2015/03/11 Minutes HIDDEN LAKE ASSOCIATION BOARD MEETING
March 11, 2015, 6 PM
Home of D. Mathews
Present: President-E. Mason, Treasurer-J. Page, Secretary-D. Mathews, Directors-B. Bruder, D. Scofield, M. Wheeler
Guests: Steve and Deborah McGerty
Meeting began with the McGertys presenting the Board with a letter explaining the safety issues of their driveway and Kennedy Brook and how their big rock mitigates those issues.
MOTION: Bryan/Matt “We acknowledge that the McGerty’s rock solves a safety issue and we will provisionally allow the rock to remain on the McGerty’s easement to alleviate said safety issue.” PASSED
A letter from the Board will be drafted so stating.
Question from the McGertys re: HLA Attorney
Answer from Jack: Communication with the Attorney is limited to Jack only and is accomplished via e-mails, so everything is in writing.
I. Minutes from Feb. 11, 2015 approved as corrected.
II. Treasurer’s Report – J. Page
Checking Account Balance=$12,185.91.
Emergency Contingency Balance=$37,037.18.
A/R Balance=$8,524.94 for 18 members.
Recommendation: Fund the balance of the newly established FY2016 5% Budget Contingency Fund with the unfunded 3% portion - $4000.
Also: Move the balance of the unused FY2015monies to newly established Savings Account.
2015 Assessments are due May 1, 2015!
III. Committee Reports
A. Roads – D. Scofield
Dick reports he will be bringing in two loads of gravel before the roads are closed for mud season.
1. The first Capital Improvement Project for this year will be fixing the holes on Foxhill. The repair to the hole at the top didn’t cost us last year, but didn’t work. We will start at the hole nearest the intersection and dig out the boulders.
2. Lou Gilman has a rock at the end of his driveway which needs to be removed.
3. Red Coat has a rock in the middle of the road. Larger equipment is needed.
4. We will grade, crown and remove secondary ditches on the circle and then whatever roads are deemed necessary.
5. We are requesting a bid from Landsite for two gradings.
6. We are looking at calcium chloride applications in several spots.
B. Recreation Committee – B. Bruder
1. Solar tubing will be put on the pool house roof by Bryan and Roy. It will be plumbed in to heat the pool.
2. Pam Bruder will notify Roy of the HLA dates when Rossi Hall will be used so members can schedule their own events.
3. Shrubs will be coming out from in front of Rossi Hall. Lawn going in.
4. Cabinets are being donated by Mike & Bob for Hall.
5. Bryan, Mike and Bob will do the mowing this year. The $$ we budgeted will pay for gas. Remainder will go to Rec. Committee to improve the area.
6. Members will get the same boat space if their assessment
is paid by May 1st.
C. Covenants Committee – report next month
Letters have been sent to several members who did not reply to our first letters.
D. Research Committee – D. Scofield & J. Page
The Committee met with Sheliah Kaufold, Attorney for several Village Districts. Committee learned a lot more about Village Districts. Committee will present some of this data at the June meeting for our members.
IV. Corresponding Secretary’s Report – see “Letters” under Covenants Committee
V. Unfinished Business
A. Discussion of wording in policy #1 re: the official start of
Construction.
MOTION: Dick/ Matt “We change the wording for the start
of construction in Policy #1 “Uses…Definitions #13
Building a Residence” to read ‘once the foundation is
poured’. PASSED.
B. Meeting to stuff envelopes will be at Jack’s house, next
Wed. at 6 PM. All items will be ready:
Billing – remittance copy and Landowner’s copy
Pool/pool house schedule, HLA Events schedule
Boat sticker request
Letter from Board
VI. New Business
A. Discussion of whether or not our HLA Attorney being
also the Town of Stoddard Attorney is a conflict of interest.
B. Brief discussion of officers to run next term.
VII. Next meeting will be April 8th, 6 PM at D. Mathews’.
Meeting adjourned at 8:31 PM. Motion: Bryan/Matt
Matt’s e-mail is the old one: [email protected]
March 11, 2015, 6 PM
Home of D. Mathews
Present: President-E. Mason, Treasurer-J. Page, Secretary-D. Mathews, Directors-B. Bruder, D. Scofield, M. Wheeler
Guests: Steve and Deborah McGerty
Meeting began with the McGertys presenting the Board with a letter explaining the safety issues of their driveway and Kennedy Brook and how their big rock mitigates those issues.
MOTION: Bryan/Matt “We acknowledge that the McGerty’s rock solves a safety issue and we will provisionally allow the rock to remain on the McGerty’s easement to alleviate said safety issue.” PASSED
A letter from the Board will be drafted so stating.
Question from the McGertys re: HLA Attorney
Answer from Jack: Communication with the Attorney is limited to Jack only and is accomplished via e-mails, so everything is in writing.
I. Minutes from Feb. 11, 2015 approved as corrected.
II. Treasurer’s Report – J. Page
Checking Account Balance=$12,185.91.
Emergency Contingency Balance=$37,037.18.
A/R Balance=$8,524.94 for 18 members.
Recommendation: Fund the balance of the newly established FY2016 5% Budget Contingency Fund with the unfunded 3% portion - $4000.
Also: Move the balance of the unused FY2015monies to newly established Savings Account.
2015 Assessments are due May 1, 2015!
III. Committee Reports
A. Roads – D. Scofield
Dick reports he will be bringing in two loads of gravel before the roads are closed for mud season.
1. The first Capital Improvement Project for this year will be fixing the holes on Foxhill. The repair to the hole at the top didn’t cost us last year, but didn’t work. We will start at the hole nearest the intersection and dig out the boulders.
2. Lou Gilman has a rock at the end of his driveway which needs to be removed.
3. Red Coat has a rock in the middle of the road. Larger equipment is needed.
4. We will grade, crown and remove secondary ditches on the circle and then whatever roads are deemed necessary.
5. We are requesting a bid from Landsite for two gradings.
6. We are looking at calcium chloride applications in several spots.
B. Recreation Committee – B. Bruder
1. Solar tubing will be put on the pool house roof by Bryan and Roy. It will be plumbed in to heat the pool.
2. Pam Bruder will notify Roy of the HLA dates when Rossi Hall will be used so members can schedule their own events.
3. Shrubs will be coming out from in front of Rossi Hall. Lawn going in.
4. Cabinets are being donated by Mike & Bob for Hall.
5. Bryan, Mike and Bob will do the mowing this year. The $$ we budgeted will pay for gas. Remainder will go to Rec. Committee to improve the area.
6. Members will get the same boat space if their assessment
is paid by May 1st.
C. Covenants Committee – report next month
Letters have been sent to several members who did not reply to our first letters.
D. Research Committee – D. Scofield & J. Page
The Committee met with Sheliah Kaufold, Attorney for several Village Districts. Committee learned a lot more about Village Districts. Committee will present some of this data at the June meeting for our members.
IV. Corresponding Secretary’s Report – see “Letters” under Covenants Committee
V. Unfinished Business
A. Discussion of wording in policy #1 re: the official start of
Construction.
MOTION: Dick/ Matt “We change the wording for the start
of construction in Policy #1 “Uses…Definitions #13
Building a Residence” to read ‘once the foundation is
poured’. PASSED.
B. Meeting to stuff envelopes will be at Jack’s house, next
Wed. at 6 PM. All items will be ready:
Billing – remittance copy and Landowner’s copy
Pool/pool house schedule, HLA Events schedule
Boat sticker request
Letter from Board
VI. New Business
A. Discussion of whether or not our HLA Attorney being
also the Town of Stoddard Attorney is a conflict of interest.
B. Brief discussion of officers to run next term.
VII. Next meeting will be April 8th, 6 PM at D. Mathews’.
Meeting adjourned at 8:31 PM. Motion: Bryan/Matt
Matt’s e-mail is the old one: [email protected]