Minutes to August 5, 2023 Annual Meeting

Beddington Lake East Road Maintenance Association

Minutes to August 5, 2023 Annual Meeting

Board members present: Peter Aten, President; Bill Leithiser, Vice President; Jean Heath, Secretary

Beddington Selectperson Jean Kaye joined before the meeting to share news regarding the town. Highlights included:

• Beddington is growing, and at a faster rate than any other town in Maine. There are currently 65 residents. 
• The tax rate went down in 2023, but with 9 students now in town taxes will probably go up next year.
• Increasing property sale prices are prompting the state to ask for a re-evaluation of property in town.
• The fire department now has 10 volunteer members.

The association meeting was called to order at 10:24am. Peter Aten confirmed that a quorum existed, with 24 lots represented in person or by proxy, and thanked everyone who attended or submitted a proxy.

Minutes to last year’s annual meeting were accepted by a show of hands.

Treasurer’s Report

Jean Heath gave the treasurer’s report, supplementing what was in the annual meeting notice. Bank balance on 6/30 was $15,960.83. All dues have now been paid. The treasurer’s report was accepted by a show of hands.

Road Maintenance

An extensive discussion of road conditions and next steps ensued.

• Main road was graded twice in the spring (only once by us) but a combination of rain and dump trucks in and out of the first gravel pit distressed that part of the road. However, the company doing the hauling graded that section when they were done, and the road is in decent shape for this time of year given all the rain we’ve had. We do plan a 2nd grading this year.
• Eagle Cove was graded to the end as planned.
• Shorey Brook - we agreed last year to add gravel to low spots, but that’s not work our contractor does. Attendees were aware of a few contractors that might be good options. Dave Hazard agreed to contact one of them and report back to the Board.
• Tuckers Lane, Govangs Gulch and Pond Lane - We agreed last year to get estimates to maintain these roads. We were unsuccessful as our contractor doesn’t do that work. Dave Hazard agreed to review this with the contractor he is contacting, and again report back to the Board.
• Discussion was held regarding whether to proceed with this work prior to the next annual meeting, or to bring the estimates back to the group. Kevin Peary motioned to authorize the Board to spend up to $3,000 to treat Govangs Gulch and Shorey Brook, in the interest of getting this work done. Work on Tuckers Lane is expected to be more expensive. The motion was seconded and approved by a show of hands. Further discussion raised the question of exactly which roads were the Association’s responsibility. It was agreed to have the Board review the question again, and to not perform maintenance on any road where Association responsibility was in question. In those cases, membership can decide at a future meeting to amend the Bylaws or Covenants as appropriate to include additional roads if desired.

Annual Assessment

Peter motioned the following: “I motion on behalf of the board a $50 per lot annual assessment for the coming year. For the following year, we propose charging up to $150. If we have a quorum as next year’s meeting we can vote on a specific amount at that time. In the absence of a quorum, the proposal for next year will continue indefinitely.” After the motion was seconded, discussion ensued. This language, determined with the assistance of legal counsel, is intended to protect the Board’s ability to respond to Association needs in the absence of a quorum. Association members should be interested to attend the annual meeting specifically so that the Board doesn’t need to exercise this authority to raise the assessment without a vote. After discussion, the motion was passed by a show of hands.

Board Election

As in every odd-numbered year, a board election is required for a two year term. Peter, Jean and Bill agreed to stand for election again, with no others challenging them, leaving only the position of Secretary open. Sara Stevens of lots 56/57 offered to serve, and with no others expressing interest that slate of officers was approved by a show of hands.

Other Business

• Peter’s motion to give $100 to the Beddington Fire Department was approved by a show of hands.
• Peter’s motion to give $100 to the Deblois Fire Department was approved by a show of hands.

Meeting was adjourned at 11:00am

Respectfully submitted,

Peter Aten