March 2014 KHHA Board Minutes

March 10, 2014 Westford Town Office, Lower Level 
 

Call to Order 7:05 pm

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

Guests: William Pelkey 

Guests Forum: The guest had a chance to voice some of his thoughts about the association.  

Secretary: The minutes of the last meeting were approved.
Martha reported that many people have responded to the request for updated contact information. A letter will be mailed to the members for whom we have no email address. 

Treasurer: Maria provided the board with a financial report for the month. (See attachment.) The report was accepted.
The board is working on the tax forms for the current year as well as continuing to work on back taxes. 

Roads: Martha made the motion that we ask Joey Pigeon (who does the summer road maintenance) to look at homeowner's culverts during his spring walk through. The motion was seconded and approved.
The board will seek insurance quotes to see if we can decrease insurance costs. 


Trails: Nothing to Report 

Environmental: Please call Anne Cummings (891-6178 or 238-9750) if you are planning building projects or tree cutting which would require board approval. 

Other:
New Directory: Anne reported on progress on the new directory.
Google Calendar: Eric showed the work he has done on the Google Calendar which will help future boards meet responsibilities in a timely manner.

The meeting was adjourned at 8:14
The next meeting will be April 14, 2014 at 7:00 pm in the lower Westford Town Office.

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