DPA E-Board Meeting Minutes
12/4/03

Attendees: Judy Currier, Sherry Fiust, Elizabeth Newton, Mike Short, Marilyn Darick, Bob Smith, and Bill Currier

Keep Wayland Tidy – Mike Short

Organization is an off shoot of Wayland Beautification committee. Coordinating agency to reduce litter due to litter laws not being enforced. They track egregious sites like Whole Foods and Dunkin Donuts. 

Mike suggested that we call the Highway Department to pick up any large items that need to be removed from the pond, like the sofa found at Rocky Point.

Sudbury manages their litter with a one day per year clean up day.

A suggestion was made to meet with Gary Burton regarding enlisting the schools help. There is a recycling group at the high school.

Mike wants to combine our Spring Dudley Pond Clean Up day with a town wide campaign. Bill Currier will donate bulbs for planting.

Bibs are available from Mike to wear to promote “Keep Wayland Tidy”.

A suggestion was made to schedule a date for clean up one week after Earth Day.

Miscellaneous

Outlet stream has not been looked at by Brian Monahan.

Milfoil report for Conservation Committee needs to be submitted within 30 days of calendar year. Judy Currier will create a draft report from Ted’s notes.

Elizabeth will contact Michele about re-submitting grant.

The barrier is out and replaced with containment net.

Sherry Fiust
DPA Secretary

DPA Executive Board Meeting
11-06-2003

Attendees: Judy Currier, Jamie Pierce, Jim Thompson, Sherry Fiust

Jim Thompson reviewed what took place at the Fall Meeting for Judy Currier, who was unable to attend. (See Fall Meeting 2003 minutes)

Outlet Stream Problem
Judy will go to the Highway Dept and SWQ to request a short term solution.

Volunteers
We did not receive any “new” volunteer sign ups at the Fall Meeting.

Membership
Judy will call Jim Ogletree to request a meeting with Jamie and Ferenc to discuss how to update our data base properly for communication purposes.

Miscellaneous

Steve Robb proposed a fund raiser for Fall 2004. He will photograph families who sign up and give us 45% of the proceeds. A decision was made to schedule and advertise it.

Mike Short, chair of Wayland Tidy Committee, will come to the Dec. E-Board meeting. He wants to combine our Spring Cleanup with a town wide effort.

Sherry Fiust presented a draft Milfoil report from Ted Fiust. A written report will be provided by Ted by Thanksgiving.

Endowment & Membership letters needs to go out.

Fun Run generated the highest net proceeds as well as highest % of net.

Orders of conditions are good for Hand Pulling for 3 years.

We will try to organize a Holiday party if we can find an available function room. 

Sherry Fiust
DPA Secretary

Dudley Pond Association
November 2, 2003 Fall Meeting

Minutes from the 4/27/03 Spring Meeting were read by Sherry Fiust and accepted.

Treasurer’s report by Jamie Pierce was read and accepted.

Membership report was given by Jim Ogletree. There have not been any changes in membership. Membership activity is on hold while waiting for approval for proposed dues changes.

Presentation and review of pending 2004 DPA Budget

Jamie Pierce presented proposed 2004 Budget. A clarification was made regarding the definition of the line item for Hand Pulling. The budget for hand pulling is for paid divers.

A suggestion was made to implement an electronic version of the Newsletter. Ferenc will put the newsletter on the website.

The proposed budget was accepted.

Presentation and review of 2004 proposed membership rates – Jim Thompson

The proposed membership dues are:

Adult – any member 19 years old or older $15
Youth – any member 16 – 18 years old $10
Sponsor – adult membership plus a $60 donation
Life Member - $200

After a discussion on whether a family membership category was needed because the $15 rate for each member may be expensive, the proposed membership dues were accepted by a majority vote.

As a point of comparison to other Lake Associations, Jackson Madnick stated that a COLAP survey found that on average the dues for other lake associations averaged $35 - $75 per family.

S319 Grant – Lisa Newton

A meeting with Jane Pierce was attended by Judy Currier, Jim Thompson and Lisa Newton to get feedback on why the S319 Grant Proposal was declined. The following issues were raised:

A suggestion was made to form a grant writing committee. Bob Hartzel made a suggestion to work with consultants to help write grant. Consultants often perform this service for free.

A suggestion was made to submit S319 drafts prior to actual submission in order to get feedback prior to decision.

It was pointed out that there is no line item for grant writing included in the 2004 budget.

A motion was made and carried to add a line item for grant writing to the 2004 budget.

Fun Run – Linda Smith

The Fun Run was a huge success, with revenues of $4,000. A suggestion was made to time the top 3 walkers, and add a wheelchair and dog division. Our timer plans to add a walker category to his software for next year.

Weevil Project – Bob Hartzel

Blue Gills are a natural predator. We need to be careful regarding using other methods of control at the same time as weevils. Herbicides don’t have an impact on weevils, but harvesting would. It was 6 years before the weevils crashed the Milfoil in Western MA. At Lake Mansfield, there was a 50% reduction by the 3rd year.

It’s important to understand that the weevils are not eliminating plant growth, just one species. Other plant growth will remain.

The existing barrier will be taken down before winter and replaced with a ¼ inch net barrier in order to contain the healthy milfoil. Jackson Madnick and the SWQ is the project lead.

Forested shoreline is preferable, but good results have been obtained in developed areas.

4000 weevils will be introduced this Spring at a cost of $6,000 which includes testing services as well as bugs. Other lakes have paid $18,000 for 20,000 bugs, which places the cost per bug at less than $1 per bug. 

Recognitions & Awards

Wayne Kelly was introduced as our representative on SWQ.

Ference Vasady-Kovacs was recognized as our Web Master and received a $50 gift certificate for his contribution.

The Harry S. Olin award was presented to Bob and Linda Smith.

Fall Clean Up – Peter Johnson

There is a great deal of sand in the outlet stream due to storm runoff. We need to remove the dirt and sand with shovels. The runoff from a major storm will likely flow into the pond. Jim Thompson asked Jackson Madnick, as the head of SWQ, to enlist the help from the Conservation Commission and Hwy Dept for providing the manpower for this job. A short term solution is needed.

Jackson and Peter Johnson will talk with the Hwy Dept and Conservation Commission about this issue.

Jackson asked for volunteers to help with pulling out the barrier. 

Meeting Adjourned.

Dudley Pond Association
Executive Board Meeting Minutes
10-02-03

Attendees: Judy Currier, Lisa Newton, Grace Olin, Jim Thompson, Sherry Fiust, Ted Fiust

Minutes from 9-4-03 were read & accepted.

Fall Clean Up
Date is November 1, 2003. Sherry Fiust will promote event to Wayland High School Freshman who need service hours. Jim will confirm with Peter Johnson that he will lead the event. We will provide coffee and hot chocolate. Jim will call the Highway Dept to pick up trash. Grace will recruit Mary to call the membership list about the Fall Cleanup and Fall Meeting.

Fall Meeting – Nov 2
Sherry will inquire about availability of TV & VCR for babysitters.

Candidate selected and voted on to receive the Harry Olin award at the meeting. Jim will order plaque.

Committee members are needed for the following committees:

We will ask people to sign up for one of these committees at the Fall Meeting.

New England Invasive Plant Summit Conference Report from Ted Fiust & Lisa Newton

Jim Straub has completed operating procedures for controlling milfoil via hand pulling. He hasn’t seen success with large infestations using hand pulling. Approval process for hand pulling has been reduced to two weeks. Hand pulling was effective only for an area of 5000 SF or less. 

There is some data that shows that Blue Gill is a natural predator of weevils and that bass eat Blue Gills. 

Lisa has summarized the presentations from day one and sent a summary to board members.

Weevil Project
A decision was made to leave current barrier in place until the Spring.

Miscellaneous
Shore Captains need assigned areas to monitor.
Content of Newsletter was approved.

Ted Fiust will provide Judy Currier with an updated Milfoil Survey Map for Fall 2003.

Dudley Pond Association (DPA)
Board Meeting Minutes
September 4, 2003

Attendees:      Judy Currier, Jamie Pierce, Jim Thompson, Bob Smith, Lisa Newton, Sherry Fiust

Fun Run

We will provide t-shirts for the first 50 runners because this was indicated on the registration form that was mailed.  Bob Smith will take care of ordering them.

A Fun Run planning meeting will be held at Bob Smith’s house on Monday, September 15.

Surface Water Quality

A vote was taken for the DPA representative for Surface Water Quality.  Wayne Kelly was elected.

Miscellaneous

Minutes were accepted from 8/7/03 with the notation that Molly Upton and Jim Thompson should be included as shore captains on the list.

Judy & Jim will meet with Jane Pierce on Monday, October 6 to determine why we did not receive the S319 grant

Budget

Jamie Pierce presented a preliminary budget that will be presented at the Fall meeting.  A suggestion was made to add a line item for fund raising expenses, add $250 for internet access, add a line item for pond maintenance that’s based on the recommendation made by the weed committee, and provide for extra mailings.

Membership Dues

We agreed to present a change in membership dues at the Fall meeting for approval.

Adult                $15
Youth               $10
Sponsor            $75
Life                  $200

Fall Meeting

Agenda should be included in the Newsletter

Suggested Agenda:

Sherry Fiust will arrange for babysitting at the Fall Meeting and we will pay them $20 each.

Sherry Fiust
DPA Secretary

Dudley Pond Association (DPA)
Executive Board Meeting
August 7, 2003 Minutes

The DPA Board Meeting was conducted as part of the Milfoil Gathering event. 

Milfoil Gathering Event 

See the attached attendee list for the names of participants in this event.  A group gathered at the Chateau and paddled on the shoreline to the Fiust cove.  There was little Milfoil to be found outside of a few fragments here and there.  Ted Fiust did notice and mark individual Milfoil plants that seemed to still have green tops.  He later went back and discovered that the plants had eventually died.  Because of the lack of Milfoil fragments, the August 28^th event was cancelled.

A reporter from the Town Crier attended briefly, which resulted in an article being published in the August 14, 2003 edition.

DPA Board Meeting

Attendees: Judy Currier, Bill Currier, Jim Thompson, Bob Smith, Jamie Pierce, Sherry Fiust, and Linda Smith

DPA Fun Run

It was determined that a planning meeting was needed in order to manage the details of the race.  A meeting date was set of August 18 at Bob Smith’s house.

We have lost 4 sponsors this year.

Miscellaneous

Minutes from the July meeting were accepted.

Sherry Fiust
DPA Secretary

Dudley Pond Association (DPA)
Executive Board Meeting
July 10, 2003 Minutes

Attendees:    Judy Currier, Jamie Pierce, Sherry Fiust, Lisa Newton, Jim Thompson, Ted Fiust, Dan Egnet

Surface Water Quality

Jeff Ritter has told Jamie Pierce to stand by, regarding his application to become a member.

We have received the 2002 minutes that we requested, are still waiting for 2003 minutes.

S319 Grant

We will not hear about the status of our s319 grant application before August 24.

We need to appoint a 9 person steering committee to manage the grant.

We need to keep track of all of our volunteer time.

Milfoil Weed Control

A plan for clearing the shore areas of the milfoil weed fragments this summer was presented by Sherry and Ted Fiust. (See attachment)

Ted Fiust reported on the success of hand pulling at Lake Wachusett. In 2002 97,000 plants were pulled with a total of 496.5 diver hours. In 2003, in the same area, divers pulled 1700 plants with a total of 70.5 diver hours. This was a significant reduction in the Milfoil from the year before.

Hand pulling efforts this summer at Dudley Pond will start after it’s determined that the herbicide is sufficiently reduced.

Judy Currier will call Gerry Smith regarding when he will be here to test.

Fun Run

Bob Smith and Steve Garone will do the flyer. Sponsorships are 60% in hand. We need to pay $90 for race insurance.

Sherry Fiust will get raffle tickets in order to sell prior to race day. We will hand them out at the weed pull pizza party in August.

Miscellaneous

Ted Fiust and Lisa Newton will attend the New England Invasive Plant Summit on behalf of the DPA. Motion made and carried to pay these expenses of $180 total.

Jamie Pierce reported on his investigation into moving our funds into a FDIC insured account. Middlesex Bank has a 5 year CD at 3.1% with a 3 month penalty.
We need to have the budget completed by the Fall meeting.

A motion was made and carried to pay for pizza at the weed pull events.

We need to vote on the lifetime achievement award for this year.

October 26 is the Fall meeting date.

We need to publish information on our website from the weed committee findings and draw down report.

Meeting adjourned.

Sherry Fiust
DPA Secretary

Dudley Pond Association (DPA)
Executive Board Meeting
May 8, 2003 Minutes

Attendees:    Jim Thompson, Wayne Kelly, Tom McGreenery, Bob Smith, Lisa Newton, Jamie Pierce, Sherry Fiust, Ted Fiust, Jim Boggs, and Grace Olin

Fun Run

There is an issue with the date due to the Jewish holiday falling on 9/28.  Our timer requested that if we change the date to 9/21 that we move the start time up by one hour so that he could attend a Patriot’s sports event.   We settled on a date of 9/21 and Jim Thompson will call our timer to establish that we don’t want to change the time to accommodate him.

We need a chairman of the overall race.

Tom McGreenery will be the project lead for getting sponsors.  Sherry Fiust will create sponsor form for this year and Bob Smith will get it printed for Tom (50 copies).

 We need additional volunteers to be project leaders for:

Bob Smith will ask Steve Garone to be project leader for printing the brochure 

Insurance

Existing contract expires 5/9/03.  Bodily injury, etc. is excluded.  We can be sued for a breach of our By Laws.  Recommendation was made to have Pro Bono non profit attorney look at current policy and make recommendation about whether it is appropriate.

Bob Smith has contact at Ropes and Gray and Jamie Pierce will pursue Attorney General office for a contact.

Motion made to pay insurance and pursue whether current policy provides correct coverage and is cost effective.  Motion carried.

Surface Water Quality (SWQ)

There is a meeting on May 12 with the Board of Selectman to discuss the role and authority of SWQ.  Tom McGreenery will provide original documentation of the state clean water grant so that we can clarify the use and control of the funds.

Draw Down

Bob Smith provided update on the result of the Draw Down feasibility study completed by Ken Wagner.  He expressed a concern that the research did not provide data regarding other draw down control projects.  A summary of the results are:

1)The success of a draw down is very dependent on the weather.  It has to be cold enough for the roots to freeze

2)There is no way to regenerate water after the draw down unless you only draw down 6 ft.  It would take until June 1 for a 6 ft draw down to regenerate water.  A 6 ft draw down only covers 40% of our milfoil area.  We need at least an 8 ft draw down to control the milfoil

3)There are significant costs associated with creating the infrastructure for a draw down

SWQ Openings

Bob Smith, Wayne Kelly, and Jamie Pierce will formally apply for the open positions on SWQ.  They will notify us when they make their application so that we may write letters of recommendation.

Miscellaneous

An expense form to be used for submitting expenses was presented by Jamie Pierce and accepted.

A request was made for the meeting minutes to be published for members of the board and posted on our web site after being reviewed and approved.

Sherry Fiust asked for a clarification of what records our By Laws require the Secretary to maintain.  It was established that records are the minutes of the Bi-Annual and monthly board meetings.

A motion was made to liquidate the Vanguard account in order to move it to an insured fund as required by our By Laws.  A check will be deposited in the DPA checking account until our next meeting when new funding options will be presented by Jamie Pierce.  The motion carried.

There was a discussion about the need for a Finance Committee to evaluate our investment portfolio and help us with creating a budget for 2004.

Meeting was adjourned.

Sherry Fiust

DPA Secretary

April 27, 2003
Dudley Pond Association (DPA)
Spring Meeting Minutes

Judy Currier called the meeting to order.

Minutes were read by Sherry Fiust from the October 27, 2002 Fall Meeting.  Minutes were accepted.

Milfoil Reduction Project

Judy Currier provided an update on the milfoil reduction project.  The Official Order of Conditions from Conservation Commission (Con.Com.) were received on 4/3/03.  The plan is to install a waterproof barrier in 2003 prior to herbicide treatment in order to protect milfoil for the implementation of a weevil project in 2004.  Herbicide treatment will take place in May of 2003.

ACT was awarded the herbicide contract for a cost of $19,150.  It will be paid from the clean lakes grant that’s under Wayland Surface Water Quality (SWQ).

4 sites have been proposed by the DPA and SWQ for the Weevil project.  Judy Currier asked that anyone objecting to a particular site voice their concern.

The milfoil will remain in the area selected for 2003 and 2004.  A water impermeable barrier will be put in place in 2003.  That will then be taken out and another barrier will be put in for the weevils.  The weevils will be installed in the Spring of 2004 and monitored until Spring 2005. 

GeoSyntec is coming on April 29 to inspect site.

The DPA plans to use hand pulling next year to control re-growth of milfoil.

Site inspection will be attended by Jim Thompson, Lisa Newton, and a member of SWQ on April 29 at 5:30 PM.

Purple Loosestrife

Tom McGreenery gave an update on the state of purple loosestrife in the pond.  Provisions for its control by hand pulling were also included in the Order of Conditions received from Con. Com.  Tom is heading up a project to control it.  We have about 10 acres of infestation.  Tom requested that property owners who have the infestation dig it out by the root balls and asked for volunteers for harvesting tops in August and September, 2003.

319 Grant Application

Judy Currier distributed information on the s319 grant application to meeting attendees.  She made a request for letter writing to the state in support of the s319 application by the DPA.  We are asking for $100,000 for 3 years which will be used for biological controls, hand pulling, and sonar every 3 years if needed.

By Laws Committee Report

By Laws Committee Members:  Cindy Turner, Bill Currier, John DarackDarak, and Jan Dunn.

Update was given by Cindy Turner.  The objectives of the committee were to clarify and codify the By Laws, and incorporate best business practices without making it onerous on the Executive Board.

A motion was made to change the age of voting rights from “16 & older” to “18 & older”.  The motion was NOT carried.

There was a discussion of the various methods of communication available: newsletter, email, and Town Crier.

A motion was made to add “ and watershed” to the provision on Page 2 Article V, “The dates and agendas for all membership meetings shall be announced in the town newspaper and/or by using best efforts to contact the membership”.  The motion was NOT carried.

A motion was made to change the provision requiring pre-approval for unbudgeted expenditures of “$500 or more at a general or special membership meeting” to “$1500 or more”.  Motion carried.

A motion was made to accept the proposed By Laws with one amendment.  Motion carried by more than 2/3.

There was discussion regarding the issue on the change of term for board members starting in Spring rather than the Fall and what to do about the current board.  A motion was made to ask the current board to stay until Spring of 2004.  Motion carried and current board agreed to serve 18 months.

Email Discussion

Judy Currier led a discussion of how to manage large number of requests she gets to send the DPA membership information via email.  A motion was made to make it our policy to confine emails to DPA business only.  Motion carried.

Town Board Vacancies

Judy Currier announced that Mary Antes is encouraging DPA members to apply for current openings on Wayland Town Boards.  There are openings on the Cable TV Committee, Dudley Pond & Oversight Committee, and Surface Water Quality.

Miscellaneous

Marilyn Darack volunteered to be our DPA representative on the “Keep Wayland Tidy” task force.

The Fun Run date may change due to Jewish Holiday falling on 9/28.

A Dudley Pond clean up day is scheduled for Saturday, May 10.  Peter Johnson is the project lead.

The treasurer’s report was read by Jamie Pierce, and then accepted.

A request was made for DPA members to participate in the Memorial Day Parade.

Meeting adjourned.

Sherry Fiust
DPA Secretary