2016/07/30 MinutesHIDDEN LAKE ASSOCIATION EMERGENCY BOARD MEETING
Amended Minutes
Saturday, July 30th, 2016
Rossi Hall 9 AM
Present: Vice President- B. Osterhout, Treasurer- J. Page, Secretary- D. Mathews,
Directors: S. Kaczka, D. Moxley, M. Kelley
Discussion re: E-mail resignation of President T. Chagnon. Written resignation is
expected. Bill Osterhout will stand in as Acting President until an election by the members at HLA’s August Budget meeting.
Discussion of e-mails: they should stay within the Board, need to be answered and should be about Board business.
Emergency meeting called to discuss recent events at our pool.
1. Dian volunteered to open the pool house at 8 AM. Donna will be back-up. Mike will
demonstrate opening procedures after the meeting. Dian will make keys.
2. Roy will put the hose spigot back in that was removed to replace shower backing.
Pool pump has been grounded.
3. Pool Attendant’s options when a member is disruptive?
It is the Board’s responsibility to make sure our employees are safe and defend &
Protect them from harassment. Should attendant close the pool or call 911?
911 would probably take too long too get to the pool.
Best option: Ask the person to leave the pool. If that doesn’t happen next
option is to close the pool until the person does leave. The Board (Mike) should be
contacted if there are complaints.
4. Sign is missing that states “ persons 16 & under must be accompanied by an adult”.
5. We need an employee HANDBOOK. Mike will Borrow one from his HR dept. at work
an create one for us using it as a model. Bill will assist.
6. Facebook Posts: Board and employees are asked to be careful what they post on
their own Facebook pages. It is definitely NOT a place to vent. Our own HLA site
is monitored for objectionable postings and instigating comments will be deleted.
The reason we set up the page was for communication. Reasonable questions will
Be answered. The Board received an apology from Roy for his posting. Donna is
on the Board as Administrator. Donna will speak to Mikki to see if she wants to
remain in that position.
7. The Board never completed the Pool Attendants’ Job Description. Mike will work
on the list we have and tweak it.
8. There is a “HOW TO…” list posted in the Pool House office. Roy made the list. It
is a list of pool operational procedures.
9. Members are not routinely asked if they have showered. IF, however someone is
obviously dirty they will be asked to shower prior to getting in our pool.
10. Mike is making a check list for the pool attendants on the back of the sign-in
sheets. (6 checks?)
11. What is the shelf life of pool chemicals? We may have enough chemicals left
for next season. They need to be stored in a dry spot for the winter.
12. We will look in the shed for the “No Overnight Parking” sign.
13. MOTION Jack/Donna “We move that the By-laws Committee be suspended
until the August meeting.” Carried. At that time a committee will be established and
the Board will give them their charge on key points.
14. Babysitting on the part of attendants - Discussion:
Board is in a quandary. What if someone was a Pool Attendant and had children.
Would we forbid they watch their own children? Roberts Rules talks about
a small organization working on the basis of “Custom”. It has been past practice
at our pool for attendants to have their children present while they're were on duty.
Bill will call our insurance agent again for liability info. The previous e-mail
to Tom was not clear because she was talking about workmen’s comp. in a
“controlled environment” like Day Care. Bill has also asked Erica if a volunteer
could be an attendant. He hasn’t received an answer. ( He suspects he has not been
put on the policy as HLA’s contact. Jack said he will call Erica and assure her that
Bill is indeed the Director “of Insurance” now. See “Clarification” below.)
MOTION Mike/Donna: “We move that pool attendants be allowed underage guests
for whom they are responsible.” Carried.
15. It is not the Pool Attendant’s job to be involved with badminton or horseshoes.
Donna will create a “Game Sign-Out sheet”. It will be recommended that adults
accompany their children to the horseshoe court. The Court is finished. Byran
Bruder, Dick Scofield and Dave Stenstrom all helped with the project. Dian
will make a sign for the court.
16. The grass at the Rec. area is being cut every 3 weeks.
CLARIFICATION: Directors’ Jobs
Waterfront – Director will oversee Pam Bruder’s assigning dock and rack spaces.
Director will oversee any improvements and repairs to the docks and racks, game spaces,
sheds, playground & tennis court. Donna Moxley is Director of Waterfront.
Recreation – Director will oversee the Pool Attendants, the Pool House, pool operation.
Director will oversee Rossi Hall scheduled HLA events, rentals of the space to members,
and signing out of tables/chairs. Mike Kelley is Rec. Director.
Roads – Director oversees the bids and contracts for road grading in spring and summer,
snow plowing, brush and branch cutting. Director oversees repair of culverts and maintenance of the Hidden Lake Dam (as per the State of NH). Sam Kaczka is Road Director.
Insurance – Vice President shall oversee the HLA insurance policies (1. Property,
2. Directors’ Liability and 3. Workers Comp.). Bill Osterhout is Vice President.
17. Sam recommended that a clause in our contracts concerning “lack of performance”
on the part of the contractor be looked at our new attorney. He would like Dian to e-
mail copies of the contracts he has written to the rest of the board. A copy of
the snow plowing contract needs to go out to Landsite.
18. Nominations for President will be taken from the floor at the August meeting. Sam
suggested that we bring back a form we used to use for elections. A nominee
signed saying that they were willing to run for whatever office. “Nominee
Acceptance” form. Ensures we have willing, viable candidates.
Next meeting will be Thursday, August 11th, 2016 At Rossi Hall 6:30 PM.
Meeting adjourned at 10:47 AM.
Dian Mathews, Secretary
Amended Minutes
Saturday, July 30th, 2016
Rossi Hall 9 AM
Present: Vice President- B. Osterhout, Treasurer- J. Page, Secretary- D. Mathews,
Directors: S. Kaczka, D. Moxley, M. Kelley
Discussion re: E-mail resignation of President T. Chagnon. Written resignation is
expected. Bill Osterhout will stand in as Acting President until an election by the members at HLA’s August Budget meeting.
Discussion of e-mails: they should stay within the Board, need to be answered and should be about Board business.
Emergency meeting called to discuss recent events at our pool.
1. Dian volunteered to open the pool house at 8 AM. Donna will be back-up. Mike will
demonstrate opening procedures after the meeting. Dian will make keys.
2. Roy will put the hose spigot back in that was removed to replace shower backing.
Pool pump has been grounded.
3. Pool Attendant’s options when a member is disruptive?
It is the Board’s responsibility to make sure our employees are safe and defend &
Protect them from harassment. Should attendant close the pool or call 911?
911 would probably take too long too get to the pool.
Best option: Ask the person to leave the pool. If that doesn’t happen next
option is to close the pool until the person does leave. The Board (Mike) should be
contacted if there are complaints.
4. Sign is missing that states “ persons 16 & under must be accompanied by an adult”.
5. We need an employee HANDBOOK. Mike will Borrow one from his HR dept. at work
an create one for us using it as a model. Bill will assist.
6. Facebook Posts: Board and employees are asked to be careful what they post on
their own Facebook pages. It is definitely NOT a place to vent. Our own HLA site
is monitored for objectionable postings and instigating comments will be deleted.
The reason we set up the page was for communication. Reasonable questions will
Be answered. The Board received an apology from Roy for his posting. Donna is
on the Board as Administrator. Donna will speak to Mikki to see if she wants to
remain in that position.
7. The Board never completed the Pool Attendants’ Job Description. Mike will work
on the list we have and tweak it.
8. There is a “HOW TO…” list posted in the Pool House office. Roy made the list. It
is a list of pool operational procedures.
9. Members are not routinely asked if they have showered. IF, however someone is
obviously dirty they will be asked to shower prior to getting in our pool.
10. Mike is making a check list for the pool attendants on the back of the sign-in
sheets. (6 checks?)
11. What is the shelf life of pool chemicals? We may have enough chemicals left
for next season. They need to be stored in a dry spot for the winter.
12. We will look in the shed for the “No Overnight Parking” sign.
13. MOTION Jack/Donna “We move that the By-laws Committee be suspended
until the August meeting.” Carried. At that time a committee will be established and
the Board will give them their charge on key points.
14. Babysitting on the part of attendants - Discussion:
Board is in a quandary. What if someone was a Pool Attendant and had children.
Would we forbid they watch their own children? Roberts Rules talks about
a small organization working on the basis of “Custom”. It has been past practice
at our pool for attendants to have their children present while they're were on duty.
Bill will call our insurance agent again for liability info. The previous e-mail
to Tom was not clear because she was talking about workmen’s comp. in a
“controlled environment” like Day Care. Bill has also asked Erica if a volunteer
could be an attendant. He hasn’t received an answer. ( He suspects he has not been
put on the policy as HLA’s contact. Jack said he will call Erica and assure her that
Bill is indeed the Director “of Insurance” now. See “Clarification” below.)
MOTION Mike/Donna: “We move that pool attendants be allowed underage guests
for whom they are responsible.” Carried.
15. It is not the Pool Attendant’s job to be involved with badminton or horseshoes.
Donna will create a “Game Sign-Out sheet”. It will be recommended that adults
accompany their children to the horseshoe court. The Court is finished. Byran
Bruder, Dick Scofield and Dave Stenstrom all helped with the project. Dian
will make a sign for the court.
16. The grass at the Rec. area is being cut every 3 weeks.
CLARIFICATION: Directors’ Jobs
Waterfront – Director will oversee Pam Bruder’s assigning dock and rack spaces.
Director will oversee any improvements and repairs to the docks and racks, game spaces,
sheds, playground & tennis court. Donna Moxley is Director of Waterfront.
Recreation – Director will oversee the Pool Attendants, the Pool House, pool operation.
Director will oversee Rossi Hall scheduled HLA events, rentals of the space to members,
and signing out of tables/chairs. Mike Kelley is Rec. Director.
Roads – Director oversees the bids and contracts for road grading in spring and summer,
snow plowing, brush and branch cutting. Director oversees repair of culverts and maintenance of the Hidden Lake Dam (as per the State of NH). Sam Kaczka is Road Director.
Insurance – Vice President shall oversee the HLA insurance policies (1. Property,
2. Directors’ Liability and 3. Workers Comp.). Bill Osterhout is Vice President.
17. Sam recommended that a clause in our contracts concerning “lack of performance”
on the part of the contractor be looked at our new attorney. He would like Dian to e-
mail copies of the contracts he has written to the rest of the board. A copy of
the snow plowing contract needs to go out to Landsite.
18. Nominations for President will be taken from the floor at the August meeting. Sam
suggested that we bring back a form we used to use for elections. A nominee
signed saying that they were willing to run for whatever office. “Nominee
Acceptance” form. Ensures we have willing, viable candidates.
Next meeting will be Thursday, August 11th, 2016 At Rossi Hall 6:30 PM.
Meeting adjourned at 10:47 AM.
Dian Mathews, Secretary