Minutes of the Special Meeting in Lieu of the Annual Meeting

The Hill at Moody Point Homeowner’s Association, Inc.

Tuesday, July 26, 2005, 6PM — 21 Eagle Drive, Newmarket, NH

 

Present:  Joan and Bill Bacall; Dave Bamford, Bill Bunting; Adam and Ros Moore, Brian and Nancy Murphy, Dick and Jeanne Ormrod; Drew Remignanti and Darby Johnson, Jonathan and Karen Sack; Richard Samber; Tom Magruder (property manager, Evergreen Management).  Proxies received from Backes, Thomas, and Hughes. 

 

1.      President Bill Bunting called the meeting to order at 6:05pm, and a quorum was declared.

 

  1. Minutes of the September 21, 2004, annual meeting were approved unanimously (Joan Bacall, Darby Johnson).

 

  1. Association Maintenance Responsibilities and FY2005-06 Budget:  Presentation was made by the Board regarding methods to reduce the monthly association fees by having the Association provide core maintenance only and there was substantial discussion by the members outlining the pros and cons of instituting the board recommended change. Treasurer, Richard Samber reviewed revenue and expenses for the 2004-05 fiscal year for which a surplus of approximately $7,000 is anticipated.  He then presented two FY 2005-06 budgets:  (1) no change in services that would keep the monthly fees at $400 but require a special assessment to cover anticipated increases in expenses, and (2) association core services only that would set monthly fees at $300 with no special assessments.  

 

It was moved and seconded (Jonathan Sack, Drew Remignanti) that the Board convene a special membership meeting at a later date to discuss this opportunity which would allow homeowners time to contemplate changes in landscaping services; the motion failed with a 3 to 12 vote.

 

It was then moved and seconded (Joan Bacall, Drew Remignanti) that a straw vote be taken to determine if the membership were in favor of the concept in general; the motion passed 14 to 2 in favor of the concept. 

 

After additional discussion and due consideration, it was moved and seconded (Dick Ormrod, Adam Moore) to accept the change in maintenance services for which the Association will be responsible to include snow removal, mowing, trimming, spring and fall cleanup, fertilizing, view cutting and irrigation allowing homeowners a menu plan approach to handling the other items personally or through the vendor of their choice.  The motion was amended (Dick Ormrod, Jonathan Sack) to exclude view cutting and have it handled via a special assessment when needed; the amendment passed 9 to 2.   The amended motion passed 14 to 2.

 

As of August 1, 2005, homeowners will be responsible for weeding, mulching, shrub and tree pruning, and all repairs including replacing shrubs, trees, and repairing of lights.  All work must be done in keeping with the general standards of the Moody Point development.  The Association shall be responsible for snow removal, mowing, trimming, spring and fall cleanups, fertilizing, and irrigation.  The Board will develop additional standards and guidelines to insure that all grounds are maintained in a consistent manner.  Tom Magruder said that Evergreen would be responsible solely for items included in the budget, and therefore, not responsible for getting bids or handling items outside of the budget. 

 

 

It was moved and seconded (Jonathan Sack, Darby Johnson) that the FY 2004-05 surplus be equally refunded to homeowners (lot-only owners excluded); the motion passed unanimously. 

 

A motion duly made and seconded (Karen Sack/Drew Remignanti) to approve the FY 2005-06 budget reflecting the change in maintenance services was approved unanimously.  

 

  1. Change in Number of Hill Association Board of Directors:  Bill Bunting presented an amendment to the by-laws to reduce the number of Directors.  It was moved and seconded (Karen Sack, Darby Johnson) to reduce the number of Board Directors from five (5) to three (3) and require that all three Directors be in attendance for all meetings of the Board in person or by telephone conference call; the motion passed unanimously.

 

There being one vacancy on the Board, Karen Sack nominated Dave Bamford to fill the 3-year term vacated by Drew Remignanti; the nomination passed unanimously.  Board positions not filled are Karen Sack’s 3-year term expiring and the position vacated by Val Shelton’s resignation.  Jeannie Ormrod will continue as an ex-officio, non-voting Hill Board member as the Hill’s designee on the MPCA Board as will David Thomas for his position on the Environmental Committee.

 

  1. Environmental Committee:  It was moved and seconded (Adam Moore, Drew Remignanti) to officially accept David Thomas as the Hill representative to this committee who has been serving in lieu of Jacquelyn Thomas; the motion passed unanimously. 
  2. Bylaw Committee:  It was noted that the association documents have not been reviewed and updated since created by the original developer in 1991.  It was moved and seconded (Jonathan Sack, Drew Remignanti) to form a Bylaws Review Committee of 3 members to update the association documents to include adopted by-law changes, changes in association provided services, and to identify any other changes that the owners may desire; the motion passed unanimously.  Volunteers Dick Ormrod and Drew Remignanti agreed to serve along with Val Shelton who conveyed her agreement to assist.
  3. MPCA Update:  As Hill representative to the MPCA board, Jeanne Ormrod reported that one or more apparent leaks in the water system are being investigated and that a portion of the dumpster area is scheduled to be paved within the next few weeks.
  4. Deed Update:  Mark Beliveau is unable to handle the deed updates as planned; Val Shelton contacted attorney Lizabeth MacDonald, with Donahue, Tucker & Ciandella, PLLC in Exeter who is willing to complete the deed corrections.  Homeowners are urged to contact Lizabeth MacDonald regarding the status of their deeds (see attached memo).
  5. There being no further business, the meeting adjourned at 8:40pm. 

Respectfully submitted,

Karen Sack

Karen Sack, Secretary