HOLA Board Meeting Minutes Jan 13, 2024 at 9 AM by ZOOM

Those Present:              Millie Hoekstra, Larry Malone, Mary-Ellen Moroney, Brittany DiPompo Russell, Al Salvini, Darren Winslow, Rob Smith, Ana Wetherill, Sam White,Ann Arthurs, Dave Arthurs, Jeff Zapolsky, Val Zapolsky Absent: John Patriquin, Ed Zambraski, Dave Douglas,

Meeting called to order at 9:05 AM.

Updates: Almost all owners with new Waterfront Easement deeds have been filed at registry and copies sent to owners.

The vector map is still in process. One problem is that the town road names in some cases differ from the HOLA road names. The problem is that the town names are the ones that 911 has, so if anyone calls for help we need to use the 911 name. We are working to resolve this and new road signs will be made. Someone suggested we put up any new signs and keep the old signs in place as well.  Millie took that under advisement.

Complaints: There was one complaint regarding noise and property damage. The involved parties have discussed and resolved the issue. Millie is keeping all information logged in the HOLA Complaint Register.

Minutes November 2023: Motion to approve, seconded and unanimously approved. Thank you to Brittany for filling in for Val who was away.

Treasurer’s Report: Overall we have plenty of money for our needs. Some money was spent repairing the roads after the early winter rainstorm and flooding. Landowner Balances were discussed. Of note there are 3 chronic non-paying owners all of which have been sent to collection, but we will not expect to receive any money until the properties sell. There are 4 new non-paying owners: Doremus, Gagen, Licata, & Tessier

Motion to assess the 4 new non-paying owners: Doremus, Gagen, Licata, & Tessier a $25 late fee and send them all to collection. Seconded and approved unanimously.

Additionally, John Gavin has added a building to lot 5G with a foundation and septic system, so we need to send the $1000 road fee to him and change the lot to an improved house lot.

Road Commissioner’s Report: Dave sent 2 eblasts recently (attached). Since then the Rangeley Town Manager is working on our request to have the speed limit on Rte. 4 kept to 40 MPH until after the first Overlook Road. The Town Manager has sent the request to Maine DOT. They will do an assessment in the spring.

Waterfront Report: None, but Jeff Z. noted that the December storm may have caused some waterfront road damage. We will have to assess in the spring.

Discussion: Previously there was a complaint about construction noise and a question about regulations about that. It turns out they are based on decibels, so Dave and Sam will be doing more research about how to assess that.

Short-Term Rentals in the plantations are being discussed at the next LUPC meeting.

There was a request about putting names of the owners on the website map. It should be noted that names are public on the towns websites. Some are against, due to privacy concerns. Others want to know who their neighbors are. It was suggested that we mail on paper the info to the owners. Another suggestion was for people to OPT-IN to having their names on the website map.  The discussion will continue.

The meeting was adjourned at 9:31 AM

Next meeting March 9^th at 9AM.

HOLA BOARD MEETING MINUTES   Noon on November 11, 2023 held at RFA Lakeside Theater

Meeting called to order by Millie at 12:01 PM:

Those Present: Dave Douglas, Millie Hoekstra, Larry Malone, Mary-Ellen Moroney, Brittany DiPompo Russell, Al Salvini, Rob Smith, Ana Wetherill, Sam White, Ed Zambraski Absent:  Ann Arthurs, Dave Arthurs, John Patriquin, Darren Winslow, Jeff Zapolsky, Val Zapolsky

Updates:

Thanks to all for being flexible with the change in the meeting time.  Sam White was welcomed as new member.

Since July announcement to the increase in Waterfront Access Buy-in fees, there have been 8 that have upgraded their access to full.  There are about 14 that do not have a waterfront access deed. 

The Vector Map is still in process, some boundary lines have changed a bit.  We are working with the Plantations to verify the road names that they have submitted to the  911 emergency system and new street signs will be requested and installed. .  Ie. West Elbow is actually West Loop Road.

Secretary’s Minutes from the September meeting. Motion for approval – Ed Zambraski. Second-Dave Douglas. Unanimously approved without changes.

Treasurer’s Report: (see reports)

1. The fiscal year ended Sept 30.  The 2022-23 fiscal year summary as well as the YTD summary are attached.
2. On Oct 1, any balances remaining in the Administration, Waterfront, and Road & Snow accounts were moved into their respective Savings/Emerg Fund Accts.  This way, we are starting the new fiscal year with a zero balance in each of those accounts.
3. The money in the backup accounts is available for use at any time.  However, for bookkeeping purposes, I will continue to draw money from the active primary Administration Account, Road & Snow Account, and the Waterfront Account first, and then draw from their corresponding savings/emergency fund accounts only when the primary accounts are depleted.
4. As of Nov 4 we have received payments from 128 out of 202 landowners, i.e. 63%.  The bills are due on Nov 15.  I will send a reminder email or letter to any unpaid accounts on Nov 30.  
5. The spreadsheet for heavy equipment road fees is attached.  Please inform me if you see any new foundations.

6. We have had several people upgrading from 100′ to full WF rights.  Currently, out of 260 properties, 240 have full WF rights, 6 have 100′ rights, and 14 have no WF rights.

7. If you know of any new builds (foundation installed), please let Jeff know.

Motion to approve the treasurer’s report, Dave D. seconded and all approved.

Road Report:  Dave Douglas reported:

1. We were able to get some grading done this fall. 
2. Dave met with Burgess Construction to be sure all roads were in shape and plowable for the season.
3. Dave has looked at the road signs and ordered some signs for the roads in the plantations.
4. Kutting Edge & the state finished ditching near Overlook Road that was damaged from the storm earlier.
5. All is in good condition for the winter.
6. Letter has been sent to Rangeley Town Manager stating our concern about the speed limits and passing lanes on Route 4 from the Lodges to Overlook Road.  This is not a HOLA issue but it affects us and our safety especially as we enter or exit Route 4 near Nile Brook Way.
7. The list of 2023-2024 Road Committee members was approved.

Waterfront Report: (attached)

1. Ed reported that the waterfront is closed for the season, he has notified the owners of the two kayaks still on the racks.
2. Rangeley Docks removed the docks for $500 less than previous company.
3. 90% of the kayak rack spaces and 90% of the motor boat slips have been assigned for next summer
4. The old swim raft was rotten and was cut up, the committee voted not to replace it for next summer.
5. We need a policy regarding who can have kayak space or boat slip.  After discussion, it was proposed and approved by all: Rack spaces/boat slips are for owners or close family members and not for renters use.
6. The list of the 2023-2024 Waterfront Committee members was approved.         

Ad Hoc Committee Report:

1. Larry assumes that the work assigned to this committee is complete.  The system is in place for reporting any issues and framework is there if needed.

Discussion Items:

1. Should we put names of HOLA members on our website?
   1. Ana W. not comfortable with that
   1. Mary-Ellen suggested a booklet for members use
   1. Dave D. we need certain areas on the website to be password protected
   1. Is it time to reformat the website into 2 sections—Public and Member access?
   1. This will be addressed at the January meeting
2. LUPC has proposal for the STRs in the Plantations which was presented at their meeting on November 8^th.
   1. We will wait to see what is finalized at their meeting in January.  Home owners (STRs) in the Plantations will be affected.  Rangeley will address the issue again after the state establishes procedures.
   1. State is suggesting: Registration, Septic system and parking spaces appropriate for capacity number, and a 24 hour local contact person
3. Construction Hours/Noise Hours for HOLA
   1. There has been lots of construction (and Noise) during the past two years
   1. Larry suggested that our policy should be about “Noise” and not specifically “Construction”
   1. Do Plantations have any quiet hours?
   1. Building permits in Rangeley are for 2 year period and Plantations (LUPC) have a 5 year permit (some completion delays have been created by supply issues)
   1. Larry suggested a policy/statement should be “short and sweet”
   1. Homeowner associations can make rules that are stricter than town/state but not les strict
   1. Sam and Dave D. will work on a proposal and email it to the board prior to our next meeting.

Meeting adjourned at 12:50 PM.

Next meeting: January 13^, 2024 at 9 AM

Respectfully submitted Brittany Russell

Meeting called to order by Millie at 9:02 AM: Brittany volunteered to take notes in Val’s absence.

Those Present: Ann Arthurs, Dave Arthurs, Brittany DiPompo Russell, Dave Douglas, Millie Hoekstra, Larry Malone, Mary-Ellen Moroney, Al Salvini, Rob Smith, Ana Wetherill, Darren Winslow, Ed Zambraski

Absent: Anne Crump, John Patriquin, Jeff Zapolsky, Val Zapolsky

Updates:  RE: Signs “trail” “Nile Brook Trail” on Austin property- these may refer to an old trail, Dave will check it out and if on Eric’s property he may remove them.  Brittany W.’s gathering at waterfront to be held June 10^th at 2PM.  There have been many calls regarding storm damage and resulting issues.  New owners anxious to get started on building projects. Rick D. wants to have a gathering at the waterfront and he will be reminded that he is to be present during the event and all rules apply.

Minutes of March meeting:  Dave made a motion to approve the minutes and approved by all.  Note: some folks did not receive the minutes.

Treasurer’s Report:  see attached  Everyone reviewed reports sent by Jeff.  We have money and nothing unusual this  month.  A few road fees (heavy load) have been billed and some have been received. Darren mentioned that the vacant lot income is a lot higher than budgeted?  There is a good amount of in the Road & Snow account which will be spent during the summer for road maintenance. Accounts outstanding is at $17,027.29 which is mostly made-up of properties that are for sale, and we should receive funds once a sale is finalized.  Mary-Ellen made motion to approve, all in favor.

Road Commissioner Report:  see attached. Dave walked us through his written report.  Plowing was under budget this year approximately $6,000.  Great job by Burgess crew.  The heavy load limit signs are still posted. The Highlands sign may come down today or tomorrow and the Overlook area still has some soft spots and it may be another week or so before signs are removed.  There is a broken culvert on Lynn Way that will need attention soon.  Regarding violations of heavy loads—Dave will speak with the Plantations to see how they handle those issues. The crew installing the conduit for the Fidium fiber are working in The Highlands.  They are putting in new towers where needed.  Dave will meet with M & H Construction (Scott Millbury) to review roads soon.  Thanks to Dave A. & Ed Z. for helping fix areas with road erosion.  Topping material will be delivered to Overlook and Highlands holding area for potholes etc. Money will go towards topping this year vs. ditching.  Old Esker Way will need some attention. Hopefully most of the work will be done by mid-July to avoid heavy traffic.  Report accepted by all.

Waterfront Harbormaster Report:  see attached.  Ed reported that racks and boats slips have been assigned and the list is posted at waterfront and on website.  There is a waiting list (8) for kayak rack spots.  Due to high water the docks have not been installed as yet. The Finger piers were put in by John, Dave & Ed.  Due to the $15,000 quote for some new finger piers, the committee decided to build them for about $3,000 which will be done by Ed and team.  The steps with railings on both sides will be purchased and installed part way out the dock and in about 3’ of water for handicap access for approximately $2,500. The Committee will meet today at 11AM to discuss landscaping and other projects.  Ed will install a box like a realtor box on the shed to hold Information Sheet about the waterfront rules and expectations.  In recent conversation about an unauthorized boat being launched, Ed contacted the person and all went well.  We are trying to educate everyone. Darren had question about the Geese problem. Rob mentioned that he used a laser pointed and it seemed to work.  It is a difficult problem and the town is also working on the issue.  The poop needs to be cleaned up periodically and rakes are available. 

Procedures Ad Hoc Committee Update: see attached  Larry presented the draft proposal from the committee.  Other homeowners groups procedures were reviewed and researched.  Our responsibility is to educate the members on the rules as much as possible.  Dave A. and Jocelyn have developed an incident form.  Good discussion on good beginning; Larry and committee was asked to review #4 and #7 and bring back to July meeting.

Nominations:  Terms ending 2023 are: Anne Crump (resigned), Darren Winslow and Dave Arthurs are willing to be nominated for another term.  Valerie Zapolsky was not present to respond.

Other:  Suggestion for Octoberfest event for HOLA by Jonathan K. was referred to Waterfront Committee.

Meeting adjourned at 10:03 AM  Motion: Mary-Ellen and seconded by Ana.  MSP

Next meeting: July 8^th at 9AM

Respectfully submitted by Brittany and Millie