MOODY POINT COMMUNITY ASSOCIATION
The
Board of Directors of the MPCA met on Monday, December 1, 2003 at Dave May’s
home. Present were Linda Edwards, Bill
Bunting, Dave May, Jeanne Ormrod, Fern Bouthot, Jim Fitzpatrick and Les
Regenbogen, presiding. Guests included
Pam Driscoll of Great North Property Management. The meeting was called to
order at 7:03 p.m.
The
minutes of the November 10th, 2003 meeting were accepted as corrected.
The
Board noted and accepted the appointment of Jim Fitzpatrick by The Moody Point
Co. to represent The Meadow on the MPCA Board “…for a period of two (2) years
from the date of this vote or until such time as The Meadows at Moody Point is
turned over to the homeowners.”
Treasurer’s Report: Linda Edwards reported that the November expense report was not
yet available. The MPCA Income
Statement & Balance Sheet are being prepared as an Adobe Acrobat (.pdf)
file for distribution to the membership on a Quarterly basis via email or
hardcopy. A cover letter guide to
understanding the documents will be provided with the distribution.
A
Board Member questioned the Annual Audit on two issues:
1.) The Assets on the Balance Sheet do not reflect a value for our Community Water System, Sewer Pump House, Screen House, Dock, or Trail. The Board will pursue this issue, probably beginning with insurance values as a starting point. Moreover, the value of the land is not listed on routine reports from Great North. Our Budget/Finance Committee to review this issue further.
2.)
We should have a statement of future or anticipated major repairs,
replacements, or improvements of
capital items with a good faith estimate of their associated costs. We already have some of these identified by
the Water Systems Group, i.e. a backup generator. The
board will develop an initial list of likely items, with preliminary 'best
estimates'.
Committee Reports:
Environmental Committee: Fern
Bouthot reported that the shoreline cleanup event was lightly attended but the
shoreline was ‘in pretty good shape’ and only five bags of garbage were
collected. An “Environmentally Speaking” is attached as an addition to these
minutes.
It was further clarified
that the maintenance of Lot #4 falls under appropriate maintenance line items
within our annual budget. The EC portion of our budget is merely the
establishment of consultation fees for which it is responsible. It is the ECs
responsibility to bring forward identified needs to the Budget Committee and
the MPCA Board for their attention and/or inclusion in our annual budget.
Community Life
Committee: Jeanne Ormrod reported that
the next quarterly community social event sponsored by Community Life would be
the Holiday Party on December 6th at the home of Fern & Judy
Bouthot. The Committee is taking
responsibility for the community ‘Welcome Packets’ and is maintaining the phone
list. Copies of the list are available
from Andra Crawford. The Committee is
planning a series of educational/social events for the spring.
Water Systems Group: Les Regenbogen reported that
with our new contractor, Waterline Systems, we also have new Emergency Contact
telephone numbers, which have been distributed to the Board, and will also be
passed along for inclusion on the MP Address List. Additionally, the MPCA has finally received the bills from Epping
Well for work on the replacement of well #2,done in the Summer of 2001. The Water Systems Group will review these
invoices prior to payment. Great North
was instructed to prepare a letter to Epping Well acknowledging receipt of the
bills, requesting a hand-over of all relevant files on the water system in
their possession and a statement from Epping Well that there are no further
bills as a requisite for satisfaction of this obligation. The bills submitted total $22,619. It was noted that although this liability
has been known (since 2001), we had no actual figure. Funding was identified, however, by a vote of the General
Membership at the 2001 Annual Meeting to use monies from the Capital Reserve
account.
In keeping with the intent of the General
Membership, Jim Fitzpatrick moved, seconded by Jeanne Ormrod, that “The
Board recognize the vote of the membership at the 2001 Annual Meeting to use
the Water Systems Reserve Account (Vanguard) to fund the Well #2 replacement.”
The motion Passed unanimously.
The
Water Systems Group is developing an RFP for a water systems irrigation
operator for all of Moody Point.
Property Manager’s Report: Pam Driscoll from Great
North reported the following:
The board requested the Environmental Committee
begin development of an RFP for landscaping and plowing. It was suggested that three RFPs be
prepared: 1) Landscaping, 2) Plowing, or 3) Both. This might encourage bidders
who might specialize in one but not the other.
Pam Driscoll indicated this was done successfully in other places. It was further suggested that this RFP be
developed by the early spring to allow the associations time to review before
the beginning of their fiscal years.
Open Space Clearance
Committee: Les
Regenbogen reported that we have the written approval from David Price of NH
DES Shoreline Protection and the oral approval from Dan Vincent, the Town of
Newmarket Code Enforcement Officer, to proceed with the view maintenance of the
west meadow. Orion Tree Service, who is
doing the actual cutting, has been hampered by wet ground, but plans to be out
there on December 4th.
He noted that the Environmental
Committee recommended that next year’s budget specifically include funds for
additional remediation on Lot #4 and also plan a regular amount for each year
going forward.
It was further suggested that this annual maintenance must
address dead and partially fallen trees that are hazardous along the trail.
Fire
Pond Inspection & Repair: Les
Regenbogen reported that N.H. Soil Consultants, professional environmental
engineers, would be examining the standpipe in the pond to determine the actual
location of the leak and prepare a recommendation re: its repair or
replacement. Any actual work will have
to wait until early spring. The present
rate of leakage is not an immediate problem.
The pond currently contains approximately 990,000 gals. He also noted that he had been in contact
with AMB as a reminder of their agreement to clear off the dirt covering the
gravel base of the fire access road leading to the pond for fire truck access.
Community
Life Bulletin Board Proposal: The Board took up the proposal submitted by the
Community Life Committee at the previous Board meeting calling for the
installation of an all-weather bulletin board adjacent to the dumpster. The cost of the project will be born by
donations.
Jeanne Ormrod moved, second by Jim Fitzpatrick, that “the MPCA Board
endorse the Bulletin Board to be built with donated funds and mounted by the
dumpster in accordance with the Community Life Committee proposal dated
11/04/03.” The Board requested the Community
Life committee
formulate
a policy for the use and maintenance of materials for the Bulletin Board, and
the board itself and bring it to the Board of Directors for approval. The motion Passed
by acclamation.
Other Business:
Les
Regenbogen reported that Doucet was proceeding with the survey of the wells’
Sanitary Protection Zone, as previously approved by this board. Doucet will
mark the surveyed zone with re-bar stakes for future reference. Additionally, Doucet will be able to provide
the overall MPCA maps authorized in this year’s budget in digital format for
use by committees and within community projects.
Jim
Fitzpatrick requested the Board entertain the creation of a Priority List of
the many projects and needs facing the Community. Some of these should properly be addressed in our balance sheet
as discussed under the Treasurer’s report.
The list should range from what we have to do on down to what
we’d like to do. He felt that
the Community should share in the awareness of these priorities and not be
blind-sided when they come to the fore.
He asked that the Board form an Ad-Hoc committee to begin a list for the
Board to discuss and prioritize on going. It was noted that Dr. Moore had gone
to considerable lengths to create a listing of various projects and might be a
very good place to start. Another
Member stated that such an effort would enhance multi-year budgeting for both
the E.C. and the Water Systems Group. The Board endorsed the creation of the
List and an ad-hoc committee was formed with Jeanne Ormrod, Les Regenbogen,
Dave May, Jim Fitzpatrick, and Linda Edwards.
Great North will be included as well. A meeting date will be
announced.
The
next regular meeting will be held on January 5th, 2004 at the Ormrod’s home at
7:00 p.m.
There
being no further business, the meeting was adjourned at 9:10 p.m.
Respectfully
submitted,
Jim
Fitzpatrick
MPCA Secretary