MOODY POINT COMMUNITY ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
The Board of Directors of the MPCA met on Monday, February 2, 2004 at Les Regenbogen’s home. Present were Linda Edwards, Bill Bunting, Dave May, Jeanne Ormrod, Fern Bouthot, Jim Fitzpatrick and Les Regenbogen, presiding. Guests included M.J.Searfoorce of Great North Property Management.
The meeting was called to order at 7:00 p.m.
The minutes of the January 5th, 2004 meeting were amended as follows:
… 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 south side of the pond without our having to make a separate application.
The minutes were accepted as amended.
Treasurer’s Report: Linda Edwards reported that additional lines had been added to our expense report to include:
Past Year Expenses (years 2002-2003) that had not been billed
Fire Pond Related Expenses
Well related expense (for the work done in 2001)
The Association is having difficulty securing “Homeowner Association” coverage in New Hampshire. Additionally the Budget Committee discussed the need for a policy covering the payment of prorated annual fees, as unimproved lots become ‘tenantable’ during the year. This policy is under development by the treasurer and budget committee. The various capital accounts supporting the Water System are being reflected under more recognizable (descriptive) names under Assets in our Balance Statement. This is being done to clarify both the source of funds and their intended purposes.
Committee Reports:
Environmental Committee: Fern Bouthot reported that Lynne Raeburn will be replacing Charlie Raeburn as The Meadow representative and Bill Cormier will substitute for Hank Billeter for the Waterfront Condos on the Committee. Note: the Committee has moved its meeting to the 3rd Monday of each month. Roz Moore will continue to chair this committee. The committee is assembling a planning calendar to show the status of various EC related projects during the year. In addition, the EC is finalizing a request for proposal (RFP) on MPCA landscaping and/or snow plowing to go out to bid covering Lots #4 and #11 beginning in 2005.
The board noted that the various Associations might want to review their own requirements in these areas as they might warrant inclusion in a ‘bundled’ RFP. Cost savings could be realized by a joint proposal. Finally, Earl Chase of West Environmental Services has completed our proposal for a variance to remove invasive species from within the shoreline protection zone and submitted it for state and local approval.
Community Life Committee: Jeanne Ormrod reported that the Committee has been updating the Welcome Packets at the Board’s request. They should be available sometime in March. Fund raising is underway for the Community Bulletin Board (to be located in the dumpster area). Finally, the next quarterly Community social event sponsored by the Committee is tentatively scheduled for April 3rd.
It was noted that the Committee maintains the Community Address List. If anyone in the Association notes an error in their listed information, please contact Andra Crawford, Jim Fitzpatrick, or a Committee Member to make a correction.
It was suggested that the Committee also look into hosting an informational meeting regarding the work already accomplished and what the plans called-for going forward regarding view maintenance, invasive species, etc.
Water Systems Group: Les reported that the Group is actively pursuing many issues including the question of overall system capacity. The new service contractor for the Water System has been working hard in the pump house on necessary maintenance. The Board can expect a recommendation for an irrigation contractor by our meeting in March. Work on an updated alarm/notification system for the sewer lift station should be completed by the end of February. Finally, all bills from Epping Well and Pump have been reviewed and paid.
Priorities Committee (Ad Hoc): The committee met to ‘brainstorm’ and begin assembling a list of projects both near and long-term. There was no attempt to ‘prioritize’ the listings at this time. The Committee will meet again when the Water Systems Group has submitted its list of priorities in their area.
Property Management: M.J. Searfoorce of Great North discussed various options for trash pick-up. It was noted that our contractor, Pinard Waste wanted to verify that our current dumpster was being utilized effectively before recommending a change. We are charged based on the actual volume of trash, not the size of the container per se.
Board members were invited to meet with our insurance carrier, the B.K. McCarthy Insurance Agency to discuss coverage of both the MPCA and individual Associations. The meeting was scheduled for Wednesday, February 4th. In reference to our liability exposure, and at the insistence of our Agency, Great North posted temporary signs around the fire pond warning against its use for recreation. Permanent signs will be erected in the Spring.
The Board recommends that all Association members caution friends and family to exercise due caution near the pond. It is neither a public accommodation nor is it designed, maintained, or monitored for recreational purposes. Skating, swimming, etc. are prohibited.
Open Matters:
Loss Assessment Coverage: A Community Member inquired whether individual homeowner “Loss Assessment Coverage” was appropriate or an ‘umbrella’ policy paid for by the MPCA would be more appropriate. The question will be raised with our Insurance carrier and reported back to the Board for consideration.
Review of the Water Tie-In Fee: The Board reviewed all available information pertaining to the dispensation of Water Tie-In Fees to date. The information was compiled by Doris Dennehy and came from our corporate records, minutes of annual meetings, and accounting records from Great North’s tenure as property manager. The Board is satisfied that, to the greatest extent possible, the funds have been accounted for. Not all funds spent, as is reflected in the motions passed at the annual meetings, were for strictly water-related purposes. The policy is now clear that these Fees are dedicated to our community water system.
Status of Pond Repair/ Inspection: In accordance with instructions from the Town Fire Marshall, we have had the fire pond access road scraped and additional gravel added to the roadbed to support a loaded pumper. Work was performed by AMB at a cost of $156 for grading and $672 for the gravel.
Other Business: Doucet Survey is completing the work for siting each building on the map he is developing for us. The finished product will show a high degree of detail to include the trail, screen house, culverts, lot numbers, house numbers, street names, etc. It will greatly aid our efforts within Moody Point and also be of tremendous value to the Town’s emergency services in the event that they must respond to a call out here. The finished product will be made available in digital format.
The next regular meeting will be held on March 1st, 2003 at the Bouthot’s home at 7:00 p.m.
There being no further business, the meeting was adjourned at 9:10 p.m.
Respectfully submitted,
Jim Fitzpatrick
Secretary