By-Laws

Article I: NAME and PURPOSE

The name of this organization is HUBBARD BEACH ASSOCIATION (herein after: Association). It is a non-profit tax-exempt corporation recognized under U.S. IRS Code 501(c) (7): A Social and Recreational Club.

The Association’s purpose is the preservation and maintenance of that area ‘Reserved for Beach’ as shown on the Plan of Subdivision of Meredith Neck, formerly the Hubbard Estate, June 1945, Thomas Collard, C.E., Meredith, New Hampshire, Revised July 1947. This private beach is the property of the Association and is intended for the use of all eligible members. The deeded purpose of this property was for the use of “back lot” owners, to provide them with an access to Lake Winnipesaukee, for swimming purposes.

All Association Officers, Directors and Committees serve without compensation and all monies earned or collected by the Association shall be devoted exclusively for the benefit of all eligible members and shall not otherwise benefit any individual or other person or organization.

Article II: ELIGIBLE MEMBERS

All residents within the area of the original plan of the Hubbard Estate shall be eligible for membership in the Association. This area is defined as follows: Proceeding along Old Hubbard Road, beginning at a point east of Cummings Cove Road, continuing along both sides of Old Hubbard Road to the intersection of Old Hubbard Road, Dale Road and Stonedam Island Road; then south along both sides of Stonedam Island Road to its end; all of Quimby Road, all of Quimby Circle and then north on both sides of Stonedam Island Road to a point where the first stonewall almost bisects the road. This stonewall was the northerly end of the former Reid property and is located just past the Fish Cove Association dock area. The stone wall is just past #68 Stonedam Island Road. Also eligible are the first two lots heading left at the intersection up Stonedam Circle, both on the left side, and numbered 4 and 6. Also included are all of the properties on Dale Road to its dead end, and all Fish Cove Road properties.

Membership may be obtained only by completing an application form and returning it to the Association Treasurer with the appropriate fee. Prospective members are to be approved by the Treasurer.

Article III: MEETINGS

Normally, there will be two (2) membership meetings each year. The first meeting shall be held in late May (or early June) for the purpose of transacting all usual and regular Association business. The second meeting shall be held in late August and shall include officer and director elections for their ensuing terms.

At any membership meeting, twenty-five (25) members shall constitute a quorum. Additionally, special meetings may be held if ten or more members petition any officer in writing stating the purpose of the meeting. All members must be advised in writing, by email, by phone texting or by telephone of any special meeting at least fourteen (14) days prior to the special meeting date and time.

Article IV: ELECTIONS

The annual elections shall be conducted by membership voting under the direction and supervision of the President. The nominee receiving the highest number of votes for each office shall be elected. A tie vote shall be resolved by vote of the Board of Directors. A tie vote of the Directors shall be resolved by the President.

Article V: OFFICERS

The officers shall be President; Vice-President; Secretary; and Treasurer, who must all be Association members and subject to Association By-Laws. Each officer term is two (2) years, although each officer may be re-elected. Said officers shall take office at the conclusion of the election meeting.

Article VI: BOARD OF DIRECTORS

The Board of Directors shall consist of nine (9) Association members who shall be the four officers noted above in Article V and five (5) elected Directors. Each Director’s term is five (5) years on a staggered basis so that one Director is elected each year. Directors may be re-elected.

The Board of Directors shall have and may exercise all of the powers of the Association except such as are conferred upon the members by these By-Laws.

There are no required regular meetings of the Board of Directors; however, it is recommended the President call a late spring meeting each year coincident with the May/June meeting noted in Article III or in August coincident with the Officer and Director elections meeting as noted in Article III.

Special meetings of the Board of Directors may be held at any time and place when called by the President or by any three (3) or more members of the Board. Five (5) Board of Directors shall constitute a quorum for the transaction of business at all Board of Directors meetings. The President casts the deciding ballot in a tie vote among Officers and Directors.

Reasonable notice of a re-called or new Board of Directors meeting shall be given to each Board member. All notices of any special meeting shall be sent by the Secretary to all of the Officers (4) and Directors (5).

Article VII: PRESIDENT AND VICE PRESIDENT

The President shall be the Chief Executive Officer and spokesperson for the Association. The President shall preside at all meetings of the membership and of the Board of Directors at which the President is present. In the President’s absence or incapacity, the Vice President shall act in the President’s stead. The newly elected or re-elected President shall be responsible for the safe transfer of all records. All permanent or significant documents shall be retained in the Association Safe Deposit Box, one key held by the President and one key by the Treasurer.

The President shall also assure that all committee positions are fully staffed and reasonably active as necessary.

Article VIII: TREASURER

The Treasurer shall have general charge of Association financial concerns and the care and custody of Association funds and valuable papers. The Treasurer shall have the power to endorse and deposit Association payments in a depository approved by the Board of Directors. The Treasurer shall disburse Association funds in payment of just demands against it or as may be directed by the Board of Directors. The Treasurer shall keep accurate books of account which shall be the property of the Association and shall render to the members at any regular or special meeting and to the Board of Directors at any meeting, an account of all transactions as Treasurer and of the financial condition of the Association. The books of account of the Association, as maintained by the Treasurer, shall be reviewed from time to time at the direction of the membership.

It shall be the duty of the Treasurer to send out an annual notice of dues to each member and to keep and update regularly a list of paid and unpaid members. 

Article IX: SECRETARY

The Secretary shall keep a true record of all meetings of the membership and of the Board of Directors; shall keep a copy of these By-Laws and any amendments thereto for easy reference; shall maintain a record of the membership of the Association; and shall perform such duties as may be required by the Board of Directors and these By-Laws.

The Secretary is also responsible for timely, periodic filing with the State of New Hampshire the required “Non-Profit Report”.

Article X: COMMITTEES

The following committees are to be appointed by the President:

Beach Committee consisting of three (3) Association members.

Nominating Committee consisting of three (3) Association members. The nominating committee shall be appointed at the spring meeting with the duty of presenting a slate of qualified candidates for all four (4) Officer positions and one (1) Board of Director position each year as their respective terms imply.

Article XI: VACANCIES

Should any Officer or Board of Director position become vacant for any reason, the successor shall be elected at the next membership elections meeting, normally in August each year. The President may, with Board of Director approval, fill any vacant position until the next membership elections meeting.

Article XII: BEACH RULES

Since the primary purpose of the Association is the preservation and maintenance of the beach area (as set forth in Article I), a set of ‘Beach Rules’ shall be established by the Officers and Board of Directors and shall be reviewed and updated (if necessary) annually.

The Beach Rules shall be displayed prominently on the Association grounds to encourage compliance with the established principles and regulations of Association property.

Boat Ramp: The boat launching ramp is designed to accommodate boats and trailers up to a certain size approximating 21’ in length with a trailer tire width approximately 90”. All boat owners use the ramp at their own risk and liability. 

Article XIII: AMENDMENTS

These By-Laws may be modified, amended or repealed by a 2/3 vote of Association members present at any annual or special meeting called for the purpose of modifying, amending, or repealing said By-Laws. This meeting may coincide with any other regular or special membership meeting. Notice of a By-Law change meeting shall be sent to all members at least fourteen (14) days prior to the meeting.

APPROVAL

These By-Laws, which repeal and supersede all previous Association By-Laws, were approved by a 2/3 vote of all members present at a membership meeting, where a quorum was present, convened for the purpose of adopting these By-Laws on: August 20, 2016