Oak Lane Road Association - Annual Meeting
Minutes of the meeting, recording discussion and decisions taken
Oak Lane Road Association
Annual meeting
July 22 2025
Board members in attendance - Chuck Hodgekinson, Rick Estabrook, Cheryl Kram, Gary Blodgett, Keepa Lowe and Pamela Silvia
At 7:10 the meeting was called to order by Surveyor Chuck Hodgekinson.
There are 26 names on the attendance list. There are two proxy certificates. One from Flora Coutinho 277 and one from Wyck Cole 73. Attendees introduced themselves and their lot number. As well as the board members.
The annual report was given to each member as they came in and Chuck explained that for more information members can go to the website. Chuck went over the Annual Report. He spoke about late payments of dues from some lot owners. There were only 59 out of 81 payments from the 2024FY as of July 1. The budget is 68@$650 and then 6@200 for the BOD each. One Lien payment two years ago of over $19,000 was invested in the road. Three invoices have been sent out throughout the year for those who have not paid.
Robyn Hyde has retired and sold his business to Simon Bolin who has worked for Robyn on Oak Lane for a couple years.
Last year it was voted to have the board investigate speed bumps. We had different options but the most economical was to rebuild. It would take approximately $20,000 to rebuild all dirt speed bumps.
There was a vote last year to assess residents who have business on property pay more for their use of the road. This did not go well and was not pursued further.
We have had a lot of rain that did a lot of damage to the road and the crown is no longer significant, so the road has deteriorated again. We had been using quite a bit of Arap, but the gravel seemed to hold a bit better.
On 6/12/25 we had $16,000 in the bank. We typically have a major rebuild in the late spring, but the board decided we should use the funds to rebuild 5 speed bumps @$2,530 each. We were unable to reach an agreement we thought it best to bring it to the members. Right now, we have a carryover of $20,000 at end of FY with a couple of dues payments in. We could invest $13,00 - $15,000 in rebuilding crown and structure, or we could use it to rebuild the 5 speed bumps. $7,000 was paid for the road in April but have not had work done since.
The floor was open for discussion about the speed bump rebuild and the continued speeding. It was agreed it was drastic at first with very little warning. Could we possibly rebuild a little less than the size of the first rebuild.
The board explained that we have purchased signs for future speed bump rebuilds. 7 Years ago, there were 300 vehicles per day leaving and returning to Oak Ln. There are way more now.
Motion on the floor to rebuild two speed bumps but it was not seconded.
Motion on the floor for three votes
A - Five rebuilt speed bumps with $14,000 with no road structure repair – 0 Votes
B – Rebuild the road with no speed bump rebuild – 6 Votes
C – Rebuild road with $5,000 to rebuild two speed bumps – 17 Votes – Motion Passed
Beginning balance last year was $8,800. Ended up with 66 lot owners paid @$650 and 6 board members @$200. Brought in $44,100 giving us $52,948.74 After expenses of $34,364.24 we have a carryover of $18,887.64. Proposed budget of $43,900 was reviewed. Motion to approve the budget, Seconded - passed.
Elections of Board members. Up for election were Surveyor Chuck Hodgekinson, Assessor Rick Estabrook, and Assessor Gary Blodgett. With no opponent Keepa Lowe requested to move to Surveyor, Gary Blodgett requested to stay on the board, Erik Lowe was nominated as Assessor. Motion to elect Keepa as Surveyor and Gary Blodgett as Assessor and Erik as Assessor leaving a 1 year opening for an Assessor passed without objection.
Lot owners who have served on the board were thanked by all present.
Meeting was adjourned at 8:15pm
Respectively submitted by Pamela Silvia