Jack has put some pictures on the site already. He’d like all board members to write up a little bio to be posted.
NEXT BOARD MEETING will be July 9th, a Wednesday, 7 PM at Rossi Hall.
MEETING ADJOURNED at 10:32 PM.
Dian Mathews, Secretary
Tuesday, June 24th Rossi Hall, 7 PM
Board members present: President - Ellen Mason, Vice- President – Pat Bassett, Treasurer – Jack Page, Secretary – Dian Mathews, Directors – Frank Stuckey, Bryan Bruder, Dick Scofield
Meeting called to order at 7 PM.
Minutes of the May 14th, 2014 Board meeting approved as amended.
TREASURER’S REPORT – Jack Page
- Checking acct. balance = $83,812.49.
- Contingency Fund balance = $36,898.49
- A/R balance is $31,800 for 59 members
- 39 members’ assessments are outstanding. This year we will allow members to pay at the June membership meeting. Next year interest will begin to accrue at the rate of $0.1644 per day beginning May 1, 2015.
- Contribution requests to JLN Paying who haven’t paid and JLN non-paying will go out.
- Dunning letters will go out in early July.
- Former plow contractor made another payment.
- HLA SBW Debit Master card process working well.
- Court cases: 1 member is out of bankruptcy and has made 2 payments
for 2014 but hasn’t paid 2015.
2 members have not paid and have bench warrants issued
against them.
- Planning for FY 16 Budget – May 1,2015 through April 30, 2016
Need to start thinking about it now and have a Board meeting
shortly after elections.
Planning for balanced budget
Planning for new funded contingency account (5%)
Planning for new funded savings account (5%) – pool
Covenants allow increase of FY15 assessments to over $600
because of CPI increases since HLA founding. Hope we don’t
have to.
ROAD COMMITTEE REPORT – Dick Scofield
- Grading not done thus far: Foxhill, Rice Brook, Colonial, N Kings Highway
- Frank will do the brush cutback for $4,950. The grading has taken care of some of the tough spots. He will go out with Dale and trim the corners soon.
- With the money we save from that, we will get another load of gravel for Kings Highway and Rice Brook intersection.
- Bryan stated that if a job goes over $5000 we have to put it out for bids.
- Kudos to Dick from the board for the job he’s done with the roads.
- Dick won’t be doing a handout for the membership meeting so people will listen rather than read. His report will go out as part of the minutes.
- At the Special Meeting people were concerned the assessment might go up. Dick will state emphatically “No”.
RECREATION COMMITTEE REPORT – Bryan Bruder
- The bulletin board at the pool will help with communication between the board and members. Discussion as to where it should go. Near the big rock was the conclusion. Bryan will get back to us with a price.
- 10 boats were not removed last Nov. Discussion about what we can do about this. Bryan wants to move and repair the racks this fall. We will post signs on the racks and communicate with those we know to move boats by Nov. 1st.
- MOTION Dian/Dick We move that Bryan take any boat remaining on the racks on Nov. 2, 2014. PASSED unanimously. Boats will be put behind Rossi Hall.
- Bryan read an anonymous letter from a member which was very complimentary about our HLA community. Bryan will ask the members to come forward.
- A silver canoe has been abandoned. It will go in the boat pile- to- be behind Rossi Hall. Some of us thought it would make a great flower planter.
- Bryan read his written report which he will read aloud at the meeting. His report will go out as part of the minutes.
- Any new mailboxes need to be approved by the Post Office. We couldn’t come with a safe place to put any more, however. Maybe new people will have to get PO boxes.
- The association map at the mailboxes is still on Bryan’s radar. He just hasn’t had any time. Dick and Dian will still help. Dian has green and blue paint.
- Marc and Diane Beland donated the swing at the water front.
COVENANTS COMMITTEE REPORT – the Board
· Jack reports that he has just discussed with Maria her drafting of a letter which we could send out to members in violation of the covenants. The letter will state that court proceedings will follow. Since we aren’t the “covenant police” sending of the letter will be on a per issue basis such as complaints from other members, nuisance issues and safety issues. As a board we feel that members signed their deed to abide by the covenants. Knowingly violating the covenants is, in a way, bullying the rest of us. Going forward, we will try to have members comply, especially if the violation interferes with grading, plowing, or poses a safety issue to our contractors.
· Dian said she had e-mailed the Nichols with a request to move the markers from Rice Brook so the road can be graded. Markers have not yet been moved and there are only 4 roads to go.
· MOTION: Dian/Jack We move that the board remove all markers on HLA roads that are impeding grading. PASSED unanimously.
· Violations issues will be photographed and documented.
· Discussion of letter from member Alexia Currie citing her concerns about violations of the covenants. Some members have campers on their lots.
Ellen reminded us that we are a “recreation community” and that, historically, many members lived in mobile units while building their homes.
- Going along with that discussion, we received an e-mail “letter of intent” from David R Stenstrom stating that he intended to build on his lot in HLA, but wanted to live in a mobile unit while clearing the property and building. The board sincerely hopes he does this in good faith.
- MOTION: Bryan/Frank We move that a letter be sent from the board to Mr. Stenstrom stipulating that building begin within 2 years. That the letter be signed by Mr. Stenstrom indicating his agreement with the stipulation. Letter will also be signed by Ellen and notarized. VOTE: PASSED 6 for, 1 against.
- Dian will draft the letter; board will approve and copies will be sent to Mr.Stenstrom, his lawyer and Alexia.
- Discussion on clarification as to WHO selects the members of a committee. Ellen appoints the chairperson. According to our By-Laws a committee member may be “any member in good standing” (Article 4). The chair can pick members of they can volunteer.
- Discussion about a wife of a chairperson being the secretary of a committee.
- New policy: MOTION: Jack/Pat We move that if a Board member receives communication addressed to them as a member of the board, that communication will be sent out to all other board members. VOTE: PASSED 6 for, 1 against.
- Discussion about the work the Covenants Committee can do for the Board. As our lawyer suggested, we need to develop policies for enforcing the covenants
ELECTIONS AND THE MEETING PREP
- Jack will print out the sign – in sheets and the ballots.
- Dian will bring the ballot box and pens.
- Ellen will choose the ballot counters.
- Jack, Bryan and Dick will read their committee reports.
- Nominations from the last mtg. were:
Secretary – Dian Mathews
Director – Roy Marotta (We discussed a conflict of interest here
and decided that if Roy was elected he would be “Pool
Manager” under the direction of the Recreation
Director.
- Nominations will be taken from the floor.
WEBSITE
Jack has set up an HLA website. We will post all minutes, meetings, financials, other info…anything to inform members about HLA. Transparency is important. Jack has put some pictures on the site already. He’d like all board members to write up a little bio to be posted.
NEXT BOARD MEETING will be July 9th, a Wednesday, 7 PM at Rossi Hall.
MEETING ADJOURNED at 10:32 PM.
Dian Mathews, Secretary