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

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

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

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

December 2014 KHHA Board Meeting Minutes

Kings Hill Homeowner Association Board Meeting

December 8 , 2014  Lower Westford Town Office

Called to Order at 7:15 pm

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

Guests: None

Secretary: The minutes for the November board meeting were read and approved. 

Treasurer: The treasurer's report for November was read and accepted.

Roads:  The road contract is signed and the first payment has been sent to Luokos.  We have
asked Loukos to put more sand on the roads but please drive carefully in winter driving
conditions.

The tree cutting on Birch Ridge will need to be put off until January.  We will look into the price
of renting a chipper to deal with the wood that is cut down.

A motion was made to have the board look into hiring an experienced road expert to look at the
intersection of Birch Ridge and Forest Lane and make suggestions on how to make the
intersection more safe.  The motion passed unanimously.

Trails:   The trails seem to be in good shape. 

KHHA Handbook: A draft copy of the handbook/directory was sent to board members and work
is being done on a final draft.

Covenant Committee:  The committee members have been sent a copy of the covenants to
study.  The first meeting will be held in January.

Board Goals for 2015

• Finalize outstanding dues collection policy
• Discuss long term plans for roads

The meeting was adjourned at 8:38 pm.  The next meeting will be on January 12 at 7:00 in the
lower Westford Town office.

Respectfully submitted,
Martha McClintock

November 2014 KHHA Board Meeting Minutes

Kings Hill Homeowner Association Board Meeting

November 10 , 2014 Lower Westford Town Office

Called to Order at 7:05pm

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

Guests:

Secretary: The minutes for the October board meeting and the annual association meeting were approved.

Treasurer: There has been no financial activity since the budget report at the annual meeting..

Invoices for overdue accounts (with one exception) were sent out on November 2.  The board voted to start Small Claims Court proceedings on December 1 for accounts that are overdue.

Roads: The damaged culverts have been replaced and the excavator will return to deal with the areas of the roads that sunk after the new culverts were put in. A homeowner requested that the association look at a culvert near his home. It will be looked at next summer.

The board will try to get together a work party in December to cut some trees that are rotting and close to the road on Birch Ridge.

Trails: The trail work day was very successful. The trails will be re-blazed this fall or next spring.

KHHA Directory: We received several quotes for printing a new KHHA handbook. The board voted, with one dissenting vote, to spend $200 for 100 copies of a handbook to distribute to members. Anne will get a copy of the handbook to the board for approval before sending it out to the printer.

Covenant Committee: Jim is attempting to get a clean copy of the covenants to distribute to the committee for study before starting the committee meetings.

Officers: The board officers for next year are

President: Ann Laramee; Vice President: Jim Nichols; Treasurer: Eric Johnson; Secretary: Martha McClintock; Roads: Jake Cady; Environmental: Anne Cummings;   Trails: Janice Edler

The meeting was adjourned at 8:45. The next meeting will be December 8, 2014 at 7:00 at the lower Westford Town office.

Respectfully submitted,

Martha McClintock

2014 KHHA Annual Meeting

Kings Hill Homeowner Association Annual Meeting

October 27, 2014       Westford Public Library

Call to Order 7:04 pm

Present: Eric Johnson, Jim Nichols, Maria Moore, Martha McClintock, Ann Laramee, Anne Cummings, Jake Cady

Guest: Eight Homeowners attended the meeting.s:

President' Report: The president reviewed the work of the board during the 2013-2014 association year. Click here to access this report.

Treasurer’s Report:The treasurer presented a copy of the financial report for the 2013-2014 association year.  Click here to access this report.

Guest Forum: A question and answer period allowed homeowners to get answers to questions which had not been answered in the presentations. Issues that were discussed included ways to fund improving our roads (including forming a fire district to borrow the money and asking for a one time capital assessment), questions about homeowners who do not pay dues, and ways to deal with hunters who are hunting too close to our homes.

Voting for the 2014-2015 Board: next year' board members are Eric Johnson, Jim Nichols, Janice Edler, Martha McClintock, Ann Laramee, Anne Cummings, and Jake Cady.

The board thanks Maria Moore for her years of work on the board.

Adjourned.

Respectfully Submitted,

Martha McClintock