Minutes: MPCA BOARD MEETING

Monday, August 7^th, 2006

7:30 PM

The Board of Directors of the MPCA met on Monday, August 7^th, 2006 at Jim Fitzpatrick’s home. Present were Frank Sokol, the newly appointed representative from the Ridge Association (replacing Judi Carr), Dimitri Chernyshov, Fred England, Darby Johnson, Don MacKinnon, Jeanne Ormrod, Peter Roy, Russ Simon and Jim Fitzpatrick, presiding. Guests included Erin Surprenant of Great North Property Management.

The Board would like to thank Judi Carr for her years of outstanding service to the MPCA Board and our Moody Point Community, as well as the numerous contributions she has made in helping the Board address and deal with a veritable plethora of issues.

The meeting was called to order at 7:31 PM.

1. Minutes of the July 17^th MPCA Board meeting:

• Motion to approve minutes was made by Fred England, seconded by Darby Johnson - approved unanimously.

2. Treasurer’s Report

• Presented by Don MacKinnon, MPCA Treasurer.
• As of July year-to-date (the end of our 2005-2006 Fiscal Year), our Operating Expenses exceeded budget by about $11,900 or 12%. This was primarily due to the increased cost for legal and engineering services related to trying to resolve the drainage issues, partially offset by under spending in a number of other categories. To date these additional unplanned expenses have been covered by our operating reserve. These fiscal year end results do not include the $250/member Special Assessment approved at Special MPCA Members Meeting in June. The Special Assessment is to be used to continue to pursue the resolution of our drainage issues.
• As a result of our being over budget by $11,900, our Operating Reserve, going into the 2006-2007 Fiscal Year is now only about $5,000. As many of you are aware, we will bill the annual 2006-2007 MPCA member fees in September 2006, after our Annual Meeting, and expect to collect the annual fees by October. In order to cover the expected normal operating expenses for the months of August and September, before the annual fees are collected, Don MacKinnon recommended we temporarily borrow funds from our Capital Reserve. A motion was made by Russ Simon, seconded by Peter Roy to temporarily borrow $18,000 from our Capital Reserve to cover August and September operating expenses and repay the loan as soon as our annual fees are collected. The motion was approved unanimously.
• Don MacKinnon presented the recommended 2006-2007 MPCA budget for the Board to review. Overall budgeted expenses are expected to increase slightly over the 2005-2006 budget with additional expenses needed to maintain our aging water and sewer system. Annual MPCA member fees, including operating, capital and water usage are expected to increase by about 2.7%. A motion was made by Jeanne Ormrod, seconded by Dimitri Chernyshov to accept the 2006-2007 Operating and Capital Budget as presented by our Treasurer and Great North. The motion was approved unanimously.
• The MPCA Annual Meeting will be held on Saturday, September 9^th, 2006 at Newmarket Town Hall, starting at 9 AM. Coffee will be available from 8:30 AM on. Meeting Notices will be mailed shortly.

3. Committee Reports

Water Systems Committee

• Presented by Jim Fitzpatrick.
• The “smoke test” performed on our sewer system unfortunately did not find the source of our water intrusion into the sewer. We still need to identify the source of the intrusion and the WSC will be exploring other options.
• We do not have accurate “As Built” plans of the Water or Sewer System and mapping the systems is becoming increasingly important as our aging system is requiring more repairs, maintenance and replacement. Walter Cheney has agreed to have a representative of the WSC review his files on the Water and Sewer System to see if his plans are more accurate. Tod Rodger, a WSC member, will follow-up with Walter Cheney to review the plans.

• The WSC is still looking at expanding our water capacity by using the Fire Pond for some of our irrigation needs, with the goal of reducing the use of potable water for irrigation.
• The WSC 2006-2007 Water Operating Budget was completed and provided to the MPCA Treasurer. The WSC is also working developing long term Capital Needs and a Capital Budget.

Environmental Committee:

• Presented by Jeanne Ormrod.
• Two of the four of the new greenhead boxes were delivered and installed to test their effectiveness. They worked well. Plans are being developed to either build more on our own or purchase more for next year.

Community Life Committee:

• Presented by Darby Johnson.
• Mark your calendars - the next Quarterly Community Get-Together, an Oktoberfest being coordinated by Gisela von Hanstein, is scheduled for Saturday, September 30^th from 4 to 7 PM at the Screenhouse. Please contact a member of the CLC if you will need assistance in getting to the Screenhouse. Stay tuned for future announcements on the Oktoberfest.
• The “Screenhouse Friday’s” program which began in June has continued to be a great success. 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 and be responsible to clean up their own trash. If needed, members requiring assistance to get to the Screenhouse may use cars on the trail for transportation.
• Mark your calendars - the Holiday Party (the 4^th Quarter Community Get-Together) is scheduled for Saturday, December 9^th 2006 from 5 to 7 PM at the Bouthot’s.
• The “Girl’s Night Out” program should restart in November.
• The “Timely Topics” program should restart in January/February of 2007. Peg Goddard will be coordinating this program.

4. MPCA Managers Report:

• Presented by Erin Surprenant
• Mark your calendars - The MPCA Annual Meeting is being scheduled for Saturday, September 9^th, 2006 starting at 9 AM at Newmarket Town Hall. Coffee will be available starting at 8:30 AM. Meeting Notices will be mailed shortly.
• Weather permitting; the Ridge Mailbox re-position and repair project will now be completed on August 14^th.
• The MPCA insurance policies are up for renewal and have been reviewed by Fred England and Great North. The policy and coverage meet our needs. We have reaffirmed with the Insurer that use of the Fire Pond for any recreational activities is not permitted and would put our entire coverage at risk. Many thanks to Fred England and Erin Surprenant for getting this done.
• The retaining wall protecting our Water Pump House needs repair and this will be addressed shortly.

5. Drainage Issue Report and Update

• Presented by Jim Fitzpatrick and Russ Simon.
• Numerous meetings and site walks have been held between the Moody Point Company and the MPCA and their respective representatives over the past month. The Drainage Fixes proposed by Walter Cheney have been thoroughly reviewed by the MPCA’s engineer; some modifications and/or alternatives have been cooperatively discussed by all parties and preliminarily agreed to. A “Memo of Understanding” (MOU) will now be drafted by the MPCA in mid-August, incorporating Walter Cheney’s plan, the suggested modifications and/or alternatives, and where all parties agree or disagree. Once drafted, it will be sent to Walter Cheney for his review and approval.
• Once the MOU is finalized, it will have to be approved by all parties, including the MPCA, Moody Point Company, Newmarket, NH-DES and the various Moody Point local associations and property owners whose land will be affected by the proposed changes. A process for these approvals is being developed. Once approved, implementation should begin.
• The Board appreciated the update, felt good progress was being made and supported the drafting of the MOU. All members of the Board agreed to meet as needed going forward to expedite the agreement on Drainage Fixes.

7. Other Business

· The View Maintenance project has been completed for this year. The Board will focus on getting a better set of expectations and sharing it with our members in advance next year.

· The Board was asked to revisit its decision on the Yak-a-Launcher. The Board reviewed its decision and agreed that its decision stands: to approve the attaching of the Yak-a-Launcher to the dock, but that the ownership, maintenance and storage of the Yak-a-Launcher would remain with the group who purchased it. In addition, the Board agreed to revisit this issue in a year to reassess ownership and maintenance responsibility.

· Our new MPCA By-Laws have been officially registered with the appropriate Governmental Agencies. Hard copy of the By-Laws will be distributed at the Annual Meeting to each member and will require that each member acknowledge the receipt of the new By-Laws.

· One MPCA Member-at-Large Board position’s term will be expiring in September (Jim Fitzpatrick is the current incumbent). This will require an election for a Member-at-Large for a three year term at the Annual Meeting.

The Board Meeting was adjourned at 10:20 PM.

The next Regular MPCA Board Meeting will be held at the Dimitri Chernyshov’s home on Monday, October 2^nd, 2006 at 7:30 PM. 

Respectfully submitted,

 Russ Simon

Secretary