Hidden Hamlet Board Meeting Minutes
June 28, 2023
Present: Michael Bedells, Christa Chewter Manny Glazier, KC McGovern, Brooks Juneau, Tanya Reynolds, Larry Sayer
Absent: Mike Hall, Christa Chewter, Greg Kris, Amy Slameka.
Meeting called to order at 6:05 pm.
Agenda:
- Board composition
- Construction projects in Hidden Hamlet
- Board’s ability to assess
- Water Project
- Dues increase
- Board Committees
- Account Receivables
- Members not in good standing
- Membership mailing
Composition of Hidden Hamlet Board
- We have been informed that our current board has more members than stated in the by-laws
- Some board members were added without the membership vote during COVID years.
- Manny stated that he plans to step down at the end of 2023.
- Tanya is to provide Michael with the list of current board member and the dates when they begin serving on the board.
- Board meetings attendance record will also be provided.
Construction Projects in Hidden Hamlet
- Larry has updated the board about current stated of various construction projects in the Hamlet.
- The architectural Committee and 165 Winter Park have come to an agreement after many rounds of negotiations
- The owners of 493 Chamonix Ln. are negotiating with the architectural Committee and Emmet County Road Commission about the required parking on the property.
- 5277 Tyrol Ln is now for sale as is. It is not finished and has several issues before the township zoning. Some, including, the height of the structure will require variances from the zoning.
Board’s Ability to Access
- Currently we have nothing in our bylaws authorizing us to assess the membership nor take out a loan if needed.
- We will have an attorney draw up the proper verbiage to do so and the board will vote on it.
- Proposed verbiage: “From time to time the Hidden Hamlet Association Board may levy an assessment to pay for projects within the association.”
- Verbiage is adopted by the unanimous vote of the board members present.
2023 Water Tank Replacement Project Assessment
- Michael and our accountant proposed the following:
- $950 per property owner
- This should generate $190,950
- The money will be used to replenish the “water fund” to $50,000 and fund the tank project. Total required: $187,000.
Water fund replenishment $35,000
Carpentry $25,000
Ramsby balance $127,000
- Manny pointed out that $950 per property will not generate $190,950 as the association has numbers of unbuildable lots what are not assessed for the water project.
- Excluding the non-buildable lots, the required assessment will be $1100 per property.
- The assessment is approved by the unanimous vote of the board members present.
2023 Dues
- Over last two years Hidden Hamlet is collected $10,000 less is due than needed to pay for operations.
- We have not had the due increase in several year while the costs of all provided services have increased.
- Proposed increases are:
- From $585 to $635 per chalet
- From $85 to $300 per vacant lot
- From $85 to $150 per unbuildable lot
- The proposed increase will eliminate the shortfall but would not provide any additional funds. The dues cannot be increased every year, the proposal was amended to
- From $585 to $700 per chalet
- From $85 to $300 per vacant lot
- From $85 to $150 per unbuildable lot
- After a discussion the dues increase was approved by the unanimous vote of the board members present.
Short Term Rentals
- Phone calls, emails, and registered mail have been sent out to those believed to be abusing the rental rules or have not turned in their rental sheets.
- We need an action plan.
- A newly formed committee will propose procedures, management of the program, and enforcement.
- Current by-laws state: Short-term rental should not exceed the the number of days physically occupied by the owners per year.
- To satisfy the requirement the owner must be physicaly present during the days/nights of occupancy.
- Any change to this rule will be voted on by the entire membership.
- Some suggestions previously made were:
- Rental Permit: $500
- Furnish documentation annually via Airbnb, Vrbo, or a management company for monthly occupancy of rental use and owner use.
- Infractons:
- first, warning not to do it again, written registered mail
- second, loss of rental privileges for 3 months, member not in good standing
- third, loss of rental privileges for 6 months and fine of $1,000
- Fourth and final, Rental privileges are revoked.
- May appeal in 12 months.
Accounts receivables
- Phone calls, emails, and registered mail have been sent out to those that are in arrears to the association.
Membership mailing
The following documents will be sent with the dues invoices:
- Update contact information form
- New dues and assessment
Meeting adjourned at 7:00 pm.