Minutes: MPCA BOARD MEETING

Monday, July 11^th, 2005

7:00 PM

The Board of Directors of the MPCA met on Monday, July 11^th, 2005 at Jeanne Ormrod’s home. Present were Fern Bouthot, Judi Carr, Darby Johnson, Jeanne Ormrod, Russ Simon and Jim Fitzpatrick, presiding. Val Shelton was excused. Guests included Don MacKinnon, MPCA Treasurer, MJ Searfoorce of Great North Property Management and Chuck Dennehy, chairman of the Water Systems Committee.

The meeting was called to order at 7:02 PM.

1. Minutes of the June 13^th, 2005 MPCA Board meeting:

• One correction to the minutes: Change “several” benches donated to Screenhouse to “three” benches donated to Screenhouse.

· Motion to approve minutes as corrected was made by Judi Carr, seconded by Darby Johnson - approved unanimously.

2. Treasurer’s Report :

• Presented by Don MacKinnon.
• Don MacKinnon is working with Great North to simplify the number of different accounts and sub-accounts that are used in the MPCA financial accounting, with a goal of providing one consolidated financial statement incorporating all MPCA financial activities. The Board concurred and asked Don to develop a revised, simplified financial reporting format with Great North and present it to the Board for final approval.
• 2005-2006 MPCA Budget: The Board reviewed the proposed operating and capital budget for the MPCA, presented by Don MacKinnon and the proposed Water Systems operating budget presented by Chuck Dennehy. The proposed MPCA Operating budget will be basically flat to last years, the proposed Water Systems budget will increase slightly due to increased electrical cost and providing a contingency expense for repairing current leaks and increased maintenance and repair cost required to support our aged equipment. The Board discussed and concurred with the budgets and asked that they be finalized, including the membership numbers, for final approval at next month’s Board meeting.
• The Noblin Capital Study is underway and results should be available to the Board in August.
• No other significant year-to-date financial items to report.

3. Committee Reports

Water Systems Committee

• Presented by Chuck Dennehy.
• The year to date expense, proposed budget, well & leak statuses, and water expansion were discussed.
• Well #4 is back in service and the irrigation system has been turned on. Significant efforts to remove the defective sensor stuck in the well have not yet been successful. It was agreed that we would put the sensor recovery on hold until the fall.
• Additional work needs to be done to further identify the source of the three leak(s) in the Water System. A WSC team will be working over the next few weeks to accomplish this and determine the plan to fix the leaks. These leaks were identified by the new water monitoring system. The cost to fix the leaks may become a budget issue for the MPCA or the local Associations, depending on where the leak is located.
• 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 August time frame.
• The Sanitary Protection Zone (which abuts the Hill Association property) surrounding our Wells had been previously surveyed and established but still requires the new property owner of the vacant lots on the Hill to sign off.
• In addition, an appropriate “collar & bollard” should be installed on Well #3, protecting this Well head from possible damage. WSC will get estimates for accomplishing this.
• The Board asked the WSC to investigate how we can charge the builders for the significant water usage required to install and initially irrigate the landscaping on new buildings. In addition, the Board would like to get an estimate on what it would cost to re-open Well #2 (as a back-up to Wells 1, 3 & 4).
• The WSC asks that with an aging system it is critical that the local association representatives to the WSC have the time and interest to actively participate in the Committee.

Environmental Committee:

• Presented by Fern Bouthot
• Three days of approved cutting have been completed under the supervision of Earle Chase. Invasives and 1” saplings (where possible) have been cleared from the trail, the fire pond area and the remainder of Lot #4. Some additional trimming of dead branches and tree limbs were accomplished as part of the MPCA plan to maintain the view established last year.

Community Life Committee:

• Presented by Jeanne Ormrod.

• This Summer’s Quarterly Moody Point Community Get Together at the Screenhouse on 6/25 was a success and attended by 40+ people
• 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, well attended presentation.
• The CLC should be presenting an updated Screenhouse policy to the MPCA Board for review during the fall.
• CLC is considering holding the next Quarterly Moody Point Get Together at the Screenhouse in the second half of September. Stay tuned.
• Lynn Badger has joined the CLC and will be the Chairperson for this coming year.

By-Laws Review Committee:

• Work continues. The re-drafting of the By-laws and any recommended changes should be ready shortly. How much of this re-drafting that will be ready for the members to vote on at this year’s annual meeting should be determined at the August MPCA Board meeting.

4. MPCA Managers Report:

• Presented by MJ Searfoorce
• The Moody Point Company has paid the pro-rated MPCA fees for the newly occupied duplex on Lubberland.
• The management contract with Great North will expire on 9/1/05. Great North has requested a 2.5% increase in management fees for the coming fiscal year. The Board concurred.
• The dumpster pick up will now be on Mondays (Saturday pick up would cost 1&1/2 times normal cost due to overtime). The Board asked that Great North arrange for a larger dumpster capacity during the peak usage months of June through October.
• The D.F. Richard offer on fixing propane prices for the coming year to Moody Pointer’s was an offer to any individual unit owner in Moody Point. It is not a contract for Moody Point or any local Association. Any unit owners who wish to contract with D.F. Richard must do so, on their own.

5. MPCA Annual Meeting

• The MPCA Annual Meeting will be on Saturday, September 10^th, 2005 at Newmarket Town Hall. Coffee will be served starting at 8:30 AM and the Meeting will start at 9:00AM. Please mark your calendars and plan to attend!!!
• Our MPCA By-Laws require us to have a 2/3rds vote of all the members to amend the By-Laws. Since we will be reviewing recommended By-Laws changes, it is critical that we have virtually all our members (or their proxies) at the annual meeting.

6. Other Business

Dumpster Area

• A proposal to pave a portion of the Dumpster area to improve access in all weather conditions was discussed by the Board. There was a consensus reached that we would never know how effective the paving would be unless we gave it a try. A motion was made by Russ Simon, seconded by Judi Carr to authorize Jim Fitzpatrick and Val Shelton to plan and contract for the paving of the entrance area to the dumpsters, including the surface under the dumpsters, for a cost not to exceed $4000. The motion was approved unanimously. The cost of the paving would be covered within this year’s budget for common area and lot maintenance.

Continued Meetings with the Town of Newmarket

• We have been informed by Al Dixon, Newmarket Town Administrator that the initial work done to fix the drainage on Cushing Road by AMB was not yet acceptable. Al informed us that Rick Malasky would be discussing the next steps to correct the drainage with AMB.

The Board Meeting was adjourned at 9:20PM.

The Next Board Meeting will be at 7PM on 8/8/2005 at Russ Simon’s home.

Respectfully submitted,

Russ Simon

Secretary