MOODY POINT COMMUNITY ASSOCIATION

BOARD OF DIRECTORS MEETING MINUTES

 

 

The Board of Directors of the MPCA met on Monday January 5th, 2004 at the Ormrod’s home.  Present were Linda Edwards, Bill Bunting, Dave May, Jeanne Ormrod, Fern Bouthot, Jim Fitzpatrick and Les Regenbogen, presiding.  Guests included Mary Jane Searfoorce of Great North Property Management.

 

The meeting was called to order at 7:05 p.m.

 

Discussion of Minutes of BOD Meeting December 1, 2003.  The Board entertained a thorough discussion of the form and content of the Minutes.  Discussion centered on whether the Minutes should reference only the ‘actions’ and considerations of the Board as a succinct legal record or a more narrative approach incorporating those actions and also some background and pertinent areas of discussion.  The Secretary has taken this approach since beginning last October with the intent of providing a clear view into the issues faced by our community for all of our members.  Moreover, additional detail can provide future Boards with a better understanding of issues related to its actions.  It was pointed-out that the Minutes should not, in any way, inhibit the free flow of discussion around issues brought before the Board, nor become a ‘he said, she said.’  The desire to keep the minutes as a reflection of the actions of the Board, as representing the wider Community Association, was emphasized.

 

A Motion by Jim Fitzpatrick, 2nd by Jeanne Ormrod that: “the Secretary continue to publish the BOD Minutes in the ‘narrative’ mode with feedback from the Board.”

The motion passed by acclamation.

 

The minutes of the December 1, 2003 meeting were accepted.

 

Treasurer’s Report

Linda Edwards gave a review of the November expense statement.  The two items noted were that the Environmental Committee expenses were over budget, but it is anticipated that Open Space maintenance will be under-budget.  The net effect should keep us on budget for these related items.  A review of the billing for Well #2 has been completed and Epping Well has been paid.  Refinements in our Budget/Expense allocations are being implemented to give a clearer picture, especially in the area of water systems.  Bottom line: we are on-track for this year’s expenses.  Linda has scheduled a Finance Committee Budget meeting for January. 

The question of the status of our receivables was raised.  To the best of her knowledge, all properly identified fees and assessments had been identified and billed.  Only a few remain outstanding or contested.

 

The Treasurer was asked to prepare a motion to be acted-upon at the next meeting to address the paying of prior, current, and future MPCA fees.  If passed, it would become MPCA policy. 

Linda reiterated her invitation that anyone with an interest in the accounting/budget process and an inclination to help would be most welcome.

A member raised a question regarding the Water Tie-In Fees.  Specifically, how much has been collected, how much disbursed, and the current balance in that account?  It was noted that a study of these questions had been made last year.  The Board will review that study at the February meeting to gain an understanding of the history of the accounts involved, resolutions affecting past expenditures, and exactly where we are today.

 

 

Committee Reports:

Environmental Committee:

The Environmental Committee did not meet in December.  However, Roz Moore reported that Orion Tree Service completed the view maintenance on Lot 4, the meadow south, and “old fields” project on December 4th.  We are fortunate in our timing in that the chief Wetlands Bureau Administrator was on-site on that day and approved the removal of the autumn olive (an invasive species) on the west side of the pond without our having to make a separate application.  Work continues on documentation for the removal of invasive species in other appropriate areas of Lot 4.  It is anticipated that the moneys spent this year for the survey and documentation of our view remediation in these areas will not be necessary every year as we maintain Lot 4 going forward. On another note, a survey is still under development regarding the cleaning, repair, or replacement of culverts within Moody Point.

 

Community Life Committee:  The Board noted the very successful community Holiday Party so graciously hosted by Fern & Judy Bouthot.  The committee will continue to plan these affairs as long as participation remains so high.

 

Several Board members noted that Community dog-owners are doing a much better job of cleaning up after their pets.  This is greatly appreciated by all.

 

Water Systems Group: Our new water system operations contractor, Waterline Systems, is currently preparing a list of priority recommendations.  These recommendations will be thoroughly reviewed by the Water Systems Group and the Board and the priorities addressed in this next year’s budget.  It was noted that the contractor is already at work on some basic maintenance in the pump house.  Additionally, some periodic maintenance may be due at the sewer lift station.  The president noted that, for the Water Systems Group to remain a permanent committee of the Association, a bylaw change would be in order.  The WSG is working on such an amendment for the next annual meeting.

 

 

 

 

 

Web Site Committee: Annual renewal for the website domain name was paid.  The Secretary will continue to send the Minutes to Email recipients as a link to the posted minutes on the website at www.moodypoint.org.

 

Open Space Clearance Committee: The south/west meadow project is basically complete and the contractors paid.  The only remaining piece is the ‘after’ photos to complete the documentation required by D.E.S.  This will wait until after leaf-out in the spring.  A member inquired as to the ‘percentage of basil area’ (relevant to the State limitation of 50% in 20 years) that we have already cut in this area.  It was noted that the EC should have this documentation in their possession.  These files should be made available to the Board Presidents on-going.

 

Open Matters:

Status of Fire Pond Inspection/Repair: The consulting engineers have not, as yet, been able to get to the pipe for their survey.  Additionally, the Fire Pond Road needs attention to remove the layer of dirt covering the gravel base.

 

Property Management: M.J. Searfoorce will be assuming Pam Driscoll’s duties at Great North, at least temporarily.  Extra dumpster pickups had been provided-for through the Holiday period to alleviate the heavy volume.  Dave May volunteered to monitor the dumpster to contact Great North for an extra pickup as the situation warrants.

Screen House roof repair was completed, but power washing will have to wait until spring.

 

Other Business: 

The meeting of the ‘Priorities Committee’ to be announced.

 

The Map prepared by Doucet Survey will be ready for the next Board meeting.

 

The next regular meeting will be held on February 2nd, 2004 at the Regenbogen home at 7:00 p.m.

 

There being no further business, the meeting was adjourned at 9:05 p.m.

 

Respectfully submitted,

 

Jim Fitzpatrick

Secretary