December 2013 KHHA Board Minutes

December 16, 2013 at 7:00 pm at the Westford Town Offices

In attendance: Eric Johnson , Anne Cummings, Jake Cady, Jim Nichols, Martha McClintock

Unable to attend: Maria Moore, Ann Laramee

Guests: None

Secretary Report: Martha apologizes that no report was written for the November meeting.

Treasurer Report: Maria was unable to attend and there is no Treasurer's report. The Treasurer is working on 2014 Budget and will present it at the January board meeting.  An invoice for $420 from attorney Tim Eustace was received for services related to the recovery of delinquent dues through small claims court. These fees may be recoverable as part of a small claims court settlement.

Road Report: There are some concerns that the sanding is insufficient in some areas but, otherwise, the plowing is meeting our expectations.

Jake reported that we are in the third year of three year contract. Jake will approach Luko and two other providers for prices for a contract for future years.

Environmental Report: The board welcomed Ann Cummings, who will act as the Environmental Point Person as well as helping the Treasurer with mailings and other time-consuming projects.

A concern that ATVs are being used between Mountain and Ledge Road was reported. It was decided that we would review the covenants with regard to the use of motorized vehicles on personal property and on the trails before the next meeting so that we could discuss the matter more effectively.

New Business: The main purpose of this meeting was to set goals and priorities for the board for the coming year. The following items were discussed:

1. The board put together a package of information that includes covenants and trail maps and general information for all new homeowners. We will also look into a online KHHA website to house this information online and make it available to all homeowners. Martha will contact Brent (former secretary) to find out what is now online and how to access it.
2. The board will find a local bank for the reserve fund. The money is currently held at Wells Fargo and there is some difficulty in accessing the funds. It also accrues no interest.
3. The board will update the computer and computer software used by the treasurer. We are considering Microsoft Access or Quick Books. Martha volunteered to get specs and prices from Best Buy and Eric volunteered to get prices from the IBM Employee Discount Program.
4. It is agreed that one of the values of living in the association is the trail system. We would like to reinvigorate the twice yearly trail work days (which have been poorly attended in the last several years) and improve the trails.
5. There was a discussion on whether or not a revision to the covenants that would rescind the three year clause should be brought again to the association for a vote.
6. Jim suggested that the board review a part of the covenants each month so that we become better acquainted with them.
   

The next meeting will be January 13, 2014 at 7:00 pm at the Town Offices.

The meeting adjourned around 8:30 pm.

Respectfully Submitted,   Martha McClintock

November 2013 KHHA Board Minutes

November, 2013 at 7:00 pm at the Westford Library

In attendance: Eric Johnson, Jake Cady, Jim Nichols, Martha McClintock, Maria Moore, Linda Johnson, Ann Laramee

Guests: None

The new board consists of:

President: Eric Johnson (Mountain Road, 893-2056)

Vice President: Jim Nichols (Mountain Road, 561-251-8555)

Treasurer: Maria Moore (North Road, 355-8308 )

Secretary: Martha McClintock, (Forest Lane, 881-3489)

Secretary: Ann Laramee (North Road, 893-3879)

Roads: Jake Cady (Birch Ridge, 343-6115)

Environmental: Anne Cummings (Ledge Road, 893-2056)

Outgoing President, Linda Johnson described the current work of the board and made suggestions for moving on.

1. The board is working to address the issue of property owners that are not paying dues. A n attorney, Tim Eustace of Gravel & Shea, was contacted. He has studied the covenants and advised the board about using the small claims court to recover the unpaid dues. An invoice for $2600 from the attorney was handed over to the new treasurer. Eric, as the new president, will draft a letter to the property owners who owe taxes. Liens have been placed on owners delinquent for over one year and they may be taken to small claims court.  7.5% interest (per annum) is being charged on unpaid dues, as prescribed by the Covenants.

2. The board has been considering the possibility of changing the covenants, which were written over forty years ago. Attorney Tim Eustace of Gravel & Shea was contacted for advice on changes. The board also asked homeowners to vote to change the covenants so that the three year waiting period would be eliminated. Not enough ballots were received to meet the minimum required for a vote on the proposal.

3. Vermont State Statutes Online that refer to The Common Interest Ownership Act are located at http://www.leg.state.vt.us/statutes/chapters.cfm?Title=27A. These may be useful as the board looks into changing the covenants. To facilitate changing the covenants, the board asked for volunteers for a committee but the committee has not yet been formed.

4. Linda recommended that the board draw up a budget and plan for road projects.

5. Linda suggested that the board look into ATV use in the association.

6. Linda suggested the the association provide resale certificates to buyers of lots or units.  The certificate is now required by many Banks for approving mortgages in Homeowners Associations.  The certificate contains a summary of the financial health of the Association and is another reminder of the importance of paying our dues in a timely manner.

The next meeting will be December 16, 2013 at the Town Offices.

Respectfully Submitted,   Martha McClintock