MOODY POINT COMMUNITY ASSOCIATION

BOARD OF DIRECTORS MEETING MINUTES

August 2^nd, 2004

The Board of Directors of the MPCA met on Monday, August 2nd, 2004 at the Bouthot 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.

The meeting was called to order at 7:02 p.m.

The minutes of the July 12th, 2004 meeting were accepted as distributed.

Treasurer’s Report: Linda Edwards reported that she had just received the end-of-year financial statement. A preliminary review shows our current year’s expenditures are running slightly over budget as our fiscal year comes to a close. This may require an adjustment in the ‘cushion’ for this coming year. Additionally, there will be a Treasurer meeting on August 5^th to continue work on the Annual Budget. The plan is to have the budget proposals together for the Boards scheduled budget meeting on the 17^th of August.

Committee Reports:

Environmental Committee: Fern Bouthot reported that Earl Chase presented the committee with a wrap-up of the recently completed View Enhancement Project by the Waterfront Condos and The Meadow. He pointed out that new plantings of ‘tagged’ native species to replace some of the “invasive species” had been accomplished. The Committee is developing a plan for the long-term maintenance of Lot #4 to preserve the views and clean up achieved this summer. The priorities reflected in this plan will be addressed by the Board in the 2004/2005 budget. Two areas of concern remain: The first is to explore possible relief for homeowners whose views remain unimproved even after the project due to limitations imposed by the State. The second area of concern is the “invasive” species that have been planted in both private gardens and common areas of the various associations. The Board will entertain recommendations on both of these subjects as they are developed.

Community Life Committee: Jeanne Ormrod reported that the Committee’s budget request for the coming year was $950. Included in this amount were funds to cover a proposed information session about indigenous and invasive species, welcome packets for new homeowners, the website, and community recognition and support. A freshly revised Welcome Packet has been completed and made available. The Fall Community Party is scheduled for September 19^th, and a ‘field trip’ to Museums in Ogunquit is scheduled for September 25^th [more info to follow from the Committee]. The Moody Point Policy Manual has also been updated and the changes will be distributed as a hard-copy addendum.

Water Systems Group: The installation of the recently purchased Water Management System is almost complete. There was some difficulty installing sensors in the bottom of the wells because they were drilled on a slant. It is proceeding, and the work should be complete and hard data available as these minutes are published.

Property Management: M.J.Searfoorce of Great North Property Management reported that they had copies of water quality testing performed on our water system. At the request of the Board, the pro-forma report previously mailed to the residents would be updated with data from the most recent tests. On the matter of insurance, we are now bound for property, liability, and D&O. The premium estimates are in line with previous experience. The pier, ramp, and float were specifically excluded, however, from the overall quote for property insurance. To insure them against property loss would cost an additional $3500/yr.

Jim Fitzpatrick moved that “the Association exclude the pier, ramp, and float from our property insurance and consider it self-insured. Liability insurance for these items to be continued.” Second by Jeanne Ormrod. Discussion centered on the limited replacement cost and inconvenience of the damage to these items vs. the annual premium. The motion passed unanimously.

The Board received three (3) proposals for MPCA landscape chemical treatment. Jeanne Ormrod moved that “the Board authorize Great North Property Management to contract with Arbor Pro for this coming year’s lawn and tree care (fertilizer & spraying) needs.” Second by Fern Bouthot. Discussion centered on the experience and capabilities of the bidders. The motion passed unanimously.

It was noted that there are now two six-yard dumpsters available for trash disposal. One is purposely of a lower profile for ease of use. It should also be noted that sliding-door access is still available toward the rear of at least one of the dumpster units. Mowing around the units will be improved.

The Board revisited the issue of the Landscaping/Snow Removal contract for the coming year. Linda Edwards moved “that the Board accept the Blanchette proposal for Landscaping and Snow removal contract.” Second by Bill Bunting. Discussion followed concerning the desirability of the condo associations also participating in this contract. Further discussion centered on the issue of snow removal/disposal from cleared areas. It was pointed out that as the remaining lots are sold, there are fewer places to just push the cleared snow. As we move toward build-out, some snow might have to be hauled. This issue may require attention from the various associations as well as the Board. The question was called and the motion passed unanimously.

Other Business:

Water System Group Bylaw Amendment: The Board reviewed a draft proposal of the structure and responsibilities of the Water Systems Group as a standing committee of the Association. This would require a bylaw amendment of Article V., Section 3, K. of the Association Bylaws to be voted on by the membership at the Annual Meeting on September 11^th. A motion by Jeanne Ormrod “to submit a bylaw amendment for the annual meeting to establish the organizational structure of the Water Systems Group.” Second by Fern Bouthot. Discussion followed regarding the organizational consistency and relation to the Board of the two current committees (E.C. and Budget) and proposed Water Systems Group. The Board discussed a draft of a revision of Section 3, K where all committees would share the same structure and differ only in their defined responsibilities as they advise the Board. The Board favored this draft proposal, but deferred final action until the affected committees could be advised of its ramifications.

The motion was amended to substitute the broader draft revision of Section 3., K to govern the organization of all standing committees of the board. An Email vote will be taken on the amended motion pending the meetings with the affected committees.

Status of Water Capacity Study: Les reported that the Committee was reviewing proposals from engineering firms to evaluate our water system data and develop the necessary engineering for a recommended solution to the capacity issue. A recommendation from the Committee should be forthcoming. It was noted that the engineering work-up would be a critical piece in obtaining any funding assistance.

Les Regenbogen met with the State DES regarding the availability of and our eligibility for low-interest loans for private water systems. The State would require significant hard data and engineering plan to justify our need for system expansion. Moreover, the funds in question are to be made available for potable (as opposed to irrigation) system improvements. A component of such a program would require 100% metering and significant conservation practices. The application/approval process would take approximately one year.

Kayak Racks: Val Shelton has volunteered to help with the committee to repair the racks.

HomeOwner Request: The Board received a letter from Mr. Bijl, regarding their membership in the MPCA. The Board discussed his concern and our response to it.

The Annual Budget meeting of the Board will be held on August 17^th, 2003 at the Bunting’s home at 7:00 p.m.

There being no further business, the meeting was adjourned at 9:28 p.m.

Respectfully submitted,

Jim Fitzpatrick

Secretary