May 2016 KHHA Board Meeting Minutes

Kings Hill Homeowner Association Board Meeting

May 9, 2016 - - Lower Westford Town Office
Called to Order at 7:02 pm

Present: Martha McClintock, Janice Edler, Bob Parker, Kim Maloney, Eric Johnson, Anne Cummings, Ben Saunders

Guests: Lynn Bursell, Linda Johnson, Ann Maloney

Open Forum:  No issues identified to the Board

Presentation from Linda Johnson regarding the Covenant and By-law project of 2012-2013:
Linda presented background details regarding the Association’s governing documents and the recommended changes submitted by attorney Timothy Eustace.

Secretary: Janice read the report from the April meeting.   Motion by Bob, second by Kim, to approve minutes as written; passed 7-0.

Treasurer: Dues Collection - Four members are past due.  Motion by Martha, second by Anne, to accept the Treasurer’s report for March/April as written; passed 7-0.  Treasurer’s report is attached.

Motion by Martha, second by Bob to send out letters to two homeowners stating the board will begin collection proceedings.

Roads: Pigeon Bros. to begin road maintenance work in a few weeks.  A request was made to have Pigeon Bros. assess the removal of old guardrails on North Road and Mountain road.  Motion by Anne, second by Bob.

Trails:   No trees down.  The KHHA board would like to replace the bridge on the red trail and build some puncheons over the wetter areas on the trails.  

Environmental report:  Two Homeowners requested approval for some tree removals.  Both requests were approved.
  
The meeting was adjourned at 9:00 pm.  The next meeting will be on June 13th at 7:00 pm at the lower Westford Town Office. 

Respectfully submitted,
Janice Edler

May KHHA Board Meeting Agenda

KHHA Agenda May, 2016

Hello Neighbors,  reminder monthly KHHA board mtg is this coming Monday.  This is open to any member.  We welcome your attendance.

May 9, 2016

7:00 PM

Town office basement

* Open forum for homeowners.

* Secretary's report - review April meeting minutes.

* Treasurers report. 

* Financial presentation from Lin Johnson.

* Road report.

* Trails report.

* Environmental report.

Janice EdlerSecretary

April 2016 KHHA Board Meeting Minutes

Kings Hill Homeowner Association Board Meeting

April 11, 2016 - - Lower Westford Town Office

Called to Order at 7:05 pm

Present: Martha McClintock, Janice Edler, Bob Parker, Kim Maloney

Guests: None

Open Forum:  A Homeowner made a request for information from the Board regarding documentation and access to said documents.  Martha to contact previous Board members asking for any pertinent historical documentation they may have in their possession that can be shared with the Board and then be posted on a website (the KHHA blog site) that can be accessed by the Homeowners.

Secretary: Janice read the report from the March meeting.   Motion by Kim, second by Bob, to approve minutes as written; passed 4-0.

Treasurer: No report in April.  Report received after Board meeting and is attached.

Roads: A request was made to the Treasurer for a proposed budget for road maintenance for this year.  The Treasurer allocated $12,000 for road maintenance.  Priorities for work to be performed this spring are as follows: Forest Lane, Mountain Road, Beginning of Birch Ridge Road, and Penny Lane

Trails:   No trees down; trails are very wet.  The KHHA board would like to replace the bridge on the red trail and build some puncheons over the wetter areas on the trails.   Board to send an email to Homeowners asking for unneeded pressure treated wood that could be donated for this project.

Environmental report:  No report. 

  

The meeting was adjourned at 7:40 pm.  The next meeting will be on May 9th at 7:00 pm at the lower Westford Town Office. 

Respectfully submitted,

Janice Edler

April KHHA Board Meeting Agenda

Hello Neighbors,  reminder monthly KHHA board mtg is this coming Monday.  This is open to any member.  We welcome your attendance.

April 11, 2016

7:00 PM

Town office basement

* Open forum for homeowners.

* Secretary's report - review March meeting minutes

* Vice President's findings on sale of land adjacent to KHHA property. 

* Treasurers report. 

* Road report - Discuss plans for road maintenance

* Trails report.

* Environmental report.

Janice EdlerSecretary

March 2016 KHHA Board Meeting Minutes

Kings Hill Homeowner Association Board Meeting

March 14, 2016 - - Lower Westford Town Office
Called to Order at 7:05 pm

Present: Martha McClintock, Janice Edler, Anne Cummings, Ben Saunders, Bob Parker, Kim Maloney

Guests: None

Open Forum:  Homeowner on Penny Lane sent an email to the Board regarding the state of the road, citing the need for additional fill material and to repair potholes.  Board send a note to the Homeowner outlining a proposal.

A Homeowner made a request for information from the Board regarding documentation and access to said documents.  Board to review.

Secretary: Janice read the report from the February meeting.   Motion by Martha, second by Kim, to approve minutes as amended; passed 6-0.

Treasurer: Dues Collection - Six members are past due.  The Board agreed to tentatively accept this report until the treasurer could be present to discuss.  Treasurer’s report is attached.

Roads: Request has been made to the Treasurer for a proposed budget for road maintenance for this year.  Board needs to prioritize work to be performed.

Reminder to Homeowners:  Please inspect culverts on your property to ensure proper drainage.

Trails:   No new trees down; trails are very wet.

Environmental report:  No report.  As a reminder, please notify board if you are thinking about removing trees on your property that are greater than six inches in diameter.  The Board needs to review and approve all requests.

Policy Development: Discussed Board positions, i.e. Treasurer’s role, road representative’s role, etc., during term and after term.
   
The meeting was adjourned at 8:15 pm.  The next meeting will be on April 11th at 7:00 pm at the lower Westford Town Office. 

Respectfully submitted,
Janice Edler

February 2016 KHHA Board Meeting Minutes

Kings Hill Homeowner Association Board Meeting

February 8, 2016 - - Lower Westford Town Office
Called to Order at 7:05 pm

Present: Martha McClintock, Janice Edler, Anne Cummings, Eric Johnson, Bob Parker, Kim Maloney

Guests: None

Open Forum:  Homeowner on Penny Lane sent an email to the Board regarding the state of the road, citing the need for additional fill material and to repair potholes.  Board to review the request.

Secretary: Janice read the report from the January meeting.   Motion by Kim, second by Bob, to approve minutes as written; passed 6-0.

Treasurer: Dues Collection - Seven members are past due.  A template has been developed to notify delinquent Home Owners, in arrears for dues, that the board will start proceedings and to contact the Board for a payment plan.  The Pigeon Brothers invoice has been paid for services rendered on Birch Ridge Rd and Forest Ln.  Motion by Bob, second by Kim, to accept the Treasurer’s report as written; passed 6-0.  Motion made to send out Treasurer’s report as part of the minutes; motion passed.

Roads: North Road issues with no sand on a trash day in December.  Kim contacted Gauthier’s.  They stated they call Louko’s prior to going up North Rd - there was no garbage truck off the road that day.  Discussion on the culvert located on Forest Lane and adding more fill – This repair will be a priority in the spring.  There is a concern with large, heavy vehicles traveling over the culvert until a fix can be made.   

Trails:   Discussion on replacing a bridge on the red trail in the spring.  Possibly look at rerouting a section of the blue trail, possibly 30 yards slightly more into the woods.  4 downed trees moved from sections of trails

Environmental report:  A homeowner contacted Anne requesting permission for tree removal on Valley View Dr.  Permission granted.

Policy Development: Discussed Homeowner’s access to documents, i.e. past meeting minutes, Treasurer’s reports - will post on the KHHA “Blog” website. http://khhavt.blogspot.com/

The meeting was adjourned at 8:30 pm.  The next meeting will be on March 14th at 7:00 pm at the lower Westford Town Office. 

Respectfully submitted,
Janice Edler
​

January 2016 KHHA Board Meeting Minutes

Kings Hill Homeowner Association Board Meeting

January 11, 2016 - - Lower Westford Town Office

Called to Order at 7:05 pm

Present: Martha McClintock, Janice Edler, Anne Cummings, Eric Johnson, Bob Parker, Kim Maloney, Ben Saunders

Guests: None

Election of new board members: Newly appointed President, Lance Pitcher, resigned from the board.  Bob Parker offered to step into this role.  Motion by Kim, second by Eric, to accept Bob’s offer to be Board President.  Vote passed 6-0.  Ben Saunders was added to the Board since he had expressed interest in serving during the annual meeting.  Motion by Kim, second by Bob, to nominate Ben for the vice president role.  Vote passed 6-0.

Open Forum:  No issues identified to the Board

Secretary: Janice read the report from the December meeting.   Motion by Eric, second by Martha, to approve minutes as written; passed 7-0.

Treasurer: Dues Collection - Eight members are past due.  Discussion ensued on collecting back dues from Homeowners.  A note to a delinquent Home Owner in arrears for dues that states the board will start proceedings and to contact the Board for a payment plan will be sent out.  Note to be drafted by Kim.  Motion by Kim, second by Bob, all approved.

Annual financial audit review: Eric provided a copy of the financial audit.  Board discussed updating report.  To be discussed at next meeting.

Roads: North Road issues with no sand on a trash day.  Louko’s was notified and came back to properly sand the road.  Gauthier’s came later that day to pick up trash.  Discussion on the culvert located on Forest Lane and adding more fill.  Kim to look at culvert.  There is a concern with large, heavy vehicles traveling over the culvert until a fix can be made.  

Trails:   Discussion on replacing a bridge on the red trail in the spring.  Possibly look at rerouting a section of the blue trail. 

Environmental report:  Anne brought forward an idea on holding 2-3 social events per year,
possibly during trail clearing days.  Anne to put together a proposal.

Policy Development: No Updates

The meeting was adjourned at 8:40 pm.  The next meeting will be on February 8th at 7:00 pm at the lower Westford Town Office. 

Respectfully submitted,

Janice Edler