Lovejoy Shores Association Annual Meeting Agenda 

8/10/2024 (rain date 8/11/24)

Welcome and Introductions

Acknowledgements

President’s / Vice President’s Report

• Meeting rules and moderator

• Proxies

• Tree cutting at beach

• Fayette ordinance impacts

• Undeveloped roads

Secretary’s Report

Treasurer’s Report

Old Business

• Bylaws Special Meeting

• Pillars

• Siting of Sarah Aronson Memorial Bench

New Business

• Boat Launch 

  • New Good Neighbor proposal

  • Maintenance upgrade

• Beach

  • E Coli testing

  • Boat storage

  • Review of rules

• Other

Elections of Officers

Election of Board Members

Meeting Adjournment

Lovejoy Shores Association Non-Member Boat Ramp

Process:

Purpose:  Formalized Lovejoy Joy Association Non-Member Boat Ramp

process/governance to balance the long-standing tradition of cooperation with non-

members that have waterfront property while working to limit the possibility of

introducing invasive species into Lovejoy Pond.

Governance/Staffing:  Each Year at the Annual Meeting an Officer/Board Member or

Member is designated to manage ramp process, schedule coverage for access dates,

and be point of contact for the following Calendar Year.  Board Members, Officers, and

Members will be asked at the Annual Meeting to sign up to assist for the following CY

staffing.

Cost:  A charge of $30 will be collected each time a boat is put into Lovejoy Pond.

There is no fee for boat removal. A receipt will be generated with Date, Name, Address

and Phone Number of the Non-Member.  Copy to be retained by Lovejoy Pond

Association and Non-Member.

Boat Ramp Cable Schedule

 Cable Up – April 1st

 Cable Down – Nov 1st

Non-Association Lovejoy Pond Access Dates:

 Weekend Prior to Memorial Day (8am – 5pm Sat/Sun) – Staffed

 Weekend of Memorial Day (8am – 5 pm Sat/Sun) - Staffed

 Weekend Prior to Labor Day (8am-5pm Sat/Sun) – Unstaffed

 Weekend of Labor Day (8am – 5 pm Sat/Sun) - Unstaffed

 Weekend Prior to Columbus Day (8am-5pm Sat/Sun) - Unstaffed

 Ramp access Special Requests are made to the Member Point of Contact and

scheduled accordingly.  MPOC will leverage the support of other LSA members if

needed.

Communication:  A communication Board will be installed at Lovejoy Association Boat

Ramp providing Rules, Schedule, Cost, and Telephone Contact Information.

August 8th: Plant Paddle and I.D.

Looking to learn or freshen up your aquatic plant identification skills? Join us for a morning paddle, follwed by an on-land Plant I.D. workshop Led by by 30 Mile River.

When: Thursday, August 8th, 9AM – 12PM
Where: Lovejoy Shore Beach, Lovejoy Shores Drive, Fayette

The paddle will start at 9am.  If you would just like to do the plant ID, join us at the picnic tables at approx 10am.

Registration required. Upcoming Workshops & Trainings | 30 Mile River Watershed Association

  Notice of Special Membership Meeting

WHEN: Saturday, April 13, 2024 at 2 P.M.

WHERE: LSA Boat Launch

SUBJECT: Safety Issue at Beach – Proposed Tree Removal

Propose; 

To vote on the removal of a Safety Hazard at the Association Beach.

Eleven trees have been identified as either “Dead” or “ Limbs which are a safety concern.”

”We have three quotes to do the tree cutting and removal.”

Quotes for tree work;

1. -Greg Wright of Pinnacle Tree – quote of between $6,000 and $7,000.

2. Matt Davenport – quote of $3,500

3. Bryan Moore of Pro Tree Service -quote $2,500

The LSA Board meet on March 27,2024 and recommended that the work be awarded to

Brian Moore of Pro Tree Service.

LOVEJOY SHORES ASSOCIATION BY-LAWS

(Proposed – August 2023)

Article I

Definition

The Association, a nonprofit entity, shall be called Lovejoy Shores Association, Inc.

Article II

Association Objectives

a. To maintain, improve, and protect the community property deeded to the Association, as well as the rights-of-way designated in the original recorded plan, as monies permit.

b. To encourage the practice of good citizenship among the property owners.

c. To ensure that lots that are resold and buildings are erected in accordance with the original Lovejoy Shores covenants. [Book 1305, pp 99-100]

Article III

Government

1. Officers shall serve as management and include: President, Vice President, Treasurer, and Secretary. A Clerk shall

provide administrative support to management. A Board of Directors shall serve as governance and be composed of

seven members. No person shall serve in both a management and governance role during the same period.

2. All management and governance members shall be elected annually. Elections are to be held at the annual meeting and

follow meeting/voting protocols outlined in Article V.

3. Any member seeking to continue to serve or wishes to be elected for the following year will notify the Vice President

in writing no less than 5 days prior to the annual meeting.

4. Vacancies in any office may be filled at any time by the Board of Directors, until the following annual meeting.

Role of President: The President shall have the general control and management of the Association, and report to the Board of Directors. The President shall preside at all meetings of the Board of Directors as chairperson and at all meetings of the general membership.

Role of Vice President: The Vice President will take over the duties of the President if absent. The Vice President will prepare a list of declared candidates for elected positions in advance of the annual meeting. At the annual meeting,the Vice President will announce the candidate list, solicit additional candidates, ask for nominations, and then verify and count the votes, making the results known to the membership.

Role of Treasurer: The Treasurer shall keep accurate records of all revenue billed and received, and all expenses accrued and paid. All funds shall be paid out as directed by the membership and the Board of Directors. The Treasurer shall make an annual written report available to the President at the annual meeting, or when asked to, of the financial

condition of the Association. Copies of the report will be made available to members upon request. The Treasurer shall give such bond as the Board of Directors may require for the faithful discharge of Treasurer duties. All checks for the payment of money must be signed by the President or Treasurer.

Role of Secretary: The Secretary shall keep a faithful record of all Board meetings and all meetings of Members. The Secretary will send proper notices of all meetings, and generally perform such duties as may be required by the President and the Board of Directors. Meeting notes shall be posted or made available no later than 30 days after the meeting.

Role of Clerk: The Clerk shall be a resident of Maine and shall ensure compliance with - and faithfully perform all duties required by - statute.

Role of Directors: The Board has a governing role and is responsible for thinking strategically about the Association’s mission, goals and processes. The Association President reports to the Board, which ensures that management actions are consistent with mission. The Board is kept informed of significant issues and participates in decisions regarding them. The Board of Directors shall meet twice per year in addition to the annual meeting.

Article IV

Membership

1. Membership in the Association shall be open to all owners of real estate, improved or unimproved, in Lovejoy Shores.Members will pay annual dues. One vote shall be granted per paid membership to members in good standing, irrespective of the number of lots a member may own. Good standing shall be defined as dues paid for the past five continuous years or for the term of property ownership, whichever is less.

2. Annual dues will be paid on or before the annual meeting and will run until the next annual meeting.

Article V

Meetings

1. All association meetings will follow the same protocols:

a. Meetings may be called by the President or the Board of Directors.

b. 10 day notice will be given via electronic mail or other written method to members.

c. An agenda will be sent with 10 day notice of the meeting outlining items to be voted on.

d. Voting will be either in person or in advance by written notification given to the President no later than the date of the meeting or presented at the meeting via a proxy.

e. A quorum of ten members is required to conduct member meetings.

f. Meetings may be attended remotely if technologically possible.

g. Members are responsible for making any updates or changes to email by notifying the Secretary.

2. An Annual Meeting will be held on the second Saturday in August of each year. Annual meeting notice will include notification of any proposed changes to the Association’s rules and regulations.

3. Special meetings may be called by the President or the Board of Directors.

4. By-laws may be amended at any meeting of the members by a simple majority vote.

5. All special assessments will require a two-thirds (2/3) vote of members attending the meeting.

6. Acquisition of additional property for recreational use that necessitates expenditure of Association funds will require a two-thirds (2/3) vote of members attending the meeting.

7. The Corporation will in no way contribute to the making or maintaining of roads.

Article VI

Section I: Rules and Regulations

The following rules and regulations apply to association owned land:

1. No camping or tenting allowed

2. No hunting allowed

3. Camp fires allowed without written permission from the Town Fire Warden. The member will be responsible for any damage connected with such fire.

4. Association premises shall be for the use of members and their guests only.

5. All children under 16 years of age must be accompanied by an adult.

6. The association shall not be responsible for any accident that may occur on association premises or surrounding waters.

Section II: Members will abide by the following restrictions as stated in the covenants of the original deeds of Lovejoy Shores which still hold legally true for this development.

1. There is to be no subdivision of any lot or more than one residence erected on each lot, excepting the usual

appurtenant buildings.

2. No commercial or business use shall be permitted on any such lot, except as reserved by the Lovejoy Shores

Corporation for such purposes with approval the Association.

3. Each property owner of lots in Lovejoy Shores shall hereby be a member of Lovejoy Shores Association.

4. No residence or other structure shall be left in an uncompleted state, but exterior completion shall be within one (1)

year from the beginning of construction.

5. No building or structure shall be left with tarred shingle siding, Tyvek or tarred paper exposed.

6. No house trailers or mobile homes, so-called, whether on wheels or not, shall be permitted on any of said lots, and no tents for occupancy shall be allowed.

7. Spark screens shall be installed on all chimneys.

8. No parking is allowed on streets or rights-of-way.

9. All building plans will meet minimum FHA property standards.

NOTICE OF SPECIAL LSA MEMBER MEETING

A special meeting of the Lovejoy Shores Association membership will be held on Saturday, August 26th, 2023 at 3 p.m. at the Association Beach.  The purpose of this meeting is to vote on the proposed by-law updates which were discussed at our annual meeting on August 12th, 2023.

The proposed by-laws are posted on our LSA website under the Association Info tab (https://www.lovejoyshores.com), along with our existing by-laws. Please review both documents, and email any comments or suggestions for language changes to the proposed by-laws to Richard Bryant at richard@eightsquareinc.com

or to Theresa Petersen at theresapetersen@ymail.com by Friday morning, August 25th, at the latest.

Background: 

During a review of our existing by-laws, which were last updated in 2014, our LSA attorney, Mary Denison of Lake and Denison in Winthrop, suggested that we consider updating and clarifying the language and eliminate some redundancies. As a result, the By-law Committee was formed. Theresa Petersen, Donald Conti and Richard Bryant, three Association members with the requisite experience and skills, and differing perspectives, gracefully accepted an invitation to tackle this project. They worked long and diligently to research legal requirements and past history, and focused on creating a by-law document that is easy to understand, well-organized and which maintains the critical content that has guided the Association in the past.

We owe a great debt of gratitude to Theresa, Don and Richard for all their hard work on behalf of LSA!

What’s different between existing and proposed by-laws:

• Language has been made more concise, overlaps have been eliminated, and formatting improved.

• Rights-of-way protection has been added in the Assn objectives section.

• The Book and page reference in Article II has been changed to reflect the first deed issued by the Lovejoy Shores Corp

• Art III -

  • A clearer delineation of officer and board roles has been made

  • VP role – added candidate slate and vote management responsibilities

  • Treasurer – dropped “and shall have custody of all property”

  • Added administrative requirements

    • Agenda in advance

    • Meeting notes posted within 30 days

    • Mandatory Board meetings twice a year

  • Added requirement for existing officers and board members, or those wishing to newly run for those positions, to notify VP in writing in advance of annual meeting.

  • Changed filling of vacancies by board – “will” changed to “may”

• Art IV – clarified member in good standing, and number of votes per household

• Art V - Changed special meeting notice requirements from 5 days to 10 days

Note: While a best effort to list differences has been made, you may find some additional differences that aren’t noted here. Please feel free to point them out.