2016/07/21 Minutes HIDDEN LAKE ASSOCIATION BOARD MEETING
Amended Minutes
Thursday, July 21st, 2016
Rossi Hall 6:30 PM
Present: President-T.Chagnon, Vice-President- B.Osterhout, Treasurer- J.Page,
Secretary- D.Mathews, Directors- S.Kaczka, D.Moxley, M.Kelley
Guests: B. Bruder, R. Marotta, E. Charron
*Mr. Charron asked the Board to speak about the unavailability of a dock space
appropriate for his 20’ speedboat with a 3 ½’ draft. After much discussion, it was suggested that he see if he can find someone whose boat’s draft is shallower and
ask them to trade spots. All dock spaces are filled and DES says we can make no more spaces.
June 9th, 2016 Board meeting minutes accepted as amended.
TREASURER’S REPORT – Jack Page
1. Accounts
Checking Account Balance = $99,360.01
Emergency CD Fund = $37,285.60
Rainy Day Fund Savings Account = $10,000.94
Unspent Boat Fees Savings Account = $ 4,699.44
2. Current past due = $18,400.08
3. Tracy Noga has been “looking at” our books. She has gone over FY 2014 and
FY 2015. We might have facts available for our August Budget Meeting.
4. ADP payments are working well. The new fill-in pool attendant will be added to the
system. (Neil Robinson)
5. Debit Cards
MOTION Jack/Donna: “We move that Mike Kelley, Donna Moxley
and Roy Marotta be given permission to have HLA Walpole Savings Bank Debit
cards.” Vote: Yea 5, Nay 2 Motion carried.
The procedure is to e-mail Jack with the items and amount of purchase PRIOR to the
purchase, then give Jack a paper receipt of the transaction.
Discussion: Cost of checks from Walpole Bank is approximately $2 for the check,
envelope and stamp. Jack will e-mail the Board with check purchase data. Question:
should an employee have use of a debit card? It seems that most emergency
situations requiring some kind of purchase occur from the pool area. Royhaving a
debit card would be expedient. From prior experience risk is not an issue.
6. Budget for FY2018 – first pass budget worksheet passed out to Board
Directors should get any changes in budget figures to Jack prior to the August 11th
meeting.
The largest, new expense will be a pool liner. Hopefully the current liner will last the
season. A new liner may cost $6000-$8000. Mike and Roy will work together and
get three quotes for us. Liner should be put in next spring. Pool walls might need
some work.
Page One
7. Our employees’ take-home pay has decreased significantly because they are now
employees and must pay: 6.2% Social Security, 1.45 % Medicaid.
MOTION Jack/Donna: “We move that the Lead Attendant’s pay rate be increased
by $1.” Yea 5, Nay 1, Abstain 1 Motion Carried.
ROAD COMMITTEE REPORT – Sam Kaczka
1. Brush Cutting: Eversource is brush cutting for the next three weeks. Then they will
be cutting trees marked with red ribbon. Sam will reassess with Frank Stuckey
after they are done.
2. Snow plowing Bid from Landsite came in for same as last year - $47,250.00
Walley Weaver said he will put in a bid next year.
3. The 3.8 miles of the LOOP and Scenic will be graded again for $ 5,548.00.
4. The culvert repair cost $2,700.
5. A Thank you to David Vaillancourt for the Tigola culvert repair.
6. FYI: Bob Warren, Logger on Rice Brook GRADED his road twice last year!
RECREATION REPORT – Mike Kelley
1. Back-up attendant, Neil Robinson, is working well.
2. Suggestion: Put up a “Pool Attendant wanted” sign on our Facebook page.
We will pay the $50 Cheshire Medical Center fee for the CPR course. It’s
a two year certificate.
3. Pool chemicals are now stored in the shed except for a small container of chlorine
which won’t be stored near the heater.
4. Mike will make up a rental form for the tables and chairs in Rossi Hall. Dian will
make a stencil and spray paint “Property of HLA” on the backs of the chairs. (Tables
too?)
MOTION Jack/Mike: “We move that HLA may lend out our chairs and tables to
members in good standing for the amounts of: tables $20 each and chairs $5 each.
The member will make out a check to HLA for the proper amount and the Director
of Recreation will hold the member’s check while the tables/chairs are on loan.”
Motion carried.
5. Soda $$ - an idea: how about a soda machine so no one has to handle $$?
WATERFRONT COMMITTEE REPORT – Donna Moxley
1. The Plank: A plank was replaced by Bryan Bruder using Roy Marrota’s wood.
There are more dried out planks on the docks. We need to make back-ups in
case there are other failure3s so repairs can be made quickly. We will identify
others and they will be fixed in the spring prior to the docks going in. Bill has
boards he will measure and cut.
2. We need a “No Overnight Parking” sign. One was made last year. We will look
in the shed. A member with HLA property and Highland Lake property has been
parking two boat trailers for an entire weekend.
3. Bryan Bruder is setting up a horseshoe court on the north side of Rossi Hall.
4. Discussion about how to set up a space for badmitten on the sand and still leave
some space for cars to park. Donna is exploring a removable fence set-up.
5. There seems to be some confusion as to how often the grass should be cut.
We’d like Ben Davenport to do everything (except the septic) every two weeks.
Page Two
BY-LAWS COMMITTEE
1. President Tom Chagnon has selected the following members out of the
eight who volunteered: Nancy Chagnon, Mikki Falcone, Dian Mathews,
Mike Belland and Alexia Currie. After some discussion it was decided that
the others volunteering would be Alternates to the Committee. They are
Jack Page, Dave Ferner and Dave Stenstrom. The committee will be
notified via e-mail and will pick their own chair. They will charged with
updating the by-laws.
UNFINISHED BUSINESS
1. Attorney Hanna is no longer our attorney. He has returned our documents.
We will look for someone who is an HOA attorney, hopefully not too far away.
Jack will look into Sheila K., the Village District attorney to see if she does HOA
also.
2. Keys – new members of the Board need keys so they can do their jobs. Donna
needs a key to the shed. Is Dian going to keep an entire set at her house?
Next Board meeting will be Thursday, August 11th, at Rossi Hall 6:30 PM.
Meeting adjourned at 9:15 PM
Dian Mathews, Recording Secretary
Amended Minutes
Thursday, July 21st, 2016
Rossi Hall 6:30 PM
Present: President-T.Chagnon, Vice-President- B.Osterhout, Treasurer- J.Page,
Secretary- D.Mathews, Directors- S.Kaczka, D.Moxley, M.Kelley
Guests: B. Bruder, R. Marotta, E. Charron
*Mr. Charron asked the Board to speak about the unavailability of a dock space
appropriate for his 20’ speedboat with a 3 ½’ draft. After much discussion, it was suggested that he see if he can find someone whose boat’s draft is shallower and
ask them to trade spots. All dock spaces are filled and DES says we can make no more spaces.
June 9th, 2016 Board meeting minutes accepted as amended.
TREASURER’S REPORT – Jack Page
1. Accounts
Checking Account Balance = $99,360.01
Emergency CD Fund = $37,285.60
Rainy Day Fund Savings Account = $10,000.94
Unspent Boat Fees Savings Account = $ 4,699.44
2. Current past due = $18,400.08
3. Tracy Noga has been “looking at” our books. She has gone over FY 2014 and
FY 2015. We might have facts available for our August Budget Meeting.
4. ADP payments are working well. The new fill-in pool attendant will be added to the
system. (Neil Robinson)
5. Debit Cards
MOTION Jack/Donna: “We move that Mike Kelley, Donna Moxley
and Roy Marotta be given permission to have HLA Walpole Savings Bank Debit
cards.” Vote: Yea 5, Nay 2 Motion carried.
The procedure is to e-mail Jack with the items and amount of purchase PRIOR to the
purchase, then give Jack a paper receipt of the transaction.
Discussion: Cost of checks from Walpole Bank is approximately $2 for the check,
envelope and stamp. Jack will e-mail the Board with check purchase data. Question:
should an employee have use of a debit card? It seems that most emergency
situations requiring some kind of purchase occur from the pool area. Royhaving a
debit card would be expedient. From prior experience risk is not an issue.
6. Budget for FY2018 – first pass budget worksheet passed out to Board
Directors should get any changes in budget figures to Jack prior to the August 11th
meeting.
The largest, new expense will be a pool liner. Hopefully the current liner will last the
season. A new liner may cost $6000-$8000. Mike and Roy will work together and
get three quotes for us. Liner should be put in next spring. Pool walls might need
some work.
Page One
7. Our employees’ take-home pay has decreased significantly because they are now
employees and must pay: 6.2% Social Security, 1.45 % Medicaid.
MOTION Jack/Donna: “We move that the Lead Attendant’s pay rate be increased
by $1.” Yea 5, Nay 1, Abstain 1 Motion Carried.
ROAD COMMITTEE REPORT – Sam Kaczka
1. Brush Cutting: Eversource is brush cutting for the next three weeks. Then they will
be cutting trees marked with red ribbon. Sam will reassess with Frank Stuckey
after they are done.
2. Snow plowing Bid from Landsite came in for same as last year - $47,250.00
Walley Weaver said he will put in a bid next year.
3. The 3.8 miles of the LOOP and Scenic will be graded again for $ 5,548.00.
4. The culvert repair cost $2,700.
5. A Thank you to David Vaillancourt for the Tigola culvert repair.
6. FYI: Bob Warren, Logger on Rice Brook GRADED his road twice last year!
RECREATION REPORT – Mike Kelley
1. Back-up attendant, Neil Robinson, is working well.
2. Suggestion: Put up a “Pool Attendant wanted” sign on our Facebook page.
We will pay the $50 Cheshire Medical Center fee for the CPR course. It’s
a two year certificate.
3. Pool chemicals are now stored in the shed except for a small container of chlorine
which won’t be stored near the heater.
4. Mike will make up a rental form for the tables and chairs in Rossi Hall. Dian will
make a stencil and spray paint “Property of HLA” on the backs of the chairs. (Tables
too?)
MOTION Jack/Mike: “We move that HLA may lend out our chairs and tables to
members in good standing for the amounts of: tables $20 each and chairs $5 each.
The member will make out a check to HLA for the proper amount and the Director
of Recreation will hold the member’s check while the tables/chairs are on loan.”
Motion carried.
5. Soda $$ - an idea: how about a soda machine so no one has to handle $$?
WATERFRONT COMMITTEE REPORT – Donna Moxley
1. The Plank: A plank was replaced by Bryan Bruder using Roy Marrota’s wood.
There are more dried out planks on the docks. We need to make back-ups in
case there are other failure3s so repairs can be made quickly. We will identify
others and they will be fixed in the spring prior to the docks going in. Bill has
boards he will measure and cut.
2. We need a “No Overnight Parking” sign. One was made last year. We will look
in the shed. A member with HLA property and Highland Lake property has been
parking two boat trailers for an entire weekend.
3. Bryan Bruder is setting up a horseshoe court on the north side of Rossi Hall.
4. Discussion about how to set up a space for badmitten on the sand and still leave
some space for cars to park. Donna is exploring a removable fence set-up.
5. There seems to be some confusion as to how often the grass should be cut.
We’d like Ben Davenport to do everything (except the septic) every two weeks.
Page Two
BY-LAWS COMMITTEE
1. President Tom Chagnon has selected the following members out of the
eight who volunteered: Nancy Chagnon, Mikki Falcone, Dian Mathews,
Mike Belland and Alexia Currie. After some discussion it was decided that
the others volunteering would be Alternates to the Committee. They are
Jack Page, Dave Ferner and Dave Stenstrom. The committee will be
notified via e-mail and will pick their own chair. They will charged with
updating the by-laws.
UNFINISHED BUSINESS
1. Attorney Hanna is no longer our attorney. He has returned our documents.
We will look for someone who is an HOA attorney, hopefully not too far away.
Jack will look into Sheila K., the Village District attorney to see if she does HOA
also.
2. Keys – new members of the Board need keys so they can do their jobs. Donna
needs a key to the shed. Is Dian going to keep an entire set at her house?
Next Board meeting will be Thursday, August 11th, at Rossi Hall 6:30 PM.
Meeting adjourned at 9:15 PM
Dian Mathews, Recording Secretary