MOODY POINT COMMUNITY ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
July 12th, 2004
The Board of Directors of the MPCA met on Monday, July 12th, 2004 at the Regenbogen home. Present were Linda Edwards, Bill Bunting, Dave May, Jeanne Ormrod, Fern Bouthot, Jim Fitzpatrick and Les Regenbogen, presiding. Guests included M.J. Searfoorce of Great North Property Management.
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The meeting was called to order at 7:00 p.m.
The minutes of the June 7th Board Meeting and the June 12th, 2004 Special Meeting of the Association were accepted.
Treasurer’s Report: Linda Edwards reported that there were no new or outstanding budgetary issues and that, with the exception of trash removal, which was seeing some increase over budget, the Association was on-track. The budgetary review process to develop next year’s budget is underway. The issue of developing a budget line for the maintenance of Lot#4 was discussed. It was felt that some expert assistance in identifying the scope and cost of such work would be helpful. Linda Edwards moved that “the Board allot $250 to hire Earl Chase of West Environmental Systems to work with the Environmental Committee in their budget preparation.” Seconded by Jim Fitzpatrick. The motion passed unanimously.
Committee Reports:
Environmental Committee: Fern Buthot reported that the Committee is working with the State Wetlands Bureau regarding a ‘shore launch’ site adjacent to our dock area for kayaks. Also regarding Kayaks, the Board would welcome volunteers to explore the repair/replacement of the existing storage racks. If interested in such an effort, please contact your Board representative. With regard to budgeting, it was noted that the EC would be budgeting only for consultant fees. They will, as is their charter, continue to make recommendations to the Board regarding the Maintenance of Lots 4 & 11. (Note: As these minutes are published, all view maintenance work behind the Waterfront Condos and The Meadow (East) is complete. Plantings of native shrubs to replace some of the invasive species that had been removed is also complete).
Community Life Committee: Jeanne Ormrod reported that the Summer Party at the Screen House had been a success. Thanks to the neighbors who helped with the clean up of the building both before and after the party. The Committee had been tasked to develop policy guidelines for postings on the new Community Bulletin Board. The proposal was sent back to the Committee for a final review and would be reconsidered by an email vote of the Board. [In a subsequent e-mail to the Board on July 14, Jeanne Ormrod moved “that the Board accept the revised proposal of the Committee governing postings on the Community Bulletin Board”. Seconded by Jim Fitzpatrick. The motion passed by e-mail vote.] The policy manual will be amended to include this new policy. A copy is attached to these minutes.
Water Systems Group: Les Regenbogen reported that the upgrade/installation of the recently approved Water Management System is underway and should be completed soon. The committee is evaluating proposals for the engineering work on alternatives to ensure adequate water capacity. The Board discussed the need to identify some of these anticipated costs and develop appropriate budget lines for them.
Property Management: M.J. Searfoorce of Great North Property Management reported that we had received a quote from D.F.Richard Energy for propane for the coming heating season. They are offering a protected price of $1.29 through May 31st, 2005. The pre-buy plan offers an additional $ 0.05/gallon discount. There is an additional 2% prompt payment discount, and a senior citizen discount. Please contact D.F.Richard for more details.
There was a question by a resident in reference to the assessment for funding the Capital Reserve Account that was passed at the Special Meeting in June. It should be noted that the assessment in question was for the Capital Reserve Account. A subsequent motion authorized funding of a Water Management System to be paid for from the Capital Reserve. That account is designated for the maintenance and improvement of the general infrastructure of the MPCA.
Regarding the problems with overflowing dumpsters, Great North had obtained a proposal from BESTWAY Haulers (the recycling contractor) to supply two (2) 6-yard containers to be emptied once a week at a significant savings over our present arrangement. Dave May moved that “the Board approve a contract with BESTWAY Haulers for two 6-yard containers for $280/month.” Seconded by Linda Edwards. In discussion, it was pointed-out that trash has been piled in front of the dumpster, even though there was space for all of it in the rear of the box. This may have been due to difficulty with the dumpster cover or side access. The Board asks your cooperation in checking for space (through the side access) before leaving trash uncontained outside the dumpster. The motion passed unanimously. [Note: as of the preparation of these minutes, our present contractor has offered to meet these same terms.]
The issues surrounding the dumpster: overflow, pickup, surfacing of the area, etc. are on-going areas of concern to the Board. Other methods of garbage pick-up are being discussed.
The issue of liability insurance for the MPCA is still being researched. No change since last month’s minutes. Although the MPCA still has coverage, all residents should check with their insurance agent to make sure they are adequately covered. “Loss Assessment Coverage” or an ‘Umbrella” policy could provide necessary liability protection.
Open Matters:
By-Law Amendment for Water Systems Group: The Water Systems Group, which has done the heavy work in supervising the present system and developing plans for future improvements, was originally set-up as an ad hoc committee. A by-laws change will be required to make it a permanent committee of the Association. A draft proposal has been prepared by the Board for consideration at the Annual Meeting on September 11th.
Status of Detention/Irrigation Pond Study: The Water Systems Group is awaiting a revised proposal for an engineering evaluation of cost-effective alternatives for increased water system capacity.
Water Capacity Funding: Chuck Dennehy of The Water Systems Group advised the Board on the NH State Drinking Water Revolving Loan Fund. In conversations with the State, there is some indication that Moody Point might qualify for this low interest loan program for capital improvements. The Board is looking into this further in light of our anticipated capacity related expenditures.
Annual Meeting Preparation: The Board will have a 2nd meeting in August to review next year’s budget. Committees are reminded to submit their requests as soon as possible.
Other Business:
Water Quality Study: It was noted that the Consumer Confidence Report 2004 (Water Quality Report) for Moody Point that was received by residents on or about July 9th, was based on data from 2001. Our water IS tested by our water system operator on a regular basis and IS safe. Unfortunately, the report was pro-forma and the data referenced was within the reporting waiver period. That said, the Board has asked for the current readings and will pass these along as soon as we have them.
The next regular meeting will be held on August 2nd, 2004 at the Bouthot’s home at 7:00 p.m.
There being no further business, the meeting was adjourned at 9:10 p.m.
Respectfully submitted,
Jim Fitzpatrick
Secretary