2015/09/21 Minutes
HIDDEN LAKE ASSOCIATION BOARD MEETING
PRELIMINARY MINUTES
September 21st, 2015
Rossi Hall, 6:30 PM
Present: T. Chagnon, P. Basset, J. Page, D. Mathews, M. Wheeler, S. Kaczka, M. Falcone
Guests: D. Moxley, S. McGerty
Since Donna Moxley was here we moved the Website/Facebook page discussion to the front of the Agenda.
Donna introduced herself to the Board. She is the Managing Editor of “Taste for Life” magazine; she is the Administrator of three companies’ Facebook pages and created the facebook pages for three other companies including The Keene Sentinel.
There was a question here as to whether or not the motion is “illegal”. Dian will investigate if there is such a term in Roberts Rules.
1. Discussion of “Minute details”: Roberts Rules no longer requires that a second be listed in the minutes. The Board feels that listing the person who seconds a motion is a good thing and we will continue that practice.
Even though we are a nonpublic organization a majority of the Board thought this action was important for the sake of transparency.
Discussion centered around the reasons a Board may leave the open meeting to go into Executive session. “Executive sessions may be called by a majority vote to discuss the following topics:
Dismissal, promotion or compensation of employees including investigations and disciplinary hearings assuming that the individual in question has not requested and open meeting
Hiring discussions
Matters that would adversely affect the reputation of an individual
Sale or purchase pf property
Information that would fall under attorney –client privilege exemptions concerning pending litigation
Applications for the adult parole board
Security information
To protect trade secrets of applicants.
Decisions made during executive session require a 2/3 vote and must be made public within 72 hours of the close of the meeting.” (NH RSA 91:A-3)
2. Treasurer’s Report – J. Page
Emergency Contingency CD = $37,130.65
Rainy Day Savings = $8,568.88
Status of update request made by Dian to Maria? No response at this time. Dian will call again.
Dunning letters to go out. Past practice has been 30 days after the deadline.
· Brush cutting will be done every two years. Next year we’ll brush cut and cut the higher branches too.
· Maybe we can find volunteers to cut back places that need it now.
· The dam spillway will have loam spread and be seeded with grass. (Letter will go out to DES/Dam Bureau)
· The road budget is $80,000.00. We have an estimate from Landsite for $5,024.00 for the job at Kennedy Brook “mud spot” plus $1000.00 for fabric underneath.
· Fall grading starts Sept. 22. Landsite charges a “mobilization fee” for getting his equipment to the development ($1,600.00)
· Red Coat “sink hole” – no decision on what’s to be done.
· For the winter: Steve McGerty will call Sam if there’s a problem
Steve will call Dian if there’s an immediate problem where a Board member is needed and Dian will e-mail the Board if a joint decision is needed.
1. Insurance – M. Falcone
· Insurance policies will continue to renewed in Feb.
· Commercial ( for Board of Directors) & Property policies will go up 4%. In 2016.
· A Workmens Comp policy will be $1004 a year. A decision still has not been reached on this. We are waiting word from Attorney Hanna whether or not our Pool Attendants are employees or independent contractors. We have many factors to consider.
· Jack looked into having a firm do the FICA, unemployment, payroll, etc. A service may charge us $100 a month.
· Mikki will ask Erica about “Volunteerism” insurance.
· Discussed a second driveway cut into Red Coat Lane which may pose a liability. No decision made.
Pool locks will be changed by Matt.
· Padlocks in the Rec Area will all be keyed the same.
· M. Cherry will have a key to the pump house only.
· A key to Rossi Hall will be kept in the pool office. Matt will also have one.
· Over the winter Matt will change the Rossi Hall Rental form to include statements of liability on the part of the renter.
· Matt will get the name of the Auditor.
· Tom will ask Mr. Hanna his take on this audit when he calls this week.
· We are missing the old check packet and past tax forms from the file cabinet in Rossi Hall. Anyone have any idea where they might have gone? These will be needed for the audit.
when we will stuff envelopes to mail.
Saturday mornings. The next Board meeting will be on Sat., Oct 10th @ 9 AM at Rossi Hall home.
Dian Mathews, Recording Secretary
HIDDEN LAKE ASSOCIATION BOARD MEETING
PRELIMINARY MINUTES
September 21st, 2015
Rossi Hall, 6:30 PM
Present: T. Chagnon, P. Basset, J. Page, D. Mathews, M. Wheeler, S. Kaczka, M. Falcone
Guests: D. Moxley, S. McGerty
Since Donna Moxley was here we moved the Website/Facebook page discussion to the front of the Agenda.
Donna introduced herself to the Board. She is the Managing Editor of “Taste for Life” magazine; she is the Administrator of three companies’ Facebook pages and created the facebook pages for three other companies including The Keene Sentinel.
- Donna Moxley & Matt Wheeler will be the Administrators of the HLA Facebook page.
- MOTION Jack/Matt “We move that the Board authorizes Donna & Matt to administrate the HLA Facebook page as they see fit.” Motion carried.
There was a question here as to whether or not the motion is “illegal”. Dian will investigate if there is such a term in Roberts Rules.
- The “Standard” practice is NOT to allow just anyone to post. Donna & Matt will monitor what comes in. Anything inappropriate will not be approved.
- The website will be for HLA business: the budget, the minutes…There will be a link from the Facebook page to the web page.
- The facebook page will be social with neighbor news and pictures.
1. Discussion of “Minute details”: Roberts Rules no longer requires that a second be listed in the minutes. The Board feels that listing the person who seconds a motion is a good thing and we will continue that practice.
- MOTION Jack/Dian: “We move that the HLA Board follow the NH “Open Meeting Law” . Motion carried. 1 Nay vote.
Even though we are a nonpublic organization a majority of the Board thought this action was important for the sake of transparency.
Discussion centered around the reasons a Board may leave the open meeting to go into Executive session. “Executive sessions may be called by a majority vote to discuss the following topics:
Dismissal, promotion or compensation of employees including investigations and disciplinary hearings assuming that the individual in question has not requested and open meeting
Hiring discussions
Matters that would adversely affect the reputation of an individual
Sale or purchase pf property
Information that would fall under attorney –client privilege exemptions concerning pending litigation
Applications for the adult parole board
Security information
To protect trade secrets of applicants.
Decisions made during executive session require a 2/3 vote and must be made public within 72 hours of the close of the meeting.” (NH RSA 91:A-3)
2. Treasurer’s Report – J. Page
- Accounts: Checking = $72,933,78
Emergency Contingency CD = $37,130.65
Rainy Day Savings = $8,568.88
- Accounts Receivable Balance = $22,876.52 - $6,835.00 (unapplied deposits) = $16,041.52
Status of update request made by Dian to Maria? No response at this time. Dian will call again.
Dunning letters to go out. Past practice has been 30 days after the deadline.
- Accounts Payable Balance = $0.00. All bills are current.
- Federal (7 p.) & State (10 p.) Tax Forms for FY2015 completed and filed. Our past tax forms are missing so I had to start from scratch. Discussion about posting on the web page.
- Debit Cards – use of debit cards was very easy and made having petty cash on hand unnecessary. Receipts came electronically and accounting was simple and accurate. It was decided that Jack, Matt & Dian would get debit cards.
- Jack will store the Treasurer files at his home. Contact Jack if you need to access the files.
- Committee Reports
- Roads – S. Kaczka
· Brush cutting will be done every two years. Next year we’ll brush cut and cut the higher branches too.
· Maybe we can find volunteers to cut back places that need it now.
· The dam spillway will have loam spread and be seeded with grass. (Letter will go out to DES/Dam Bureau)
· The road budget is $80,000.00. We have an estimate from Landsite for $5,024.00 for the job at Kennedy Brook “mud spot” plus $1000.00 for fabric underneath.
· Fall grading starts Sept. 22. Landsite charges a “mobilization fee” for getting his equipment to the development ($1,600.00)
· Red Coat “sink hole” – no decision on what’s to be done.
· For the winter: Steve McGerty will call Sam if there’s a problem
Steve will call Dian if there’s an immediate problem where a Board member is needed and Dian will e-mail the Board if a joint decision is needed.
- Recreation – M. Wheeler
- Life jackets on the pool fence need to be put away.
- Dock removal set for Oct. 4th. Steve Burke will help. We still need more help. Parts will be stacked near the shed.
- Pool will covered by Blue Water on Sept. 22. (Merle turns off the H2O)
- Matt will be ripping out the bushes in front of Rossi Hall sometime this Fall.Drainage for Rossi Hall during heavy rains. Discussed ditching but no decision made.
- Life jackets on the pool fence need to be put away.
- Recreation – M. Wheeler
1. Insurance – M. Falcone
· Insurance policies will continue to renewed in Feb.
· Commercial ( for Board of Directors) & Property policies will go up 4%. In 2016.
· A Workmens Comp policy will be $1004 a year. A decision still has not been reached on this. We are waiting word from Attorney Hanna whether or not our Pool Attendants are employees or independent contractors. We have many factors to consider.
· Jack looked into having a firm do the FICA, unemployment, payroll, etc. A service may charge us $100 a month.
· Mikki will ask Erica about “Volunteerism” insurance.
· Discussed a second driveway cut into Red Coat Lane which may pose a liability. No decision made.
- Unfinished Business
- Tom will call Attorney Hanna and ask if our data is ready.
- Keys/Locks
Pool locks will be changed by Matt.
· Padlocks in the Rec Area will all be keyed the same.
· M. Cherry will have a key to the pump house only.
· A key to Rossi Hall will be kept in the pool office. Matt will also have one.
· Over the winter Matt will change the Rossi Hall Rental form to include statements of liability on the part of the renter.
- The anonymous Audit
· Matt will get the name of the Auditor.
· Tom will ask Mr. Hanna his take on this audit when he calls this week.
· We are missing the old check packet and past tax forms from the file cabinet in Rossi Hall. Anyone have any idea where they might have gone? These will be needed for the audit.
- New Business
- August minutes will be amended and are ready to post. No decision as to
when we will stuff envelopes to mail.
- Future Board meetings will be on an alternating basis: Monday nights and
Saturday mornings. The next Board meeting will be on Sat., Oct 10th @ 9 AM at Rossi Hall home.
- Motion to adjourn Mikki/Sam @ 9:40 PM
Dian Mathews, Recording Secretary