2015/12/12 Minutes HIDDEN LAKE ASSOCIATION BOARD MEETING
Approved Minutes
December 12th, 2015
Home of Mikki Falcone
Present: President-Tom Chagnon, Treasurer- Jack Page, Secretary- Dian Mathews, Directors- Sam Kaczka and Mikki Falcone.
Also present: David Stenstrom
I. Temporary Director to replace Matt Wheeler (resigned Nov. 2015).
Mr. Stenstrum told the Board that he is planning to build on his lot beginning
when his son graduates this year. He thinks he would be a good addition to
the HLA community.
MOTION: Jack/Dian, “We move that the request made by Mr. Stenstrum to have a camper on his lot while he builds until November 2017 is approved per his timeline submitted to the Board. If he needs an extension beyond Nov. 2017 he will come back to the Board for an extension. The camper will only be on the lot from April 1 to Nov. 1 of 2016 and 2017.”
Motion carried.
Dian will type up a letter to that effect.
MOTION: Tom/Sam “We move that David Stenstrum be a Temporary Director on the HLA Board until the June Membership meeting.”
Vote: Yea=3, Nay=2, Abstain=1 Motion carried.
MOTION to RECONSIDER: Jack/Dian “We move that the previous motion be reconsidered.”
Vote: Yea=2, Nay=3 Motion defeated.
II. MINUTES of November 28th Board meeting to be changed to read that “Board is discussing ideas to have more JLN-NP residents pay for use of the roads”.
Minutes accepted as amended.
III. TREASURER’S REPORT
1. Checking Account Balance = $49,557.21
2. Contingency CD Balance= $37,161,69.
3. “Rainy Day Contingency Fund” = $8,571.01
4. A/R Balance = $14,206.23
19 members are non-paid. 13 Letters went out from the lawyer’s office
on 12/4/2015. (The smaller amts. haven’t gone out yet. Going forward we
need to have a base amount so we don’t have the Attorney send out a
letter which costs HLA $150 to send. (Hanna is charging the member
only $75 per letter). Vote: Do we want Hanna to pursue
the small amounts owed us? Yea= 4, Abstain= 1)
5. Unspent Boat Fees Savings Account Balance = $2,348.04.
6. The Dec. 1st Snow plowing payment went out. Also the $400 to the State
for Hidden Lake Dam. $75 is due to the State for our 501-C4 by the end of
2015.
7. Jack will CC the President on all communiqués with Hanna.
8. We will ask Hanna if we can just deal with Barry Faulkner going forward.
($220 per hr. rate)
IV. COMMITTEE REPORTS
1. ROADS
We received one bid, from Landsite Corp. for the Spring/Summer Grading.
Sam reports that David Vaillencourt is a definite “No” for submitting a bid.
Matthewson has no grader so did not submit a bid.
Sam wants to wait until January 16th to make a decision.
2. RECREATION AREA
Mikki passed out a “Job Description” for Pool Attendants.
Other ideas floated:
a. A sign–in procedure at the gate (which is to be kept closed).
b. There will be a comment book in which the pool attendants can write
down issues which they need us (or Pool Director) to handle.
c. An invoice binder for pool expenses. Explore vendors to save $$$.
d. Put in paper towel dispensers with brown paper towels.
e. No diapers allowed in pool. We charge $50 for chemicals for any feces in
the pool. We must have a “Feces in the Pool” procedure.
f. Enforce shower taking prior to entering the water.
g.The pool house is rotted by the shower and will need to be fixed.
h.More research is needed into the idea of Roy being a “vendor”. Mikki &
Dian will look into DBAs (“Doing Business As…”).
i. Our pool signs need to be updated and enforced.
j. Idea: a kid’s gate between the pool house and the pool.
k. One must be a member or guest of a member to use the pool.
l. Make a clear stipulation that there will be no babysitting while on duty
as a Pool Attendant.
Question from Sam about the phone bill/internet charge. Our bill was $538
for three mos. We will look into a “vacation” option. Our phone is for local
usage, 911 and internet. Will look into a less expensive plan.
3. WATERFRONT
Director Stenstrum will be in charge of the waterfront and will work with
Bryan Bruder – Chair of the Waterfront Committee.
Ideas floated:
a. Staining the canoe/kayak racks. Dave will talk to Bryan
*UNFINSHED BUSINESS
We will leave the Board letter for the new year.
Next Board meeting will be January 16th at Mikki’s house, 10 AM.
Meeting adjourned at 1:06 PM.
Dian Mathews, Secretary
Approved Minutes
December 12th, 2015
Home of Mikki Falcone
Present: President-Tom Chagnon, Treasurer- Jack Page, Secretary- Dian Mathews, Directors- Sam Kaczka and Mikki Falcone.
Also present: David Stenstrom
I. Temporary Director to replace Matt Wheeler (resigned Nov. 2015).
Mr. Stenstrum told the Board that he is planning to build on his lot beginning
when his son graduates this year. He thinks he would be a good addition to
the HLA community.
MOTION: Jack/Dian, “We move that the request made by Mr. Stenstrum to have a camper on his lot while he builds until November 2017 is approved per his timeline submitted to the Board. If he needs an extension beyond Nov. 2017 he will come back to the Board for an extension. The camper will only be on the lot from April 1 to Nov. 1 of 2016 and 2017.”
Motion carried.
Dian will type up a letter to that effect.
MOTION: Tom/Sam “We move that David Stenstrum be a Temporary Director on the HLA Board until the June Membership meeting.”
Vote: Yea=3, Nay=2, Abstain=1 Motion carried.
MOTION to RECONSIDER: Jack/Dian “We move that the previous motion be reconsidered.”
Vote: Yea=2, Nay=3 Motion defeated.
II. MINUTES of November 28th Board meeting to be changed to read that “Board is discussing ideas to have more JLN-NP residents pay for use of the roads”.
Minutes accepted as amended.
III. TREASURER’S REPORT
1. Checking Account Balance = $49,557.21
2. Contingency CD Balance= $37,161,69.
3. “Rainy Day Contingency Fund” = $8,571.01
4. A/R Balance = $14,206.23
19 members are non-paid. 13 Letters went out from the lawyer’s office
on 12/4/2015. (The smaller amts. haven’t gone out yet. Going forward we
need to have a base amount so we don’t have the Attorney send out a
letter which costs HLA $150 to send. (Hanna is charging the member
only $75 per letter). Vote: Do we want Hanna to pursue
the small amounts owed us? Yea= 4, Abstain= 1)
5. Unspent Boat Fees Savings Account Balance = $2,348.04.
6. The Dec. 1st Snow plowing payment went out. Also the $400 to the State
for Hidden Lake Dam. $75 is due to the State for our 501-C4 by the end of
2015.
7. Jack will CC the President on all communiqués with Hanna.
8. We will ask Hanna if we can just deal with Barry Faulkner going forward.
($220 per hr. rate)
IV. COMMITTEE REPORTS
1. ROADS
We received one bid, from Landsite Corp. for the Spring/Summer Grading.
Sam reports that David Vaillencourt is a definite “No” for submitting a bid.
Matthewson has no grader so did not submit a bid.
Sam wants to wait until January 16th to make a decision.
2. RECREATION AREA
Mikki passed out a “Job Description” for Pool Attendants.
Other ideas floated:
a. A sign–in procedure at the gate (which is to be kept closed).
b. There will be a comment book in which the pool attendants can write
down issues which they need us (or Pool Director) to handle.
c. An invoice binder for pool expenses. Explore vendors to save $$$.
d. Put in paper towel dispensers with brown paper towels.
e. No diapers allowed in pool. We charge $50 for chemicals for any feces in
the pool. We must have a “Feces in the Pool” procedure.
f. Enforce shower taking prior to entering the water.
g.The pool house is rotted by the shower and will need to be fixed.
h.More research is needed into the idea of Roy being a “vendor”. Mikki &
Dian will look into DBAs (“Doing Business As…”).
i. Our pool signs need to be updated and enforced.
j. Idea: a kid’s gate between the pool house and the pool.
k. One must be a member or guest of a member to use the pool.
l. Make a clear stipulation that there will be no babysitting while on duty
as a Pool Attendant.
Question from Sam about the phone bill/internet charge. Our bill was $538
for three mos. We will look into a “vacation” option. Our phone is for local
usage, 911 and internet. Will look into a less expensive plan.
3. WATERFRONT
Director Stenstrum will be in charge of the waterfront and will work with
Bryan Bruder – Chair of the Waterfront Committee.
Ideas floated:
a. Staining the canoe/kayak racks. Dave will talk to Bryan
*UNFINSHED BUSINESS
We will leave the Board letter for the new year.
Next Board meeting will be January 16th at Mikki’s house, 10 AM.
Meeting adjourned at 1:06 PM.
Dian Mathews, Secretary