Minutes: MPCA BOARD MEETING

Monday, June 13th, 2005

7:00 PM

The Board of Directors of the MPCA met on Monday, June 13th, 2005 at Jim Fitzpatrick’s home. Present were, Darby Johnson, Val Shelton, Russ Simon and Jim Fitzpatrick, presiding. Fern Bouthot, Judi Carr and Jeanne Ormrod were excused. Guests included Don MacKinnon, MPCA Treasurer and MJ Searfoorce of Great North Property Management.

The meeting was called to order at 7:00 PM.

1. Minutes of the May 9th, 2005 MPCA Board meeting:

· Motion to approve minutes as written was made by Jim Fitzpatrick, seconded by Val Shelton - approved unanimously.

2. Treasurer’s Report :

• Presented by Don MacKinnon.
• Initial MPCA budget meeting held with Treasurer’s of all the Moody Point Associations invited. Discussed opportunities to have all Associations join together to get bids on mutual services (MPCA Survey result). It was agreed that though mutual services should be reviewed for possible combined bids each year to reduce cost or improve service, no opportunities for combined bidding existed for the coming fiscal year. Insurance opportunities had been reviewed the prior year and it was determined that they were best kept separate by each Association and that contractual obligations for landscaping and snow removal did not provide a current opportunity.
• The Board agreed to authorize Great North to get a bid from Noblin & Associates to prepare a Capital Needs study for the MPCA and to go forward with the study if the cost was not greater than $1000. This study would cover the long term Capital needs for the Water System & Well House, Sewers & Pump House, Dumpster area, drainage around roads and MPCA common property, Screenhouse, Deck & Dock, etc.
• No significant year-to-date financial items to report.
• Expect to start using the monies budgeted for Lot 4 maintenance shortly, under the plan approved by and supervision of Earle Chase. Three days of supervised cutting of invasives, saplings, white pines and branch trimming for view maintenance is scheduled for June 28^th, 29^th and 30^th.

3. Committee Reports

Water Systems Committee

• Presented by Jim Fitzpatrick.
• Well #4 is not in service currently. Significant efforts to remove the defective sensor stuck in the well have not yet been successful. It was agreed that if the sensor could not be removed shortly we would put the sensor recovery on hold until the fall, re-open Well #4, test the well and then turn on the irrigation system for the summer months, starting in the third week of June.
• Additional work needs to be done to further identify the source of the leak(s) in the Water System. These leaks were identified by the new water monitoring system. Initial investigation has identified that we may have several leaks. A team will be put together immediately to methodically identify the major sections of the system that are leaking. Once the major leaking sections are identified, work will begin on locating the specific leaks within section and then determine what is required to fix the leaks. The cost to fix the leaks may become a budget issue.

• The WSC continues to work with Eckman Engineering for the testing of the proposed water capacity solution. Discussions have been held with Eckman to accelerate this as a priority and Eckman will be allocating more resources to test and finalize the recommendations in the July/August time frame.

• The Board also agreed to invite the chairperson of the WSC to the next Board meeting to review the adequacy of the current budgeted revenues and expenses.

• Environmental Committee:

• Presented by Jim Fitzpatrick
• The old Greenhead boxes acquired free from the town were installed by a volunteer team, but appear to be inadequate to meet our needs to reduce the Greenhead population. Additional new Greenhead boxes probably need to be acquired.
• The regular maintenance of the trail path seems to have slipped (clearing & mowing). Great North to discuss with landscaper and review contractual maintenance requirements.
• The Environmental Committee reviewed the culverts in Lot #4 with the town of Newmarket and has identified two trail culverts that are high priority for repair at our expense. Repair plans and cost estimates are in the process of being determined.

Community Life Committee:

• Presented by Darby Johnson.

• This Summer’s Quarterly Moody Point Community Get Together is scheduled for 6/26/05 from 4pm to 7pm at the screen house. A work party to prepare the Screenhouse is scheduled for 6/25. Mark your calendars!!
• Earle Chase delivered a trail walk and talk on invasives and the shoreline plantings on 6/11 at 10AM. Thanks to CLC for arranging and Earle for his informative presentation.
• The CLC should be presenting an updated screen house policy to the MPCA Board for review at the July or August Board meeting.

By-Laws Review Committee:

• Presented by Val Shelton.
• Work continues. 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
• The Dock & Ramp have been fixed (recent weather & high winds had misaligned the dock ramp & float.
• The Board agreed to have Jim Fitzpatrick call AMB to have the new 3 unit Ridge building connected to the irrigation system instead of the potable water system by the time the irrigation system is turned back on.
• The Board was notified by Great North that the new duplex in the South Meadow was recently occupied. One unit was sold and has paid the Water System tie-in fee and proportional MPCA annual fee. The second unit, retained by the Moody Point Company as a rental unit, has paid the Water tie-in fee but not the proportional MPCA annual fee, though it is tied into and is using Water. Motion by Russ Simon, seconded by Darby Johnson to have Great North send a follow-up letter requesting payment and notifying the Moody Point Company that the water to the unit may be turned off if not paid within 30 days.
• The Board requested that Great North distribute the latest Quarterly Financial report to the members, via email wherever possible.

5. Other Business

Dumpster Area

• Jim Fitzpatrick and Val Shelton are now working on developing a recommendation for a permanent solution to the dumpster’s location and repair of the surface area leading to the Dumpsters. Great North will discuss increasing dumpster capacity and moving the pick-up date back to Saturday with the supplier.

Continued Meetings with the Town of Newmarket

• As a result of our meetings with the Town of Newmarket and the Town’s discussion on drainage with the builder, work has begun to improve the drainage around the Cushing Road circle. Our understanding with the Town is that the road drainage has to be fixed before certificates of occupancy are issued on the new buildings.
• The Board is continuing to research the history of the drainage plans over the past 20 years. To date, though drainage plans are referenced, no specific drainage plan has been found, nor any updates to the plan as a result of the various restructures of the our Associations over the years.

Other Drainage Issues

• AMB, working with the Board, has started work on improving the drainage at two locations: the East Meadow and the Waterfront Condos directly in front of the Fire Pond.
• Other drainage problem areas are being prioritized by the Board for remediation.

Homeowner Request

• A homeowner, that by the original warranty deed is part of the MPCA, but who’s home is located on Smith Garrison Road and does not use the Water, has requested removal from the MPCA. Based on this unique situation: A motion was made by Jim Fitzpatrick, seconded by Val Shelton that the Board moves to remove Lot#3 from the MPCA By-Laws and Warranty Deeds, subject to a vote of the membership at our annual meeting in September 2005. The motion was approved unanimously.

Screehouse Enhancement

• Several benches were donated to the Screenhouse by a member and some seating is now available in the Screenhouse. The Board thanks the member for their thoughtful donation.

The Board Meeting was adjourned at 9:40PM.

The Next Board Meeting will be at 7PM on 7/11 at Darby Johnson home.

Respectfully submitted,

Russ Simon

Secretary