Minutes: MPCA BOARD MEETING

Monday, June 5th, 2006

8:00 PM

The Board of Directors of the MPCA met on Monday, June 5^th, 2006 at Peter Roy and Roberta Haskell’s home. Present were Ann Adams, Judi Carr, Dimitri Chernyshov, Darby Johnson, Don MacKinnon, Jeanne Ormrod, Peter Roy, Russ Simon and Jim Fitzpatrick, presiding. Guests included Erin Surprenant of Great North Property Management and Walter Cheney of the Moody Point Company.

The meeting was called to order at 8:05 PM.

1. Minutes of the May 8^th MPCA Board meeting:

• Motion to approve minutes was made by Judi Carr, seconded by Jeanne Ormond - approved unanimously.

2. Consider Agenda Request for the Special Meeting

• A request was made by Ann Adams and Walter Cheney to have Dr. Roseen, of UNH Storm Water Management speak at the Special Meeting on the subject of drainage.
• Mr. Cheney was asked by several Board members as to what was going to be covered by Dr. Roseen. Mr. Cheney said drainage. When asked to be more specific about content – Mr. Cheney said he wasn’t sure what the content was going to be or exactly when it might be complete.
• A motion was made by Don MacKinnon, seconded by Judi Carr “that when Dr. Roseen’s project was completed and he was ready to speak about the results, proposals and plans, he and the Moody Point Company should let the Board know and the Board would schedule a time ASAP (at a regular Board Meeting or Special Board Meeting) for Dr. Roseen’s presentation and to discuss the results”.
• In the discussion on the motion, Mr. Cheney restated his opinion that the Board didn’t have the power to address drainage for the Community – only the common land. Moreover, most of the lots in Moody Point had no drainage issues so there was not a need for an integrated plan.
• This appeared to run contrary to Dr. Roseen’s previously expressed communication to members that "the combination of strategies {he will present} are targeted to address a distinct lack of a stormwater management plan for the area. The current lack of a design and implementation of a stormwater management plan forces the variety of strategies recommended." It was also discussed that the Board was the initial place that any proposals or recommendations on drainage should be presented and discussed.
• The motion was then called for a vote. The motion was voted on by all voting Board members and was passed with 6 votes for and 1 vote against (Ann Adams casting the one vote against.)

• Mr. Cheney then stated that the motion just passed did not clearly answer his question of whether Dr. Roseen would be allowed to speak and answer questions on Drainage at the Special Meeting on June 10^th. Though the Board had felt they had indeed answered his question, to satisfy Mr. Cheney’s specific request a motion was made by Jeanne Ormrod, seconded by Judi Carr “for Dr. Roseen to be allowed to speak and answer questions on Drainage at the Special Meeting on June 10^th. After some additional discussion, the vote was called. The motion failed with 1 vote for and 6 votes against (the vote in favor was from Ann Adams)

3. Treasurer’s Report

• Presented by Don MacKinnon.
• May year-to-date we are running about $7,500 over budget primarily due to the increased cost for legal and engineering services related to trying to resolve the drainage issues. To date these additional unplanned expenses have been covered by our operating reserve.
• Don MacKinnon said he would work with the Budget Committee and the various MPCA Board Committees to develop a preliminary Operating and Capital Budget for our next fiscal year by the next MPCA Board meeting. At the moment, Don expects our overall expenses to be about the same as this year, but needs to hear from each committee on their financial requirements, especially on major maintenance and capital projects plans. Erin from Great North will work with Don on reviewing the maintenance and repair requirements, both short and long term, for the Screenhouse, Screenhouse deck and Dock area, as well as the Lift Station and Pump House buildings.

4. Committee Reports

Water Systems Committee

• Presented by Jim Fitzpatrick.

• The Ridge should be reimbursing the MPCA for their portion of the cost of repairing the recent water leak by the end of June.
• The irrigation/sprinkler system valves at our homes will be turned on, tested and repaired, if necessary, by Day’s Irrigation on June 6^th through June 8^th. The Water Systems Committee and representatives of the Associations should be present during this process to ensure proper implementation.
• The WSG will re-evaluate the irrigation/sprinkler turn-on/turn-off service after May.
• The WSG is exploring the use of the Fire Pond to enhance our irrigation system and to reduce the use of potable water for irrigation. This may require some rehabilitation/dredging of the Pond after 20 years of silting as well as finding ways to improve the Pond’s recharge rate .Their proposal may be ready for review by the Board at the August meeting and membership by our next annual Meeting in September.
• The WSC is now working on mapping the entire Water System including all control and shut off valves to all residences. Unfortunately we have never been provided with “As Built Plans” for either the Water or Sewer Systems and these maps are becoming increasingly important as our system ages and we experience more maintenance and repair requirements.

Environmental Committee:

• Presented by Jeanne Ormrod.
• As part of our annual lot #4 view and trail maintenance, the EC is engaging a new service provider to remove some large dead trees and previously cut invasives this spring.
• The EC will be meeting with Earl Chase on June 6^th to plan this years view maintenance requirements.
• The EC will be looking at the options to replace and expand our supply of Greenhead boxes ASAP. There is a possibility that we can economically build our own vs. buy.
• The EC has reported that there may be a new small leak in the Screenhouse which will be investigated.
• The Board consented to a request from several kayakers to install a “Yak-A-Launcher” on the floating dock as long as the cost is paid for by the kayak and canoe users. This “Yak-A-Launcher” will be owned, maintained and be the responsibility of those purchasing the equipment. The EC will provide guidance for location and storage.
• The most recent revision of Moody Point’s Environmental Plan (circa 1999) has been provided to the EC for review and update.

Community Life Committee:

• Presented by Darby Johnson.
• The current Quarterly Community Get-Together is scheduled for June 10th from 4 to 7 PM, at the home of Peter Roy and Roberta Haskell. Please bring non-perishable food donations for charity as well as food and drink to share with neighbors.
• Mark your calendars - the next Quarterly Community Get-Together is scheduled for September 30^th with location and time still to be determined.
• The CLC is initiating a new program for the summer for all members. It is named “Screenhouse Friday” and will begin on Friday, June 16^th from 5 PM to 7 PM at the Screenhouse. The concept: any and all members are invited each Friday evening during the summer, from 5 PM to 7 PM, to gather informally at the Screenhouse to enjoy each others company and the summer on Great Bay. Members attending are asked to bring their own beverages and snacks for their own use and be responsible to clean up their own trash. Again, many thanks to the CLC for developing new events and programs for the Moody Point Community. See you on June 16^th !!!!

5. MPCA Managers Report:

• Presented by Erin Surprenant
• The new Vanguard accounts have been opened for our Capital Reserve account to increase the interest we earn on our reserves.
• The notice of the upcoming Special Meeting on June 10^th with proxy information has been mailed to all members, consistent with the notice requirements in our By-Laws.
• Weather permitting, the Ridge Mailbox re-position and repair project will be completed on June 8^th.
• Great North is sourcing new temporary landscaping contractors to assist with this years MPCA clean-up projects. Our current landscaper is recovering from an injury and will not be available this summer.
• Quarterly Financial reports (as of the end o April) will be mailed to members shortly.
• As previously approved by the Board, the Hill Association was reimbursed $700 for their previous repaving of the mailbox located near the entrance to the Hill.
• Many thanks to Ray & Leslie Steventon who repaired and repainted the mailboxes at trail entrance #2. They will be reimbursed for their out of pocket expenses.

6. MPCA By-Laws Review & Special Meeting Considerations

• Many thanks to all the members who attended the By-Laws review and informational meetings held on May 31^st and June 4^th. Each session was attended by around 30 people and the proposed changes to the By-Laws were reviewed in detail. Many items were discussed and a number of suggestions were made by members to improve the clarity of the By-Laws. These will be offered as amendments during the Special Meeting to the Proposed By-Laws sent out in the Special Meeting notice.
• Walter Cheney offered to cancel his right to add non-resident members to the MPCA who would be allowed to use our facilities. Jim Fitzpatrick and Val Shelton will work with Walter Cheney and the lawyers to resolve this by the Special Meeting. If resolved, the section on outside members would be dropped from the By-Laws, if not resolved then that section would need to be included in the vote and can be amended at a later date.
• The Board then discussed the process and plan for presenting the By-Laws Review and vote as well as the discussion on Drainage at the Special meeting.
• Erin Surprenant provided the Board with the members list for verification at the meeting as well as copies of any proxies she had received at Great North.

7. Other Business

· As a result of the Notice of Special Meeting, Val and Fred England (MPCA members) wrote to the Board with several questions about Drainage and By-Laws requesting answers in writing prior to the Special Meeting. The Board asked Jim Fitzpatrick to reply to the England’s as requested prior to the meeting.

· New legal representation to replace Dana Bisbee, our DES counsel, is in process but has not yet been finalized.

The Board Meeting was adjourned at 10:55 PM.

The Next Regular MPCA Board Meeting will be held at the Judi Carr’s home on Monday, July 17^th at 7:30 PM. 

Respectfully submitted,

Russ Simon

Secretary