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