MOODY POINT COMMUNITY ASSOCIATION
BOARD
OF DIRECTORS MEETING MINUTES
The Board of Directors of the MPCA met on Monday, November 10,
2003 at Jim Fitzpatrick’s home. Present
were Linda Edwards, Dave May, Jeanne Ormrod, Fern Bouthot, Jim Fitzpatrick and
Les Regenbogen, presiding. Guests
included Chuck Dennehey of the Water Systems Group and Pam Driscoll of Great
North Property Management.
The Meeting was called to order by Chairman Les Regenbogen at 7:05
PM.
The Minutes of October 7th, 2003 were approved as read.
The Board received a presentation by Chuck Dennehey including the
following points:
Water System Operator
Effective November 15th, 2003 our new vendor, Waterline
Services, will assume responsibility for the operation of the Moody Point water
system under a one-year, renewable contract.
Irrigation Contractor
The Board noted that our various Association Bylaws confer
authority to the MPCA Board in the management of the water system including the
selecting of a contractor. It was moved
by Jim Fitzpatrick and seconded by Dave May
“That the Board implement a
policy to require all water system users to utilize the single MPCA
board-selected irrigation contractor.”
The motion passed by
acclamation.
Sewer Lift Station
The Board was notified by the State that our sewer lift station
was not in compliance with requirements for a 24/7 alarm notification in the
event of a system failure. The WSG
received two quotes for modifications to bring us into compliance. It was moved by Linda Edwards and seconded
by Jim Fitzpatrick “That the Board
approve our proceeding with the lower cost [$710 wireless installation and
$240 annual fee] option contingent on
its satisfactory performance in meeting State requirements.”
The motion passed by
acclamation.
Potable Water Metering
The Board discussed a response to the Town of Newmarket’s proposal
to install a single sewer meter at Moody Point. Noted that our individual water meters are used by the Town to
calculate sewer fees. Irrigation water
does not go through these meters. Board consensus was that due to our varied
utilization and consumption patterns, and need for water use tracking we are
better served with our present system of individual water meters. Les & Chuck will meet with Town to
discuss this further.
Treasurer’s
Report: All Board members
received Budget packets from Great North.
Due to the outstanding billing for last year, the status of receivables
is not yet clear. Expenses are on-track
for this point in our budget year with the noted exceptions of overages in the
Landscaping/Snow Removal and Insurance line items. The $3000 allocated for the view maintenance/mowing project in
the west meadow is still on-budget. The
actual costs for Insurance are reflected as accruals and are estimates pending
contract finalization. Actual costs are
expected to be $700-800 higher.
The Treasurer noted that Trash Removal costs are trending higher
and will need to be addressed.
Committee
Reports:
Community Life
Committee: Jeanne Ormrod
reported that Committee is concerned with amount of ‘dog poop’ on the
Trail. The Board noted that the
requirement for cleaning up after one’s pet is clearly addressed in our
Community regulations. To better communicate this policy, the Committee will
draft a letter for pet owners to give to Association Presidents for
distribution.
Other
initiatives being undertaken include:
-
An update of the Welcome Packet to clarify what is allowed in the
dumpster
-
Hosting a community-wide Holiday party at the Bouthot’s on
December 6th
-
Developing a set of speakers/topics for social/educational
gatherings
The Committee submitted its proposal for a Community Bulletin
Board to be erected next to the dumpster.
It would be funded by donations and maintained by the committee. The proposal was positively received by the
Board and scheduled for consideration at the December 1st meeting.
Environmental
Committee: Board Liaison, Les Regenbogen, noted that the study being
conducted by West Environmental with regard to the repair, replacement,
resizing, and/or cleaning of the culverts is not yet complete.
Property
Management: Pam Driscoll, representing Great North, reported that
D&O insurance had been secured for each of the Associations at a cost of
$880. Northway Builders has been
contracted-with for the deck and roof cleaning and repairs at the Screen
House. It will be scheduled ASAP at a
cost of $1076. The Annual Audit is
complete and has been distributed to the Board for review. Reviewed additional dumpster size and
pickup options: 6 cu yd/ weekly/ $173; 8 cu yd./Bi Weekly/$112; 10 cu yd/ Bi
Weekly/ $140; Presently 10 cu yd/ weekly/ $271 mo. The float and ramp at the dock have been relocated for the
winter. Some repairs will be required
to the ramp hinges. Great North raised
the issue of an ‘Umbrella Insurance Policy’ for the Association. The approximate cost of $1600 is not
budgeted at this time. Policy can be
added as an option at any time.
It was moved by Linda Edwards “That the Board accept Northway Builder’s bid of $1076 for cleaning and repair of the Screen
House deck and roof rather than the budgeted $800.”
The motion passed by
acclamation.
The Board reviewed options regarding the overload of the
dumpster. There is some slack in the
budget for occasional ‘spot’ pickups.
Another dumpster and/or more frequent pickups would exceed budget. Board will monitor the situation at the
dumpster and notify Great North if spot pickup required. Decision on other options will be deferred
to New Year. Board will re-emphasize
importance for Association members to not leave garbage outside of the
dumpster.
The Board
approved a letter to the Community outlining the required regulatory process
and the progress to date on the field-clearing project. The project is currently awaiting State and
Town approval of the updated survey submitted by Stan Knowles. Orion Tree Service is ready to resume,
pending regulatory approval and dryer field conditions.
Other
Business:
The reported
leak in the Fire Pond has been verified by N.H. Soil Consultants with the
opinion that the standpipe might need replacement. Replacement would require draining the pond in the Spring (to
allow rapid re-fill), a permitting process ($2000) , and approx. $5500 in
labor. The exact cause of the leak can
only be determined by an on-the-water inspection. Jeanne Omrod moved “that
the Board authorize an amount not to exceed $500 for an inspection to determine
the source of the leak and if replacement (of the standpipe) is necessary.”
The motion passed by
acclamation. Results should be
available for the December Board meeting.
The Board addressed Micky
Lightfoot’s petition for relief on the hours of use of the Screen House and
Trails. The 10 pm to 5 am curfew cited in
the State Superior Court ruling only addressed the Screen House itself. The Board discussed the issue of possible
noise at late hours, but noted that many abutters of the Trail had signed
Micky’s petition. Jeanne Ormrod moved
“that the Trail be dropped from the
limitations to use in daylight only, as reflected in the MPCA Policy on the
Screen House.” With this
change, residents can now walk the trail anytime, day
or night.
The motion passed by
acclamation.
Board
discussed the need to accurately map the exclusion zone for the sanitary
protection of our water wells and for securing the proper easement. Doucet estimated a cost of $1000 for such a
survey. Jeanne Omrod moved that “the Board engage Doucet Survey to provide a
survey and permanent markers for the water wells exclusion zone.” The motion passed by acclamation.
Les Regenbogen reported that the project to survey and map the
exact position of the Trails was underway.
This project an essential element in our regulatory compliance re:
Shoreline Protection. The Chair will
check to see if this mapping can be made available in a digital format.
The Board noted the presence of a political ‘yard sign’ in the
neighborhood. Association members are
urged to review and comply with the policy as stated in the Protective
Covenants and Policy Handbook.
The next regular meeting will be held on December 1st, 2003 at
David May’s home at 7:00 p.m.
There being no further business, the meeting was adjourned at 9:45
p.m.
Respectfully submitted,
Jim Fitzpatrick
Secretary