Minutes: MPCA BOARD MEETING

Monday, August 8th, 2005

7:00 PM

The Board of Directors of the MPCA met on Monday, August 8th, 2005 at Russ Simon’s home. Present were Judi Carr, Darby Johnson, Jeanne Ormrod, Val Shelton, Russ Simon and Jim Fitzpatrick, presiding. Fern Bouthot and Don MacKinnon, Treasurer were excused. Guests included, MJ Searfoorce of Great North Property Management.

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

1. Minutes of the July 11th, 2005 MPCA Board meeting:

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

2. Treasurer’s Report :

• Presented by Jim Fitzpatrick
• Expenses for the MPCA continued to be slightly under budget year – to – date.

3. Committee Reports

Water Systems Committee

• Presented by Jim Fitzpatrick.
• There is a meeting scheduled for the WSC & Eckman Engineering on 8/18/05 at 7:00 PM at Chuck Dennehy’s home to review the plans and next steps required to expand the irrigation water capacity.
• Our work with the NH Water Co-Op, to find and isolate the specific leaks in our water system, has been delayed slightly. WSC expects to get this accomplished during September.
• We have been notified by Simpro (the supplier of our water monitoring system and software) that they are going out of business. The WSC is in discussions with Simpro on the hand-off of the system to the WSC and acquiring a copy of the system’s source code so that we will be able to maintain and enhance the system on our own going forward.

Environmental Committee:

• Nothing new to report.

Community Life Committee:

• Presented by Jeanne Ormrod.
• The Fall Quarterly Moody Point Get Together, a wine tasting, is planned for late September at the Chernyshov¹s, with details to follow soon.
• The Winter Quarterly Moody Point Get Together is planned for December 10^th at the Bouthot’s.
• The CLC provided a draft of the updated Screenhouse Policy to the Board for review. After some discussion, the Board agreed to defer the review of this policy update until a meeting later this year.

By-Laws Review Committee:

• Presented by Val Shelton.
• A proposed complete By-Laws revision package was presented to the Board for review. It was determined quickly, after discussing a few of the changes, that due to the amount of proposed changes, some significant, that the Board could not work through all the recommendations in time to present to the members at this year’s Annual Meeting. As a result of the timing and the need to have a careful vetting of all the proposed changes, the Board postponed the review until after this year’s Annual Meeting. However, one amendment to the By-Laws will be presented for a vote at the Annual Meeting.
• Many thanks to the By-Laws Review Committee for the enormous amount of thought, time and great work that went into the proposed revisions.

4. MPCA Managers Report:

• Presented by MJ Searfoorce
• The dumpster capacity has been expanded as requested with one of the smaller dumpsters being replaced with a much larger capacity dumpster with easy access doors on each side. The Board agreed that the new arrangement met our needs.
• The Board asked MJ to follow up on getting a collar and bollard installed around wellhead # 3 and to verify and get a cost estimate on repairing a leak reported in the Screenhouse.
• No other significant items to report.

5. MPCA 2006 Budget

• The Board reviewed and approved the finalized 2005-2006 fiscal year Operating and Capital Budget for presentation to the members at the Annual Meeting on September 10th, 2005.

6. 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!!!
• The Board set the agenda for the meeting and the Meeting Notice and Package will be sent out by the end of August, including one amendment to the By-Laws.
• The Board was notified by Fern Bouthot that he had to regrettably resign from the Board as of the Annual Meeting. Fern was an “at large” member of the Board and has one year remaining in his term. As a result the membership will be asked to elect a new “at large” member for a term of one year at this year’s Annual Meeting.
• The Board thanks Fern for his tremendous contributions, thoughtfulness and leadership on many issues during his service on the MPCA Board. We will greatly miss his input and presence.

7. Other Business

Lot #4 – Berm and Fire Pond Area Maintenance

• A request was made by the Waterfront Condo Association to do some general landscape maintenance on the Lot 4 berms around the Fire Pond with financial assistance from the MPCA to prune vegetation and remove invasive plant species. It was noted that the initial Lot #4 Maintenance this year did not include the removal of invasives and required pruning of the berm areas and the east side of the Fire Pond. A motion was made by Val Shelton, seconded by Jeanne Ormrod to allow the Waterfront Condominium Association to conduct landscaping maintenance on the berms and to reimburse the condo association up to $500 for this purpose. The motion was approved unanimously.

Sanitary Protection Zone Easement

• Jim Fitzpatrick brought to the Board’s attention the issue that AMB Custom Design had not signed off on the necessary Sanitary Protection Zone Easement (to protect our water wells ) when requested by the Association's Attorney, Mark Beliveau, in 2004.  The Board asked that Val pursue getting the easement signed off by the new owner of the lots.

Renters

• The Board discussed the risks and issues on renters and enforcing MPCA and local association policies on renters. The Board thought it was extremely important that any rentals of homes at Moody Point should include in the rental agreements that the renters and the owners were jointly and severally liable to follow all State, Town, MPCA and Local Associations laws, policies, By-Laws, Warranty Deeds, etc. The problem, however, is that this requirement has to be done by the Local Association who “owns” the property and not the MPCA. The MPCA Board urges all the Associations to review their By-Laws and Warranty deeds to ensure that this requirement is part of their rental policy and requirements.

Continued Meetings with the Town of Newmarket

• At least two attempts have been made to improve the drainage on Cushing Road in and around the new Triplex in the Ridge and the new Duplex in the Meadow. As we understand it, the town has requested AMB Custom Design, the builder, to fix the drainage problem in this area. To date these fixes have not been satisfactory. Jim Fitzpatrick and Russ Simon will set up another meeting shortly with Al Dixon, Newmarket Town Administrator, to discuss the continuing drainage problems and the failure to date in fixing the problems.

The Board Meeting was adjourned at 9:00 PM.

The Next Regular Board Meeting will be held directly after the Annual Meeting scheduled for September 10^th, 2005 at Town Hall.

Respectfully submitted,

Russ Simon

Secretary