June 2014 KHHA Board Meeting Minutes

Kings Hill Homeowners’ Association Board Meeting

June 9, 2014 at 7:00 Lower Town Office

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

Guest: Bill McClintock

Secretary: Minutes for April and May meetings were approved after some discussion and modification.

Eric made a motion that secretary minutes, treasurer report, and newsletters be mailed out quarterly to homeowners that we do NOT have email addresses for. The motion was seconded and approved. The secretary will be given money to reimburse for postage, copying, and envelopes for this purpose.

Treasurer: Maria presented the financial report for the month of May. Six homeowners paid some or all of the dues owed. Twelve homeowners still owe some or all of their past dues.

There has been no further communication from the IRS since early May on taxes that the association may owe for the years 2010 and 2011.

The board reviewed the collection policy.

Roads: Jake reported that he has one quote for a winter plowing contract. We are waiting for two more quotes before voting to approve a contract.

The association roads were graded and potholes have been removed. Thank you to Kim Maloney and Jay Liberty for your work on Mountain Road. Your volunteer work to improve Mountain Road conditions and reduce maintenance are much appreciated.

A culvert on the bottom of Mountain Road, at the beginning of Penny Lane, and two at the top of Birch Ridge need replacing as they have significant rust.

Other: A homeowner approached the board about a child riding a motorbike on North Road. We would like to remind homeowners that, according to our covenants, “ No common area may be used by snowmobiles or unregistered motor vehicles”.

Respectfully submitted,

Martha McClintock

May 2014 KHHA Board Meeting Minutes

Kings Hill Homeowner Association Board Meeting

May 12, 2014 Westford Town Office, Lower Level

Call to Order 7:05 pm

Present: Eric Johnson, Jake Cady, Martha McClintock, Anne Cummings, Maria Moore

Secretary: We will review/approve April and May minutes at the June meeting.

Treasurer: April and May Treasurer's reports were presented and discussed (see attachments). 60 days past due notices have been sent to 12 homeowners. Four homeowners still owe some, or all, of their 2013 dues. The Board is considering Paypal or credit card payment options.

Documentation of KHHA dues collection policy is in progress.

Unpaid State taxes for 2010–2012 total $800.

Roads: A complete assessment of KHHA and homeowner culverts is planned.  KHHA’s contractor will be providing quotes for KHHA and homeowner culverts that need replacement. Homeowners are responsible for culverts crossing their driveway.

Mountain Road culvert needs replacement.  A motion to improve Birch Ridge Road and the replacement of a guardrail on North Road were discussed.

Trails: There is one tree down on the trail near the top of Ledge Road. The trails are wet and there appears to be some ATV use on the Orange trail this Spring which could be eroding the trail.

Other: Some homeowners have received a letter from VTCom indicating interest in leasing land for a cell tower. There was a discussion on whether the Covenants allow this land use within the Association boundaries.

The meeting was adjourned at 8:10

The next meeting will be June 9, 2014 at 7:00 pm in the lower Westford Town Office.

Submitted by Eric Johnson

April 2014 KHHA Board Meeting Minutes

April 2014 KHHA Board Meeting Minutes 4/21/2014

Call to Order 7:05pm

Present: Eric Johnson, Jake Cady, Anne Cummings, Maria Moore, Jim Nichols, Ann Laramee (recording)

Secretary:  Minutes of the last meeting were read and then approved.

Covenants: Began discussion and will be continued at next meeting. Reviewed the compilation of past investigative work done by Linda Johnson past president and the legal work by Gravel and Shea Firm; attorney Mr. Eustace. All documents are in a well-organized binder. Documents that are in a word format will be sent to Jim who will assist in creating an electronic file for cloud storage; other documents not in Word will be scanned as pdfs. 

Treasurer’s Report:  $3000 Collected from members as dues. No monies out. Dues are late from 24 households. Eric has been in contact with the state regarding past state taxes that were late – we may be able to avoid penalties since we have been forthcoming. Maria working on next year’s budget.  WE need a collection policy or standard process that is documented.

Roads: Birch Ridge and Mountain Roads have numerous pot holes. North Road in pretty good shape except the bottom. Jim offered to fill potholes on Mtn Rd if we could have a load of sure pack delivered. Unfortunately, because of current town wt spring road restrictions we cannot have any work done on the roads at this time.  Jake has a plan to meet with Pidgeons to inspect individual home owner’s culverts. Winter plowing cost this winter was $13,500, in process of getting quotes for next yr.

Trails: nothing to report

Environmental: nothing to report. Please call Anne Cummings (802-891-6178) if you are planning building projects or tree cutting which would require board approval.

Other:  Anne would like board input for content of the directory, potential board agenda item.

Thanks to everyone who paid their 2014 dues. As a reminder, dues not paid by March 1 start accruing interest at 7.5%

Respectfully Submitted,

Ann Laramee