MOODY POINT COMMUNITY ASSOCIATION

BOARD OF DIRECTORS MEETING MINUTES

September 14, 2004

The Board of Directors of the MPCA met on Tuesday, September 14, 2004 at the Simon’s home. Present were Judi Carr, Bill Bunting, Val Shelton, Darby Johnson, Russ Simon and Jim Fitzpatrick, presiding. Guests included MJ Searfoorce of Great North Property Management and Paul Ossenbruggen from the Water Systems Committee.

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

1. Minutes of the August 17, 2004 MPCA Board meeting:

· Unanimously accepted as distributed.

2. Report on MPCA Board Officer Status:

· The new MPCA Board and officers (possibly subject to change once the Hill has their annual meeting) are:

· Jim Fitzpatrick –MPCA President (unanimously elected) & Meadows Representative

· Bill Bunting - Hill Representative

· Valerie Shelton - Lubberland Representative

· Judi Carr - Ridge Representative

· Russ Simon - Waterfront Representative

· Fern Bouthot - Member-At-Large

· Darby Johnson - Member-At-Large

· In addition to the seven member MPCA Board, Al Menard was unanimously elected MPCA Treasurer (an MPCA officer, but not a voting Board member).

· Russ Simon was unanimously elected to also serve as the MPCA Secretary (after some arm-twisting and the promise of assistance from other Board members as needed).

3. Committee Reports:

Water Systems Committee:

· Paul Ossenbruggen updated the Board on the progress of the Water Systems Committee over the past year and the current issues.

· The Committee has done an outstanding job in organizing, addressing the issues and hiring companies to assist us in managing and monitoring our current water system, managing the irrigation and in developing the engineering options and plans for capacity engineering.

· Progress continues on installing the new monitoring system, but it is not yet fully implemented. Also the system’s management reports need to be further investigated to develop useful summary usage reports.

· The Board has to approve the payment to Eckman Engineering to begin the capacity expansion engineering.

· Though the potable water is fine for drinking and irrigation, there continues to be a water contamination issue that requires us to chlorinate the system again and continue testing the water quality for at least the next several months. The WSC is developing a plan to notify the residents and minimize the impact of the chlorination on residents, since the water system will not be able to be used for at least a 12 hour period to allow the chlorination to be effective. This also has to be coordinated with the appropriate Governmental Agencies. The Board will be kept up to date by the WSC.

· The cause of the contamination is not fully clear. Though the current WSC thinking is that it is due to the implementation of the monitoring system stirring up the sediment, it is also possible that the water system pipe breaks (2) caused and repaired by AMB contractors, may also have contributed to or added to the problem.

· Board discussion continued on the WSC subject and the costs of the tests in other portions of the meeting. The following were the results of those discussions:

· There seems to be chlorination equipment in the pump house that has been integrated into the water system and used in the past to manage the water quality. Why it is no longer in use is a question that the Board will ask the WSC.

· The initial costs of the tests appear to be very high and are not a budgeted item. The Board will follow up with Great North, the testing company and the WSC to find out the process and costs of ongoing testing to determine the financial impact. In addition, the WSC will contact the Government Agency to clarify the testing requirements and the length of time tests may be required.

· The money used for this testing will come from the MPCA Operating Budget, because it is a total Water System issue for all owners and not just a water usage issue.

Environmental Committee:

· No update to written report submitted at the annual meeting.

· The Meadow, Waterfront and Earl Chase met with the representatives of the State Dept. of Environmental Services to review the progress of the View Enhancement Project on Lot 4 and to get feedback on our approach and results to date. The State Reps were very complimentary of the approach we had taken, the coordination with them. They felt we had been very environmentally conscious and conservative and there was additional clearing of invasives, saplings and trees that could be done in the Meadow area and the Waterfront, both west and east of the wooden bridge. We appreciated their feedback and their approval of the additional clearing opportunity. Earle Chase is drafting a Memo of Understanding to send to the State and the Meadow & Waterfront will continue to use the money they have already set aside to do the allowed additional clearing as soon as possible.

· The State Reps also reminded us that once the enhancement project was completed, the MPCA had the right and approval to continue to maintain the view enhancement going forward by regularly removing saplings, invasives and thinning trees. The MPCA has budget for both the increased maintenance of Lots 4, 6 and 11 as well a developing an overall maintenance plan. It is a Board priority to complete a comprehensive maintenance plan before the Spring of 2005 so that we can begin to implement the plan in the Spring and have a much better idea of the costs of ongoing maintenance for future financial planning.

Community Life:

· Community gathering events are planned for late September and early December.

4. Board Committee Liaisons were appointed:

· Community Life – Darby Johnson

· Environmental – Fern Bouthot

· Water Systems – Jim Fitzpatrick

· Budget & Planning – Al Menard

5. MPCA Managers Report:

· Board Members signed the required paperwork to register the By-Laws change approved at the Annual meeting. GNPM will mail to Registry.

· The Board unanimously approved, after much discussion, the proposed 3 year landscaping and snow removal contract for the MPCA with Blanchette, subject to our right to cancel the contract without penalty with 30 to 90 days notice. MJ Searfoorce to check the contract cancellation clauses and get back to us if there is a problem or revised wording is required.

· The Board unanimously approved the request of Jim Fitzpatrick, as President, to have a face to face meeting with AMB to discuss a variety of common issues. The hope is to improve communication and find ways to better work together to address issues and solve problems. Jim will report back the results of the meeting.

· The Board approved the initial payment to Eckman Engineers to start the Water System capacity engineering project. The funds for this project will be taken from the Water Tie-In Reserves as it is specifically tied to expanding our water capacity.

· The Board unanimously voted to create a $20,000 Operating Reserve for the MPCA to provide us with the funds and flexibility to pay for expenses that exceed our Operating Cash due to timing differences or unplanned expenses (like the ongoing, unbudgeted water system testing requirements). These funds will be borrowed from our Capital Reserves and will be repaid as we collect the MPCA fees for 2004 & 2005. The Board recognizes the long-term need to build regular, ongoing Operating Reserves equal to at least 25% of our annual budget to be fiscally responsible. This is the first step towards making this part of or regular financial planning and budgeting process. The Board also needs to work on a solution to the timing difference of when we charge MPCA fees vs. when we start spending money in the new fiscal year.

· Shackford Point, the land area across from the Waterfront and Meadow West where the Lamprey & Squamscott Rivers meet to form Great Bay, is potentially under development. The developers are in discussions with the town of Newmarket to get their development plan approved. We are an adjacent property and were notified by the town of various hearings to vet the development plan. It is in our best interests to keep up with these plans, to ensure that whatever is built does not diminish the value of our Moody Point Property. The MPCA Board will be asking Al Menard, who is also a member of the Newmarket Planning Board, to keep us informed of any relevant issues.

· The Board asked GNPM to review the possibility of having the town of Newmarket collect the trash at our homes vs. using the Dumpster. The cost would be 2 to 3 times higher than our current Dumpster arrangement and would also require us to change our warranty deed. The board decided not to pursue this potential option due to the increased cost to residents.

· Day’s Landscaping, who runs our irrigation system, will shut down the system as of 10/2/04. GNPM will send out notices to the MPCA.

· GNPM will begin sending out MPCA and Water Usage fee bills, now that the budget has been approved.

· The Fire Pond leak still needs to be addressed. Jim Fitzpatrick will discuss this with the WSC.

6. Culvert Study:

· The recently completed Culvert Study is now being reviewed by the new Board. The Board agreed that any action to be taken on repairing/enhancing or changing the culverts needs to be coordinated with the WSC, water capacity planning and the overall drainage issues around Moody Point. This is another Board priority for this year.

7. MPCA Priorities:

· An initial MPCA Priorities List was circulated to the Board members. All were asked to review the list and be prepared to add/delete/modify this list for the next Board Meeting. It was agreed that having a Priority List for the Board and sharing it with the members was an important milestone to achieve ASAP.

8. Other Business:

· Kayak/Canoe rack maintenance and determining if we are allowed to launch Kayaks/Canoes from the shore vs. only the dock is an open issue that needs to be addressed.

· Overall Drainage issues around Moody Point need to be addressed.

The meeting was adjourned at 9:45 PM.

The next meeting is scheduled for 10/12/04 at 7 PM at Judi Carr’s home.

Respectfully submitted,

Russ Simon

Secretary