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
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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