July KHHA Board Meeting Minutes

Kings Hill Homeowner Association Board Meeting

July 14, 2014 Westford Town Office, Lower Level
Call to Order 7:06 pm

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

Guests: Donna Liberty, Anne Maloney

Open Forum: The guests spoke on the need for work on Mountain and Birch Ridge Roads.
One asked about the delivery of meeting minutes.

Secretary: The following motion was made and approved: Monthly board meeting minutes
will be written and sent out to board members for suggestions and corrections within a
week of the meeting. Board members should respond to the email using “Reply All” within
a week. If all responding board members okay the minutes with corrections/suggestions,
the secretary will send the copy of the minutes, marked as draft and unapproved, to
homeowners two weeks after the meeting. Any board member can request that the
minutes be held back until the next meeting before dissemination to the homeowners.
When the minutes are approved, at the next meeting, official minutes will be saved in
GoogleDocs and on the KHHA blog and members will be directed to these locations for
approved minutes.

Martha compiled a list of goals that the board has discussed in meetings this year and
handed the list out to board members.

Martha will visit the town offices in August and update the contact list. She will send
Ann Laramee and Ann Cummings information about the KHHA website so that the
information can be passed on to homeowners through the directory and a newsletter.

Treasurer: Maria provided a treasurer's report for July which was read and accepted.
One homeowner paid their dues. There are $6,558.45 in unpaid dues outstanding.

Roads: There is nothing to report this month.

Committee to Review Declarations/Covenants: Jim Nichols has agreed to be the
chairman of a committee to review and rewrite the association covenants which were
written in 1973. He would like at least one representative from each road. If you are
interested in being on the committee, please email Jim Nichols at jnicholsdvm@aol.com
for more information.

Collection Policy : The board discussed clarifications to the collection policy.

Trail and Road Use Rules : The president presented information about KHHA
covenants and state laws about using unregistered motorized vehicles on lots and
common areas in KHHA.

Homeowner's Handbook: We will discuss the handbook further in following meetings.

Executive Session: The board adjourned to executive session to discuss the board
meeting minutes from June 2014.
The board returned to regular session and approved the amended minutes from the
board meeting in June 2014.

The meeting was adjourned at 9:10.

Note: The next meeting was scheduled to be on August 11 at 7:00 at the lower
Westford Town offices but the meeting will need to be rescheduled as there will not be
a quorum that night. An email will be sent out with the new meeting and place.

Martha McClintock

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