MOODY POINT COMMUNITY ASSOCIATION

BOARD OF DIRECTORS MEETING MINUTES

May 3rd, 2004

 

The Board of Directors of the MPCA met on Monday, May 3rd, 2004 at the Fitzpatrick’s home.  Present were Linda Edwards, Dave May, Jeanne Ormrod, Fern Bouthot, Jim Fitzpatrick and Les Regenbogen, presiding.  Guests included Chuck Dennehy and Paul Ossenbruggen from the Water Systems Group, and M.J. Searfoorce of Great North Property Management.

 

The meeting was called to order at 7:04 p.m.

 

Water Systems Group:

Chuck Dennehy, Chairman of the Water Systems Group, gave a thorough presentation on their capital improvement requests both for the maintenance and capacity considerations through build-out of the development.  The Group made two specific requests. First, that we fund a Water Management System at a cost of $27,000.  Essentially, this is an array of sensors, meters, and switches connected to sophisticated monitoring and control software.  We have been leasing a prototype of the system at $60/mo. for several months and have found it to be very effective at monitoring tank levels, pump performance, usage flow, failure alarms, and more.  The prototype has been transformed into a commercial system, and our special lease arrangement is coming to an end.  The timing of the acquisition of the system to be in place prior to our heaviest water use in the summer irrigation period is a crucial element in their recommendation.  The second recommendation was to fund $10,000 for an engineering study, based in part on data provided by the aforementioned Water Management System, to generate specific requirements and develop an RFP for additional system capacity to meet our increasing demand.

Discussion by the Board centered on the importance of accurate water system performance data (that could be provided by the proposed Water Management System) in making the best-informed decision regarding improving capacity.  It was noted that our capacity issue arises from irrigation demand and any long-term solution must take this into account.  The total cost of this system was explored and balanced against the costs of manually collecting data and hiring a professional to monitor and manage our water system.

 

Jeanne Ormrod moved that “the Board recommend to the Membership approval of a $27,000 expenditure to acquire the Water Management System from Simpro Systems.”  Seconded by Jim Fitzpatrick.  The motion passed unanimously.

 

Related to the previous motion, Jeanne Ormrod moved “that the Board call a Special Meeting of the Membership within a reasonable period of time to discuss and vote upon the Board’s recommendation”.  Seconded by Jim Fitzpatrick.  It was noted that timeliness was an issue in addressing this prior to the heavy water usage of our irrigation season.  The Board believes these two proposals relating to our water system need to be addressed expeditiously, well before the Annual Meeting in September.  The motion passed unanimously.

 

In regard to the request for an engineering study of the specifics involved in increasing system capacity:  It was noted that the Altus Study done several years ago outlined the need for additional water system capacity, but did not go into any detail as to how this might be technically achieved.  The request of the Water Systems Group is for an engineering study of how best to do it.  The Board took no action on this request pending a meeting with N.H. Soil Consultants, Inc. to discuss a proposal to assess the adequacy of our current Fire Pond and/or the possibility of an additional pond for water runoff retention and irrigation.  The Board greatly appreciates the time and considerable effort put forth by the Water Systems Group on the Community’s behalf.

 

The minutes of the April 5th, 2004 meeting were accepted.

 

Treasurer’s Report:  Linda Edwards reported that we are on-track with the Budget, but noted that the aforementioned Water Systems expenditures were not budgeted.

She reported that the Treasurers of the condo and homeowner associations had reviewed the issue of jointly purchasing insurance and found no economic benefit in doing so.  Moreover, some associations might benefit more by purchasing policies tailored to their individual needs.  They recommend the cessation of the policy of the Associations jointly purchasing their insurance.  Linda Edwards moved that “the policy of jointly-purchased insurance be no longer mandated.”  Seconded by Jim Fitzpatrick.   The option to resume this practice at a later date remains open.  Current jointly purchased insurance will remain in force until renewal.  The motion passed unanimously.

 

A discussion followed of a draft policy statement for the pro-rata assessment of MPCA fees upon the sale or transfer of property in the midst of our fiscal year.  Several details require further review, and the issue was tabled.

 

Jim Fitzpatrick reported that the 2nd Quarterly Financial Statement would be sent out with these minutes.

 

Committee Reports:

Environmental Committee: Fern Bouthot reported that there was no EC report for April (the Committee did not meet). The next meeting is scheduled for May 17th.  Les Regenbogen reported that Mr. Dan Vincent, Newmarket’s Code Enforcement Officer, had given his final approval for both the Waterfront Condo/Meadow view maintenance proposal and the MPCA’s invasive species removal variance. 

 

Community Life Committee:  Jeanne Ormrod reported that the construction of the new Community Bulletin Board for the dumpster area was underway.  A new and revised ‘Welcome Packet’ will be ready for distribution soon.

 

 

 

Property Management:  We have had few responses to our RFPs for landscaping and/or snow removal.  We are waiting for additional written bids.  The Board reviewed the aesthetic issue of signage around the fire pond and is exploring the idea of placing the signs at the head of trails that lead to pond access instead of their current positions close to the pond.  The Board noted the necessity for increased frequency for dumpster pick-up.  The condition of the culvert at the entrance to the dumpster area limits the size of container that can be transported across it.  Our thanks to Great North for successfully removing an old ramp and discarded tire from the shoreline.

 

Dumpster & Utility Area:  Several community members have approached Board Members about forming a committee to examine specifications and costs for paving the access to the dumpster.  Great North has offered their assistance.  The timing is appropriate as we develop next year’s budget.  The Board both recognizes and appreciates the efforts of this group.  No Board action was taken at this time.

 

Fire Pond: The Board discussed a proposal from N.H. Soil Consultants for a storm water drainage analysis and calculation of the Fire Pond’s water retention capability.  In light of irrigation demands on the water system, the Board is interested in the feasibility of a possible second pond for runoff retention, fire pond, and irrigation resource.  Board members will meet with N.H. Soil Consultants re: refocusing the proposed study on these questions.

 

Annual Meeting:  The MPCA Annual Meeting is scheduled for September 11th at the Newmarket Town Hall.  Committees are reminded to prepare their budget requests.  The deadline for Agenda Items, Budget, and motions is 30 days prior (August 12th).

 

Other Business:  A Special Called Meeting of the Moody Point Community Association for the purpose of informing and acting on Board recommendations in regard to Water System improvements will be scheduled for either Saturday, June 12th or 19th.  Official notification in accordance with the By-Laws will be mailed to each member.

 

The next regular meeting will be held on June 7th, 2004 at the Ormrod’s home at 7:00 p.m.

 

There being no further business, the meeting was adjourned at 9:35 p.m.

 

Respectfully submitted,

 

Jim Fitzpatrick

Secretary