KNIGHTS HILL ASSOCIATION, Inc.
Bridgton ME 04009
Board of Governors
Meeting
December 2, 2006
Final
Tom Kearns, Vice-president
Jeff Witherell, Treasurer
Phyllis Ginzler, Clerk
Marilyn Salerno
Peter Silva
Also in attendance were 5 KHA members. (Sign-in sheet attached.)
Collateral that was provided to members included:
Agenda
Manager’s Report
Presiding Officers of Knights Hill Association Amended Copy (approved October 2006)
Outline of Office and Business Procedures for Knights Hill Association Amended Copy (approved October 2006)
KHA, Inc. Check Detail
(November 1-29, 2006)
KHA, Inc. Profit and Loss Budget vs. Actual (Jan.1 through Nov. 29, 2006)
Pam Ambrose thanked Tom Kearns
for presiding over the November board meeting in her absence.
Secretary’s Report
Phyllis Ginzler thanked
Marilyn Salerno for filling in and recording the minutes of the November board
meeting in her absence. Marilyn
presented the November minutes and after making some minor corrections, a
motion passed to accept the minutes as amended. In addition, a motion was made to accept the amended minutes of
the October board meeting. The motion
to accept the October minutes as amended passed.
Jeff Witherell reported
that he had consolidated the multiple KHA accounts to four. He reported that he renewed current CD’s in
those accounts with an average yield of 5%.
Our money market account is currently earning 3.6^% annually.
Pam Ambrose asked about the
liquidity of KHA reserve account. Currently, there is approximately $10,000 in
this account. Pam stated that she would like to add to this account in the next
budget cycle. Peter Silva asked about
the legal dollar limit of a non-profit reserve account. Jeff answered that limits only apply to
income generated from such an account, not to the balance. Bill Hancock explained how, in the past, the
reserve account was used and at what levels.
Jeff cautioned that the reserve account is for emergencies and not
capital improvements. Further
discussion on the level and uses of the reserve account was postponed until
January.
Phyllis Ginzler made the
motion to accept the treasurer’s report and Marilyn Salerno seconded. The motion passed.
Committee Reports
1. Building. Dan Weygandt reported no activity this month.
2.
Dock master. Ron
Kostka reported no activity this month.
He did note that there are canoes remaining on the beach area. Bill Hancock will contact the owners and ask
them to remove their property.
Manager’s Report
(included in its entirety)
Manager’s Report
11-29-2006
General Business:
An owner who had a small claims hearing scheduled for
11-30-2006 has paid their account in full and the case was dismissed.
A former owner has paid an additional $100.00 toward his
past debt.
Bruce Jones has completed the taxes and prepared
financial statements for KHA which are available at the meeting.
Regular checks are incoming from the Bankruptcy Court
handling another owners debt.
Thank you to Price Hutchins and Steve Fisher for bringing
in the swim float.
Water Business:
As required by the State Drinking Water Program, the
membership was notified of our high level of copper in the water. This notice was distributed by mail. A copy was also sent to the State as
required. On going testing will be conducted over the next several
months and the membership will be notified as information becomes available.
A water leak surfaced on South Hotchkiss Lane and was
repaired. In the process we relocated
one riser from a driveway to a safer location.
A new water hook up was completed to a new home on Fox Crossing.
Bill Hancock also reported
that all outstanding claims against members had been paid. Marilyn Salerno asked about the status of
the issue of exotic pets (snakes) within Knights Hill (“ongoing”) and whether
the tennis nets had been lowered for the winter (“yes”)
Peter Silva made the motion
to accept the Manager’s Report, and Jeff Witherell seconded. The motion passed.
Old Business
1. Outline of Office and Business Procedures. Corrected
copies of this outline will be included in board officers’ notebooks to provide
consistency from year to year in operational procedures. (see Attachment #2.)
New Business
1.
Winter Projects: Insurance and Administration. Pam Ambrose asked Bill Hancock to review KHA insurance
policies with Chalmers and prepare a summary.
Bill reported that he had reviewed our policies and would prepare a
summary. Pam also asked him to ask
Chalmers to re-bid our policies to ensure that we are getting the best
value. Pam also asked Bill to prepare
office procedures on all aspects of his administrative duties.
2.
Winter
Projects: KHA Assets. It
was noted that Tom Tanner and Tom Kearns are taking an inventory of KHA assets.
3.
KHA Buying Power
for Heating Oil. Marilyn Salerno asked if we had followed up
on group buying of heating oil. Pam
noted that she had discussed this with a local supplier and that, for
information purposes only, details of purchase programs would be published in
the next newsletter.
4.
Dan Weygand alerted Bill that security lights around the
Bullwinkle are pulsating every 5 minutes.
Bill will check on that.
5.
Tom Kearns brought up the issue of snow mobile damage to KHA
property during winter. Dan Weygand
will follow up.
6.
Tarp Issue. Pam
Ambrose reported that the issue of approving the laying of a tarp along the
shore frontage of an individual home (in order to control weed growth) was not
within the authority of KHA. Instead,
she referred the inquiry to other government sources such as LEA.
7.
Break-in. A break-in
was reported in a home on Hotchkiss Lane.
The motion was made and
passed to adjourn the meeting at 9:15 A.M.
Respectfully submitted,
Phyllis Ginzler
Recording Clerk and
Secretary
December 20, 2006
_____________________________________________________________
Attachment #1:
PRESIDING OFFICERS OF KNIGHT’S HILL ASSOCIATION (KHA)
APPROVED OCTOBER 2006
PRESIDENT (as defined by KHA BYLAW)
The
President shall, ex officio, act as chairman of the Board of Governors. He/she shall be the chief executive officer
of the Corporation, presiding at all its meetings and (in the recess of the Board
of Governors) shall have the general and active management of its business
affairs; save to the extent such duties shall have been delegated by the Board
of Governors to a General Manager.
Duties may
include but are not limited to:
·
Attend and preside at
meetings.
·
Become acquainted with the
KHA Declarations, Bylaws, Policies and Robert’s Rules of Order.
·
Advise the clerk/secretary
of agenda items.
·
Appoint committees as
needed. Reappoint on a yearly basis.
·
Advise and consult with the
manager about the active management of KHA.
·
Communicate to board
members of this management and all KHA issues.
·
Solicit consensus of board
members for those issues between meetings.
·
Oversee staff schedules, on
call logs, and payroll sheets on a routine basis.
·
Conduct a manager’s job
performance review at least once per calendar year.
·
Obtain signed sexual
harassment forms from staff once per calendar year.
·
Respond to board members,
managers and member requests.
·
Maintain KHA President’s
Book.
VICE-PRESIDENT (as defined by KHA BYLAW)
The
Vice-President shall be vested with all the powers and be required to perform
all the duties of the President in the absence of the President, or in the
event of the President’s inability to act.
Duties may
include but are not limited to:
·
Attend meetings and perform
the duties of the president in his/her absence.
·
Become acquainted with the
KHA Declarations, Bylaws, Policies and Robert’s Rules of Order.
·
Communicate with the president
those events that occurred in his/her absence.
CLERK/SECRETARY (as defined by KHA BYLAW)
The
Clerk shall be sworn to the faithful discharge of his/her duties, attend all
meetings and record all votes and minutes of all proceedings in a book kept for
that purpose. A record of all
membership meetings shall be kept in Maine.
In the absence of the Clerk, a Clerk pro tem may be chosen and be duly
sworn. The clerk shall act, ex officio,
as secretary to the Board of Governors.
Duties may include
but are not limited to:
·
Attend and record all
meetings.
·
Become acquainted with the
KHA Declarations, Bylaws, Policies and Robert’s Rules of Order.
·
Sign and file accepted
minutes.
·
Prepare and send out the
meeting agenda.
·
Coordinate and update the
KHA website with the website manager.
·
Keep and maintain
membership roll.
·
Maintain employee files.
·
Maintain Board of
Governors’ files.
·
Assist board members with
communications, acting as secretary when necessary.
·
Maintain KHA Clerk’s Book.
TREASURER (as defined by KHA BYLAW)
The
Treasurer shall keep full and accurate accounts of all receipts and
disbursements of the Corporation and shall be charged with attending to the
financial transactions of the Corporation, subject to directions from the Board
of Governors. Unless otherwise voted by
the Governors, the Treasurer shall have authority to sign checks, endorsements,
notes, and all other instruments on behalf of the Corporation. The Treasurer shall have custody of all
membership records and shall give the Corporation a bond in such sum, with one
or more sureties, as is satisfactory to the Board of Governors, for the
faithful discharge of the duties of Treasurer.
Duties may
include but are not limited to:
·
Attend and prepare
Treasurer’s report for all meetings.
·
Become acquainted with the
KHA Declarations, Bylaws, Policies and Robert’s Rules of Order.
·
Provide guidance and advice
to the manager and board in order to promote fiscally responsible decisions.
·
Oversee and verify all
financial and payroll matters of KHA.
·
Prepare and oversee the KHA
budget.
·
Verify all audits and tax
preparations.
·
Communicate any financial
concerns to the board.
·
Maintain KHA Treasurer’s
Book.
Attachment #2:
Outline of Office and Business Procedures for Knights
Hill Association (KHA)
Approved October 2006
These procedures may include but are not limited to the following:
A.
Daily Procedures
1. Change voice mail message and include when out of
office and anticipated return.
2. Maintain daily planner.
3. Process mail and banking.
4. Respond to phone calls and e-mails.
5. Process accounts receivable and payable.
B.
Weekly/Biweekly Procedures
1. Prepare payroll information for accountants.
2. E-mail payroll information to the president and the
treasurer.
3. E-mail the schedule of all employees to the board
and notify them of any changes.
4. E-mail the on call log to the board.
a.
Include:
i.
Date
ii. Time
iii. Person
iv. Problem or Request
v. Resolution
5. Maintain a consistent routine and time frame for the
inspection of KHA property.
6. Maintain a consistent routine and time frame for the
“drive by” of KHA streets.
C.
Monthly Procedures
1. E-mail the A/R aging to the treasurer, president and
the clerk prior to each monthly meeting.
2. E-mail the monthly collateral to the board for
review prior to the monthly meeting.
3. Prepare the monthly manager’s report.
a.
Present at meeting.
b.
E-mail the report to
the clerk prior to meeting.
4. Prepare the meeting room for the meeting.
5. Attend the meeting.
D.
Annual Requirements
1. Attend and prepare for the KHA sponsored social
events.
2. Make arrangements for the location of the annual
meeting.
a.
Prepare the room.
b.
Mail the members the
required information regarding the meeting.
i.
Time
ii. Date
iii. Location
iv. Any other information as appropriate
c.
Assist in the
preparation of the budget.
d.
Make arrangements for
the annual audit.
i.
Assist the auditors in
the preparation of taxes.
ii. Assist with any other financial matters.
e.
Presents to the board,
with details, those annual services needed for KHA property. Examples may include:
i.
Plowing
ii. Trash Removal
iii. Pool Services
iv. Dock Services
v. Other items as required
E.
Routine Duties
1. E-mail the board copies of all written
correspondence to members and vendors
2. Keep an up-to-date roster of all KHA members.
a.
Names
b.
Addresses
c.
Telephone Numbers
d.
Other contact
information as appropriate
3. Notify the president, treasurer and clerk of any
member changes/updates by e-mail.
4. Notify the board of any special payment arrangements
of any members.
5. Maintain an accurate listing of all persons with
keys to KHA property.
6. Post and keep up-to-date a list of emergency vendors
and their contact information.
7. Maintain a file of all vendors doing business with
KHA. Include:
a.
Business name
b.
Contact Name(s)
c.
Phone number(s)
d.
Information regarding
the business they do with KHA.
e.
Other information as
appropriate
8. Maintain Standard Operating Procedures for:
a.
Accounts receivable
b.
Accounts payable
c.
Invoicing
d.
Boat wait lists
e.
Any other policy
enforcement procedures
9. Maintain a file of standard letters for the
enforcement of KHA policies.
10. E-mail the board about any reservations for use of
KHA property with the name and date.
11. Communicate any staff or member concerns to the
board.
F.
Required Approvals
Consensus of approvals may be obtained
verbally, by mail or e-mail.
1. Any permanent change to hours, days off or shifts must
be approved by a majority of the board.
2. All pay raises and bonuses must be approved by a
majority of the board.
3. All original invoices must be verified and signed by
any TWO board members.
4. All expenditures, other than routine utilities,
emergencies and those expenditures over $500.00 must be approved by a majority
of the board.
a.
Routine includes:
i.
Power
ii. Light
iii. Ordinary office expenses
iv. Mailings
v. Approved on-going services
b.
Non routine may
include:
i.
Cleaning interior and
exterior of any building
ii. Scraping, priming or painting of any interior or
exterior of any building
iii. Landscaping
iv. Stock, tools equipment etc…
c.
Emergency includes:
i.
Water maintenance and
safety
ii. Pool maintenance and safety
iii. Power maintenance and safety
iv. Plumbing maintenance and safety
v. Any unforeseen event or situation that affect the
safety of KHA properties or its members