​                        HIDDEN LAKE ASSOCIATION BOARD MEETING
                                       Tuesday, October 15, 2019 - 6:30 PM 
                                                       ROSSI HALL
 
                                                 MEETING MINUTES
                                                          
Guest: Stacey Merolla; Discussion: Home plans
 
●Stacey Merolla is requesting approval to move a manufactured home onto her property on Fox Hill Rd.  The model she presented appeared to be a single wide mobile home with a detachable hitch. The model name is Maplewood.  She is planning to research other options that will meet HLA covenants.  Mike Gallagher will assist her in the planning process with a manufacturer of a modular home.
 
Guest: Paul Bourassa; Discussion: Trailer / Home plans
 
●Paul is planning to build a permanent home on the lot he has had his camper on.  
●The Board has requested a copy of the building permit and potential plans to show good faith.  Paul believes he can provide the Board with all the documentation requested by November 15, 2019.  He also agreed to post his building permit on the property.
●The Board unanimously approved given the above conditions.
 
 
Volunteers: Alexia Currie, as Corresponding Secretary; Bob Freitag, as interim secretary
 
1. Acceptance of board minutes from September 10 meeting.
●Approved
 
2. Treasurer’s Report 
  • Liens Update
    • There are 28 outstanding liens.  3 have been settled this year.  
    • A property located on 42 Old Colonial Dr. will be auctioned off on 11/25/19 at 12:00PM.  HLA has 2 outstanding liens on this property.  A letter will be sent to the Auctioneer to make sure they are aware of the liens.  A Board representative will try to attend the auction.
  • JLN assessments are still coming in.  Thank you to the JLN owners.
  • A JLN resident received their invoice late and requested 1 month extension for the first JLN assessment due to the unexpected financial expense.  They will pay 50% by Nov 1, 2019, and 50% by Dec 1, 2019.  The Board unanimously approved and will not impose a late fee. 
  • Account balances
    • Main Checking Acct $84,446.31
    • Waterfront Savings Acct $9,468.00
    • Playground Fund $2,800.89
    • Rainy Day Fund $8,673.23
    • Savings Acct $102.56
    • 2yr CD $38,178.80
 
3. Committee Reports
 
  • Recreation      
    • Fire Extinguishers 
      • Steve McGerty is researching what type of fire extinguisher is needed in the pool house.
      • The plumber Mirle is scheduled to close the pool house before the end of the month.
    • Playground Raffle Drawing
      • Ken and Tracy Laferty (HLA residents) won the ATV.
      • Approximately $2,900.00 has been raised as a result of the raffle, and will be deposited in a CD,
      • Mikki is also investigating potential grants for additional funding. 
      • A playground designer will be working with Mikki to design and estimate the cost of the new playground.
      • The “springy horses” have been removed from the playground and a volunteer will attempt to sell them.
 
  • Waterfront  
    • Docks out update
      • The docks were removed on October 12th.  Thank you to all the volunteers who participated this year.  There was a fantastic turn out!  The frames are stored in the pool area, and the decking is stored in the shed, allowing Rossi Hall to be used.
      • Boat ramp permit stickers will be purchased next for HLA members that do not have a designated spot for their boat at the waterfront.
 
  • Roads 
    • Grading is in process!  Some limited ditching will also be done this week.  More ditching will be done in the spring.
 
  • Bylaws
    • An update to our Bylaws was approved at our July Association meeting and contains language that prevents a Board Member who is a Real Estate Agent from selling property in the HLA subdivision.  Donna Moxley made the Board aware of a pending sale of a property in HLA in which she was the Buyer’s Agent.  In this particular case, Donna’s Agreement with her client was in place before the Bylaw update, and this transaction did not result in any conflict of interest.  As a Real Estate Agent Donna’s legal obligation to service her client comes before other obligations including her HLA Board responsibilities.  This is the first test of the new Bylaws and this particular Bylaw will be reviewed by the Bylaws Committee for possible update to allow Buyer’s Agents to serve, and require them to recuse themselves from Board activities that may result in a conflict of interest.  Board members who are Real Estate Agents would still not be able to list properties in HLA.
    • Need to draft a fee schedule for incorporation into the Bylaws for a future update.
 
 
4. Unfinished Business
 
  • Operating businesses in the development (Covenant Violation).
  • Deed Research
  • Letter to members about cleaning out their culverts
  • Review of new billing tools vs Quickbooks and ability to offer auto payment
  • Update of JLN fee amount based on new assessment
 
5. New Business
 
  • Stop sign @ Kings highway and Kennedy Brook intersection – Update
    • Approval has been received from Jim Coffee Stoddard Town Manager for stop signs in both directions.  Signs will be installed in November.
  • Mailbox Project
    • Mikki called the Marlow Post Office and invited a representative to review the mailboxes, and two are not in current use and available to HLA residents.  The structure the mailboxes are attached to is HLA property.  Twelve mailboxes are damaged, and need replacement or repair.
  • Letters from Beth Webb, Frank Stuckey, John Hicks received by the Board in response to covenants violations.
    • Webb letter to be revised and resent
    • Stuckey letter being reviewed by the Board for next step
    • Hicks letter will be forwarded to the HLA attorney for advice
 
  
Next Meeting:  November 12, 2019.
 
Board meeting adjourned: 8:50  PM