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