February 2014 KHHA Board Minutes

February 10, 2014 at 7:00 in the lower Town Offices.

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

Guests: Dale Walker

Secretary Report: The secretary report from the last meeting was accepted.

Martha is continuing to update and consolidate KHHA information in a form that will be accessible to the board in the future. The Board reviewed the State's list of required documents and records for Homeowner's Associations.

Martha has also created a KHHA site for all KHHA members. The site is found at http://khhavt.blogspot.com/. Information that can be found here is meeting minutes, maps, links to the covenants, and board member information. More information will be added as time goes on.

Martha was asked to update the KHHA contact list.

Road Report: Jake phoned several businesses to ask for quotes for a road contract for next winter. He will report the quotes when they get back to him.

Treasurer Report: Maria reported a balance of $6124.42 with funds received of $675 and pending payments of $4500 for Loukos and reimbursement to Eric Johnson of $436.46 for the computer and $267.49 for Quickbooks.

Maria sent the required yearly report to the Vermont Secretary of State.

She sent out the invoices for 2014 KHHA dues.

The People's Bank checking account is being updated so that the current President and Treasurer can completely access it. The Wells Fargo Reserve Fund account is now in Maria Moore's and Anne Laramee's names.

Eric summarized the status of a tax issue discovered by the Board last year. KHHA, as a nonprofit, pays little or no federal taxes as long as the appropriate forms are filed in a timely manner. Unfortunately, no forms were filed between 2007 and 2012 and KHHA was charged back taxes and penalties.

Trails Report:

Environmental Report: A homeowner asked for the procedure he should follow to get approval to build a shed this summer. The board suggested that he start by going to the town for a building permit and Martha will send him a copy of the KHHA construction form.

Other New Business:

1.  The board will look into new quotes for insurance. It may be one area where we     can save some money.

2.  Ann and Anne are putting together information for a new KHHA directory. It will     be found online and Jim Nichols suggested that they look for sponsors and create a print copy as well.

3.  Because there is a regular turnover of KHHA volunteer board members, the     board would like to create guidelines and a yearly timeline so that     responsibilities are met. We will look into using a Google Calendar.

Next Meeting: March 10, 2014 at 7:00 in the lower Town Offices.

Respectfully submitted, Martha McClintock

January 2014 KHHA Board Minutes

January 13, 2014, 7:00 pm at the Town Offices

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

Guests: John Anderson, Bill McClintock, Mike Dandurand

Secretary Report: The secretary report from the last meeting was accepted.

Martha apologizes for forgetting to use “BCC” and therefore showing all email addresses in the emailed minutes and reminders.

Martha has begun the process of creating a website so that members can access minutes and information online. Mike Dandurand has offered to help in the creation of the website. Thanks, Mike.

Road Report: Jake has not obtained quotes for the snow removal for next year yet.

Plowing and sanding for this year is going fine. There were some concerns about a delay in plowing during one storm. Mr. Lukos had expected a greater snowfall and was waiting for more accumulation that did not materialize.

The winter snow removal contract costs $13,500 for snow removal, sanding as needed and pushing back the banks once during the winter. It is paid in three installments.

If there was damage during the ice storm that caused trees to fall in or over a road in front of your property, please remove the trees. If you can not remove the trees, please call a board member for help.

Treasurer Report: Maria received the treasurer information from Donna Goodheart (Past Treasurer) this week.

The balance in the KHHA “regular operating” account at this point is $3935.95.

One homeowner paid delinquent dues this month.. Eric Johnson met privately with another association member to discuss the payment of back dues.

The paperwork has been filled out to transfer the handling of the Wells Fargo “rainy day fund” account to Maria Moore and Ann Laramee so that the board can access that money.

Maria plans to send out invoices for 2014 dues next week. Payment is due by March 1, 2014. Dues that are not paid by April 1, 2014, will be charged interest at the rate of 7.5% per year. Sue Adams provided the board with the names of new KHHA homeowners who moved in within the last year. Thanks, Sue.

The board agreed that we should look into quotes (how much it would cost and what would be required) to do an audit of the association finances. Ann Laramee will ask Susan Lachance for an estimate.

The board approved the purchase of a new laptop and Quick Books accounting software to improve the bookkeeping process. It will not be installed and used until after the invoices for this year are sent out.

Trails Report: Ann worked on the trails to clear felled trees and branches on Sunday. She reported that the trails are in relatively good shape despite the ice storm. Mike Dandurand and Eric Johnson will clear one larger downed tree on the red trail.

Environmental Report: Reminders from the covenants: 

“Live trees of greater size that 6 inches in diameter on the stump at four feet above the ground shall not be removed from any lot with prior approval...” If you have overcrowded trees or damaged trees from the ice storm that need removal, let us know.

“No common area may be used by snowmobiles or unregistered vehicles. Snowmobiles or unregistered vehicles may not be operated on any lot or living unit.”

Next Meeting: February 10, 2014 at 7:00 in the lower Town Offices.

Respectfully submitted, Martha McClintock

December 2013 KHHA Board Minutes

December 16, 2013 at 7:00 pm at the Westford Town Offices

In attendance: Eric Johnson , Anne Cummings, Jake Cady, Jim Nichols, Martha McClintock

Unable to attend: Maria Moore, Ann Laramee

Guests: None

Secretary Report: Martha apologizes that no report was written for the November meeting.

Treasurer Report: Maria was unable to attend and there is no Treasurer's report. The Treasurer is working on 2014 Budget and will present it at the January board meeting.  An invoice for $420 from attorney Tim Eustace was received for services related to the recovery of delinquent dues through small claims court. These fees may be recoverable as part of a small claims court settlement.

Road Report: There are some concerns that the sanding is insufficient in some areas but, otherwise, the plowing is meeting our expectations.

Jake reported that we are in the third year of three year contract. Jake will approach Luko and two other providers for prices for a contract for future years.

Environmental Report: The board welcomed Ann Cummings, who will act as the Environmental Point Person as well as helping the Treasurer with mailings and other time-consuming projects.

A concern that ATVs are being used between Mountain and Ledge Road was reported. It was decided that we would review the covenants with regard to the use of motorized vehicles on personal property and on the trails before the next meeting so that we could discuss the matter more effectively.

New Business: The main purpose of this meeting was to set goals and priorities for the board for the coming year. The following items were discussed:

1. The board put together a package of information that includes covenants and trail maps and general information for all new homeowners. We will also look into a online KHHA website to house this information online and make it available to all homeowners. Martha will contact Brent (former secretary) to find out what is now online and how to access it.
2. The board will find a local bank for the reserve fund. The money is currently held at Wells Fargo and there is some difficulty in accessing the funds. It also accrues no interest.
3. The board will update the computer and computer software used by the treasurer. We are considering Microsoft Access or Quick Books. Martha volunteered to get specs and prices from Best Buy and Eric volunteered to get prices from the IBM Employee Discount Program.
4. It is agreed that one of the values of living in the association is the trail system. We would like to reinvigorate the twice yearly trail work days (which have been poorly attended in the last several years) and improve the trails.
5. There was a discussion on whether or not a revision to the covenants that would rescind the three year clause should be brought again to the association for a vote.
6. Jim suggested that the board review a part of the covenants each month so that we become better acquainted with them.
   

The next meeting will be January 13, 2014 at 7:00 pm at the Town Offices.

The meeting adjourned around 8:30 pm.

Respectfully Submitted,   Martha McClintock