Smith Trust – Little Island Pond Road Association
Meeting Minutes – July 13, 2017
Opening Meeting:
The meeting opened at 6:05 PM. There were 27 neighbors present.
Thank You’s:
Steve thanked everyone for helping clear the far right away. Many neighbors helped out
Thanks to all the neighbors who helped clear the beach
Thanks to Scott Godin for doing the cold patch road repair, for the most part by himself
Thanks for Rick McNeil for making up the signs with the rules and regulations for using the beach discussed at last year’s meeting.
Thanks to John for installed the signs
Thanks to Al for continual cleaning and maintaining of the beach.
Welcome To our new neighbors. Ted purchased Mac Downs house. Welcome as well to Angela.
Secretary’s Report:
Steve read the meeting minutes from last year, which were a combined effort from 2 neighbors and included the minutes from 2 separate meetings last summer.
John added that at last year’s meeting the neighbors agreed to the setup of a website
The minutes from the meeting were accepted and seconded.
Financial Report:
The financial report was read by Leanne, accepted and seconded.
Existing Business
Website – Leanne informed everyone that the name of the website is www.southshoreowners.com.
She elaborated on the content of the website and thanked Rick setting it up. Rick informed the neighbors that if anyone would like to add any content to reach out. Neighbors do need to register to add to the website.
Dock Removal – A lot of effort, physical and legal went into the removal of the dock at the 2 nd right of way
Accomplishments – There were many accomplished over the last year. Signs were made and installed, plowing was performed by Phil, annual road repairs and cleanup was performed.
New Business
Beach docks:
The trustees are working to get the beach and beach docks improved and up to DES standards.
This year is a transition year. 2 home owner docks are in place with 4 boats.
The ultimate goal is to have 3 4ft x 30ft docks owned by the association to accommodate 6 boats.
The ultimate goal is the association would) purchase aluminum docks and the neighbors who would like to have one of the 6 spots would pay a slip fee.
Part of DES compliance the docks have to be seasonal, this is why new aluminum docks is the right choice as they are easier to take in and out of the water and can be stored on the beach off season.
All of this is dependent on DES approval for docks and wetland repair. And the Trustees can’t promise something we don’t have yet.
Current State of the Beach: Much work is needed to improve the beach. The retaining walls are in dis-repair, culverts need to be installed/repaired, the beach and surrounding grass is very wet and mushy.The Beach will be a focus for this year.
Additional Culvert repair:
There is a culvert down by Paul Picard’s house that also needs repair.
The Improvement Plan:
The trustees are working with Dan Geiger of Oak Hill Environmental Services on the culvert repairs and improvements to the beach.
Steve passed out a drawing of the proposed plan for the beach improvements.
A neighbor asked if copies of the plan, the agenda and other documents can be put on the website.
The 9k on the financial report is for engineering and permitting.
Dan’s estimate for additional work is around 7K if his team does it all.
The estimate includes bringing in fabric, crushed stone, installing a wall along the edge of the water, etc. Grass will be rolled back, work done including installing 2 culverts and then rolling the grass back over.
The intent is NOT to have Dan’s team do all the work, but to have neighbors assist to reduce the out of pocket costs.
The plan is to not purchase what we do not have to. The trustees plan to use rocks from around the neighborhood as an example to build up the rock wall
The beach will be leveled off, but will be no higher.
The wall will be a little higher than it is now but will be a “dry-stack” that will move with the ice and will require annual maintenance.
Steve made a Motion to spend $6000 to get all the permits for the culverts and docks in place.
Accepted and seconded. No neighbors were opposed.
The Dock Right Issue:
Adam who purchased Shirley’s house feels strongly that he purchased the house with a dock and dock rights.
The rule has always been that no owner can sell their house with docks rights.
Adam feels he has lost thousands of dollars in property value if he cannot sell his house with dock rights.
Shirley spoke up and shared that when she moved in 40 years ago, the house came with a dock.
When Shirley purchased a new aluminum dock, she thought it was hers.
Prior to purchasing the aluminum dock, she researched “grandfather rules” and noted that she had left a piece of the old dock to attach the new dock to, as per her understanding of the “grandfather rules”.
In the end it was a misunderstanding. The dock itself was indeed owned by Shirley. But the land the dock was on is association land and that land was not owned by her and therefore the “rights” to it could not be sold.
Adam will be allowed to lease one of the 6 spots on the new association docks. As long as Adam or his heirs owns his house and follows the lease rules, the association intends that he will have one of the spots to use.
There are 13 homes on the back row, but the beach cannot accommodate 13 boats.
The fair thing to do is what was decided. The existing neighbors who have had their boats on the docks at the beach will continue to be able to use those spots.
They will be required to pay a slip fee and sign an agreement annually, for the dock use. They will also have to be a neighbor in good standing with dues paid up to date.
When an owner sells their property, the dock spot will go to the next neighbor on a waiting list.
It is yet to be determined the exact fee and exact plan for how to manage the dock usage. It could be a one-time lottery based on the number of neighbors interested in a spot. Once the slips get assigned, due to the cost of purchasing and maintaining a boat that assignment will stay until that
person gives it up or sells their property.
The first step to making this all possible is to get the permits and approvals from the state. Again, all of this is pending approval of DES for the docks and the wetlands. Because we don’t have permits in hand.
Armond Drive Neighbor
An Armond Drive Owner is trying to put a driveway on our road to access the back 5 acres of their land that is not accessible. They asked our association for permission to do so and we declined. No additional funds will be spent on this issue unless the home owner pursues the issue.
The Road and the cost to repair: A few neighbors were willing to do some research on the availability of funds for assistance on paying for road repairs.
Delinquent Accounts:
Steve P investigated the use of a collections agency to try and capture funds due from neighbors in delinquency.
Steve M asked for volunteers who would be willing to call or look into collections agencies. Adrian mentioned she knows someone who works in collections and will reach out to them
The association does have the right to restrict use of association facilities if owners do not pay their dues.
Another neighbor suggested that when owners go to sell their home the listing sheet should state that there is an association and our association could provide account documentation for a fee.
Road Dues:
Needs to go up. The amount in place has been in place for far too long and this year the balance went negative.
John suggested we raise the dues to $250 per quarter ($1000 per year).
Another neighbor suggested a one-time special assessment to recoup the extra fees paid this last year ($27,000 –with roughly 50 homes that is $540 per home); and then, once the trustees have an actual quote to repair the road, then increase the dues.
Steve made a motion for the dues to be no less than $550 per year.
Another neighbor suggested that, on paper, the association put a portion of the budget aside for just the road to give owners a comfort level that a road capital improvement fund is in place.
A formal Motion was made to raise the dues to $250 per quarter or $1000. Seconded and third
11 In favor
9 Opposed
Due to the vote being so close, further discussion and ideas were discussed
Estimated numbers: The road will cost at least $500,000. With 50 homes that’s $10,000 per property. So if the dues increases to $1000 per year, it will be 10 years before we are able to pave the road.
A neighbor asked: Can we get a loan and the $1000 per family will pay off the loan?
An amended motion was made to raise the dues to $750 (or 3 payments of $250) and when the bills go out let everyone know that the dues will go up to $1000 next year. Seconded and third
13 in Favor
6 Opposed
Motion is passed
There was a suggestion to have another meeting to discuss future road dues and the boat slip fee.
Volunteer Requests:
To all neighbors: Please cut back the brush on your property that hangs over the road
Need volunteers to help build stairs to make the 2 other right of ways more accessible and easier for neighbors to launch a canoe or kayak.
Adrian volunteered to take meeting minutes at future meetings
Motion to adjourn. Seconded and accepted at 8:14 PM