MOODY POINT COMMUNITY ASSOCIATION

BOARD OF DIRECTORS MEETING MINUTES

 

The Board of Directors of the MPCA met on Monday, March 22, 2004 at the Bouthot’s home.  Present were Linda Edwards, Dave May, Jeanne Ormrod, Fern Bouthot, Jim Fitzpatrick and Les Regenbogen, presiding.  Guests included M.J. Searfoorce of Great North Property Management and Chuck Dennehy from our Water Systems Group.

 

The meeting was called to order at 7:00 p.m.

 

The minutes of the February 2nd, 2004 meeting were accepted as distributed.

 

A report of the activities of the Water Systems Group (WSG) by its Chairman, Chuck Dennehy, was the first order of business.  The WSG solicited bids and recommends Day’s Landscaping of Newburyport to replace Epping Pump & Well as our irrigation system (garden sprinklers) contractor.  Their fees are competitive [i.e. $75 for the 1st hour and $48/hr. for each additional hour].  All billing will be on a time and materials basis and handled through Great North Property Management.

A Motion by Linda Edwards, 2nd by Jeanne Ormrod that: “the Board accept the recommendation of the WSG to sign a contract with Day’s Landscaping in accordance with the proposal provided.”  The motion passed by acclamation.

 

A monitoring system for the sewer pump house with telephone notification is being installed this week in compliance with State requirements.  This is a previously budgeted item.  The steady operation of our sewer lift station is of critical interest to the State as an environmental concern and to our insurance carrier due to the liability exposure in the event of sewage backup.  This monitoring system adds a layer of redundancy in warning of system failure.

 

At the last Annual Meeting, it was voted  “That the Water Systems Group continue as an ad hoc committee until further notice.”  This year the Board asked the WSG to prepare an organizational structure for recognizing it as a committee within the structure of our By-Laws.  The WSG has submitted its recommendations in this light for review, comment, a vote by the Board, and ultimately a vote by the Community.  In summary, the proposal calls for a permanent committee (like the Environmental Committee) consisting of five (5) members ‘representative of the various associations, nominated by the WSG, and appointed by the MPCA Board.’  Each member would serve three (3) years.  The Committee would be “responsible for, but not limited to:

 

The Board received a draft proposal for review.  To implement the proposal would require a By-Laws amendment to be voted on at our Annual Meeting in September.

 

Chuck went on to report that considerable maintenance work has been accomplished in the water pump house to include painting, wiring, and a de-humidifier.  All work had been previously budgeted.  We are on-budget for our water systems expenditures to date and barring any major surprises, should remain so for the remainder of the year.

Sprinkler turn-on may begin approximately June 1st.

 

Treasurer’s Report:  Linda Edwards reported that our data is current through January with no significant variance from budget.  There was a one-time journal adjustment to the Water & Sewer Expenses to reflect the final payment to Epping Pump & Well for repair to Well #2.  As noted in previous minutes, funds for this work came from the Water System Capital Reserve.

 

Committee Reports:

Environmental Committee: Fern Bouthot reported that although the committee had not met in March, there were the following items of note:

·        The EC is now fully staffed with the addition of Lynn Raeburn representing the Meadow.  Currently each association has one representative, except the Ridge, which has two.

·        An approved ‘Lawn, Shrub, & Tree care’ program is attached with these minutes.

·        The EC and Stan Knowles (EC consultant forester) recommend to the Board the View Enhancement Project proposed by the Water Front Condo and Meadow associations.

 

Community Life Committee:  Jeanne Ormrod reported that the Committee’s fundraising efforts for a community bulletin board had fully met its goal and construction will begin in May by the boardwalk adjacent to the dumpster.  The Committee greatly appreciates the timely contributions in moving this project ahead.  Neighborhood ‘Welcome Packets’ have been revised and will be available soon.  The Spring Community Cocktail Party is scheduled for Saturday, the 3rd of April from 5-7 pm at the Thomas’s (17 Eagle Dr.).  Neighbors are reminded to bring a hors d’oeuvre and a drink to share.

 

* Note to ALL Association Members:  A new emergency telephone tree will be published in April.  If your telephone number has changed, or you are new (in the last 6 months), please contact Jim Fitzpatrick at 659-1453 or mailto:samuel.fitzpatrick@comcast.net with your new telephone number for inclusion in this important document.

 

Property Management:  M.J.Searfoorce reported that the question of an “umbrella” insurance coverage and its associated costs is still under review.  One question to be resolved is whether it is more economical for members to purchase coverage separately or jointly through the MPCA.  In other matters:

·        The variance for removal of “invasive species” has been approved by the State and forwarded to the Registry of Deeds.

·        Work is pending on the floating dock hinge bracket that was damaged in a storm last fall and the deck cleaning at the Screen House.

·        The final copy of the MPCA Audit has been distributed to the Board.

·        MJ performed an informal site inspection and provided the Board a list of cleanup and maintenance issues she observed.

 

Water Tie-In Reserve Fund:  The Board is providing a summary of the history and status of these fees as an attachment to these minutes.

 

Pending Projects:

View Maintenance on Lot #4 Behind The Meadow and Waterfront Condos

After a comprehensive review and approval process by the State, Town, Environmental Committee and its forestry consultant, Stan Knowles, the MPCA Board members each reviewed the project.  A Motion by Jeanne Ormrod, 2nd by Dave May that: “the Board accept the recommendation of the E.C. to approve the view maintenance project as specified in the documentation titled Moody Point View Enhancement Project as prepared by Earl Chase of West Environmental.”

The motion passed unanimously.

 

Fire Pond Leak: Les reported that we are still awaiting an assessment on the specific cause of the leak.

 

Moody Point Map: The project is virtually complete.  Hard copies of the large, composite survey will be made available to the Town, and Fire & Police Departments.  Smaller copies will be included in the ‘Welcome Packets’.  Copies from our digital media will be available to our committees and the property management company.  Important legal details include the re-survey of the three wells on the Hill and markers indicating the points of intersection of the Hill lots with the range of the well’s Sanitary Protection Zone.

 

Other Business:

The issue of the mud surrounding the dumpster area was discussed.  It was noted that Butch Gainer had presented a proposal at the Annual Meeting several years ago to surface the area, but no action was taken by the membership.  Although there is no money for this in the current budget, the problem remains with us.  A Motion by Dave May, 2nd by Fern Bouthot that: “the Board explore options for surfacing the dumpster area and prepare cost estimates.” The motion passed by acclamation.  Great North will do the research and report back to the Board at the next meeting.

 

The next regular meeting will be held on April 5th, 2004 at Linda Edwards’s home at 7:00 p.m.

 

There being no further business, the meeting was adjourned at 9:00 p.m.

 

Respectfully submitted,

 

Jim Fitzpatrick

Secretary