Minutes: MPCA BOARD MEETING

Monday, March 14, 2005

7:00 PM

The Board of Directors of the MPCA met on Monday, March 14^th 2005 at Fern Bouthot’s home. Present were Fern Bouthot, Judi Carr, Darby Johnson, Jeanne Ormrod, Val Shelton, Russ Simon and Jim Fitzpatrick, presiding. Guests included MJ Searfoorce of Great North Property Management.

The meeting was called to order at 7:03 PM.

1. Minutes of the February 14th, 2005 MPCA Board meeting:

· Motion to approve minutes as written was made by Judi Carr, seconded by Fern Bouthot - approved unanimously.

2. Treasurer’s Report :

• Presented by Jim Fitzpatrick.
• Nothing significant to report. We remain slightly under budget YTD.
• The 2^nd Quarter Financial Statements need to be adjusted for the previously approved move of the cost of the unbudgeted Moody Point Culvert Study from the Environmental operating expense line to be charged to the Capital Reserve funds. This change will be reflected by Great North in the February financials and a note explaining the adjustment will be sent out to the membership with the 2^nd Quarter Financial Statements.

3. Committee Reports

Water Systems Committee

• Presented by Jim Fitzpatrick.
• Approved lift station improvements have been completed.
• Eckman Engineering’s testing of the proposed water capacity solutions have been delayed slightly. We are still on track, however, to get testing and final recommendations completed in April.

Environmental Committee:

• Presented by Fern Bouthot.
• Discussion centered around the need to assist the Environmental Committee with developing a detailed maintenance plan for the common grounds. It was felt that in order to get the plan detailed, and in a way that would be approved by the town and the state, we should look to West Environmental (our previous view clearing and environmental advisor) to develop the maintenance plan specifics and make us a proposal to help us manage the implementation for the first one to two years. A motion was made by Jeanne Ormrod, seconded by Val Shelton to have Jim Fitzpatrick request the detailed plan and a proposal to manage implementation from West Environmental. The motion was approved unanimously.

Community Life Committee:

• Presented by Jeanne Ormrod.

• The 2^nd Timely Topics on Polio Eradication in Pakistan and Ghana, presented by Dr. Drew Remignanti was well attended and very informative. Thanks to Drew for the presentation and leading the discussion and the Chernyshov's for use of their home.
• The next timely topic meeting is scheduled for April 10^th. Check the Moody Point Website or Bulletin Board for upcoming details.
• The next Quarterly Moody Point Community Get Together (the Spring Fling) is scheduled for April 30th. Details will be announced soon on the Moody Point Website or Bulletin Board.

By-Laws Review Committee:

• Presented by Val Shelton.
• The committee has had their initial meeting and decided that in addition to recommending changes, the By-laws needed to be updated and reviewed/modernized to make sure they are valid and conform to current Homeowner Association regulations.
• Val requested that Great North supply our By-laws Committee with copies of Homeowner’s Associations By-laws that manage common lands and have recently been approved by the Attorney General. This will give us a prototype for approved language and should make the legal review easier. Great suggestion and Great North concurred.
• Roger Salava has volunteered to manage the re-drafting of the By-laws for the Committee.
• We anticipate that the re-drafting of the By-laws and any recommended changes will be ready for approval at our next annual meeting in September 2005.

4. MPCA Managers Report:

• Presented by MJ Searfoorce
• As mentioned earlier in the Minutes, the lift station improvements have been completed and the pump house work is in progress.
• The 2^nd Quarter Financial Statements will be sent out to the members shortly after this board meeting.
• Received new water tie in fees for new Moody Point residences.
• No significant new issues to report.

5. MPCA Survey and Priorities Questionnaire:

• Status presented by Jim Fitzpatrick and Russ Simon
• The survey results were presented to the Board and discussed. All felt the survey was a great success, not only in its high member participation, but in the information it provided to guide the Board in setting direction and priorities.
• When and how best to share the results with the local associations and the overall membership was also discussed. These discussions generated two motions:
• Motion made by Russ Simon, seconded by Jim Fitzpatrick, to send the local association Presidents the statistical results of the survey at the total MPCA level and also for their specific association only and to respect the privacy of our members by keeping the individual comments received on all the surveys at the MPCA Board level. The motion was approved unanimously.
• Motion made by Fern Bouthot, seconded by Darby Johnson, to ask the Survey Team to prepare a summary of the survey results now for all the membership and to distribute it by the end of March and to follow-up with a more detailed presentation of the results at our next special members meeting, being planned in late April or May. The motion was approved unanimously.

• Again, Many kudos to the survey team (Jim Fitzpatrick, Peter Roy, Russ Simon and Ray Steventon) and Colleen Fitzpatrick (data compiler extraordinaire) for the many hours of work that went into developing, distributing, collecting, compiling, analyzing and presenting the results.

6. Other Business

Trail Access Easement:

• An issue was raised to the Board by one of our members, questioning how the trail access between Lubberland and the East Meadow Associations would be replaced or moved (due to the construction of the new Duplex) and whether that trail access change was acceptable in light of our Warranty Deeds easements and the governing Trail & Shoreline regulations. This has been investigated by the Board and discussed with AMB Custom Design. The proposed slight modifications to the current trail access by AMB (same basic location - a few feet north, slightly different path), appear to be consistent with the easements and do not require additional permitting by the town.
• A motion was made by Val Shelton, seconded by Russ Simon, to approve the planned trail access changes, subject to written verification by letter from AMB, documenting the agreed upon modifications and that any costs will be the responsibility of AMB. The letter will be drafted by the Board and signed by AMB. The motion was approved unanimously.

Mail Boxes:

• We have been informed that we have only one remaining unused mailbox in all of Moody Point. We will be working with AMB to expand the existing mailbox capacity to cover the remaining planned build-out.
• Mailbox Master Keys & Replacement Keys: A motion was made by Russ Simon, seconded by Val Shelton to have the MPCA property manager, Great North be the keeper of the Mailbox master keys for all the Moody Point mailboxes and to implement a charge of $10 for making up to two replacement keys upon the request of a member. The motion was approved unanimously.
• Member requests for mailbox replacement keys, if required, should be directed to MJ Searfoorce at Great North, going forward.

The Meeting was adjourned at 9:05PM.

The Next Board Meeting will be on 4/11/05 at Judi Carr’s home.

Respectfully submitted,

Russ Simon

Secretary