September 2014 KHHA Board Meeting Minutes

Kings Hill Homeowner Association Board Meeting

September 8, 2014 Lower Westford Town Office

Called to Order at 7:05pm

Present: Jim Nichols, Jake Cady, Anne Cummings, Ann Laramee, Martha McClintock

Guests: Butch and Julie Halliday

Guest Forum: The guests had questions about the culvert at the bottom of Mountain Road.

Secretary: The minutes for July and August were approved.

The board went over some of the emails that we have received from homeowners.

Treasurer: There was no treasurer report for September.

Roads: The board considered bids and approved spending for winter snow removal and for replacement of four culverts.

Loukos Plowing will continue to plow our roads ($ 14,500/year for a three year contract). Jake will stipulate that we need more sand spread on the roads and that the banks should be pushed back more on a regular basis. The vote was unanimous.

Jake had an estimate from Pigeon Brothers for the culvert replacements. The motion was made to accept the estimate and it was approved.

Trails: The trails are a wonderful feature of KHHA and all homeowners are welcome to use and enjoy them. The trails need work and a trail clearing day is planned for November 1st (Rain date November 2^nd). Meet at the top of Mountain Road at 8:30am, share a few breakfast snacks, get together with some neighbors, and work on the trails. Many hands will make light work!

KHHA Directory: Anne will get quotes for the printing of the KHHA Directory.

KHHA Annual Meeting: The annual meeting will be held October 27^th at 7:00 pm at the Westford Library. At that time, there will be voting on board members for the coming year. We need homeowners in good standing (annual dues must be paid in full) to join the board. If you have interest and the ability to join the board for one evening a month, please email us at khha.vt@gmail.com to get your name on the ballot.

Covenants Review Committee:  A committee to review the KHHA covenants has been formed.  If you are interested in joining the committee, please email Jim Nichols at jnicholsdvm@aol.com.
The meeting was adjourned at 8:45. The next meeting will be October 13, 2014 at 7:00 at the lower Westford Town office.

August 2014 KHHA Board Meeting Minutes

Kings Hill Homeowner Association Board Meeting

August 18, 2014 Westford Town Green

Call to order: 7:08

Present: Martha McClintock, Maria Moore, Anne Cummings, Jake Cady

Secretary: The minutes from the July meeting were not read.
The Google account, drive, and blog are working again.
Martha was reimbursed for the mailing of the meeting minutes. Two members provided
us with email addresses as a result of the mailing.
The board was reminded to forward communications with homeowners to the KHHA
email and to “cc” KHHA in responses so that the board has a written record of the
conversations.

Treasurer: The treasurer's report was read and accepted. Three hundred dollars of
back dues were paid last month. A homeowner contacted the treasurer with concerns
about the dues. She suggested that he talk to the president.
Maria will bring a detailed list of delinquent accounts to the September meeting so the
board can move on small claims court proceedings.

Roads: Jake presented the three quotes for next winter's plowing, the quotes were
discussed and will be voted on next month.
Jake presented the quote for the culvert work. The Mountain Road culvert is most in
need of repair.
Jake noted that there are a number of trees that are too close to the road on Birch
Ridge that should be removed before winter. What can be done with the wood that is
cut down?

Directory: Anne is still looking for feedback and is making changes based on feedback
she has had so far. She will look at the price for printing 100 copies of the directory.
Trails: Ann has suggested November 1st for trail work. The rain date will be November
2nd. It is important to get the word out and get some help as there is quite a bit of work
to do.

Annual Meeting: the board discussed what needs to be done to prepare for the annual
meeting and will continue next month.
The meeting was adjourned at 8:08. The next meeting will be September 8th at the
lower Town Offices.

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