2014/08/20 Minutes HIDDEN LAKE ASSOCIATION BOARD MEETING
Amended Minutes
August 20th, 2014
ROSSI HALL 7 PM
Board members present: President – Ellen Mason, Vice President – Pat Basset, Treasurer – Jack Page
Recording Secretary – Dian Mathews, Corresponding Secretary – Lexie Currie, Directors – Bryan Bruder
and Dick Scofield.
Guest present: Covenant committee members Lexie Currie and Dave Ferner.
I. Welcome to new Corresponding Secretary Lexie Currie
II. MOTION: Dick/Pat “Move to accept the minutes, as amended, from the July 30th, 2014 Board
meeting.” Passed unanimously.
III. MOTION: Jack/Dick “We move that the Covenant Committee’s report be moved up in the Agenda.”
Passed unanimously.
IV. Covenants Committee Report – The Covenants Committee presented the Board with a draft of a
policy for enforcement of the Covenants #2 “Except as hereafter provided, all lots in the
subdivision used for residential purposes only. No trailer, modular, or mobile homes shall be
allowed thereon without the written consent of STODDARD.” The draft contains definitions for the
terms used in the policy. The term “mobil home” was added to the list of terms. Discussion
centered on what point does “building” actually begin and the need for “Time to completion”
to be clear. Many things have been acceptable in the past; the Board wants to go on from this
point. Enforcement of the policy is going to be another discussion at another time. Written
permission from the Board is an important issue.
· Dave suggested we contact Realtors with our policy and tell them they need to inform
prospective buyers that they need to come before the Board before they build anything.
· Covenant Committee Chair, Mikki Falcone, will be asked to make a statement at the Aug. 23rd
Meetin to the membership that a policy is being drafted and that the Committee would
appreciate every one looking at their copy of the Covenants and to submit to our HLA e-mail
address any ideas they might have for policies.
· Next policy to be drafted will be Covenants 2 “No building, fence wall, sewage system, well or
other structure …shall be erected…unless its plans, specifications and a map showing its
location on the
land have been filed with and approved in writing by STODDARD.” The Board is concerned
with structures on HLA property which may interfere with the plowing and grading of our
roads.
V. Treasurer’s Report
Checking account balance is $ 69,740.29 Contingency CD balance is $36,929.77
A/R Balance is $12,017.26 for 25 members. (Interest accruing at $0.1644 per day. Unpaid $500
5/1/2014 assessment has $18.25 interest accrued.
Contribution Requests mailed to HLA-NP, JLN-NP in mid July. We got three more Road Only
Contributions so it was worth the mailing time and expense. Corresponding Secretary
Lexie Currie will send out Thank you notes to JLN-P and JLN-RO.
Maria Gavin Communications – Board should have recieved a summary via e-mail on 8/13/2014.
Collection activities to begin in September 2014.
We have received and filed a letter of resignation from Roy Marotta due to the appearance of
A conflict of interest issue. She affirms that the Board has the right and responsibility to
develop and enforce policies without a vote of the general membership. We will inform
the membership of new policies via minutes, and postings with suitable lead time.
Annual Audit of HLA’s books by Public Accountant – Jack has not been able to contact the past
PA who charged us $105 per year for years. Jack has talked to a CPA and the “review letter”
is “big bucks”.
We need to protect our Treasurer and the Board. Idea: an Audit Committee?
Tax filings are due 9/15/2014.
A Thank You to the 8 volunteers who stuffed envelopes with the minutes: Ellen, Glen, Barbara,
Bryan, Dick, Lexie and Jack. They did 152 mailings with 2 sets of minutes in 45 minutes.
The HLA E-Mail List now has 50, mostly confirmed, addresses. Jack has the list in Quiken and
the HLA G-mail account. The General membership minutes were e-mailoed with attached
PDF with BCC of Members’ e-mail addresses. We should continue to encourage people to sign up.
FY16 Budget – May 1, 2015 through April 30, 2016 will be presented at the 8/23/2014 Members’
Budget meeting. The proposed budget was posted on the two BBs and the website on
8/8/2014.
VI. Roads Report We have a family of beavers continuously filling the culvert near the Smith’s on N.
Hidden Lake. In the past, the lot owner has paid for removal of the beavers. After much
discussion, the Board will authorize the trapper to remove the beavers and HLA will pay
the bill this time.
We’ve had 15” of rain this season with no recurring potholes.
MOTION: Jack/Bryan “We move that the Board fully supports Dick Scofield’s action as Road
Director.” Vote: 5 yes, 1 abstention PASSED. Discussion: It is the nature of the Road
Director’s job that attracts complaints.
Request from Chagnons for copies of this Spring’s grading bids will be answered by the
Corresponding Sec. Copy of the Special mtg. minutes will be attached.
On 3/18 Dick rec’d an e-mail from K. Peate re: driveway washout. Dick will respond.
V. Waterfront Report
From Jack: Roy, our Pool Manager will give a report at the 8/23 Member’s Budget mtg.
Jack has suggested he give us numbers of pool usage.
New pool attendant, Caitlin Hayes, replaced Doreen Duggan and is working out well.
The pool will be open Labor Day and closed thereafter.
WiFi and phone disconnected after Labor Day.
From Bryan: There were 10 boats in the Boat Parade and 75 people attended the bar-b-que
afterward.
New windows are in Rossi Hall. Difference of $47 above the $340 we were quoted.
Bryan will look into this.
Corresponding Sec. will send a Thank You to Mark & Diane Belland for the gracious
donation of the swing at the waterfront.
IX. Unfinished Business· As per our Attorney, we will hold a Special Election on Aug.23, 2014 at the Membership
Budget meeting. Nominations will be taken from the floor and the vote will be held. Dian
will print out ballots stating it’s a “Special Election” for Director.
· Corresponding Sec. will draft Thank you letters to Mikki Falcone and Nancy Chagnon for
painting our HLA map.
· When our policy for safety of our roads (see above to Covenants next policy) is ready,
a letter will be sent to EVERY member who is in violation of the policy. This concerns
every rock, fence and wall. We have sent out Scott from Landsite to look at the road
on Rice Brook to see if the road could be widened on the other side from the wall.
He states that the road can’t be shifted because of the telephone pole there. He could
build the road up and crown it but the water could undermine the structure of the wall.
The road can’t be ditched there because of the wall. This discussion is ongoing as the
Board looks into viable solutions.
X. New BusinessPreparation for the Aug. 23, 2014 Membership Budget Meeting
· Dian will type up the Agenda and Jack will print it out.
· We will have the dry erase board, markers and ballots for the Special Election.
· New position of Corresponding Secretary will be announced and Lexie will be introduced.
Postion is non-voting.
Next Board meeting will be held on Sept. 17, 2014 at Rossi Hall, 7 PM.
MOTION to adjourn Bryan/Jack 9:10 PM
Dian Mathews, Recording Secretary
Amended Minutes
August 20th, 2014
ROSSI HALL 7 PM
Board members present: President – Ellen Mason, Vice President – Pat Basset, Treasurer – Jack Page
Recording Secretary – Dian Mathews, Corresponding Secretary – Lexie Currie, Directors – Bryan Bruder
and Dick Scofield.
Guest present: Covenant committee members Lexie Currie and Dave Ferner.
I. Welcome to new Corresponding Secretary Lexie Currie
II. MOTION: Dick/Pat “Move to accept the minutes, as amended, from the July 30th, 2014 Board
meeting.” Passed unanimously.
III. MOTION: Jack/Dick “We move that the Covenant Committee’s report be moved up in the Agenda.”
Passed unanimously.
IV. Covenants Committee Report – The Covenants Committee presented the Board with a draft of a
policy for enforcement of the Covenants #2 “Except as hereafter provided, all lots in the
subdivision used for residential purposes only. No trailer, modular, or mobile homes shall be
allowed thereon without the written consent of STODDARD.” The draft contains definitions for the
terms used in the policy. The term “mobil home” was added to the list of terms. Discussion
centered on what point does “building” actually begin and the need for “Time to completion”
to be clear. Many things have been acceptable in the past; the Board wants to go on from this
point. Enforcement of the policy is going to be another discussion at another time. Written
permission from the Board is an important issue.
· Dave suggested we contact Realtors with our policy and tell them they need to inform
prospective buyers that they need to come before the Board before they build anything.
· Covenant Committee Chair, Mikki Falcone, will be asked to make a statement at the Aug. 23rd
Meetin to the membership that a policy is being drafted and that the Committee would
appreciate every one looking at their copy of the Covenants and to submit to our HLA e-mail
address any ideas they might have for policies.
· Next policy to be drafted will be Covenants 2 “No building, fence wall, sewage system, well or
other structure …shall be erected…unless its plans, specifications and a map showing its
location on the
land have been filed with and approved in writing by STODDARD.” The Board is concerned
with structures on HLA property which may interfere with the plowing and grading of our
roads.
V. Treasurer’s Report
Checking account balance is $ 69,740.29 Contingency CD balance is $36,929.77
A/R Balance is $12,017.26 for 25 members. (Interest accruing at $0.1644 per day. Unpaid $500
5/1/2014 assessment has $18.25 interest accrued.
Contribution Requests mailed to HLA-NP, JLN-NP in mid July. We got three more Road Only
Contributions so it was worth the mailing time and expense. Corresponding Secretary
Lexie Currie will send out Thank you notes to JLN-P and JLN-RO.
Maria Gavin Communications – Board should have recieved a summary via e-mail on 8/13/2014.
Collection activities to begin in September 2014.
We have received and filed a letter of resignation from Roy Marotta due to the appearance of
A conflict of interest issue. She affirms that the Board has the right and responsibility to
develop and enforce policies without a vote of the general membership. We will inform
the membership of new policies via minutes, and postings with suitable lead time.
Annual Audit of HLA’s books by Public Accountant – Jack has not been able to contact the past
PA who charged us $105 per year for years. Jack has talked to a CPA and the “review letter”
is “big bucks”.
We need to protect our Treasurer and the Board. Idea: an Audit Committee?
Tax filings are due 9/15/2014.
A Thank You to the 8 volunteers who stuffed envelopes with the minutes: Ellen, Glen, Barbara,
Bryan, Dick, Lexie and Jack. They did 152 mailings with 2 sets of minutes in 45 minutes.
The HLA E-Mail List now has 50, mostly confirmed, addresses. Jack has the list in Quiken and
the HLA G-mail account. The General membership minutes were e-mailoed with attached
PDF with BCC of Members’ e-mail addresses. We should continue to encourage people to sign up.
FY16 Budget – May 1, 2015 through April 30, 2016 will be presented at the 8/23/2014 Members’
Budget meeting. The proposed budget was posted on the two BBs and the website on
8/8/2014.
VI. Roads Report We have a family of beavers continuously filling the culvert near the Smith’s on N.
Hidden Lake. In the past, the lot owner has paid for removal of the beavers. After much
discussion, the Board will authorize the trapper to remove the beavers and HLA will pay
the bill this time.
We’ve had 15” of rain this season with no recurring potholes.
MOTION: Jack/Bryan “We move that the Board fully supports Dick Scofield’s action as Road
Director.” Vote: 5 yes, 1 abstention PASSED. Discussion: It is the nature of the Road
Director’s job that attracts complaints.
Request from Chagnons for copies of this Spring’s grading bids will be answered by the
Corresponding Sec. Copy of the Special mtg. minutes will be attached.
On 3/18 Dick rec’d an e-mail from K. Peate re: driveway washout. Dick will respond.
V. Waterfront Report
From Jack: Roy, our Pool Manager will give a report at the 8/23 Member’s Budget mtg.
Jack has suggested he give us numbers of pool usage.
New pool attendant, Caitlin Hayes, replaced Doreen Duggan and is working out well.
The pool will be open Labor Day and closed thereafter.
WiFi and phone disconnected after Labor Day.
From Bryan: There were 10 boats in the Boat Parade and 75 people attended the bar-b-que
afterward.
New windows are in Rossi Hall. Difference of $47 above the $340 we were quoted.
Bryan will look into this.
Corresponding Sec. will send a Thank You to Mark & Diane Belland for the gracious
donation of the swing at the waterfront.
IX. Unfinished Business· As per our Attorney, we will hold a Special Election on Aug.23, 2014 at the Membership
Budget meeting. Nominations will be taken from the floor and the vote will be held. Dian
will print out ballots stating it’s a “Special Election” for Director.
· Corresponding Sec. will draft Thank you letters to Mikki Falcone and Nancy Chagnon for
painting our HLA map.
· When our policy for safety of our roads (see above to Covenants next policy) is ready,
a letter will be sent to EVERY member who is in violation of the policy. This concerns
every rock, fence and wall. We have sent out Scott from Landsite to look at the road
on Rice Brook to see if the road could be widened on the other side from the wall.
He states that the road can’t be shifted because of the telephone pole there. He could
build the road up and crown it but the water could undermine the structure of the wall.
The road can’t be ditched there because of the wall. This discussion is ongoing as the
Board looks into viable solutions.
X. New BusinessPreparation for the Aug. 23, 2014 Membership Budget Meeting
· Dian will type up the Agenda and Jack will print it out.
· We will have the dry erase board, markers and ballots for the Special Election.
· New position of Corresponding Secretary will be announced and Lexie will be introduced.
Postion is non-voting.
Next Board meeting will be held on Sept. 17, 2014 at Rossi Hall, 7 PM.
MOTION to adjourn Bryan/Jack 9:10 PM
Dian Mathews, Recording Secretary