2014/07/30 Minutes HIDDEN LAKE ASSOCIATION
Amended Board Minutes
July 30th, 2014
Rossi Hall 7 PM
Board Members present: Vice-President- Pat Bassett, Treasurer – Jack Page, Secretary – Dian Mathews, Directors – Bryan Bruder, Dick Scofield, Roy Marotta. President Ellen Mason arrived at 8:20 Pm. Meeting was chaired by Vice-President from 7:10 until then.
A/R Balance is $13,000 for 27 members.
Interest is accruing at $0.1644 per day. Unpaid $500.00 5/1/2014 assessment has $14.79
Interest accrued.
Dunning Letters mailed to 40 members first week of July.
When should we turn non payers over to Maria for collection? Discussion: Many are the same
members who pay late or not at all. They have had 90 days since May 1, 2014 to call Jack and
make payment arrangements. MOTION: Dick/Bryan “We authorize Jack to turn over the unpaid
names to legal.” PASSED unanimously.
Contribution requests mailed to HLA-NP, JLN-NP in mid July.
Board reviewed pamphlet included in the mailing via e-mails and at a prior meeting.
2 have full membership and 1 Road Only
FY16 Budget – May 1 2015 through April 30, 2016
Budget to be presented at 8/23/2014 Members Budget Meeting at Rossi Hall.
Need to post Proposed Budget by 8/9/2014. We have 10 days to agree on a budget.
(Board Budget approval meeting on Wed., 8/6/2014?)
Proposed budget expenses are 95% of current year’s budget by default.
Needed justification of more or less than 95% by 7/23/2014
Balanced Budget
New funded Contingency Line Item (5%)
New funded Savings Line Item (less than 2%, goal was 5%)
Covenants allow increase of FY16 Assessments to over $600 because of CPI increases since
HLA founding.
Proposed FY2016 Budget has Assessment staying at $500.
Detailed Explanation of Proposed FY2016 Budget
Hand out proposed budget, explain each column
Focus on blue highlighted column along with yellow highlighted cells.
MOTION: Bryan/Dian “That the FY2016 Proposed Budget be accepted with revisions.
PASSED unanimously.
Near finite number assessable lots in the development
Un-grandfather multiple lots with only one assessment?
Very unfair and special interest driven when By-Laws were amended in 1990.
Merged lots are allowed by the town.
On advice of Counsel, HLA is not bound by the Town’s acceptance of merged lots
There is nothing pertinent in the Covenants or By-Laws about merged lots.
MOTION: Jack/Dick “We propose that the HLA POLICY going forward about merged lots be that a member must pay an individual assessment for each HLA
lot owned, as per the Covenants and advice of Counsel, effective as of May 1,
2014. “PASSED (Vote 4 For, 1 abstention.)
5. ROADS
We’ve had 12” of rain since the roads were graded. They are holding up well.
Dick wants to find a place to keep a load of gravel which will be mixed w/ calcium chloride and
used on potholes as soon as they appear. The calcium chloride will harden the spot so another
pot hole doesn’t appear.
The Hole at the bottom of Scenic Drive: Dick used his Kaboda on the west side. Ben Wilder used
A backhoe on the east side. No water was getting through. Hole is now cleared, but needs repair.
An extension needs to be put in going up towards Cherry’s.
An extension needs to be put on the culvert at Upper King’s Highway.
Next year’s grading will be “as needed”.
6. WATERFRONT
From Jack: He has been working with Roy. Everything has been going well – almost perfect.
New pool attendant: Caitlin Hayes has replaced Doreen Duggan.
Roy continues to work as a volunteer and his contracted services continue to save us
a bundle. Roy still picking Clearwater’s brain.
From Bryan: 8’ extensions on the dock
Have $300 left. In the Fall he will put loam and grass seed in front of the docks to
make that section safer.
Bought 2 solar heaters for the pool house roof. Hopefully this will save on the expense
of propane to heat the pool.
The new windows are in Rossi Hall.
7. UNFINISHED BUSINESS
· Mr. Stenstrom has bought his piece of property. The Board received an e-mail back from him, but has not given him any written permission to put a trailer on that property.
· Question: When does “building” actually begin? The well? The septic? A NH “Intent to Cut” permit is required. The Town Building permit has a stated “time for completion”. Dick and Dian will look into this further and report back to the Board.
· Dian will send a “Thank You” to Mikki Falcone and Nancy Chagnon for painting our HLA map.
· Dian will send a letter of appreciation to David Vaillancourt.
· Dian has a card and a gift certificate (Board member donations) for Ginny GrandPre’ for her and Lou’s service to the HLA Association.
· The bulletin board at the Waterfront will be for HLA official business. We will ask Roy to see that out-dated papers be taken down.
· Dian will e-mail the June 28th Membership Meeting minutes to those members who have given us their e-mail. Jack will prepare hard copies for all others. The Board will meet at Jack’s house for a “folding-stuffing” night when they are ready.
· Bryan has printed a letter informing boat owners of the Nov. 1st deadline for boats off the rack.
8. NEW BUSINESS
· Hidden Lake improvements – a discussion for the future
· Question: Are the Board meetings open, closed or “other”? Discussion determined that we believe our meetings to be open. When we hold our Board meetings in our homes in the cold months, others generally aren’t invited due to lack of space. When we discuss anything confidential, we ask non-Board members to leave. This Board is committed to full disclosure. Roy has been asked to attend as Pool Manager.
· Corresponding Secretary. As the Board becomes more proactive there is a need to have a person dedicated to drafting letters, subject to Board approval. The Corresponding Secretary would also be invited to attend Board meetings, but not vote. Lexie Currie has been approached to be our Corresponding Secretary.
· Rossi Hall Rental POLICY- The Hall may be rented by a member in good standing for private parties for $25. The Hall must be cleaned when the party is over. No furniture will be loaned or rented out. The Hall Hall may not be rented to any other Association.
Bryan will buy more black chairs. We now have 54.
Next Board meeting will be Wednesday, August 20, 2014 at Rossi Hall, 7 PM.
MOTION to Adjourn Bryan/Pat @ 10:12 PM.
Dian Mathews, Recording Secretary
Amended Board Minutes
July 30th, 2014
Rossi Hall 7 PM
Board Members present: Vice-President- Pat Bassett, Treasurer – Jack Page, Secretary – Dian Mathews, Directors – Bryan Bruder, Dick Scofield, Roy Marotta. President Ellen Mason arrived at 8:20 Pm. Meeting was chaired by Vice-President from 7:10 until then.
- First order of business was MOTION: Dian/Dick “To go to New Business on the Agenda”. PASSED unanimously.
- Roy Marotta resigned his position as Director in order to avoid a conflict of interest with his position as HLA’s Pool Manager. As per our Attorney’s advice: we should not have anyone on the Board who makes $500+ as a contractor with us. Jack will check with Maria to see if it is possible for the membership to vote to annul the June 28th election of the Director and to hold a new election for that position. MOTION: Bryan/Jack “We move that the June 28th election of Director be annulled and that the membership elect a replacement Director”. PASSED unanimously.
- MOTION: Dick/Bryan “We move to accept the following minutes: Special Meeting June 18th, Board meeting June 24th, Membership meeting June 28th and Board meeting July 9th(all 2014).” PASSED unanimously with the caveat that anything factual we find amiss be amended. Dian will post sets of the minutes on the two HLA bulletin boards. Jack will post them on the HLA website. Ellen will talk to Jim Coffee about a link to our website from the Stoddard Town website. (Right now the Town website has no webmaster.)
- TREASURER
A/R Balance is $13,000 for 27 members.
Interest is accruing at $0.1644 per day. Unpaid $500.00 5/1/2014 assessment has $14.79
Interest accrued.
Dunning Letters mailed to 40 members first week of July.
When should we turn non payers over to Maria for collection? Discussion: Many are the same
members who pay late or not at all. They have had 90 days since May 1, 2014 to call Jack and
make payment arrangements. MOTION: Dick/Bryan “We authorize Jack to turn over the unpaid
names to legal.” PASSED unanimously.
Contribution requests mailed to HLA-NP, JLN-NP in mid July.
Board reviewed pamphlet included in the mailing via e-mails and at a prior meeting.
2 have full membership and 1 Road Only
FY16 Budget – May 1 2015 through April 30, 2016
Budget to be presented at 8/23/2014 Members Budget Meeting at Rossi Hall.
Need to post Proposed Budget by 8/9/2014. We have 10 days to agree on a budget.
(Board Budget approval meeting on Wed., 8/6/2014?)
Proposed budget expenses are 95% of current year’s budget by default.
Needed justification of more or less than 95% by 7/23/2014
Balanced Budget
New funded Contingency Line Item (5%)
New funded Savings Line Item (less than 2%, goal was 5%)
Covenants allow increase of FY16 Assessments to over $600 because of CPI increases since
HLA founding.
Proposed FY2016 Budget has Assessment staying at $500.
Detailed Explanation of Proposed FY2016 Budget
Hand out proposed budget, explain each column
Focus on blue highlighted column along with yellow highlighted cells.
MOTION: Bryan/Dian “That the FY2016 Proposed Budget be accepted with revisions.
PASSED unanimously.
Near finite number assessable lots in the development
Un-grandfather multiple lots with only one assessment?
Very unfair and special interest driven when By-Laws were amended in 1990.
Merged lots are allowed by the town.
On advice of Counsel, HLA is not bound by the Town’s acceptance of merged lots
There is nothing pertinent in the Covenants or By-Laws about merged lots.
MOTION: Jack/Dick “We propose that the HLA POLICY going forward about merged lots be that a member must pay an individual assessment for each HLA
lot owned, as per the Covenants and advice of Counsel, effective as of May 1,
2014. “PASSED (Vote 4 For, 1 abstention.)
5. ROADS
We’ve had 12” of rain since the roads were graded. They are holding up well.
Dick wants to find a place to keep a load of gravel which will be mixed w/ calcium chloride and
used on potholes as soon as they appear. The calcium chloride will harden the spot so another
pot hole doesn’t appear.
The Hole at the bottom of Scenic Drive: Dick used his Kaboda on the west side. Ben Wilder used
A backhoe on the east side. No water was getting through. Hole is now cleared, but needs repair.
An extension needs to be put in going up towards Cherry’s.
An extension needs to be put on the culvert at Upper King’s Highway.
Next year’s grading will be “as needed”.
6. WATERFRONT
From Jack: He has been working with Roy. Everything has been going well – almost perfect.
New pool attendant: Caitlin Hayes has replaced Doreen Duggan.
Roy continues to work as a volunteer and his contracted services continue to save us
a bundle. Roy still picking Clearwater’s brain.
From Bryan: 8’ extensions on the dock
Have $300 left. In the Fall he will put loam and grass seed in front of the docks to
make that section safer.
Bought 2 solar heaters for the pool house roof. Hopefully this will save on the expense
of propane to heat the pool.
The new windows are in Rossi Hall.
7. UNFINISHED BUSINESS
· Mr. Stenstrom has bought his piece of property. The Board received an e-mail back from him, but has not given him any written permission to put a trailer on that property.
· Question: When does “building” actually begin? The well? The septic? A NH “Intent to Cut” permit is required. The Town Building permit has a stated “time for completion”. Dick and Dian will look into this further and report back to the Board.
· Dian will send a “Thank You” to Mikki Falcone and Nancy Chagnon for painting our HLA map.
· Dian will send a letter of appreciation to David Vaillancourt.
· Dian has a card and a gift certificate (Board member donations) for Ginny GrandPre’ for her and Lou’s service to the HLA Association.
· The bulletin board at the Waterfront will be for HLA official business. We will ask Roy to see that out-dated papers be taken down.
· Dian will e-mail the June 28th Membership Meeting minutes to those members who have given us their e-mail. Jack will prepare hard copies for all others. The Board will meet at Jack’s house for a “folding-stuffing” night when they are ready.
· Bryan has printed a letter informing boat owners of the Nov. 1st deadline for boats off the rack.
8. NEW BUSINESS
· Hidden Lake improvements – a discussion for the future
· Question: Are the Board meetings open, closed or “other”? Discussion determined that we believe our meetings to be open. When we hold our Board meetings in our homes in the cold months, others generally aren’t invited due to lack of space. When we discuss anything confidential, we ask non-Board members to leave. This Board is committed to full disclosure. Roy has been asked to attend as Pool Manager.
· Corresponding Secretary. As the Board becomes more proactive there is a need to have a person dedicated to drafting letters, subject to Board approval. The Corresponding Secretary would also be invited to attend Board meetings, but not vote. Lexie Currie has been approached to be our Corresponding Secretary.
· Rossi Hall Rental POLICY- The Hall may be rented by a member in good standing for private parties for $25. The Hall must be cleaned when the party is over. No furniture will be loaned or rented out. The Hall Hall may not be rented to any other Association.
Bryan will buy more black chairs. We now have 54.
Next Board meeting will be Wednesday, August 20, 2014 at Rossi Hall, 7 PM.
MOTION to Adjourn Bryan/Pat @ 10:12 PM.
Dian Mathews, Recording Secretary