LWBA 2026 Annual Meeting Voting Agenda
In-Person Rule Change to Set Debate Time Limits
(Vote only concerns rules governing the conduct of the current in-person meeting itself and not available for proxy)
This modification is intended to keep meetings focused, orderly, and on schedule while preserving the membership’s right to fully debate motions. The only proposed change requiring adoption is the establishment of defined speaking time limits during debate (indicated in bold). All other provisions are reminders of existing procedures and rules already governing debate.
Adoption of these temporary debate limits shall require a two-thirds (2/3) vote of the members present and voting and shall apply only to the current meeting.
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Debate shall be limited to the motion currently pending before the Association.
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Members may speak only after being recognized by the presiding officer and may not interrupt another speaker.
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Each member shall be permitted up to two (2) minutes to present a question, comment, or statement.
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When practical, the presiding officer shall recognize alternating viewpoints in support of and in opposition to the pending motion. The presiding officer may also allow limited rebuttal time at their discretion.
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No member may speak a second time while another member who has not yet spoken wishes to be recognized.
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A member may move to close debate on the pending motion. Closing debate shall require a two-thirds (2/3) vote of the members present and voting.
Voting options (2):
Yes | Adopt a 2-Minute Debate Speaking Time Limit
If selected, the membership votes to adopt a temporary two (2) minute speaking limit for member debate during the current meeting in order to keep discussion focused, orderly, and on schedule while preserving the right of members to fully debate motions.
NO | No Changes to the Rule
If selected he membership votes not to adopt a temporary debate speaking time limit. Debate procedures shall continue under the Association’s existing rules and practices.
Approval of April 26, 2026 Special Meeting Minutes
View Draft Meeting Minutes (Will be a link when availible)
Voting options (2):
YES | I approve the minutes as presented.
NO | I do not approve the minutes as presented
Member information in correspondence to the Board of Directors on LWBA website. (Member Petitioned)
These options address how member communications with the Board of Directors are handled regarding public visibility and privacy. The question before the membership is whether to require the Board of Directors to post meeting minutes with attached correspondence submitted by members to the Board of Directors and referenced in an open meeting for discussion, in the “Members Only” section of the LWBA website. The member’s name and association address would remain visible as part of the correspondence record. Access to this portion of the website is restricted to members of the Association and password protected.
Historically, decisions regarding publication of correspondence have been left to the discretion of the Board of Directors. Regardless of the option selected, email addresses and phone numbers will not be posted publicly or within the members-only section of the website.
Voting options (2):
YES | I approve requiring meeting minutes with attached member correspondence to be posted in the “Members Only” section of the LWBA website. Email addresses and phone numbers will be removed.
If selected, any correspondence referenced in an open meeting may only be posted in the "Members Only" section of the LWBA website.
NO | All meeting minutes with attached member correspondence can be posted to the public or private area of the LWBA website under the Board’s discretion. Email addresses and phone numbers will be removed.
If selected, all meeting minutes with attached correspondence referenced in open meetings, can be posted to the public or private area of the LWBA under the BOD's discretion.
Treasurer and Auditor Stipend (Member Petitioned)
Vote to allow a $250 stipend to be paid to the LWBA Treasurer position and a $50 stipend to be paid to each auditor position (2) for fiscal year 2025-2026 to be paid in 2026-2027.
Voting options (2):
YES | Approve Treasurer and Auditor Stipend.
Approves stipends for the Board position of Treasurer at $250 and members serving in the auditor roles responsible for reviewing the prior fiscal year’s financial records. If passed, each of the two appointed auditor positions will receive a $50 stipend for work performed during fiscal year 2025–2026, with payment issued in fiscal year 2026–2027.
NO | Do Not Approve Treasurer and Auditor Stipend.
Declines stipends for Treasurer and auditor positions. If this option is approved, members serving in the auditor roles will not receive compensation for their review of the prior fiscal year’s financial records.
Allow Virtual Board Meetings
This proposal would permit the Board of Directors to hold meetings in person, virtually, or in a hybrid format combining both options. The intent is to provide flexibility in how Board members participate, potentially improving attendance and engagement. Members would continue to have access to meetings as outlined in the Association’s governing documents, including notice requirements and distribution of agendas.
This change applies only to Board of Directors meetings. Meetings involving membership votes (such as Annual Meetings or Special Meetings) would still require in-person participation or proxy voting, though they may be conducted in a hybrid format for attendance purposes.
Voting options (2):
YES | I approve allowing virtual or hybrid Board meetings at the discretion of the Board of Directors.
The Association may conduct Board of Directors meetings either in person, virtually, or in a hybrid format as determined by the Board. All meetings must remain accessible to members, with proper notice, agendas, and access information provided in accordance with governing documents.
Meetings that include membership voting, including Annual and Special Meetings, may be held in a hybrid format; however, voting will continue to be conducted in person or by proxy as required.
NO | I do not approve virtual Board meetings.
The Board of Directors must conduct all Board meetings in person or in a hybrid format that includes an in-person component. Fully virtual Board meetings would not be permitted under this option.
Use of AI Tools by the Board of Directors
Artificial intelligence has strong applications in document management, research, and the automation of administrative tasks.
It is important to distinguish that the recommendation is not for the use of free public chatbot tools such as ChatGPT, Gemini, or Copilot. Instead, the focus is on business-level platforms that provide enhanced security. Although many association documents are already publicly accessible and may have been indexed by AI systems, business-tier solutions offer significantly stronger protections. Uploaded documents and internal conversations are not used for model training and remain isolated from public datasets.
Within a controlled environment, the system can be configured to exclusively reference the organization’s own documents when generating responses.
For example, governing documents, deeds, charters, bylaws, meeting minutes, and historical records could be uploaded to build a knowledge base. This would allow queries to return summaries of prior discussions, relevant document references, applicable legal considerations, and contextual background. Over time, as additional records are added, the system would become an increasingly robust internal research and reference tool.
This type of system could also evolve into a searchable archive for future boards and potentially, in the long term, provide controlled access for membership use.
One potential option would be the use of Google’s Gemini within Google Workspace. This platform has demonstrated strong performance in accuracy and usability, and may offer cost efficiencies. The Association’s current annual Zoom business subscription could potentially be reallocated toward a Google Workspace plan which would include Google Meet, a substitute for Zoom remote meetings. A standard Workspace account would add roughly $60 annually to the re-allocated budget.
Voting options (2):
YES | I approve the use of private, secure AI tools for administrative work by the Board of Directors.
Approval is granted for the Board of Directors to use enterprise-level, secure artificial intelligence platforms for administrative functions. These tools may be used for purposes such as document management, research, summarization of records, and general administrative efficiency. Any approved system must be a business or organizational-grade solution that provides appropriate data protection, including restrictions on the use of uploaded materials for public model training and safeguards to ensure confidentiality of Association records.
NO | I do not approve the use of AI tools for administrative work by the Board of Directors.
No authorization is granted for the Board of Directors to use artificial intelligence tools in the performance of administrative duties. This includes the use of AI systems for document processing, research, summarization, or other operational tasks. Existing procedures and non-AI-based systems shall continue to be used for all administrative function.
Five-Year Master Plan
This would authorize the Board of Directors to develop a comprehensive five-year strategic plan for the Association to guide its long-term priorities, goals, projects, and overall direction. The purpose of this plan is to provide a clear and organized framework for decision-making and resource allocation, helping ensure that the Association remains focused, transparent, and responsive to member needs over time.
Member engagement is a key component of this process. Throughout the development of the plan, members would be given opportunities to review updates and provide feedback during publicly noticed hearings or meetings. This input would be considered by the Board and committee before finalizing the draft plan.
Once completed, the proposed five-year plan would be formally presented to the membership for review and a final vote at the next Annual Meeting. If approved, the plan would serve as a guiding document for the Association’s priorities and initiatives over the designated five-year period, subject to future review and adjustment as needed by the membership or Board under governing rules.
Voting options (2):
YES | The Board of Directors is approved to present a five-year master plan by or before the next annual meeting.
This option directs the Board to prepare a comprehensive long-term plan outlining the Association’s priorities, goals, and proposed projects for the next five years. The plan may include input from a committee and Association members through meetings or public comment opportunities. The finalized plan must be presented to the membership no later than the next Annual Meeting for review and consideration.
NO | The Board of Directors is not approved to present a five-year master plan.
This option does not obligate the Board to create a formal five-year planning document or submit such a plan for member review at the next Annual Meeting.
Charter Review Commission
This proposal would authorize the Board of Directors to establish a Charter Review Commission, per State of Connecticut regulations, to review the charter for possible updates in an effort to better serve the community.
Board will seek legal guidance to ensure the process is legally sound. No dedicated legal fund will be established for this effort. Instead, the Commission and Board will prioritize identifying and securing free or low-cost legal assistance through available State and local resources. The membership may vote to allocate resources from the general legal fund IF previous legal priorities are resolved and resources are still available in the fund.
Commission meetings will be open for members to observe and must include at least two public hearings before any recommendations are referred back to the BOD.
Seeking legal guidance on the process in no way will change the status of the Association. The commission alone has no authority to change or modify and Association governing documents on it's own. Any proposed changes to charter or bylaws must be approved by the membership as a whole in order to be enacted.
Voting options (2):
YES | I support authorizing the BOD to form a Charter Revision Commission
NO | I oppose authorizing the BOD to form a Charter Revision Commission
Association Street Lamp Changes
This proposal considers potential changes to the four Association-funded street lamps along Lake Shore Drive in response to differing resident concerns regarding nighttime lighting conditions.
Several residents have expressed concern that the current street lamps contribute to excessive light pollution, including bright illumination and light spillover into nearby homes. These impacts have been reported to affect sleep quality, reduce residential privacy, and alter the overall nighttime character of the neighborhood.
At the same time, other residents have expressed concern about reducing or eliminating lighting, noting that street lamps contribute to perceived safety for individuals walking at night and may help deter theft, vandalism, or other unwanted activity on Association property. There is also concern that removing or fully shutting off lighting could reduce visibility for both pedestrians and drivers along the roadway.
In response, the Board reviewed available options, including full shutoff of individual lamps. After consultation with Bozrah Utility, a third option was also identified: reducing bulb wattage by 50%, which would decrease brightness and light spill while maintaining baseline illumination. Both the reduction of bulb wattage and turning off lights would reduce costs for the LWBA.
Full fixture or pole modifications are not included in this vote due to cost and their more permanent nature, though they may be considered in the future. Any approved changes under this proposal may be reversed by membership vote if necessary.
The Board also consulted with the Town's Traffic Authority who came out for a site visit the afternoon of Thursday,
May 21,2026. Both the Town and the Board recognize that these decisions rest solely with the LWBA. Further, the Town emphasized that regardless of their official opinion on lighting and vehicular safety, the Town is unable to financially support street lighting. Below summarizes their official stance on the four lights in our community:
Beach 1: Given the road geometry in this location as well as the appearance the road continues in both directions with the location of a private driveway and the entrance to our Beach 1 property, a light IS justified to enhance vehicular safety and therefore, the Town SUPPORTS the light remaining.
Beach 2: Given the road geometry and site characteristics in this location, a light is NOT justified to enhance vehicular safety, thus the Town takes NO POSITION on disposition of this light.
The Acre: Given the road geometry and site characteristics in this location, a light is NOT justified to enhance vehicular safety, thus the Town takes NO POSITION on disposition of this light.
Beach 3: Given the road geometry and site characteristics in this location, a light is NOT justified to enhance vehicular safety, thus the Town takes NO POSITION on disposition of this light.
You can read more about the history of the street lamps (as conveyed by a community member) and discussion surrounding this proposal in this year’s Board and Special Meeting Minutes
Each of the four lamps will be voted on individually:
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295 Lake Shore Dr (1st Beach)
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235 Lake Shore Dr (2nd Beach)
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168 Lake Shore Dr (The Acre)
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73 Lake Shore Dr (3rd Beach)
Voting options (3):
1 - Turn off street lamp
2 - Reduce wattage of street lamp
3 - No change to street lamp
Lake Williams Beach Association Legal Fund
This proposal would authorize the allocation of a legal fund of no less than $5,000 and not to exceed $10,000 for current and future LWBA legal matters. The fund may be used for legal review of governing documents, resolving ongoing Association legal issues, and other general legal needs of the Association. Funding is used in order of resolution of priority items unless redistributed by membership and any addition funds must be approved by membership. Members have requested that the first motion for funding should be a $10,000 allocation to the LWBA Legal Fund. If not adopted, membership will have the opportunity to motion for alternative fund amounts as long as it is above the minimum funding threshold. If no motion passes, the legal fund will not be adopted.
Current priorities for the funding, in order of priority, include:
Resolving the encroachment on Association property by the owners of 223 Lake Shore Drive
It is a priority for the LWBA to obtain legal representation regarding the encroachment on Association property by the owners of 223 Lake Shore Drive. Legal counsel would review the matter, including Association governing documents, advise the Board of Directors on available options, and assist in identifying a possible resolution.
Any recommendation or proposed action resulting from the legal review would require approval by the membership at a future special meeting and may require additional funding authorization if costs exceed the remaining balance of the legal fund.
Previous discussions and recent documents can be found in the LWBA Member Section of the website.
Charter Revision Commission activities and related legal review
The Commission may benefit from access to the legal fund once higher-priority legal matters have been addressed. While the Commission will prioritize free or low-cost legal resources, any legal review of the governing documents related to resolving the Association encroachment issue could also provide a valuable foundation for the Commission’s work. Legal findings from other priority matters may likewise help inform the Commission’s review efforts. Funds may only be allocated to Commission-related legal expenses after previously established legal priorities have been resolved or vote from the membership.
Voting options (2):
YES | I approve establishing a legal fund for the Lake Williams Beach Association of XXXX
NO | I do not approve establishing a legal fund for the Lake Williams Beach Association.
Explore dissolving the Lake William Beach Association (Member Petitioned)
This would authorize the Board of Directors to begin formally researching what would be required to dissolve the Association. The initial funding would be used for legal consultation and review of the Association’s obligations, governing documents, assets, and owned properties. This vote would only authorize exploration and evaluation of the process; it would not, by itself, dissolve the Association.
This proposal would require the membership to establish a separate, dedicated legal review fund of no less than $5,000 and not to exceed $10,000 to evaluate the legal process for dissolution of the Association and to assess the potential release, transfer, or sale of Association-owned properties, including Beach 1, Beach 2 (Boat Launch), Beach 3, and The Acre.
Because dissolution of the Association is currently at odds with previously established Association priorities and would require immediate, concurrent legal review, this effort would require the creation of a separate fund independent from the Association’s general legal fund.
Voting options (2):
YES | I vote to direct the Board of Directors to explore dissolving the Lake William Beach Association (LWBA) and to authorize inclusion of a a separate, dedicated legal review fund of XXXX
NO | I vote not to direct the Board of Directors to explore dissolving the Lake William Beach Association (LWBA).
Budget Approval
Determined at the Annual Meeting
2026–2027 Annual Tax Rate
Based on approved budget