KNIGHTS HILL ASSOCIATION, Inc.
Bridgton ME 04009
Board of Governors
Meeting
January 6, 2007
Final
Tom Kearns, Vice-president
Jeff Witherell, Treasurer
Phyllis Ginzler, Clerk
Peter Silva
Tom Tanner
Also in attendance were 7 KHA members. (Sign-in sheet attached.)
Collateral that was provided to members included:
Agenda
Manager’s Report
KHA Approved Budget 2006
KHA Approved Budget 2007
KHA, Inc. Check Detail
(December 2006)
KHA, Inc. Profit and Loss Budget vs. Actual (January through December 2006)
Knights Hill Association, Inc. Statement of Account Balances as of 12-31-2006
KHA Daily/Weekly/Monthly Procedures for Water System
Office Procedures for Billing
KHA Bullwinkle and Pump House Facilities Assessment
E-mail from Chalmers Insurance
Pam Ambrose wished all a
Happy New Year. She updated the members
on the health of Dave McFarland and expressed the wishes of the Association for
his speedy recovery. In his absence,
Bill Hancock is providing on-call coverage on Mondays and Tuesdays.
Pam asked for an update on
the injury to Kevin Tarr, an employee of JK Maintenance who was injured during
a KHA water maintenance job. Price
Hutchins informed the members that a fund has been set up and donations are
welcome. Checks can be made out to Jack Kostka f.b.o. Kevin Tarr. For more information, contact Price at (207)
925-2018 or phutch@pivot.net
Secretary’s Report
Jeff Witherell made the
motion to accept the December minutes.
Tom Kearns seconded and the motion passed.
Jeff Witherell reported
that KHA account balances were accurate as of 12-31-2006.
Bill Hancock explained a
discrepancy in vehicle allowance due to an accrual of 3 months from 2005.
Member Norma Gelles asked
about Christmas bonuses and why they weren’t awarded in December. Pam Ambrose explained that this item needed
to be voted on by the board and it was not taken up on December 2. Also, Pam corrected the term, referring to
the bonus as “end-of-year”. She also
reminded members that end of year bonuses are discretionary and not automatic.
Peter Silva made the motion
to accept the Treasurer’s report. Tom
Tanner seconded and the motion passed.
Committee Reports
1. Building. No
report this month.
2.
Dock master. No report this month.
Pam Ambrose asked Bill Hancock to send out notices to members with boat
slips, reminding them of their obligation to pay dues on time to secure their
slip. Bill will send postcards by the
end of February. Tom Tanner asked that stickers be affixed to boats belonging
to KHA members as a form of identification.
It will be posted in the KHA spring newsletter.
Manager’s Report
No electronic version at
this time. See Phyllis Ginzler for hard
copy.
Items covered:
1. Letter from attorney regarding exotic pets (snakes) in
KHA. Discussion on next steps. Tom Tanner offered to speak with the member who
owned the snakes.
2. Insurance coverage.
Insurers are sometimes reluctant to insure because of risk exposure from
pool, docks and waterfront. Manager
noted that an insurance review was completed in 2005. It was recommended that machinery breakdown insurance be explored
to cover pump house equipment due to the impending expiration of machinery
warranties.
3. Annual billing began in December. $26,000 collected to date.
4. Copper test from our water system confirmed results
within normal parameters. Bill Hancock
has purchased a ph meter to continue testing.
5. Some further discussion on the recent accident at
KHA. Pam commended Bill for his quick
handling of the situation. She also
commended Bill and KHA Boards, past and present, who hire only fully insured
workers and sub-contractors. Bill will
check that he has updated insurance certificates on file. For further reference, it was noted that the
direct line to Bridgton emergency dispatch is 207-647-8814. This number may be more effective than “911”
when dialing from a cell phone.
Phyllis Ginzler made the
motion to accept the manager’s report.
Peter Silva seconded and the motion passed.
Old Business
1. Building Assessment.
Tom Tanner completed an
analysis of the Bullwinkle and pump house facilities and presented his findings
to the board. Bill Hancock supplemented
Tom’s analysis with specific recommendations: addressing the Bullwinkle
stairway (not up to code); eliminating the second door on the second floor of the
Bullwinkle; cutting away trees from the pump house; fencing in the pump house;
re-inspection of the holding tank which was last done in 2003; inspect the
septic systems. As a result, Tom Tanner
proposed that Bill Hancock initiate an inspection of the septic system at the
Bullwinkle and Poolwinkle. Bill will
have discretion to obtain services from licensed contractors.
Tom
Tanner made a motion to initiate an inspection. Peter Silva seconded and the motion passed.
Discussion
ensued regarding monies in the KHA maintenance account and related long term
planning and budgeting for repair and capital improvement. Discussion was deferred to the spring
budgeting process.
Tom
Tanner suggested that KHA develop an operational handbook of our water system
and pump house, with dates of maintenance, etc.
2. Review of 2006 Ending Budget. Jeff
Witherell explained accounting procedures to manage the KHA budget. KHA operates on a cash basis, not accrual,
and maintains one set of books. Going
forward, capital improvement is now a line item in the 2007 budget.
3. Renewal of Covenants. Norma Gelles was expected to
make a presentation to the board on the history of the renewal of the KHA
Declaration of Property Restrictions and Easements. Instead, Norma stated that she did not want to assist in the process
as a “leader” which the president had personally requested of her. As an
alternative, Norma Gelles suggested that she compose a letter to KHA attorney
Matzen stating the history of the renewal of the document and attendant voting
problems that may arise, and her opinion as to a remedy. When Norma asked for permission from the
board to compose such a letter and send it to our attorney with copies to the
board, the board expressed concern over this approach. Some board members wanted a more direct conversation
with our attorney, if necessary, without pre-conceived ideas. At the request of
Norma Gelles, this discussion was continued in executive session. It was
suggested that Bill Hancock and Pam Ambrose would initiate a call with KHA
attorney Matzen on the subject of the renewal of Knights Hill covenants.
New Business
1. Spring Newsletter. Several items were noted for
inclusion in the next newsletter including house numbering, emergency contact
numbers, and neighborhood crime watch update.
Member Requests or
Comments
1.
Charles Leverin
reported to the board on Crime Watch measures to promote safety. He provided 2 phone numbers: 647-2331 and 647-3663 to report any
suspicious activity or crime.
2. Liz Tarricone reminded the Board of the importance of
numbering KHA homes in order to be identified in the case of an emergency.
3. Liz Tarricone and Price Hutchins requested
clarification of the Manager’s Performance Review process. The process was explained. Further discussion on the manager’s
performance review was deferred to executive session although Bill Hancock was
comfortable discussing it in open session and expressed dissatisfaction with
the review process and the rating scale.
Phyllis Ginzler made a
motion to move the meeting into executive session in order for the board to
discuss personnel matters with manager Bill Hancock and the declaration issue
with Norma Gelles. The motion was
seconded and passed. Members were
invited to wait downstairs in the Bullwinkle and return at the end of executive
session and the resumption of the board meeting.
Resolved in executive
session:
1.
An end of year bonus
will be paid to manager Bill Hancock and Dave McFarland. The board reiterated that bonuses are
discretionary and are reviewed annually.
2.
The board agreed to
compensation for Bill Hancock in recognition of his covering for Dave
McFarland. The board agreed to a
targeted solution that should not be taken as precedent. The board grants Bill Hancock 7.5 days
additional vacation that can be used up to and including December 31,
2007. Going forward, Bill will receive
one day’s vacation for each day he must cover for staff. In the event that Bill leaves employment
with KHA, the equivalent dollars will be paid for the granted compensation
days.
3.
Regarding Declaration
of Property Restrictions and Easements, no further action was taken.
Tom Tanner made a motion to
approve the decision of the board, and the reporting of the decision in the
minutes of the meeting. In addition,
the agreement will be provided to Bill in writing, signed by the majority of
the board. Tom Kearns seconded and the
motion passed.
Motion to adjourn was duly
made, seconded and the motion passed. Meeting was adjourned at 3:00pm
Respectfully submitted,
Phyllis Ginzler
Recording Clerk and
Secretary
March 1, 2007