Annual Meeting Minutes Fall 2021
10/23/2021 Annual meeting minutes
Trustees present:
Kathleen Butler, Jose Diaz (Interim), John McGowan, John O’Brien, Kim Staaf (remote)
The trustees gave a brief discussion of the voting process. Budget items will use the card method and trustee elections will be done by ballot.There has not been the number of candidates in the past. Typically, candidates would not speak at the meeting because there was no need. The members made a motion to hear candidates speak at this meeting, voted and approved.
There was concern raised about the difference between a “proxy” ballot and a mail in ballot. All ballots that were verified will be counted. In the future it will be made more clear.
Candidates for trustee gave a brief statement about themselves and answered any questions.
Jose Diaz, John O’Brien, Chris Minette, Julie Rainville, Heidi Williams all spoke. Members turned in their ballots to be counted during the meeting.
The trustees respectfully had to request that members refrain from personal attacks about pending issues in the trust and towards trustees.
John McGowan reported line by line about the proposed budget. He clarified the reasons why the budget is attached to the proxy vote. It is documented that for many years there was a budget meeting held 40 days ahead of the annual meeting. No one attended except for the trustees. There was a motion and a vote to make a change to that system. He also reported that the trust needs to run as a non-profit and the budget reflects that.
Questions/comments from members:
The lawyer needs to be present at the meetings. This would potentially be at a great cost and not needed, but will be looked into in the by laws by the trustees.
Why is the cost to re-enter the trust so high? The $500 per year out of the trust is based on the value of the common property at the time. It also is put in place to deter members from not paying the low fee of $75 ($115).
Why is it not the current sellers responsibility to clear up the cost and have all lots be member lots if sold? It was decided years ago that lots could remain out of the trust if they so choose. Some people do not use the amenities. Liens are not placed on properties out of the trust in most cases.
A member (NS) asked all members to vote down the proposed budget.
There was a motion made to vote on the budget as it stands for the general common areas and seconded. It was passed with a vote of 92 for 48 against in total.
John M reviewed the mooring field budget. Jack Kelly also assisted as harbor master. One third of moorings are updated each year, the dock is updated, dinghy racks repaired, mooring balls replaced and this year there is a map of the field being produced to assist with the planning for larger boats in the field.
There was a question about why the general account covers the cost of trash removal at the mooring field. It is too difficult to pay separately for two trash cans out of eight.
Question about replacing the dock with aluminum. Jack reported that the dock is lifted out and repaired each year as needed. A new dock may require a special assessment if that is ever needed. A member requested that vertical kayak racks be the choice for the three new ones being built for next season.
Skip McCoy made a motion to vote on the mooring field budget. John Canto seconded it. The morning field budget passed 109 for, 28 against.
Discussion was raised about having an outside auditor to oversee the running of the budget. The budget and all of the spending of the accounts are an open book. Roc O’Connell performed the task for many years and John McGowan has taken over in the past year. If members have questions or make inquiry into spending, that is possible. The former treasurer, Roc, used to have the taxes done by an outside company, but stopped because it was a simple task to do it himself to save money. That continues to be the plan.
Member comments:
Can we go back to a budget review meeting before the voting occurs? That could happen at a meeting in August before the annual meeting.
Extra spending money in the budget would not be good. Special assessments for actual planned projects is logical.
Kim reported about some items.
Gate security- The gate was broken most of the season and not able to be fixed due to the chip shortage. A quote for a new “fob” system will happen in the spring. The system will include security for the gate, tennis courts and the bath house.
Recreation committee- They have researched and made a plan for options for the equipment, maintenance and seasonal removal for a swim raft and swing set. They will meet with the trustees after today’s election at a mutually agreeable time.
Greenspace Committee- They have come up with some ideas to improve the former greenspace cutting policy. The current policy does not allow cutting in Greenspace. Owners should establish their own property lines, The town tax map can assist with this or have private land surveyed if unknown. Have GACPT survey all greenspace. This is not needed if people know their own property lines. Have a point person for all complaints. This could be a greenspace committee member? Have a clear simple approved arborist list. Have a formal request procedure (as there has been in the past) with penalties clearly established. The committee will meet at a later date with the trustees to discuss at a mutually agreeable time.
Would drones help with the monitoring of greenspace cutting? Drones are not allowed due to the Acres proximity to the airport.
A request was made for a list of all easements and prescriptive easements in the GACPT. That is on file and can be researched by members at the registry of deeds. There is also documentation in the GACPT files.
Short term rentals- no representative sent comments at the time of this meeting. A comment was made and agreed to by most that short term rentals tax GACPT security, water and roads. There is a concern about safety due to the number of people who do not have owner investment staying in short term rentals. The trustees stated that if the Town of Gilford is having difficulty deciding what to do about the problem, then how can we monitor ours? It was agreed that the issue is a difficult one to manage. The history of the Acres is of a vacation community and many rentals for many years. It has increased exponentially in recent years. Norm Silber reported that one way to control short term rentals is to attend planning and zoning meetings and have a warrant article placed on the ballot for town voting.
Tennis courts. It has been difficult to find anyone to come assess the damage to the nets and repair them this summer. Multiple attempts with many companies throughout New England have been made. John M has an estimate from one and another is pending. The courts will be fixed for next season.
John M made a motion to add to next year’s ballot: “Move to liquidate portions of the Trust investments to cover the cost to replace the security gate; add security apparatus to the bath-house bathrooms; add security apparatus to the tennis courts; and, install wi-fi to the Trust property at those locations. The cost of these capital improvements will be recovered through subsequent annual dues paid by the Beneficiaries.”
The motion was seconded, voted on and approved to be on next year’s ballot.
Kathleen made a motion to change the method of adding items to be voted on by trustees and members at the annual meeting for next year’s ballot. Currently all new items require a motion at the current meeting to be agreed to add to the ballot for the next year’s meeting vote. “Move to allow items to be proposed for a vote by email and/or US Mail and would require at least 25% participation by members by either email or US Mail and be allowed to pass by a majority vote of those 50%.”
The motion was seconded, voted and approved to be on next year’s ballot.
Election of trustee results:
Jose Diaz-73
John O’Brien-63
Chris Minette-51
Julie Rainville- 41
Heidi Williams-31
Jose Diaz and John O’Brien voted in as trustees for three year terms.
Items discussed to be improved moving forward:
The number of new members and members wanting to participate in meetings has increased significantly in recent years. This calls for improvement in the organization of how many things run.
- Moving forward, annual meetings will be run using Robert’s Rules.
- The trustees will have assigned responsibilities for their tenure.
- While there will still only be one official annual meeting per the bylaws, the trustees will have one other public meeting in the spring. They will be pre-scheduled for the year and may be attended by members. Agendas will be posted on the website and emailed.
- Members are encouraged to provide email addresses to the GACPT administrator, Lily Rausa.
- All public meeting minutes will be posted to the website and emailed to members within 30 days of meetings. Meeting minutes involving individual members’ business will not be made public.
- Have the land of GACPT assessed for insurance purposes and to make future informed decisions.
- GACPT website will be updated quarterly, including meeting minutes and updated mooring wait list.
- To provide better communication, trustees will look into development of a private portal on the website for members to include: payment of dues electronically, a calendar of events, committee pages, capital improvements, etc
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Recording of Annual meeting 10/23-
The recording is only available on the laptop used during the meeting. I apologize for the technical difficulties and will work to improve them moving forward. If there is a need to view it it will be made available by appointment. The meeting was approximately three hours long.
Respectfully submitted,
Kathleen Butler