December 2015 KHHA Board Meeting Minutes

Kings Hill Homeowner Association Board Meeting

December 14th, 2015 - - Lower Westford Town Office

Called to Order at 7:05 pm

Present: Ann Laramee, Martha McClintock, Janice Edler, Jake Cady, Anne Cummings, Eric Johnson, Bob Parker, Lance Pitcher, Kim Maloney

Guests: None

Open Forum:  No issues identified to the Board

Secretary: Janice read the report from the annual meeting. Treasurer’s report for October will be added to the meeting minutes file on the KHHA drive.

Treasurer: Dues Collection - Nine members are past due.  Progress was made in collecting dues from aging accounts last month.  Discussion ensued on collecting back dues from Homeowners.

Jake sent out the Louko’s snow removal contract to the board and it has been posted to the drive. 

Billing has not been received from Pigeon Brothers for work performed on Old Stage Rd.

Roads: There is a three year contract for plowing in place with Louko’s.  This is a fixed price contract.  Pigeon Brothers completed road maintenance work on Birth Ridge Road and Forest Lane.  Work included adding fill material to roads, ditching, removing trees, and replacing a culvert.

A formal request from a Homeowner to add more fill over the new culvert on Forest Lane was received.  New Roads Commissioner to meet with Homeowner.

Trails:   No discussion on trails.

KHHA Handbook: Anne to update the Board members in the soft copy version of the handbook located on the KHHA drive.

Covenant Committee:    Stage 1 complete – covenants/bylaws update language and edit typographical errors.  Discussion on next phases briefly discussed.

Annual Meeting results - Election of new board members:

President – Lance Pitcher

Vice President – Bob Parker

Treasurer – Eric Johnson

Secretary – Janice Edler

Roads – Kim Maloney

Trails – Martha McClintock

Environmental – Anne Cummings

Vote to accept candidates as read, motion Anne, second Eric; all in favor.

Policy Development: No Updates

The meeting was adjourned at 8:25 pm.  The next meeting will be on January 11th at 7:00 pm at the lower Westford Town Office. 

Respectfully submitted,

Janice Edler

2015 KHHA Annual Meeting Minutes

Kings Hill Homeowner Association Annual Meeting
October 19, 2015   Westford Public Library
Call to Order 7:10 pm

Present:  Jim Nichols, Martha McClintock, Ann Laramee, Anne Cummings, Janice Edler
Guests: Eight Homeowners attended the meeting.

President' Report: Ann Laramee reviewed the work of the board during the 2014-2015 association year.  A Copy of report is provided as an attachment.

Treasurer’s Report:  Eric Johnson provided a copy of the financial report for the 2014-2015 association year.  A Copy of report is provided as an attachment.

Collection policy will be posted on KHHA drive and blog site.

Road’s Report:  Jake Cady provided the report which was read by Ann Laramee.  A Copy of report is provided as an attachment.

Trail’s report:  A Trail clearing event is scheduled for October 24th at 9:00 am.  Meet at the top of Mountain Road. Light breakfast fare will be provided.

Handbook Discussion:  Anne to send Janice the document to post on the KHHA drive and blog site.

Covenants Committee:  In September, the Board approved the revised Covenants to be sent to Homeowners for a vote.  This will be sent out via hardcopy.

Michele Davia offered information regarding Fire district loans.

Voting for the 2015-2016 Board: Next year' board members are Eric Johnson, Janice Edler, Martha McClintock, Anne Cummings, Bob Parker, Lance Pitcher, and Kim Maloney

Lance Pitcher received a write in vote and agreed to participate on the board after being contacted by Ann after the Annual Meeting.

Ben Saunders also expressed interest in serving on the board if another member was needed.

Meeting adjourned at 7:45 pm. 

Respectfully submitted,
Janice Edler

September 2015 KHHA Board Meeting Minutes

Kings Hill Homeowner Association Board Meeting
September 14th, 2015 - - Lower Westford Town Office
Called to Order at 7:05 pm

Present: Ann Laramee, Martha McClintock, Janice Edler, Jake Cady, Anne Cummings, Jim Nichols

Guests: Rob Parker

Open Forum:  Reminder to all Homeowners that tree removal must be approved by the Board per the Bylaws.

Secretary: There was no August meeting, (not enough board members for a quorum) hence no minutes to review

Treasurer: Dues Collection - Seven members are over 60 days past due. Two additional members are over one year past due and the association has completed small claims court proceedings against these two.  The court awarded KHHA all requested past dues, interest, court costs and attorney fees.  One of the members is appealing the court’s ruling.

The association is well positioned financially going into the winter based on the end of the month balances in the operating and reserve accounts. 

There will be a KHHA Financial review in October.  The audit team will be Martha McClintock (Board member) and two homeowners, Michelle Davia and Anne Maloney. The Treasurer will provide bank records, member payment records, tax returns and additional information as requested.  

Roads: Two quotes were received to add more material to Birch Ridge Rd and Forest Ln. Ditching work on the sides of the roads will also be performed where needed.  Motion by Jake to contract Pigeon Brothers for the above work; seconded by Jim.  Motion passed.  Pigeon Brothers also provided a quote for some tree cutting on Birch Ridge Rd.  Board to contact Homeowners regarding trees on affected properties.

Estimates for mowing on Mountain Rd. and Birch Ridge Rd. will be requested.

The Board would like to thank Homeowners for work performed on roads and roadsides!

Trails:   Most trails are in good shape.  Bridge on Red trail in need of repair.  A couple of trees need to be removed.  Trail clearing date has been set for October 24th, starting at the top of Mountain Rd.  Meet at 9:00am; light breakfast fare will be served.

KHHA Handbook: Handbooks have been disbursed to the Homeowners.  If you have not received one, please contact the Board or come to the Annual meeting

Covenant Committee:    Stage 1 complete – covenants/bylaws up to date language and edit typographical errors.  Discussion on changes ensued.  Jim motioned for us, the board, to accept document as revised and to send out to Homeowners.  Anne seconded the motion.  Motion passed 5-1 (opposed Martha McClintock).  Revised covenant document to be sent to Homeowners in a separate correspondence via Email.

Policy Development: No Updates

The meeting was adjourned at 9:10 pm.  The next meeting will be on October 19th at 7:00 pm at the Westford Town Library.  This will be the annual board meeting.  All are welcome to attend.  Please send Proxy if not able to be present.

Respectfully submitted,
Janice Edler

July 2015 KHHA Board Meeting Minutes

Kings Hill Homeowner Association Board Meeting
July 13th, 2015 - Westford Town Library
Called to Order at 7:40 pm

Present: Ann Laramee, Martha McClintock, Janice Edler, Jake Cady

Guests: None

Open Forum:  No issues brought forward to the Board

Secretary: There was no June meeting, hence no minutes to review

Treasurer: Association fees - Seven members over 60 days past due, two members over one year past due.  The Small Claims process is underway for the two members over a year past due. We are in good standing given the end of the month balances in the operating and reserve accounts.  The Wells Fargo account is fully closed and the funds have been transferred to a new Reserve account at People’s United bank. 

Roads: One quote was received to add more material to Birch Ridge Rd, Forest Ln and the bottom of Mountain Rd.  Jake to get pricing from other contractors.  The Board will also get quotes for tree cutting options for Birch Ridge Rd and contact Homeowners regarding trees on affected properties.

Trails:   Most trails are in good shape.  Bridge on Red trail in need of repair. 

KHHA Handbook: Handbooks were distributed to Board members for disbursement to Homeowners.

Covenant Committee:    No Updates:   Next step – the Future – is in progress

Policy Development: No Updates

The meeting was adjourned at 8:50 pm.  The next meeting will be on August 10th at 7:00 pm in the lower Westford Town office.

Respectfully submitted,
Janice Edler

May 2015 KHHA Board Meeting Minutes

Kings Hill Homeowner Association Board Meeting
May 11th, 2015 - Westford Town Library
Called to Order at 7:00 pm

Present: Ann Laramee, Martha McClintock, Janice Edler, Eric Johnson, Anne Cummings

Guests: None

Open Forum: A concern was voiced from a homeowner on North Rd regarding loud noise coming from an adjacent property.  Presently this issue is being rectified by the Homeowner.  Here is an excerpt from our Protective Covenants related to “nuisance” to other Owners:

Secretary: The minutes for the April board meeting were approved as amended.

Treasurer: The treasurer's report for April was read and accepted.  Ten members over 60 days past due, two members over one year past due.  Board authorized lien on any property overdue by > 60 days and two members have been served by the County Sheriff.  We are in good standing given the end of the month balances in the operating and reserve accounts.  With regards to the Wells Fargo account, it is in the process of closing and the funds will be transferred to a new account at People’s United bank. 

Roads: No updates.  Jake was not present at meeting.  Ann to contact Jake for a status.
Funds have been committed for road maintenance. The Board will get pricing from a few contractors.  The Board will also get quotes for tree cutting options for Birch Ridge Rd.

Trails:   The trails are in good shape. 

KHHA Handbook: Handbook will be sent to print by mid June.  In process of obtaining final quotes for both full color and black & white with color cardstock cover.  Anne will submit to the board for final approval for expends.

Covenant Committee:    No Updates:   Next step – the Future – is in progress

Policy Development: Generate standards and templates:  Board discussed Association records policy development.

The meeting was adjourned at 8:20 pm.  The next meeting will be on June 8th at 7:00 pm in the lower Westford Town office.

Respectfully submitted,
Janice Edler

April 2015 KHHA Board Meeting Minutes

Kings Hill Homeowner Association Board Meeting
April 13th, 2015 - Lower Westford Town Office
Called to Order at 7:00 pm

Present:  Jim Nichols, Ann Laramee, Martha McClintock, Janice Edler, Eric Johnson, Anne Cummings, Jake Cady

Guests: None

Open Forum: A concern was voiced from a home owner on North Rd regarding loud noise coming from an adjacent property.  Homeowners will notify the board if the noise continues. 

Secretary: The minutes for the March board meeting were approved. 

Treasurer: The treasurer's report for March was read and accepted.  Sixteen members over 30 days past due, two members over one year past due.  With regards to the Wells Fargo account, it is in the process of closing and the funds will be transferred to a new account at People’s United bank. 

Roads: The decision was made to add more material to Birch Ridge Rd, Forest Ln and the bottom of Mountain Rd.  Funds have been committed to make this upgrade. The Board will get pricing from a few contractors.  The Board will also get quotes for tree cutting options for Birch Ridge Rd.

Road maintenance – Crushed stone was added to Penny Lane and Birch Ridge Rd around culverts.

Trails:   The trails are in good shape. 

KHHA Handbook: A draft copy of the handbook/directory was sent to board members.  Anne drafted a form for homeowners to fill out with their contact information to put in the handbook and keep on file.  Anne will update the draft to include the collection of outstanding dues policy.  Target date for sending out the Handbook is by the end of May.

Covenant Committee:  The cleaning up of typos and updating the document to reflect the current situation of the Association (removal of obsolete terms) is complete.  Next step – the Future – is in progress

Policy Development: Generate standards and templates:  Handling of meeting minutes, format for policies, collection of outstanding dues, and handling of all Association documentation.Eric provided a document regarding the collection of outstanding dues.  The policy was approved by the Board.  Vote was 6-0 in favor.

The meeting was adjourned at 8:45 pm.  The next meeting will be on May 11th at 7:00 pm in the lower Westford Town office.

Respectfully submitted,
Janice Edler

March 2015 KHHA Board Meeting Minutes

Kings Hill Homeowner Association Board Meeting
March 9th, 2015 - Lower Westford Town Office
Called to Order at 7:15 pm

Present:  Jim Nichols, Ann Laramee, Martha McClintock, Janice Edler, Eric Johnson, Anne Cummings

Guests: None

Open Forum: No new items discussed

Secretary: The minutes for the February board meeting were approved. 

Treasurer: The treasurer's report for March was read and accepted.  Six properties have dues outstanding.  With regards to the Wells Fargo account, question on should we transfer the funds to the KHHA account at People’s?  Ann and Eric to call People’s and discuss.  Board will review in April.

Roads: On 2/26/15, Jim and Eric toured all the roads.  Everything was reported in good shape at that time.  Also reported was that the sanding has been much better on all roads.

The Board to discuss tree cutting options for Birch Ridge Road and road repair.

Trails:   The trails are in good shape. 

KHHA Handbook: A draft copy of the handbook/directory was sent to board members.  Anne drafted a form for homeowners to fill out with their contact information to put in the handbook and keep on file.   Board members will be going through the neighborhoods with the forms for Homeowner’s to fill out.  Target date for sending out the Handbook is early May.

Covenant Committee:  Jim held a meeting with the committee members.  Focus was on cleaning up typos (which is almost complete) and updating the document to reflect the current situation of the Association (removal of obsolete terms).  Next step – the Future – was not discussed.  The Document is being updated in Word to keep track of all changes.

Policy Development: Generate standards and templates:  Handling of meeting minutes, format for policies, collection of outstanding dues, and handling of all Association documentation.

The meeting was adjourned at 8:15 pm.  The next meeting will be on April 13th at 7:00 pm in the lower Westford Town office.

Respectfully submitted,
Janice Edler

February 2015 KHHA Board Meeting Minutes

Kings Hill Homeowner Association Board Meeting
February 9th, 2015 - Lower Westford Town Office
Called to Order at 7:15 pm

Present:  Jim Nichols, Jake Cady, Ann Laramee, Martha McClintock, Janice Edler, Eric Johnson

Guests: None

Open Forum:  Gauthier’s request to KHHA to place dumpsters at the condos on North Road has been declined by the Association.  To Condo homeowners: Please pick up bins after trash pickup.  There have been concerns raised about safety due to blowing trash cans/bins in the road.

Secretary: The minutes for the December and January board meetings were approved. 

Treasurer: The treasurer's report for February was read and accepted.  Dues were paid in full on one delinquent property.  One lien was released.  Six properties have dues outstanding.

No updates with regards to the Wells Fargo account – should we move it?

Roads: We have asked Loukos to put more sand on the roads but please drive carefully in winter driving conditions. 

The Board is still assessing when tree cutting on Birch Ridge can be scheduled. 

Jake spoke with an Engineer about the intersection of Birch Ridge and Forest Lane and he stated to wait until spring for an evaluation to be performed.  The board will be soliciting civil engineers to assess the intersection and generate suggestions on how to make the intersection safer.  The board will review all estimates prior to a vote. 

Trails:   The trails are in good shape. 

KHHA Handbook: A draft copy of the handbook/directory was sent to board members.  Anne drafted a form for homeowners to fill out for their contact information to put in the handbook and keep on file.

Covenant Committee:  The committee members have been sent a copy of the covenants to study.  Nothing new to report this month.  Jim to schedule a meeting in the upcoming weeks.  Suggestion made to start with reviewing covenants for grammar, spelling, etc.

The meeting was adjourned at 8:30 pm.  The next meeting will be on March 9th at 7:15 in the lower Westford Town office.

Respectfully submitted,
Janice Edler

January 2015 KHHA Board Meeting Minutes

Kings Hill Homeowner Association Board Meeting
January 12, 2015  Lower Westford Town Office
Called to Order at 7:15 pm

Present:  Jim Nichols, Jake Cady, Anne Cummings, Ann Laramee, Martha McClintock, Janice Edler, Eric Johnson

Guests: None

Open Forum:  Gauthier’s approached KHHA to place dumpsters, trash and recycling, at the condos located on North Rd.  To be discussed at the next meeting.  Concerns included: size, small animals getting into dumpsters, odors, and environmental appearance.  This would need to be submitted to the environmental committee for approval.

Secretary: The minutes for the December board meeting were tabled for review by the BOD. Review to be completed prior to the February meeting. 

Treasurer: The treasurer's report for December was read and accepted. Dues were paid in full on two delinquent properties.

Roads: We have asked Loukos to put more sand on the roads but please drive carefully in winter driving conditions.  Snow banks have been pushed back.

The Board is still assessing when tree cutting on Birch Ridge can be scheduled.  We will look into the price of renting a chipper to deal with the wood that is cut down.

The board is investigating hiring an experienced road expert to look at the intersection of Birch Ridge and Forest Lane and generate suggestions on how to make the intersection safer.  Priority for road improvements in 2015 is Birch Ridge Rd.

Trails:   The trails are in good shape.  Some trail clearing was performed after the heavy snow fall.  Ann has trail head signs.  One activity mentioned for the spring time was the repair of a bridge on the red trail.   

KHHA Handbook: A draft copy of the handbook/directory was sent to board members and work is being done on a final draft.  Anne to draft a form for homeowners to fill out for their contact information to put in the handbook and keep on file. An updated map of KHHA will be incorporated into the handbook.

Covenant Committee:  The committee members have been sent a copy of the covenants to study.  No feedback from members to date.  Suggestion made to start with reviewing covenants for grammar, spelling, etc.

Secretary Role: Eric Johnson nominated Janice Edler for the secretary position; Seconded by Jim Nichols.  Janice accepted the position.

The meeting was adjourned at 8:30 pm.  The next meeting will be on February 9th at 7:15 in the lower Westford Town office.

Respectfully submitted,
Janice Edler