HIDDEN LAKE ASSOCIATION BOARD MEETING
Amended Minutes
January 12, 2018 6:30 PM
Home of Donna Moxley
Present: President Mike Kelley, Vice President Lee Simpson, Treasurer Jacky Hastings, Secretary Dian Mathews, Directors Donna Moxley, Mikki Falcone and Mike Gallagher via phone.
1. Minutes of the December 2018 board meeting accepted as amended.
Minutes of the November 2018 board meeting were posted online by Mike Kelley.
2. Treasurer’s Report
*Jacky presented several templates for the 2019 assessment bills. We will try for a
perforated, trifold and an envelope with a window. This should help streamline our
preparation time and help identify remittances.
*A bank-owned HLA property is a trailer. Question: Can we communicate with the
bank so they are aware the trailer is in violation of the Covenants? Mike K will ask
our lawyer. (Answer received Jan. 14, 2019 from Michelle Phelps at MEEB: “The
way to handle an improper trailer on the premises would be via a Cease and Desist
Notice…”)
*We received a notice from the State of NH AG’s office that we need to supply local
addresses of the 2017 board. Mike K. will take care of this.
*January payment for the Plow Contract has been made.
* Our insurance bill = $1,138. We pay for a Commercial package, a Director’s and
Officers Policy and Workmen’s Compensation.
*Mikki has asked Consolidated to send us a paper bill so it can be checked for
accuracy.
3. Committee Reports
A. Recreation
*Keyless Entry Project – We still are waiting for answers to some of our liability
questions, but will proceed with an April timeframe. We will order 4 lock sets and install
them so the system is integrated.
1) One question answered is liability with no attendants: since we will have cameras and
a closed gate, the site is considered secure.
2) We will start with the pool house open with the fobs. Boaters will have access to the
bathrooms.
3) We will have attendants at the pool from noon to 7 PM. We will have a contingent of three
attendants. The pool might then be opened by fobs until dark. We are unable to use
the pool after dark because we do not have lights IN the pool. This is NH State law.
4) The phone will be in the pool house on a shelf outside the office. It will be for calls to 911
or incoming calls only.
*The Rossi Hall rental form will be updated.
*Our insurance company says we are covered for events.
Page One
HLA Board Meeting Jan 12, 2019
Page Two
Recreation – continued
* The two new toilets will be put in the pool house in April.
B. Waterfront – no report at this time
C. Roads
*We have had fewer storms since November. The snow banks have been pushed back.
* King’s Highway has been widened.
NB: The contract calls for our roads to be plowed when there is 2” of snow. The roads
Should have a 20’ travel width.
* NB: When there is a freezing rain there is nothing that can be done to the roads. After
one storm, PJD went down South Hidden Lake BACKWARDS to get sand down.
* Donna will call Chris Lane again to see if we can get the tree cutting done before spring.
* We still need to ID one of HLA’s properties to use for material taken off the roads when
they’re graded.
* A reminder that we all need to drive slower and carefully on our roads.
4. Unfinished Business
A. 2019 Assessments
* The Board will meet at Donna’s on Saturday, January 26 at 1 PM. This will be a work
meeting to organize the 2019 assessment billing.
* Donna will have the draft of the letter to go out to the JLNs.
Mike G. will have the updated boat form.
Mikki will have the events and pool summer time schedule.
Jacky will have a new invoice form.
Mike K. will have the annual letter with all the recent board actions.
B. Beaver Deceiver report not ready yet.
5. New Business
* Donna is halfway through the alphabet researching JLN deeds. The work is extremely
time consuming. There were 3 different kinds of deeds for Scenic Lake Estate properties sold in
1965 – 1969. We can have the lawyer do some of this research. Eventually we’d like to have
all the properties researched.
* Dian will get a list of all properties merged since 2014.
* Idea: since Quick Books continues to raise its rates, Mike K suggested we look into Property
Management Systems. They have condo/HOA portals. We could have a Community Forum
And use it for our billing.
Meeting adjourned at 3:15 PM.
Dian Mathews, Secretary
Amended Minutes
January 12, 2018 6:30 PM
Home of Donna Moxley
Present: President Mike Kelley, Vice President Lee Simpson, Treasurer Jacky Hastings, Secretary Dian Mathews, Directors Donna Moxley, Mikki Falcone and Mike Gallagher via phone.
1. Minutes of the December 2018 board meeting accepted as amended.
Minutes of the November 2018 board meeting were posted online by Mike Kelley.
2. Treasurer’s Report
*Jacky presented several templates for the 2019 assessment bills. We will try for a
perforated, trifold and an envelope with a window. This should help streamline our
preparation time and help identify remittances.
*A bank-owned HLA property is a trailer. Question: Can we communicate with the
bank so they are aware the trailer is in violation of the Covenants? Mike K will ask
our lawyer. (Answer received Jan. 14, 2019 from Michelle Phelps at MEEB: “The
way to handle an improper trailer on the premises would be via a Cease and Desist
Notice…”)
*We received a notice from the State of NH AG’s office that we need to supply local
addresses of the 2017 board. Mike K. will take care of this.
*January payment for the Plow Contract has been made.
* Our insurance bill = $1,138. We pay for a Commercial package, a Director’s and
Officers Policy and Workmen’s Compensation.
*Mikki has asked Consolidated to send us a paper bill so it can be checked for
accuracy.
3. Committee Reports
A. Recreation
*Keyless Entry Project – We still are waiting for answers to some of our liability
questions, but will proceed with an April timeframe. We will order 4 lock sets and install
them so the system is integrated.
1) One question answered is liability with no attendants: since we will have cameras and
a closed gate, the site is considered secure.
2) We will start with the pool house open with the fobs. Boaters will have access to the
bathrooms.
3) We will have attendants at the pool from noon to 7 PM. We will have a contingent of three
attendants. The pool might then be opened by fobs until dark. We are unable to use
the pool after dark because we do not have lights IN the pool. This is NH State law.
4) The phone will be in the pool house on a shelf outside the office. It will be for calls to 911
or incoming calls only.
*The Rossi Hall rental form will be updated.
*Our insurance company says we are covered for events.
Page One
HLA Board Meeting Jan 12, 2019
Page Two
Recreation – continued
* The two new toilets will be put in the pool house in April.
B. Waterfront – no report at this time
C. Roads
*We have had fewer storms since November. The snow banks have been pushed back.
* King’s Highway has been widened.
NB: The contract calls for our roads to be plowed when there is 2” of snow. The roads
Should have a 20’ travel width.
* NB: When there is a freezing rain there is nothing that can be done to the roads. After
one storm, PJD went down South Hidden Lake BACKWARDS to get sand down.
* Donna will call Chris Lane again to see if we can get the tree cutting done before spring.
* We still need to ID one of HLA’s properties to use for material taken off the roads when
they’re graded.
* A reminder that we all need to drive slower and carefully on our roads.
4. Unfinished Business
A. 2019 Assessments
* The Board will meet at Donna’s on Saturday, January 26 at 1 PM. This will be a work
meeting to organize the 2019 assessment billing.
* Donna will have the draft of the letter to go out to the JLNs.
Mike G. will have the updated boat form.
Mikki will have the events and pool summer time schedule.
Jacky will have a new invoice form.
Mike K. will have the annual letter with all the recent board actions.
B. Beaver Deceiver report not ready yet.
5. New Business
* Donna is halfway through the alphabet researching JLN deeds. The work is extremely
time consuming. There were 3 different kinds of deeds for Scenic Lake Estate properties sold in
1965 – 1969. We can have the lawyer do some of this research. Eventually we’d like to have
all the properties researched.
* Dian will get a list of all properties merged since 2014.
* Idea: since Quick Books continues to raise its rates, Mike K suggested we look into Property
Management Systems. They have condo/HOA portals. We could have a Community Forum
And use it for our billing.
Meeting adjourned at 3:15 PM.
Dian Mathews, Secretary