HIDDEN LAKE ASSOCIATION ANNUAL BUDGET MEETING
                                                 AUGUST 25, 2018
                                                    ROSSI HALL
Amended Minutes


Officers present: President Mike Kelley, Treasurer Jacky Hastings, Secretary Dian Mathews, Directors Donna Moxley, Mikki Falcone, Mike Gallagher.


Sign-in table was manned by Alice Hutchinson and Kathy Gallagher. A quorum was present.


FLAG SALUTE


1. Minutes from the June Members’ Meeting were accepted as distributed.


2. Three person Minutes Acceptance Committee: Bob Freitag, Alexia Currie and Bill
    Osterhout. (They will approve these minutes so they can be sent out to members.)


3. TREASURER’S REPORT – Jacky Hastings
    I want to thank every one for entrusting me with this position. A special thanks to 
    Donna and Mike K for staying up late with me to finish the budget.
    Current Accounts: Checking = $85,360.19
                                  Emergency CD = $37,699.91
                                  Rainy Day Savings = $8,654.81
                                  Dock Fees Savings = $9,348.08
    Current Past Due = $36,875.49
    There are 36 past due members. We are preparing to send out Dunning letters. 
    Historically, 50% of members receiving a Dunning letter will pay. Those turned over 
    to our lawyer pay upon receiving the first notice. Past due members pay all attorney 
    fees.


    THE FY2020 BUDGET    
    The board has mirrored the FY2019 budget for a total of $125,800.
    
    INCOME

• Pool – we have budgeted to receive $400 from the pool
• Docks – budgeted for $2,400 although we have received an additional $340
• Assessments - $123,000

    EXPENSES

• Roads – as Donna will explain the Roads Report, we have tried to keep the

                    budget fixed with a very small increase of $335.

• Pool – Thanks to Mikki we have only spent $6,452.37 which is $10K under 

                   Budget.  With Mikki’s great cost savings we have decreased the budget 
                   For FY2020 to $15,740.

• Docks – we have kept the budget static for FY2020 at $2,400.
• Insurance – we have reviewed the rate increases over the past couple of years

                   and budgeted the insurance expense to $6,375 a $125 increase.

• Administrative costs – small increase of $250 in administrative fees to cover an 

                   increase in property tax as well as a slight increase in legal expenses.


                                              Page One








Hidden Lake Annual Budget Meeting
August 25, 2018 – Page Two


We will have the budget vote after the Committee Reports.


4. COMMITTEE REPORTS


     a. Recreation Report – Mikki Falcone

• Pool/Pool House Schedule:  Pool season comes to a close Monday, Sept. 3.

                                                   Pool House will be open weekends until Monday, 
                                                   Columbus Day (weather permitting)

• Pool Usage: 2018 -to date this season 1,568 members & guests (7 rain days)

                          2017 – 1,604 (9 rain days and we opened July 4th)
                           2016 – 2,127
      The numbers are lower due to more accuracy checking the members’ list.

• Timed Usage:  the first two weeks in July (2-13) 7 members came to the pool between 11 & noon. The rest of the time members generally came to the pool between noon and 12:30. Mikki recommends that next summer the pool be open from noon to 7 PM on weekdays and from 11 to 7 PM on weekends.                        
• Thanks to members and guests for showering before entering the pool, for calling ahead to announce you were sending guests to the pool and for being so

positive about the safety checks.

• The solar panels are working well. The average temperature of the pool was 78 degrees. We have 60% propane left to start us off next year.
• WE NEED VOLUNTEERS TO HELP INSTALL GUTTERS ON ROSSI HALL!
• The Pool House foundation repair will wait a few years.
• In early spring 2019 the Recreation Committee will begin to meet. Focus will be on fundraising for updating the PLAYGOUND.
• BIG THANKYOU to Bob Frietag & Mike English for our beautiful, new Rossi

Kitchen and to Charlie Falcone & Bryan Bruder for assistance installing.

• The old Rossi refrigerator is up for grabs if anyone wants it.

     b. Waterfront Report – Mike Gallagher

• We squeezed in another boat slip and there’s a boat at the “beach”. There is still enough room to get a kayak or canoe through to the water. There is one member on the waiting list.
• We are planning to purchase a shed to store all the dock parts. 10X20 should be large enough to fit them all. This will free up Rossi Hall for board meetings and additional rentals.

MOTION Lexie Currie/ Bob Freitag: “We move that the board spend up to $5000 for a dock shed.” CARRIED. (Funds will come out of Boat Fees account.)

• Mowing has been done by Roy Marotta this summer. Bids will go out in spring for next summer.
  

    c. Roads – Donna Moxley

• Grading. Three bid packages went out. Two bids came back. Bidders were asked for one and three year numbers.
  

                Bid from Chris Carter: $34,000/annually plus material (same for 1 year or for 3) includes grading, raking, and necessary ditching
                Bid from Landsite: $29,300/annually plus material (same for 1 year or 3) includes grading, raking. Ditching and culvert work are extra
                at an hourly charge.
                The board went with Chris Carter for Spring and Fall grading.

• Culverts. Some of our culverts are original (40+ yrs old). We are starting an ambitious priority plan to repair three culverts per year. On Kennedy Brook it’s by the mailboxes, a 4’ culvert. The header stones fell off; a volunteer replaced the stones.  On Scenic it’s a 40’ culvert. We’re planning to bore out the material inside and have a replacement culvert standing by. On Woodlot we fixed a sinkhole. A volunteer filled it in and packed it down.
  
• This Fall we will do a little less grading and use the material to beef up Beaver Lake and Rice Brook which are down to nothing.
• Donna is looking into prices for brush cutting and tree trimming to be done this Fall.
• MOTION Bill Osterhout/Dave Ferner: “We move that the board go into a three year grading contract with Chris Carter for $34,000 for each of the three years.” CARRIED. Discussion centered on rising fuel & material costs.

 Bylaws Report has been deferred until next year until our HOA lawyer can be    consulted.


BUDGET VOTE: FY2020 Budget passed unanimously.


5. UNFINISHED BUSINESS
    Keyless Entry Project – Mike Kelley
    We have several models we like and are looking for a local vendor.  The members approved two locks at the June meeting: one for the pool house and a less complicated model for Rossi Hall. We would like to suggest that we try a lock for the pool also. Some concerns are no lights in the pool so NO SWIMMING after dusk. The pool would be closed for cleaning and chemicals.  We would also have to make sure no one used glass around the pool. This would be for weekdays only. Weekends would have a pool attendant. We would need video cameras for security and an outside phone for 911 (local calls only)
MOTION Dave Ferner/Lexie Currie: “We move that the pool be included in the Keyless Entry Project.    CARRIED
A benefit will be that all the locks will be the same system. We discussed the advantages of fobs versus codes. No conclusion. We will get a model that can do both.


6. NEW BUSINESS – Nominations from the floor:
Lexie Currie/Mikki Falcone nominated Mike Kelley for President (2 year term).
Lexie Currie/ Bill Osterhout nominated Dian Mathews for Secretary (2 Year term).
Dian Mathews/Jacky Hastings nominated Donna Moxley for Director (3 year term).
Betty Ferner closed nominations.


Meeting adjourned at 10:34 AM.
Dian Mathews, Secretary