Annual Meeting 12:30pm Gilford Town Hall Conference Room and via
Zoom October 5, 2024
Trustees Present: John McGowan, Kimberly Staaf, Jose Diaz, and
John O’Brien.
Atty Gary Daddario,
Harbormaster: Jack Kelley
Office Administrator: Lily Rausa
Moderator: Deb Sullivan
Owners Present: 41 properties represented.
Proxy votes assigned to Trustees: 58
12:32 Meeting is opened by Kimberly Staaf, Kimberly introduces herself followed
by the remainder of the trustees and Attorney Daddario. Kathleen Butler is absent
because she had a funeral to attend, and Jose Diaz will join later. Kimberly
explains the meeting procedures and the use of Roberts Rules. Please silence your
phones
Explains the Guiding Principles of the meeting:
• Everyone has the right to participate in the discussion before anyone
may speak a second time.
• Treat one another with dignity and respect.
• One Speaker at a time: Don’t interrupt.
• Be open-minded.
• All discussion will be held to the end of each agenda item.
• Motions and discussion will be at the end of the meeting.
John McGowan:
Financials and Budget:
2025 Budget: John M Reviews 2025 Budget briefly as it was analyzed in detail at
the Budget meeting on September 1, 2024. Encourages questions after his review.
1As a reminder: We set the budget based on historical and predominantly contracted
costs. The dues are set to match the costs with the objective to have a profit/loss of
zero.
John McGowan highlights the important points:
FORECAST:
• Costs are in line with the budget but we did have minor increases due to
higher than expected software licensing fees and printing costs.
• Risk in forecasting a property joining the trust, the expectation of 10000
explains the loss on the budget. The 10000 represents an undercharge of
dues of 20 dollars per property.
• To cover the loss of the 11500 on the budget we need to access the money
market account so the checking has a positive balance and not a negative one
.
BUDGET:
John McGowan explains the process how the dues are set by aggregating the
expected costs and netting out the anticipated revenues and dividing by the number
of people in the trust.
No profit is made.
The amount of dues collected is what is takes to run the trust.
Costs have increased both due to inflation and supply and demand. It has been
tough to find reputable contractors, that is why we try to sign a contract for 3 years.
John will touch more on this when he goes over the tennis courts.
There are very little variable costs.
In conclusion, netting all the costs and expected revenue (5000 risk for a new lot)
and dividing by the number of properties in the trust(498) yields 159 so we set the
dues at 160.00.
Q: isn’t that a risk since you said we are almost at capacity with eligible properties.
There is still a chance that some may buy back in.
Kimberly Staaf explains she has 2 properties one in the trust and one is not. She
can buy in but chooses not to at this time. There may be a few like this still.
Q: Why don’t we encourage others to join for say 2500 then that would be revenue
for the trust?
2Kimberly Staaf explains the trust document dictates the price so it cannot be
arbitrary.
Jack Kelley: If we do that keep in mind the beach may get more crowded.
TENNIS COURTS:
John McGowan:
Reiterates the challenge in getting contractors to come out and the reliability for
repairs for the last 2 years has been a challenge. We wanted to have the gate latch,
and the fence repaired /replaced but I have yet to have someone follow through on
coming out.
Supply and demand issues: Many requests from Beneficiaries to power was the
tennis courts. We sent out 3 requests for a quote and got 1 back to Power wash
which was 3600.00 which was 6 times too much, so we did not do it. We are trying
to keep costs down.
Kimberly Staaf: We did have the pickle ball lines put in and that tennis courts are
getting a lot more use.
In closing I will remind everyone to please relock the gate when you done .
BEACH:
John McGowan states:
The board has had many requests to have the beach cleaning done earlier. In past it
started on July 1st but next year we will start 2 weeks earlier in accordance with
Gilford school closing date.
We had to replace several boards on the swim dock this summer which revealed
several structural deficiencies. We are hoping to get by next summer but be on
notice the swim dock will either need to be repaired or replaced for safety reasons.
We are going to start getting quotes for this fairly soon.
CANOES/KAYAKS:
John McGowan:
We have 48 spots available, and a lot were doubled up to make some more room
for others. We did not have any complaints about lack of space so we believe that
went well. Please register your vessel with Lily. Name and make and the number
you put your vessel on.
3Kimberly Staaf: This worked well this year, and it helps to identify the late
removal for contacting people
Jack Kelley: I want to let everyone know that you can go to the Marine Patrol in
Gilford and grab a sticker to put your ID information on and the sticker will last
the season.
MOORING FIELD AND DOCK UPDATE:
Jack Kelley: Review of the mooring field
We have 42 mooring balls and a waiting list of 97 with turnaround of 0-2 balls a
year.
We cannot increase or open the field field open due to safety reasons and weather
conditions with wind/choppy/boat traffic. We have the largest field that goes out
into the broads as opposed to say Samoset.
Costs for safety and maintenance are increasing. We find the 5-foot line is ideal to
keep the boats from hitting each other in high winds and higher boat traffic. We
encourage the field to replace their lines at least every 2 years.
Q: How many are for jet Skis?
Jack Kelley: There are 3
SHORT TERM AMENITIES:
John O’Brien:
The number of rental units has increased in the acres. The board realized this was
an issue so that is why the board initiated a policy for short term rentals not being
allowed to use the amenities. Basically, the rule is renters can use Ellacoya Beach
or Weirs Beach.
John McGowan: When we have had issues, we are able to shut off the FOB after
we warn them.
Beneficiary Statement: I have noticed the beach is so much better. There used to
be large groups and smoking and drinking.
Kimberly Staaf: We did get many large groups and if Beneficiaries want to have a
birthday party or a family gathering, they can certainly email Lily and she will pass
it on to the board.
4Jim Guzman:
What is the time it is shut off for the FOB?
Lily Rausa: I also send a letter before we shut them off.
Q: How do you find out who is not supposed to be there.
Kimberly Staaf:
We have security cameras and self-policing of people. We are not asking for any of
you to get into a confrontation.
Q: Jim Guzman Are ABNB required to register with the trust?
Deb Sullivan: You can go online and see who is advertising our beach. I called the
town and asked if I could pay a fee to have my renters use the beach. The town
said no absolutely not.
Q: I am wondering about restrictions for extended family and friends, the wording
is owners and immediate family members only.
Kimberly Staaf: We are not looking to be beach police and are main objective was
to eliminate the big crowds and partying. This was accomplished and the big
crowds has not been a problem since restricting the short term.
Jim Guzman:
Are these rentals registered with the town?
Deb Sullivan:
Yes and you can go onto the site and see the list.
Q: Can the trust eliminate rentals completely?
Kimberly Staaf: We are not a condo association things can be parelled
John McGowan:
The trust does not have jurisdiction we are not a condo association.
Gary Daddario:
The trust survives and works off the trust documents and the amenities you would
lose to many Beneficiaries if you eliminate properties based on rentals.
5GREEN SPACE COMMITTEE:
Kimberly Staaf: Introduces the Committee, Theresa Martens, Leah Stamp, and
Mr. Feeney
Overview:
The Greenspace was formed to provide a buffer between homes and a wooded
habitat for wildlife to preserve our rural community. In some cases it provides a
buffer for noise depending on where you are at. We want the acres to keep its rural
appeal and not a little city. We want to keep the environment healthy with rules
and regulations for pruning and cutting. The committee has worked well so far
with the hard work of the committee the application is on the website, it takes
some time to go through. The committee is very responsive.
The slides are a few examples. If you see something contact the committee or Lily
and we will look into it. It takes a team to stay on top of it and it is our collective
responsibility to take care of it. Since we implemented this process it is a check
and balance of the application. The process and follow up.
Q: You are not talking peoples property right?
Kimberly Staaf: Correct it is the trusts property.
Theresa Martens:
There is a lot of green space, but it is very fragmented. It may be on your lot, but it
may be in between lots as well. You can look this up on the
https://next.axisgis.com/GilfordNH/ maps on the website.
Q: Are they 30 feet wide?
They all vary, and it depends.
Have you property professionally surveyed to see if you have greenspace where
the limits are.
John McGowan:
Reiterates the vessel property must be removed by October 15th, 2024. If it is not
we will donate the property to the boys and girls scouts.
Beach Closing:
The beach will be closing November 1, 2024, all FOBS will be deactivated until
May 1. 2025.
6Q: Can we open the beach the last week of April for school vacation? My
grandkids like to go if it is warm enough.
John McGowan:
We do not care if you walk down. Unfortunately, it is so muddy we do not want
anyone to get stuck. We do not plow down there, and we have had snow in April
and May.
Jack Kelley: You can walk down just park at the tennis courts
Kimberly Staaf: Turns the next topic over to Atty Daddario before we get into
motions from last year
Atty Daddario:
By way of introduction the trust is your governing document that governs your
organization, and the language is written that if a motion is made at the annual
meeting it is seconded and then voted on the following years annual meeting. I did
not draft the trust. Your documents are written in this way. There are 11 motions up
for vote, your docs provide for different majority based on the types of motions
and the different types of voting. For example: Your documents provide for a 60
percent majority when it encumbers the assets (green Space), construction such as
additions or improvements of the property and finally a 75 percent vote when it
requires a change to the language of the trust document. These are consistent with
other types of associations as we discussed earlier. The documents are there so that
a minority is not making all the decisions for the community as whole. Everyone
must live by the nature of the trust documents so they should not be easy to
change, and it is important that they remain steady. Atty Daddario reiterates that
does not mean they cannot be changed if something is very important to address.
Documents provide that budget change is majority
60 percent for any additions to buildings or construction
75 percent for changing the wording of the documents
Atty Daddario: It is different for budget items, changing the wording of the
documents and this is consistent with other associations
Q: Do the docs say 75 percent of voters to pass the motions?
Board explains that if it is going to change the wording of the documents you
would need a majority vote.
7John O’Brien: As the historian of the group we have never been able to get a
majority vote. We don’t want 20 people to vote on something that will affect the
entire 498 Beneficiaries.
Lily hands out the motion’s ballots. They will be collected in the end and tallied
later.
Kimberly Staaf: Lily will count everything up and we will issue something so you
can all know the result.
Are there any other questions?
Q: It would have been helpful to have motions sent out prior. I could not
remember what they were.
Board: They were all on the website.
Atty Daddario:
The motions are written as they were said so the person taking the minutes needs to
get the motion word for word.
Q: Someone with a legal background should have looked at them. Terms like major
should be defined. Some thinks were vague.
Atty Daddario:
Some things do not necessarily need a vote like a committee. The board can
appoint a committee. Some fall into different categories.
KS The motion is made how do you want it to be stated
Q: The person should put it in writing and it should be helpful for the person to get
up and restate it
Kimberly Staaf Sometimes the people are not here
Q Yes but if they are here, they should restate
Atty Daddario If that person is here yes, they can explain it for a refreshers
Q: Atty Daddario I have a question all motions in my past should be in writing to
you agree
Atty Daddario from a legal standpoint I have never seen that. The board can
certainly take that under advisement.
8Member: I want to thank all of you for all the time and energy you put into making
GACPT.
Kimberly Staaf: Motion to adjourn
At end Lily has the results of voting for the budget
Lily Rausa: Reads the Budget and Mooring Approvals and new trustees’ vote.
Budget for dues approved to 160.00 a year Budget approved for mooring 400.00 a
year. John O’Brien and Jim Guzman voted in as a trustee
GACPT MOTIONS BALLOT 10/5/2024
ANNUAL MEETING TALLY TOTALS
1. 2. That the annual meeting be held in May at 10 am and all subsequent meetings be held at 10 am. so that the
upcoming beach operations and seasons can be discussed. Historically it was always held in May. Motion
was seconded.
FOR____15______ AGAINST____65
___________
Assessment levied by the Board of Trustees should be illegal. Any monetary expenses should be included in
the budget and approved by the membership. Motion was seconded.
FOR______13______ AGAINST_____71______
3. Any monetary expenses shall be included in the budget and voted by the membership. Motion was
seconded.
4. FOR____11_________ AGAINST_____74_______
No major policy decisions can be made by the Board and must be voted by the membership. Motion was
seconded
FOR____19_______ AGAINST_____66_______
5. No changes to operations (i.e. the fob to gain access to the bathrooms) can be made without approval from the
membership. Motion was seconded
FOR_____10_______ AGAINST____75________
6. Any motion proposed and submitted shall be published in the annual GACPT notification and agenda.
Motion was seconded
FOR_______27______ AGAINST_____58_______
97. Term limit on positions on the Board – limit of 2 consecutive 3-year terms. I believe this is in the best
interests of all members, allowing consistency, yet does not promote stagnation/blocking of new
ideas/methodologies/techniques to manage the Trust’s assets. Motion was seconded.
FOR______13______ AGAINST____72
_______
8. Motion to amend the Trust Document to voting at mid-point in the annual calendar for any changes requiring
a vote – to be done in person and via proxy (both email and snail mail). This would help speed up needed
adjustments vs waiting an entire calendar year to vote, allowing the Trust to react more quickly to various
scenarios. Motion was seconded.
FOR____15_________ AGAINST____69
______
9. Motion to create a set of bylaws. These are subsidiary to the Trust Document, which is always the final
‘say’. Most associations and clubs have these – they are a more detailed outline of standard operating procedures –
something the Trust Document does not currently do. These would need to be formulated, distributed for review,
approved by the membership, then recorded legally. Procedures such as Robert’s Rules for meetings, electing a
formal President/leader of the Board, the required attendance of legal advisory services, etc could be clarified and
more easily adhered to. Ideally more communication from the Board would be somehow incorporated.
Motion was seconded.
FOR____15________ AGAINST______71
______
10. Motion to survey the membership so the Board can effectively act on the desires of the majority. Currently
they are in a position of not knowing what most members desire, which leaves them to decisions based on
personal experience. It would be highly beneficial for all members to understand what is wanted/needed going
forward in terms of amenities/management/fees/greenspace use, etc. This is easily accomplished using an
online tool – and for those who are not using the internet a paper copy could be turned in to Lily. Ideally this
would be repeated every 3-4 years. Motion was seconded.
FOR____18______ AGAINST____66
_______
11.Motion to form a committee to review the trust documents. Motion was seconded.
FOR ___6____ AGAINST ____64________
Anybody can form a committee and normally the board would need to appoint the committee. This can be done
already at any time.
10Gunstock Acres Common Property Trust
Annual Meeting October 5, 2024
Proxy Count Total Tally as of 10/5/2024 Meeting
1. To approve the 2025 beach operations budget as proposed with an associated dues of
$160.00.
FOR _94.5______
AGAINST __18_____
2. To approve the 2025 mooring operations budget as proposed with an associated dues of
$400.00.
FOR ______94.5__________
AGAINST __11_____
2. To elect as trustee for three (3) year term: Total Votes:
John O’Brien__75____ Jim Guzman___79_______
Leah Stamp __44__ Antonopoulos, Adrianna___12____
___________________________________
11Respectfully Submitted by:
_____________________________
Lily Rausa, Office Administrator
10/5/2024