2015/11/28 Minutes
HIDDEN LAKE ASSOCIATION BOARD MEETING
AMENDED MINUTES
November 28, 2015
Home of Mikki Falcone
Present: President-Tom Chagnon, Treasurer-Jack Page, Secretary-Dian Mathews,
Directors-Sam Kaczka, Matt Wheeler, Mikki Falcone
Guests: Bryan and Pam Bruder
A. Minutes of the Nov. 2nd, 2015 Board Meeting are accepted as distributed.B. Discussion of “The Waterfront Committee” with Bryan and Pam Bruder
Bryan Bruder agreed to be the Chair of the Waterfront Committee.
1. Pam Bruder will continue to assign boat dock and slip spaces, along with kayak and canoe rack spots and will give out boat stickers.
2.Fy2016-2017 must be paid to get a space/sticker. (For future discussion: Must a member be in compliance with the Covenants to get a space/sticker?)
3. Pam will post a list of boat owners/slip space # on the Pool House bulletin board.
4. Data: There were 53 kayaks/canoes on the racks and 36 boat spaces filled in the summer of 2015 for a total of $2,100.
5. *It was suggested that the Chair of the Waterfront Committee ask the boat owning membership at the June Membership meeting to join the Waterfront Committee so that those concerned would be the ones to decide what gets done at the waterfront this coming season.
6. *It was suggested that the Board ask the membership at the June Membership meeting if they would vote to approve a $25 annual kayak/canoe storage fee (This solves the problem of what to do about kayaks/canoes left on the racks over the winter.).
7. We will need someone to mow the waterfront area next year. The Board needs to come with an amount for the job. Perhaps barter for the amount of the assessment?
8. Jason Hastings welds several dock corner joints every year. Perhaps we could pay him the price of his boat slip?
8. Improvements to Rossi Hall discussed: curtain drain or gutters for the eaves, and a sink outside in the back.* Maybe a member would volunteer to help out with the sink idea.
9. A new HLA bank account has been opened called the “Unspent Boat Fees Account”. Current balance is $2,347.96. ($500 is Bryan’s donation of the lawn mowing fee.) Matt will communicate with Bryan for purchases from the account. Only Board members may hold an HLA debit card.
10. Purchasing for the pool supplies. Matt is finding the timing difficult. President Chagnon appoints Mikki Falcone in charge of the pool and Rossi Hall as Matt relinquishes the post. Matt will still be in charge of the waterfront and the lawns.
11. MOTION Matt/Jack: “We move that Mikki Falcone be authorized to get an HLA Debit Card from The Savings Bank of Walpole in order to make purchases for pool supplies.” Motion carried.
C. Treasurer’s Report – Jack Page1. Checking Account Balance = $58,661.32.
2. Emergency Contingency CD Balance = $37,161.69.
3. Rain Day Savings Account Balance = $8,570.32.
4. Unspent Boat Fees Account Balance = $2,347.96.
5. Accounts Receivable Balance = $15,156.23.
20 members have past due accounts, 4 have judgments against them (Tom will look into processing these).
6. Meeting with Hanna to discuss Dunning Letters. Board wants letters to go out to all past due accounts with the Lawyer’s letterhead. We will discuss future actions against non-payers after this next set of letters goes out. Board is in favor of LIENS against the four members with judgments. Board also thinks we should put LIENS. Hanna will charge us for “Time and Materials”. We still have to work out charging interest and getting our Attorney fees paid.
7. Cash flow projections: we have a potential deficit of $8,802.36.
8. MOTION Mikki/Jack: “We move that the Budgeted Contingency $6000 be spent on Budgeted Road Items.” Motion carried.
D. Committee Reports1. ROADS – Sam Kazcka
a. We received a bid from Landsite Corporation for Summer/Fall 2016 Grading. Dian is instructed to send a “Thank you:. To Landsite for submitting a bid.
b. Sam wrote out a contract for Summer/Fall 2016 Grading. Dian is instructed to type up copies for signing.
c. Steve McGerty and Landsite have both been notified that Steve is the Winrter Contact, but that Steve must contact Board members for emergencies or expenditures. Sam will be available by phone in CT.
2. RECREATION – Matt Wheeler (Matt had excused himself at noon.)
· Discussion concerned whether we will have EMPLOYEES or SUBCONTRACTORS. Right now we cannot afford the expense of the additional insurances, a Payroll Service, and FICA. The Board agreed we will call our pool people “POOL ATTENDANTS”. They will not be employees; they will be “sub-contractors without a contract.”
· Mikki asked questions about pool operations: dates of operations, hours… we talked again about pay for rainy days – no decision yet
· Suggestion to MARKET Rossi Hall rental – put on the website & Facebook.
· Dian will e-mail Donna that Mikki will be the Facebook Administrator instead of Matt
3. COVENANTS – no report
4. INSURANCE – no report
E. Unfinished Business A. The Board is discussing ideas to have more JLN – NP residents pay for use of the roads. There are 45 JLNs (33 have houses): 14-16 pay to have HLA membership privileges; 6 are Road Only.
F. New Business
A. LETTER from Board to go out with assessment bills in March? Dian will type up a draft using last year’s letter as a model and will e-mail it to the Board. It will include request for “Pool Attendants”.
B. Jack thinks we should set up a separate savings account for assessments which come in prior to the end of our fiscal year.
MOTION Jack/Sam: “We move that HLA have a separate “Prepaid account” for assessments paid prior to the end of our fiscal year.” Motion carried.
C. Idea: We will post job listings (for the pool) on our website and Facebook. Can even be posted at Keene State and N. England College in Henniker.
D. We need to get the “No Overnight Parking” sign up and also proper pool signage. We might be able to find them on-line.
E. Job desriptions for pool attendants can also be put on-line.
Next Board meeting will be January 16th, 2016 at Dian or Mikki’s (TBA).Motion to Adjourn Sam/Mikki) at 1:15
Dian Mathews, Recording Secretary
HIDDEN LAKE ASSOCIATION BOARD MEETING
AMENDED MINUTES
November 28, 2015
Home of Mikki Falcone
Present: President-Tom Chagnon, Treasurer-Jack Page, Secretary-Dian Mathews,
Directors-Sam Kaczka, Matt Wheeler, Mikki Falcone
Guests: Bryan and Pam Bruder
A. Minutes of the Nov. 2nd, 2015 Board Meeting are accepted as distributed.B. Discussion of “The Waterfront Committee” with Bryan and Pam Bruder
Bryan Bruder agreed to be the Chair of the Waterfront Committee.
1. Pam Bruder will continue to assign boat dock and slip spaces, along with kayak and canoe rack spots and will give out boat stickers.
2.Fy2016-2017 must be paid to get a space/sticker. (For future discussion: Must a member be in compliance with the Covenants to get a space/sticker?)
3. Pam will post a list of boat owners/slip space # on the Pool House bulletin board.
4. Data: There were 53 kayaks/canoes on the racks and 36 boat spaces filled in the summer of 2015 for a total of $2,100.
5. *It was suggested that the Chair of the Waterfront Committee ask the boat owning membership at the June Membership meeting to join the Waterfront Committee so that those concerned would be the ones to decide what gets done at the waterfront this coming season.
6. *It was suggested that the Board ask the membership at the June Membership meeting if they would vote to approve a $25 annual kayak/canoe storage fee (This solves the problem of what to do about kayaks/canoes left on the racks over the winter.).
7. We will need someone to mow the waterfront area next year. The Board needs to come with an amount for the job. Perhaps barter for the amount of the assessment?
8. Jason Hastings welds several dock corner joints every year. Perhaps we could pay him the price of his boat slip?
8. Improvements to Rossi Hall discussed: curtain drain or gutters for the eaves, and a sink outside in the back.* Maybe a member would volunteer to help out with the sink idea.
9. A new HLA bank account has been opened called the “Unspent Boat Fees Account”. Current balance is $2,347.96. ($500 is Bryan’s donation of the lawn mowing fee.) Matt will communicate with Bryan for purchases from the account. Only Board members may hold an HLA debit card.
10. Purchasing for the pool supplies. Matt is finding the timing difficult. President Chagnon appoints Mikki Falcone in charge of the pool and Rossi Hall as Matt relinquishes the post. Matt will still be in charge of the waterfront and the lawns.
11. MOTION Matt/Jack: “We move that Mikki Falcone be authorized to get an HLA Debit Card from The Savings Bank of Walpole in order to make purchases for pool supplies.” Motion carried.
C. Treasurer’s Report – Jack Page1. Checking Account Balance = $58,661.32.
2. Emergency Contingency CD Balance = $37,161.69.
3. Rain Day Savings Account Balance = $8,570.32.
4. Unspent Boat Fees Account Balance = $2,347.96.
5. Accounts Receivable Balance = $15,156.23.
20 members have past due accounts, 4 have judgments against them (Tom will look into processing these).
6. Meeting with Hanna to discuss Dunning Letters. Board wants letters to go out to all past due accounts with the Lawyer’s letterhead. We will discuss future actions against non-payers after this next set of letters goes out. Board is in favor of LIENS against the four members with judgments. Board also thinks we should put LIENS. Hanna will charge us for “Time and Materials”. We still have to work out charging interest and getting our Attorney fees paid.
7. Cash flow projections: we have a potential deficit of $8,802.36.
8. MOTION Mikki/Jack: “We move that the Budgeted Contingency $6000 be spent on Budgeted Road Items.” Motion carried.
D. Committee Reports1. ROADS – Sam Kazcka
a. We received a bid from Landsite Corporation for Summer/Fall 2016 Grading. Dian is instructed to send a “Thank you:. To Landsite for submitting a bid.
b. Sam wrote out a contract for Summer/Fall 2016 Grading. Dian is instructed to type up copies for signing.
c. Steve McGerty and Landsite have both been notified that Steve is the Winrter Contact, but that Steve must contact Board members for emergencies or expenditures. Sam will be available by phone in CT.
2. RECREATION – Matt Wheeler (Matt had excused himself at noon.)
· Discussion concerned whether we will have EMPLOYEES or SUBCONTRACTORS. Right now we cannot afford the expense of the additional insurances, a Payroll Service, and FICA. The Board agreed we will call our pool people “POOL ATTENDANTS”. They will not be employees; they will be “sub-contractors without a contract.”
· Mikki asked questions about pool operations: dates of operations, hours… we talked again about pay for rainy days – no decision yet
· Suggestion to MARKET Rossi Hall rental – put on the website & Facebook.
· Dian will e-mail Donna that Mikki will be the Facebook Administrator instead of Matt
3. COVENANTS – no report
4. INSURANCE – no report
E. Unfinished Business A. The Board is discussing ideas to have more JLN – NP residents pay for use of the roads. There are 45 JLNs (33 have houses): 14-16 pay to have HLA membership privileges; 6 are Road Only.
F. New Business
A. LETTER from Board to go out with assessment bills in March? Dian will type up a draft using last year’s letter as a model and will e-mail it to the Board. It will include request for “Pool Attendants”.
B. Jack thinks we should set up a separate savings account for assessments which come in prior to the end of our fiscal year.
MOTION Jack/Sam: “We move that HLA have a separate “Prepaid account” for assessments paid prior to the end of our fiscal year.” Motion carried.
C. Idea: We will post job listings (for the pool) on our website and Facebook. Can even be posted at Keene State and N. England College in Henniker.
D. We need to get the “No Overnight Parking” sign up and also proper pool signage. We might be able to find them on-line.
E. Job desriptions for pool attendants can also be put on-line.
Next Board meeting will be January 16th, 2016 at Dian or Mikki’s (TBA).Motion to Adjourn Sam/Mikki) at 1:15
Dian Mathews, Recording Secretary