Minutes to June 19, 2018 Board Meeting

Present: Peter, Jean, Marlene

Meeting called to order at 7:15pm

Prior Meeting Minutes - unanimously accepted

Treasurer's Report - The checking account has a balance of $12,230.68 as of today.  We received a bill from Randy Madden for $1,000 for grading and calcium; the paper company paid the balance for grading as planned.

Road Work/Conditions

• Most of the road is still in excellent shape
• A few rocks are coming back up close to Route 9
• The hill by Shorey Brook
• The hill is washboarding again.  Calcium was applied but rain didn’t fall for a long time after, allowing the hill to washboard fairly quickly after grading, as it tends to do.  
• Shorey Brook hill will be an ongoing problem, due to the grade of the hill and the amount of traffic, including non-association traffic, that uses the road and introduces wheel spin.
• Applying calcium is something we can do ourselves as an association, if we obtain a spreader and are willing to buy the calcium.  A 50lb bag costs $16, 40 bags required for hill (~$640 plus equipment)
• We can also consider having a contractor apply calcium and/or grade the hill specifically multiple times per year
• Brush Trimming - Our contractor recommended using a brush hog vs. hand-trimming each year, to make sure the growth stays down.  That will help avoid a big expense of bringing in large equipment as we did last year.

Annual Meeting 

• For this year the Board will recommending continuing dues at $75 per lot.  Based on increased maintenance requests (calcium, grading multiple times) we may need to increase the assessment in the future.
• The Board will also introduce a proposal to amend the default amount in the absence of a quorum to the higher of the prior year’s assessment or $75.  
• Marlene and Mike Sullivan have kindly volunteered to host the party at this time.  

Meeting adjourned at 8:00pm

Respectfully submitted,

Peter Aten, President

Minutes to May 23, 2018 Board Meeting

Beddington Lake East Road Maintenance Association

Minutes of May 23, 2018, Board Meeting

Meeting called to order at 7 p.m. via telephone

Present: Peter Aten, President; Marlene Sullivan, Vice-President; Jean Heath, Treasurer
Absent: James Tucker, Secretary.

Minutes of the March 21, 2018, meeting were unanimously accepted.

Jean Heath presented the treasurer’s report. Current bank balance is $12,154.13 as of the end of April.  There is one outstanding dues notice.

Discussion on road conditions and maintenance plan.

• Peter contacted Herb Jordan, our regular contractor, to let him know that Randy Madden would be doing this year's grading per direction of the paper company, as they were paying the cost for routine grading this year based on the logging they did last year.
• Marlene reviewed the road conditions with Randy Madden in person in advance.  He recommended putting 6" of gravel down over poor sections of roadway, and putting calcium on the hill by Shorey Brook.  He also agreed to ditch where needed.  He agreed to do as much as possible with $6000 or less.
• Randy Madden later called to note that there was a lot of material present already, and proposed grading the road down the bed and redistributing the material to re-establish a crown.  This would save on material costs. Marlene contacted other Board members and this plan was agreed to.
• Grading is now complete.  Calcium has not yet been applied to Shorey Brook due to equipment issues but will be in the near future.
• Marlene has received compliments on the condition of the road.
• The Board discussed what our expectations should be for future road maintenance activity and costs.  Applying calcium will be an additional ongoing expense, as will a 2nd grading in late summer as discussed at the last annual meeting.
• The group discussed the fact that there are some significant dropoffs at the side of the road in certain spots.  It may be appropriate to mark these with signs, rocks or reflectors.
• The signs marking the bridge were knocked over during the winter.  They probably need new, sturdy posts.
• Contractors continue to tell us that wheel spin accelerates washboarding on Shorey Brook hill.  The board discussed adding a sign to tell people to go slow up the hill.
• Marlene noticed a lot of trash on the side of the road.  Peter will put a note regarding rhat in the annual mailing.
• Marlene will ask Randy Madden about when the best time is to to a 2nd grading, per the agreement at the 2017 annual meeting.

Annual Meeting

• The first Saturday in August is the 4th.  The Board agreed to schedule the annual meeting for August 4 at 10:00am
• Peter will contact the town to reserve the hall
• Notice of the meeting cannot go out earlier than June 15
• As always, we are looking for a member to volunteer to host the annual party.

The board agreed to meet again June 19, 2018 for final review of the mailing and meeting planning.  Peter will send out a reminder.

Meeting adjourned.