Minutes: MPCA BOARD MEETING
Monday,
December 13th, 2004
7:00 PM
The Board of Directors of the MPCA met on Monday, December 13th, 2004 at the Darby Johnson’s home. Present were Judi Carr, Jeanne Ormrod, Val Shelton, Darby Johnson, Fern Bouthot, Russ Simon and Jim Fitzpatrick, presiding. Guests included MJ Searfoorce of Great North Property Management.
.
The meeting was called to order at 7:05 PM.
1. Minutes of the November 8th, 2004 MPCA Board meeting:
·
Motion to approve minutes as written by Judi Carr,
seconded by Val Shelton - approved unanimously.
2. Treasurer’s Report :
· Report provided by Jim Fitzpatrick & MJ Searfoorce.
· Board thanked MJ & Christina at Great North for adding the prior year – year to date column to the financials to improve the financial analysis.
· Legal expenses were reviewed. The over budget condition is due to the MPCA’s legal expenses related to a specific homeowner’s Request for Termination. These expenses should be reimbursed by the homeowner as agreed. The Board asked MJ to research all the legal expenses incurred by the MPCA on this issue from inception and to prepare a letter to the homeowner requesting payment. And then, on a going forward basis, bill the homeowner as related expenses are incurred.
· The cost of the Culvert Study, which was requested last year, was not specifically budgeted for this year. A motion was made by Val Shelton, seconded by Jim Fitzpatrick to pay for the Culvert using Capital Reserve funds, since the study was related to overall capital improvement needs. The motion was unanimously approved.
· The Board reviewed Accounts Receivable. The Board continued to direct Great North to bill and collect late charges and any associated interest as required by the By-Laws & Warranty Deeds. The Board directed Great North to write-off an erroneous $600 accounts receivable from AMB as previously agreed. A majority of the remaining receivables were related to various new buildings and lots owned by AMB. AMB is questioning whether it is responsible to pay the bills in a number of cases. The Board requested that Great North prepare a complete bill, property by property, on all AMB open items, including late fees and interest. The bill would be then be presented by Jim Fitzpatrick in a meeting with AMB by year end or sent to AMB with a cover letter by Jim Fitzpatrick, if a meeting could not be scheduled.
· The discussion on Admin expenses was deferred until next month’s meeting.
3. Committee Reports:
Water Systems
Committee:
·
Report provided by Jim Fitzpatrick
· The state has agreed that our Water System temporary contamination issue has been successfully resolved and we are AOK.
· Waterline Systems will continue to manage our Water System going forward.
· The preliminary report from the WSC’s consultant on water capacity planning and options has been delayed but is expected to be ready in January.
Environmental
Committee:
· Reviewing the Culvert Report to develop a recommendation on prioritizing repairs and timing.
· Reviewing the environmental impact of increasing the amount of water in the fire pond as a possible solution to our water capacity issue.
· Developing a long term maintenance plan for Lot 4.
· Reviewing the environmental impact of removing the old shack in the Lubberland area of Lot 4.
Community Life
Committee:
· Report provided by Jeanne Ormrod
· The Committee and the Board thanks the Bouthot’s for hosting the recent Community Holiday gathering. Much kudos on a wonderful event!!
· Motion made by Jeanne Ormrod, seconded by Russ Simon, to request Board approval to use the Screen House for a Community event on 6/26/05. The motion was unanimously approved. The Committee is working on reviewing the policies related to Screen House use as requested by the Board.
By-Laws Review
Committee
·
Report provided by Val Shelton
·
Members are currently being recruited for the
Committee.
·
Members to date are:
Val Shelton, Jonathan Sack and Roger Salava. Looking for more.
4. MPCA Managers Report:
· Report provided by MJ Searfoorce.
· Motion made by Val Shelton, seconded by Jeanne Ormrod: to request that Russ Simon work with Great North to review the organization of the bank accounts for the MPCA & Water Systems to ensure we are operating effectively and efficiently and make any account changes required. The motion was unanimously approved.
· The Board reminds all members that there is normal maintenance required during the year that occasionally requires our service providers to schedule access to our homes. Though notices are sent in sufficient time to try to schedule, due to our mobile population it is important that all members who travel frequently or for long periods of time make sure there is another member who has their permission and access to their homes to schedule required appointments. Any additional expenses that are incurred do to failure to comply will be the responsibility of the member.
· There will be an extra garbage pick-up at the dumpster area the Wednesday after Christmas.
· There will be an announcement sent shortly on how best to dispose of Christmas trees.
5. Culverts / Drainage / Lot#4
· The dumpster area has been repaired for the short term.
· The plan to work with AMB to work together to resolve several drainage issues has been approved by Earle Chase and the State. The Environmental Committee has reviewed and has no issues. MPCA will pay for the cost of materials and AMB will be responsible for the cost of labor & machinery. Work will begin as soon as areas are dry enough.
6. MPCA Priorities Questionnaire
· The draft of the Questionnaire was reviewed by the Board and approved for implementation. A survey should be individually filled out by each member, not one per household.
· The survey is expected to be sent out in early January and member responses will be due back by January 31st, 2005. Completed surveys (responses) must be submitted to a MPCA Board Member.
7. Other Business
Archive Docs?
·
Board discussed the best way to archive historical
documents related to the MPCA. Motion
made by Russ Simon, seconded by Darby Johnson:
to have all required documents sent to Great North for safekeeping and
archiving as part of their normal archive process. The motion was unanimously approved.
Moody Point Sign
· An additional sign will be added to the street sign entering Cushing Road from Bay Road that will read “Moody Point on Great Bay”. Thanks to Val Shelton for the wording that was approved by the Town.
Kayak/Canoe Storage Racks
· As approved by the Board, existing kayak/canoe racks will be repaired and additional kayak/canoe racks added by year end. The cost of repairs and new racks has been donated by interested parties.
Recognition
· The Board agreed that there should be a way to honor those members who have made significant contributions to the MPCA & Moody Point. The Board has asked Community Life to develop a recommendation on how best to accomplish this (e.g. – putting up a plaque(s) in the screen house).
The Meeting was adjourned at 9:40PM.
The Next Board Meeting will be on 1/10/05 at Jeanne Ormrod’s home.
Respectfully submitted,
Russ Simon
Secretary