2016/08/11 MinutesHIDDEN LAKE ASSOCIATION BOARD MEETING
Approved Minutes
Thursday, August 11 th , 2016
Rossi Hall 6:30 PM
Present: Acting President- B. Osterhout, Treasurer – J. Page, Secretary –
D. Mathews, Directors – S. Kaczka, D. Moxley, M. Kelley.
Minutes of July 21 and July 30 Board meetings discussed and accepted
as amended.
MOTION Sam/Donna “We move that Tom Chagnon’s e-mail
Resignation be accepted as his official resignation.” Carried.
TREASURER’S REPORT – J. Page
1. Accounts
Checking = $97,429.26
Emergency CD = $37,301.43
Rainy Day Savings = $10,001.79 (($3,625 put in General Fund as per
members’ vote.)
Unspent Boat Fees Savings = $4,699.84
2. Accounts Receivable = $18,400.08
27 members have past due amounts. We have a firm pay schedule with
5 members. DUNNING letters will go out soon.
3. Accounts Payable = $0.00
4. Debit card paper work complete for Mike, Donna & Roy to go get their cards.
5. Budget Planning: budget presented, discussed and amended.
FY 2018 Budget will be posted by 8/17
ROADS – S. Kaczka
MOTION Sam/Mike “We move that HLA hire Landsite Corp. to
Plow our roads this winter for his bid price of $47,250.00. (same price as
last year.) Carried.
1. Sam will get Scoot to sign the contracts this week. Also, the contract
for Brush Cutting will be given to Frank Stuckey for $4,900. to sign.
2. Discussion about HLA’s responsibility to plow the end of Beaver Brook
Drive (Pond Road). It’s .2 mi. Landsite asked $1,900 additional, plus
sand to plow it. For now, it’s a no-go.
RECREATION – M. Kelley
1. Discussed the possibility of putting cameras up on the Pool House
monitor the general pool area. Maybe next season as a deterrent to
pranks ( the upside-down flags this past week) and member aggression.
This will be researched over the winter.
2. Mike is working on an Employee Handbook and an Employee Job
description. Having employees is proving to be a much bigger and more
serious enterprise than we first realized.
WATERFRONT – D. Moxley
1. “No Parking Overnight” sign is done and will be installed.
2. Dian has “No Parking” signs for the Badminton court.
3. Donna made an “Equipment sign-out” sheet.
4. Mike and Bryan are making a wooden BEAN BAG toss game.
BY-LAWS –
Deferred until the next President is elected at the August meeting.
INSURANCE – B. Osterhout
Erica has been contacted and we are waiting for her response.
Bill will try again.
UNFINISHED BUSINESS
1. New HLA attorney will be needed by October to send letters to
those who don’t respond to the DUNNING letters. We will have to look
on the NH Bar web site.
2. Tracy Noga has completed her “Look at the Books”. She sent a reply
with her comments to the Board. Jack will ask her if she can be present
at the August meeting to answer members’ questions.
Ms. Noga wrote in part:
"At your request, I recently reviewed the financial records for Hidden Lake Association (HLA) for
the Fiscal years ending 2014-16. This review was merely for informational purposes and does
not meet the standards for a compilation, review or audit under Generally Accepted Auditing
Standards. As a result of my inquiry it is my opinion that the financial records fairly represent,
within the standard of materiality, the activities of the association for the three most recent
complete fiscal years. I did not observe any signs of fraud or impropriety."She stated that our books were “fairly presented”. In accounting terms
this means that there was “adequate disclosure, reasonable detail, and absence of
bias. Adequate disclosure requires all management information necessary to interpret
financial statements. Reasonable detail requires that certain particulars of
broad statement classifications be presented, such as intangible assets that are
broken down into types. Absence of Bias means that the auditor is independent
and impartial and does not favor one party over another. (definition from Goggle/
AllBusiness Networks)
The Board was pleased with Ms. Noga's review of our books. She also had several
recommendations that the Board will review in further detail in subsequent meetings.3. Dian will call Tom to get his Mikki’s keys. Currently Bill has none.
NEW BUSINESS
We have to add accepting LAST years August minutes to this coming meeting’s
agenda because we forgot to do it this June.
Jack will post the FY2018 budget as soon as he has finished it.
Dian will post accepted minutes in the kiosks.
All will be posted on the website.
Dian will make a sign indicating nominations for Pres. will be taken
at the Aug meeting.
Jack will do the prep work for the election and print all the paperwork for
the meeting.
Next Board meeting will be Thursday, September 8th , 2016 at 6:30 PM.
Meeting adjourned at 9:38 PM.
Dian Mathews, Secretary
Approved Minutes
Thursday, August 11 th , 2016
Rossi Hall 6:30 PM
Present: Acting President- B. Osterhout, Treasurer – J. Page, Secretary –
D. Mathews, Directors – S. Kaczka, D. Moxley, M. Kelley.
Minutes of July 21 and July 30 Board meetings discussed and accepted
as amended.
MOTION Sam/Donna “We move that Tom Chagnon’s e-mail
Resignation be accepted as his official resignation.” Carried.
TREASURER’S REPORT – J. Page
1. Accounts
Checking = $97,429.26
Emergency CD = $37,301.43
Rainy Day Savings = $10,001.79 (($3,625 put in General Fund as per
members’ vote.)
Unspent Boat Fees Savings = $4,699.84
2. Accounts Receivable = $18,400.08
27 members have past due amounts. We have a firm pay schedule with
5 members. DUNNING letters will go out soon.
3. Accounts Payable = $0.00
4. Debit card paper work complete for Mike, Donna & Roy to go get their cards.
5. Budget Planning: budget presented, discussed and amended.
FY 2018 Budget will be posted by 8/17
ROADS – S. Kaczka
MOTION Sam/Mike “We move that HLA hire Landsite Corp. to
Plow our roads this winter for his bid price of $47,250.00. (same price as
last year.) Carried.
1. Sam will get Scoot to sign the contracts this week. Also, the contract
for Brush Cutting will be given to Frank Stuckey for $4,900. to sign.
2. Discussion about HLA’s responsibility to plow the end of Beaver Brook
Drive (Pond Road). It’s .2 mi. Landsite asked $1,900 additional, plus
sand to plow it. For now, it’s a no-go.
RECREATION – M. Kelley
1. Discussed the possibility of putting cameras up on the Pool House
monitor the general pool area. Maybe next season as a deterrent to
pranks ( the upside-down flags this past week) and member aggression.
This will be researched over the winter.
2. Mike is working on an Employee Handbook and an Employee Job
description. Having employees is proving to be a much bigger and more
serious enterprise than we first realized.
WATERFRONT – D. Moxley
1. “No Parking Overnight” sign is done and will be installed.
2. Dian has “No Parking” signs for the Badminton court.
3. Donna made an “Equipment sign-out” sheet.
4. Mike and Bryan are making a wooden BEAN BAG toss game.
BY-LAWS –
Deferred until the next President is elected at the August meeting.
INSURANCE – B. Osterhout
Erica has been contacted and we are waiting for her response.
Bill will try again.
UNFINISHED BUSINESS
1. New HLA attorney will be needed by October to send letters to
those who don’t respond to the DUNNING letters. We will have to look
on the NH Bar web site.
2. Tracy Noga has completed her “Look at the Books”. She sent a reply
with her comments to the Board. Jack will ask her if she can be present
at the August meeting to answer members’ questions.
Ms. Noga wrote in part:
"At your request, I recently reviewed the financial records for Hidden Lake Association (HLA) for
the Fiscal years ending 2014-16. This review was merely for informational purposes and does
not meet the standards for a compilation, review or audit under Generally Accepted Auditing
Standards. As a result of my inquiry it is my opinion that the financial records fairly represent,
within the standard of materiality, the activities of the association for the three most recent
complete fiscal years. I did not observe any signs of fraud or impropriety."She stated that our books were “fairly presented”. In accounting terms
this means that there was “adequate disclosure, reasonable detail, and absence of
bias. Adequate disclosure requires all management information necessary to interpret
financial statements. Reasonable detail requires that certain particulars of
broad statement classifications be presented, such as intangible assets that are
broken down into types. Absence of Bias means that the auditor is independent
and impartial and does not favor one party over another. (definition from Goggle/
AllBusiness Networks)
The Board was pleased with Ms. Noga's review of our books. She also had several
recommendations that the Board will review in further detail in subsequent meetings.3. Dian will call Tom to get his Mikki’s keys. Currently Bill has none.
NEW BUSINESS
We have to add accepting LAST years August minutes to this coming meeting’s
agenda because we forgot to do it this June.
Jack will post the FY2018 budget as soon as he has finished it.
Dian will post accepted minutes in the kiosks.
All will be posted on the website.
Dian will make a sign indicating nominations for Pres. will be taken
at the Aug meeting.
Jack will do the prep work for the election and print all the paperwork for
the meeting.
Next Board meeting will be Thursday, September 8th , 2016 at 6:30 PM.
Meeting adjourned at 9:38 PM.
Dian Mathews, Secretary