Carry Ponds Association
Directors/Officer’s Meeting Minutes
Saturday, August 2, 2014
West Carry Pond
Present: Wanda Calder, Larry Stowell, Sandy Runyon, Peter
Bryant, John DiPierro, Ted Gradie, Leo Beane, Stan Giguere, Norm Kalloch and MaryEllen
Royce Absent: Paul Soccoccia
The meeting was called to order by Acting President, Ted
Gradie at 9:04.
Agenda
Treasurer’s Report-Wanda
Calder
W. Calder passed out the treasurer’s report that would also
be the same for the Annual Meeting. The following
were highlighted.
ü
The contingency fund is now at $4,328.43, EOM
fund is $6,370.95, Keys and Locks has $1,492.22 and the West fund is 6,504.56.
ü
Total assets are $19,336.50.
ü
Asked about repairs ($463.63), Calder stated
that included metal bars welded to two the gates, and bridge repairs.
It also was noted that Richard
Young has not paid road dues in the amount of $1,900.00. Legal advice has
been pursued regarding the situation and the association has been advised that
it would be costly with no guarantee of a favorable judgment. In addition, Joseph D. Abbiati has
not paid 2014 dues in the amount of $150.00.
He has been contacted by mail, email and phone without results to date. His name will be entered in the Blog as a
delinquent association property owner.
Secretary’s Report-MaryEllen
Royce
The 2013 Annual Meeting Minutes were passed out, the same
that would be available at this year’s meeting.
ME Royce said that she had received over 70 “Update
Information Forms” as of August 1. They
would be available again at the sign-in table at the Annual Meeting where she
hoped to get additional address and email changes. There had not been a list available from the
previous secretary and it was needed.
The association member list contains 125 names including
those of services, associations, paper companies and agencies. Duplication of mailings occur when there are
multiple owners for the same property.
Road Commissioners’
Reports
Stan Giguere, EOM stated the roads he cares for are in good
shape.
Leo Beane, West has been scraping the roads and doing
general maintenance.
The Acting President asked John DiPierro , a proposed new
director if he would introduce himself.
A long-time visitor with his brother Charlie, he knew that he always
wanted a place at West Carry. Always
busy, he kept putting off building until a health problem made him realize, why
wait. Retired from 35 years in corporate America, he is very pleased to now
have a camp where his wife and his two boys, 24 and 18 can enjoy. And we are pleased to welcome him and his
family to the association and to West Carry Pond.
Acting President’s
Issues-Ted Gradie
Pond Security
Several weeks ago a key was stolen from a lock-box used by a
new owner and the owner’s contractor for easier access for
sub-contractors. With a combination lock
on the outside, similar to those used in real estate, the gate key would be
found within. It was located on a tree
by the WCP outlet stream gate. Several
days after the incident both Otter Pond gates were found open. Several days ago, Giguere said the north gate
for Otter Pond was again found open. Gradie
stated that there are disgruntled camp owners and a solution needed.
Key discussion items:
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John DiPierro accepts full responsibility for the
mistake made, and apologized. He also would pay for the initial cost of
replacement for the usual two keys per association member and for the locks to
be changed, or new locks to be purchased if necessary. The cost would be
$1300.00 based on the 2011 lock change costs.
This is not a confirmed cost. New
quotes will be obtained at 2014/2015 prices.
ü
Issuing new keys is an extensive job including
but not limited to: finding a new locksmith as the current one is unable to
continue; talking to a variety of companies who could provide keys; numbering
and documenting those numbers; notifying association members of the key
changes, and again notification of when the actual change would take place.
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It would be worth talking with a company who
could produce keys machined by computer numerical control key cutting equipment
possibly with CPA already engraved and possibly even the number.
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Use an indexing stamp for numbering which are
available and cut down on tedious work as in the past.
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Cost of the keys at the replacement cost of 2011
when last they were changed as opposed to what it might be today with new
company and inflation.
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Is it worth changing them just because one key
was stolen?
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How many keys in the past have been stolen (0)
as opposed to lost or not forwarding to new owners (quite a few!)?
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Review of July 18th email sent to
Directors/Officers from J. Calder regarding cost and work involved.
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Noting the final reminder that J. Calder would
no longer perform this duty and that someone would need to take over the next
time the locks were to be changed. This
statement made in 2011 and reiterated on email.
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Should the locks be changed only three years
after the previous lock changes?
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What might be the reason for someone stealing
the key? See email as noted above and
attached.
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How would the cost be handled, what about the
extra keys that association members request?
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Cost of the keys. Knowing that $10.00 is charged for extra
keys, what is the true replacement cost?
P. Bryant moved to
change the locks and keys.
Seconded. Voted and passed.
S. Runyon moved to
accept John DiPierro’s offer to pay for the current cost to replace the locks;
2 per each land owner/association member and to service providers as needed as
well as locks for eight gates. Seconded.
Passed with one abstention.
P. Bryant moved to
use the Key and Lock fund to provide each association member with the number of
extra keys requested up to the limit of those requested during the last change.
(2011) Seconded and passed.
Additional discussion continued.
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J. DiPierro offered to take over the key and
locks change.
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Others offered to assist him regarding finding
more up-to-date, efficient computer numerical controlled key cutting equipment.
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J. DiPierro said that he would be willing to take
on this duty at least for this time, but if he took on this responsibility, he
would decline the position of Director.
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Other possible candidates for the job were
mentioned, but did not have definite commitment.
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The need to move on the issue was immediate and
the Directors appointed J. DiPierro with their thanks.
Bridge at the West
Carry outlet stream
L. Beane was asked about the project.
Discussion points
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He said that two more blocks were
necessary. The previous purchase was $100.00/block. He deferred to D. Robinson the reason for the
extra blocks. He said to ask him at the Annual Meeting as he would be present
ü
Other expense would be the planks, (available in
L. Beane’s stockpile), hardware and gravel for the approaches.
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What if the cost went over the budget? General discussion was that the bridge is
definitely in need of repair, the contingency fund could be overdrawn and carry
a negative balance.
ü
Consensus is for the bridge to be repaired with
the bills submitted.
Gravel Pits for Use
in Road Repairs
W. Calder did extensive research on the deeds regarding Tom
Dickson Sr. and the paper companies’ ownership of 3 gravel pits. T. Gradie has made contact with T. Dickson
Jr. regarding the same. The exact
location of the pits has not been determined, but if they would become
available much money would be saved on the cost of gravel. In essence, more gravel would be available
for road work. Dan Hudnut of Wagner Land
Management located in Lyme, NH will be contacted and a meeting will be set up
to discuss the issue. Prior to the
meeting it was decided that the deeds must be researched and the gravel pits
identified. L. Beane has purchased maps of
the area and with S. Giguere they will try to pinpoint the locations. S. Runyon offered the services of his father,
a lawyer to review the deeds as the land has changed ownership various times.
Otter Pond
Emergency situations are the only reason that any motorized
vehicle is to cross the Otter Pond outlet stream. A 1995 court statement supports this
statement.
Jet Skis
There is an honorary unwritten agreement among West Carry
Pond association members that Jet skis and water skiing is not permitted on the
pond. The window of opportunity was lost
to have this prevention authorized by the state, but it is still an unwritten
agreement as mentioned.
Road Policy Update
S. Runyon moved that
a road committee(s) made up of the Directors of the east and west zones
respectively work with their respective Road Commissioner to review needed work
each spring and set priorities on what work will be done. Any property owner is welcome to accompany
this committee on their annual review.
Seconded and passed.
This motion was approved on the suggestion of N. Kalloch’s policy
proposal. This would be worked into the
existing R. C. duties. The Road
Commissioner would be responsible for calling the group together, accessing the
roads, and proposing a plan.
Election at Annual
Meeting
L. Stowell was asked to present the slate of Officers and Directors
to the association members at the Annual Meeting.
President-Sandy Runyon
Treasurer-Wanda Calder
Secretary-MaryEllen Royce
Directors-Jerry Child
Jim MacLeod
Meeting adjourned at 11:23.
Respectfully submitted,
MaryEllen Royce, CPA Secretary
