2015/10/10 Minutes
HIDDEN LAKE ASSOCIATION BOARD MEETING
Amended Minutes
October 10th, 2015
Rossi Hall, 9 AM
Present: President- T. Chagnon, Vice-President- P. Bassett, Treasurer- J. Page, Recording Secretary- D. Mathews, Directors- M. Wheeler, S. Kaczka, M. Falcone
· Checking Account Balance= $72,770.29
· Emergency Contingency CD Balance= $37,145.91
· Rainy Day Savings Account Balance= $8,569.58
· Accounts Receivable Balance= $19,238.76
· Accounts Payable Balance= $0.00
All bills are current
· Twenty-seven Dunning letters were sent out
a) Requested full payment by 11/10/2015
b) Legal action?
3 .Committee Reports
ROADS – S. Kaczka
· Sam is waiting for dates of the Kennedy Brook work. Notice is ready to be copied & posted in Mill Village Store by mailboxes and next to 78 mailboxes on King’s Highway. We can also e-mail the notice to those whose addresses we have.
· The dam work will be done on the same days.
· Landsite’s snow plowing contract calls for 5 payments.
· Sam is developing the specs for grading in spring 2016. Dian will e-mail them to the Board. Bids will be due Nov. 2nd, 2015.
· Sam will be leaving for the winter on November 7th, 2015.
· Sam will ask Steve if minds his contact number be posted on our Facebook account and in the kiosks.
RECREATION AREA
· Life jackets and fallen tarp will be taken care of.
· Matt will post the Nov. 1st date for canoes & kayaks to be removed from racks. (Should we think about a winter storage fee for next yr?)
Page One
REC. AREA (continued)
· Matt would like a list from Pam Bruder next season as to whose boat is where.
· MOTION Sam/Tom: “We move that HLA set up a separate account for the boat fees.” Motion carried.
· Discussion about HLA having an official Dock Committee.
· Discussion about Board decisions & chair positions on committees. Some positions are chosen by the President; some committees chose their own chair.
· Matt informed the Board that he wants to communicate with the Board only via e-mails. He can be reached by phone in an emergency.
COVENANTS – no report at this time
INSURANCE – M. Falcone
4. Unfinished Business
A. ATTORNEY HANNA’S REPORT
B. NEED FOR CORRESPONDING SECRETARY
Board discussed but came to no conclusion.
C. THE AUDIT
Important papers are missing from the file cabinet. Jack will go through all the plastic tubs to see if by chance they were misplaced.
We need to find out what the scope of the audit will be from the person paying. There needs to be a meeting with the payer, the CPA and our Treasurer. Jack will contact the CPA.
D. MAILING OUT THE BUDGET MEETING MINUTES
MOTION Sam/Pat: “We move that the August Budget Meeting minutes be mailed out.
E. CLARIFICATION: Our bank checks do NOT cost $2 apiece.
5. New Business
A. Jack can now deposit $$ into The Savings Bank of Walpole with a app on his Smartphone.
Page Two
B. Sam’s CODING System
The list can be expanded or collapsed any way we wish.
C. Access to the website – Mikki will be added as an Administrator.
Next meeting will be Monday, Nov. 2nd,2015 @ Mikki’s cabin.
MOTION to Adjourn Pat/Mikki @ 11:45 AM.
Dian Mathews, Recording Secretary
HIDDEN LAKE ASSOCIATION BOARD MEETING
Amended Minutes
October 10th, 2015
Rossi Hall, 9 AM
Present: President- T. Chagnon, Vice-President- P. Bassett, Treasurer- J. Page, Recording Secretary- D. Mathews, Directors- M. Wheeler, S. Kaczka, M. Falcone
- September Board minutes accepted as amended.
- Treasurer’s Report – J. Page
· Checking Account Balance= $72,770.29
· Emergency Contingency CD Balance= $37,145.91
· Rainy Day Savings Account Balance= $8,569.58
· Accounts Receivable Balance= $19,238.76
- All checks have been deposited and applied to members’ accounts.
- Includes interest through 10/10/2015
- Does not include balances of members who have a court action against them
- Still waiting status of accounts with Maria. Dian will contact her again.
· Accounts Payable Balance= $0.00
All bills are current
· Twenty-seven Dunning letters were sent out
a) Requested full payment by 11/10/2015
b) Legal action?
3 .Committee Reports
ROADS – S. Kaczka
· Sam is waiting for dates of the Kennedy Brook work. Notice is ready to be copied & posted in Mill Village Store by mailboxes and next to 78 mailboxes on King’s Highway. We can also e-mail the notice to those whose addresses we have.
· The dam work will be done on the same days.
· Landsite’s snow plowing contract calls for 5 payments.
· Sam is developing the specs for grading in spring 2016. Dian will e-mail them to the Board. Bids will be due Nov. 2nd, 2015.
· Sam will be leaving for the winter on November 7th, 2015.
· Sam will ask Steve if minds his contact number be posted on our Facebook account and in the kiosks.
RECREATION AREA
· Life jackets and fallen tarp will be taken care of.
· Matt will post the Nov. 1st date for canoes & kayaks to be removed from racks. (Should we think about a winter storage fee for next yr?)
Page One
REC. AREA (continued)
· Matt would like a list from Pam Bruder next season as to whose boat is where.
· MOTION Sam/Tom: “We move that HLA set up a separate account for the boat fees.” Motion carried.
· Discussion about HLA having an official Dock Committee.
· Discussion about Board decisions & chair positions on committees. Some positions are chosen by the President; some committees chose their own chair.
· Matt informed the Board that he wants to communicate with the Board only via e-mails. He can be reached by phone in an emergency.
COVENANTS – no report at this time
INSURANCE – M. Falcone
- HLA has enough coverage for Officers/Directors Liability.
- Mikki will ask Erica (agent) specifically why we weren’t covered in the lawsuit and are we covered now?
- On p. 9 of our General Liability Policy it is stated that our volunteers are covered IF THE BOARD APPROVES THE WORK they do. We will add this to the minutes of June 2016.
- All HLA insurance papers are at Mikki’s cabin in her Mom’s pink, plastic folder.
4. Unfinished Business
A. ATTORNEY HANNA’S REPORT
- Discussion. Board prepared questions for Tom and Dian to ask Hanna at our next meeting.
- Matt will prepare a Pool Attendant Job Description to bring to the Board.L
B. NEED FOR CORRESPONDING SECRETARY
Board discussed but came to no conclusion.
C. THE AUDIT
Important papers are missing from the file cabinet. Jack will go through all the plastic tubs to see if by chance they were misplaced.
We need to find out what the scope of the audit will be from the person paying. There needs to be a meeting with the payer, the CPA and our Treasurer. Jack will contact the CPA.
D. MAILING OUT THE BUDGET MEETING MINUTES
MOTION Sam/Pat: “We move that the August Budget Meeting minutes be mailed out.
E. CLARIFICATION: Our bank checks do NOT cost $2 apiece.
5. New Business
A. Jack can now deposit $$ into The Savings Bank of Walpole with a app on his Smartphone.
Page Two
B. Sam’s CODING System
The list can be expanded or collapsed any way we wish.
C. Access to the website – Mikki will be added as an Administrator.
Next meeting will be Monday, Nov. 2nd,2015 @ Mikki’s cabin.
MOTION to Adjourn Pat/Mikki @ 11:45 AM.
Dian Mathews, Recording Secretary