2009 Monthly Meetings:

January    March    April    June
July    August    September    October   December

Bi-annual Membership Meetings:

DPA Executive Board Meeting
December 7, 2009

Attending: Lafe LaClaire, Jamie Pierce, Lisa Jacobs, Grace Olin, Bob Smith, Danielle Smith.

Lafe LaClaire called the meeting to order at 7:45 P.M.

Doran Road Project

The Doran Rd. project discussion was passed over at the town meetings so we will take it up when the Town begins moving forward again in the spring.

Pond/milfoil update

Mike Lowery and Alison LaClaire will come up with a milfoil control plan for 2010. Mike will also be submitting his report over the next few months

Nominating Committee

We are looking for people to be on the nominating committee for next year’s board. We’re brainstorming.

Social Activities

Ice Cream Social: Lisa Jacobs has agreed to take over from Brian Cichella. Brian will document how he got it done and pass it on.

New members Pot Luck Dinner: Lisa has also agreed to organize the potluck dinner with help from Marcia Filiurin and Jan Dunn.

Membership

We’re trying to be more proactive in membership. Part of that process includes merging Jim Ogletree’s information with an integrated system that Lafe is looking into. Jim’s database has a lot of information about our members and their interests in the DPA.

Other

The Chateau has been illegally disposing its grease and the conservation commission has gotten involved and will send them a letter.

We’re trying to centralize and declutter our DPA information. If anyone knows of any member who has boxes or binders of DPA info, please contact Lisa Jacobs – lisa@lisaej.com.

The next meeting will be Mon. Jan 11 at 7:30.

A motion was made and seconded to adjourn at 8:30pm.

Respectfully submitted,

Lisa Jacobs
Secretary

DPA Fall Membership Meeting
October 25, 2009

After a wonderful dinner donated by the newly renovated Chateau, Lafe LaClaire called the meeting to order at 6:00 P.M.

Board members in attendance: Lafe LaClaire, Jamie Pierce, Jack Peters, Karen Lowery, Danielle Smith. Approximately 35 DPA members present.

Fun Run Update

The Sept. 13 run this year was held on a sunny day, and this was our 13th annual DPA Fun Run. We raised a total of $10,783, our highest ever total, not including last year. 
We had 90 sponsors this year, and the new individual sponsors worked out well with a total of 26. 
There were 260 registered participants, 17 fitness walkers, 19 competitive walkers, and 60 kids. 
Our five coordinators were Bob Smith, Tom Klem, Mike Lowery, Lisa Jacobs, and Karen Lowery. 
We could use a publicity coordinator for next year.

Pond Update

Mike Lowery reported that our 2009 plan was to hand pull, and this has been going well. Ted Fuist and Allison LaClaire have been diving and collecting by area. The new green milfoil markers mark where the divers should concentrate. This past years rainfall made it difficult to pull. They pulled 18,000 plants this year.

The water is the clearest it has been in years.

2010 tentative strategies:
- spot treatment
- hand pull
- control nutrient inflow

Harry S. Olin Award

The Olin Award was given to Brian Cichella for all of his hard work and dedication.

Treasurers Report and 2010 Budget

Jamie Pierce presented the Preliminary 2009 Financial Report, and a proposed budget for 2010, as required by the DPA bylaws. The budget was accepted by the membership on a voice vote.

Doran Road Update

Jackie and Stan Ducharme spoke.
Wayland Housing Authority has planned to create affordable housing on Doran Road.
It is a 7 acre parcel owned by the town 
They believe that this project would lower the quality of life around the pond. 
This is the most densely populated area of the town. 
The waste water and septic issues that would occur would be harmful to the pond and wildlife. 
We’d like to see the land used as conservation.

What percentage of affordable housing is in Cochichuate vs. North Wayland?

Alternative parcels?
     Molly Upton suggested buying existing houses.
     It was suggested that the town should buy houses using CPA funds.

This is the only wooded habitat on the pond.

Nike comm.. $35m for septic analysis feeling Doran land is free and developer will pay for septic.

Lynn Dowd has new T-shirts and sweatshirts.

The meeting was adjourned at 8:00 P.M.

Respectfully submitted,

Danielle Smith
Second VP (Filling in for Lisa Jacobs)

DPA Executive Board Meeting
October 12, 2009

Attending: Lafe LaClaire, Jamie Pierce, Mike Lowery, Karen Lowery, Lisa Jacobs, Grace Olin, Linda Smith, Danielle Smith and Jackie DuCharme.

Lafe LaClaire called the meeting to order at 7:45 P.M.

Doran Road Project

Both Jackie DuCharme and Mike Lowery are keeping the board up to date. They both talked about the lack of a coordinated effort by the town, the project consultants, and the selectmen to determine how this project will proceed. There is no master plan nor a clear understanding of what can exactly be built on this land. The next meeting is 10/13, 7pm, Town Hall.

In an effort to determine what is the best use for this land, both SWQ and DPA would like to help develop a warrant to turn it into conservation land; therefore no harm would be done to the pond. Jackie continues to explore other options that balance preservation with affordable housing.

Fun Run

Karen Lowery will present a detailed report of the Fun Run at the fall meeting. We netted about $10,500 this year. She is tying up last minute run projects: certificates for sponsors, thank you's, and T-shirt distributions.

After reviewing the effectiveness of the new organization, only one change was suggested. The graphics role needs to be split into two separate responsibilities: publicity and signage. Mike Lowery will keep the production of graphics but we will need someone else to handle the publicity.

Karen Fahrner, the Fun Run photographer, will show the pictures at the Fall meeting.

Treasurers Report

Henry Ormond received a postcard saying that the Secretary of State requires every non-profit to file a one page annual report. Jamie Pierce regularly files reports with the Dept of Revenue and the Attorney General. After checking his records, Jamie discovered that the report to the Secretary of State hadn't been filed since 1997 so he went ahead and filed 10+ years of annual reports to catch us up to date.

The town's contribution to SWQ to date is $11,442 of which DPA received 25% or $2860.

Jamie reviewed with the board, all the documents he plans to present at the Fall meeting. The DPA endowment is invested in a CD “ladder” (and each successive reinvestment is at a lower rate), so we need member feedback in how to reinvest when it comes due.

Jim Ogletree will be sending out membership renewal letters in conjunction with the fall meeting. DPA gets approximately $2500 annually from dues.

Pond/milfoil update

Mike Lowery reported 14,100 milfoil plants have been handpulled by the diving team. About 60 green markers have been left in the pond. They're working the deep parts now. Once the last dive is done, the team will file a report with ConComm and make recommendations for spot treatment(s) in the spring.

For the Oct. 25 meeting, Mike will show slides about the team's summer diving adventures and how they did it.

Fall Meeting/Newsletter

The fall meeting will be Sunday Oct. 25, 5pm at the Senior Center. The newsletter will be going out in a few days. We are still looking for nominees for the Harry Olin award. In addition, we would like to recognize Wayne Kelly for all the spaghetti dinners he's engineered over many years.

The agenda will include: The Treasurers report and budget approval, the Fun Run recap, Doran Rd. Project Update, and Milfoil Update. Wayne Kelly isn't available to cook the spaghetti, so we are asking the Dudley Chateau to provide some of the food and DPA will supply the rest. Jamie will meet with the Chat to discuss a plan. Linda Smith will make her famous DP cake.

Lisa Jacobs won't be at the Fall meeting so we will ask Danielle Smith to record the meeting minutes.

Lynn Dowd will bring the clothing/gear supply to the meeting.

Grace Olin wants to re-introduce the $25 DPA family membership and she will work with someone to get it on the agenda.

A motion was made and seconded to adjourn at 9:35pm.

Respectfully submitted,

Lisa Jacobs
Secretary

DPA Executive Board Meeting
September 14, 2009

Attending: Lafe LaClaire, Jamie Pierce, Jack Peters, Mike Lowery, Karen Lowery, Lisa Jacobs, Judy Currier, Grace Olin, Danielle Smith and Jackie DuCharme.

Lafe LaClaire called the meeting to order at 7:45 P.M.

Fall Meeting/Newsletter

The fall meeting will be Sunday Oct. 25, 5pm at the Senior Center. The agenda will include: Budget, Fun Run recap, Doran Rd. Project update, and Milfoil update. The fall newsletter will include these topics, a price list for our clothing inventory, and possibly a letter from Maureen Murray, a new pond member who is also a veterinarian. We will try to get the new DPW manager Don Lett to attend the meeting.

Fun Run Results

Jamie reported $11,000 net income received from this year's run- an incredible showing given the economy and a lot fewer participants. Gross receipts were about $13,500. Of that amount, $8400 came from sponsorships ($1600 from individual contributors), $875 from the raffle and $4200 from registrations. There were 17 fitness walkers, 65 kids, 19 two mile walkers and 159 5K runners. We signed up one new family membership and sold $144 in new merchandise. Middlesex Bank and the Goddard school had their own tables. Refreshment and water donations came from Einstein Bros. Bagels, Caraways, Starbucks, Whole Foods, Sudbury Farms, Shaw's and Stop and Shop.

Karen talked about the effectiveness of having 5 coordinators this year- Mike, Karen, Lisa, Bob Smith and Tom Klem. We will follow up with articles and pictures in the Town Crier, the website and other locations. It turned out to be a beautiful day, which added to the festivities.

Pond/milfoil update

Mike Lowery reported at least 9000 milfoil plants have been handpulled by the diving team. There are green markers throughout the pond indicating areas of higher level growth. Ted and Alison will survey the results of their summer's efforts and make a decision about where and when to spot treat the pond. According to the “experts”, there isn't one solution that is totally effective so we will consider other herbicides for next year's treatment.

Doran Road Project

The project meetings have been attended by Mike Lowery representing SWQ, and with Judy Currier and Jackie DuCharme representing the DPA. The board has asked Judy to be the DPA representative and Jackie will continue to attend the meetings as one of the abutters.

At this stage, only $25,000 has been allocated for the feasibility study so all of the stakeholders are weighing in about who will do what types of testing and who will pay for it.

Lafe expressed his opinion that the current statues for this project are looser that what DPA requires in terms of runoff to the pond and watershed. It is that perspective, ie- that we want stricter rules - that will be DPA's position at these meetings. Also we want the Doran Rd. development team to prove to the DPA that this development won't adversely affect the pond.

Another issue has been the best use of this land. Jamie told us that the board of selectman, with its 7 member panel, has the authority to “reset” this project and determine whether this is the best use for this land at this time. Conservation will walk the land to determine if there are any endangered species issues.

The DPA board will unofficially form a group to propose a “positive alternative”- basically a way to involve town departments to craft a better use for this land - which can be presented to the town at a future town meeting

Sept. 21st is the next Doran Rd. project meeting.

A motion was made and seconded to adjourn at 9:30pm.

Respectfully submitted,

Lisa Jacobs
Secretary

DPA Executive Board Meeting
August 17, 2009

Attending: Lafe LaClaire, Jamie Pierce, Jack Peters, Mike Lowery, Lisa Jacobs, Tom Klem, Grace Olin, Ted Fiust and Jackie DuCharme.

Lafe LaClaire called the meeting to order at 7:45 P.M.

Fall Meeting

Oct. 25 will be the semiannual fall meeting at the Senior Center. The agenda will include: Budget, Fun Run recap, Doran Rd. Project update, and Milfoil update. The fall newsletter will include all these topics plus information and price list for our clothing inventory. All members are invited to contribute an article, picture, etc. The goal is to mail it by Oct, 1.

Fun Run Update

Tom Klem said about 30 runners have registered so far. This is normal: most of the registrations happen within 2 weeks of the event. Mike Lowery reported sponsorships of $8130 pledged including $1385 from individual/family sponsors this year.

The flyers/registration forms were sent out on Aug. 3. We will start selling raffle tickets at Donelans and the Landfill.

Lisa is checking table/tent/chair inventory and we're trying to locate where all the tents are from last year. Lafe has one, but the location of the 2 smaller ones are unknown. We will contact Russell's and Longfellow Club if we need to borrow some.

Pond update

Mike Lowery reported at least 3800 milfoil plants have been handpulled by the diving team. Although the pond is relatively clean, there have been sections with a lot of new growth. 50% of the money received from SWQ in '09 has been spent and Mike thinks we can continue the handpulling through the fall and consider spot treatment in the spring. The areas around the 3 circulators seem to be milfoil free. We'll continue to monitor this development to see if this can be another tool in our milfoil fighting arsenal.

Doran Road Project

Mike Lowery is representing SWQ at these meetings and Jackie DuCharme has been representing the DPA. The proposal is to develop affordable housing (10-15 units), open space, and a small package treatment plant. At the last meeting, two consultants, who would conduct the feasibility study, were vetted: Mastue and Scanlon. Mastue was the group that successfully converted the old Nike site in N. Wayland to housing. The biggest issues were sewage, storm water drainage, road access during construction, and types of testing needed. The town doesn't have the funds for consultants to perform perc tests and other environmental tests and wants to have the town perform these roles. Not clearly identified was the conservation commission's role including the impact on wildlife, and whether the area includes wetlands.

There is also a question of land use. The original 1978 plan passed at a town meeting called for senior housing to be built on this land. Now the town says it doesn't need senior housing and an old nursing home on Route 30 will be converted to low income housing. This development could include affordable houses for sale or for rent.

Jackie said there is a community septic system currently operational across from her house on Pond Road and it can handle additional hookups; the consultants feel that building a new septic system would be cheaper.

The DPA's position is to make sure that all effluence follow the strictest of current regulations and any additional runoff would not undermine the DPA /SWQ 3 year plan that has successfully managed weeds on Dudley Pond.

Another approach is to consider other uses for this land. Since the original use (senior housing) and another use (low income housing) is no longer the requirement, we could create an article for alternate uses at the next town meeting - like open space. We might also uncover the fact that there are endangered species on this property. Jack Peters offered to brainstorm this with Jackie.

The next Doran Road meeting on Aug. 31 will produce a list of questions for the consultant that was chosen, Mastue. Although Scanlon had a good handle on the major issues, both Jackie and Mike felt that Mastue was more environmentally aware.

Jackie has expressed concern about her dual role as representing DPA at these meetings and as an abutter to the project. As the project gets deeper into reality, she feels that her personal interests may not coincide with DPA's interest. The board made a motion to recruit Judy Currier to be our “official” DPA rep for the Doran Rd project. The motion was seconded and voted on unanimously. Lisa will contact Judy to see if she is still interested.

A motion was made and seconded to adjourn at 9:40pm.

Respectfully submitted,

Lisa Jacobs
Secretary

DPA Executive Board Meeting
July 13, 2009

Attending: Lafe LaClaire, Jamie Pierce, Karen Lowery, Mike Lowery, Lisa Jacobs, Bob Smith, Danielle Smith, and Molly Upton.

Lafe LaClaire called the meeting to order at 7:40 P.M.

Doran Road Project

Molly Upton dropped off information about the Doran Rd. housing project. The first stage calls for getting a consultant to write a feasibility study- for developing 10-15 low income houses on Doran Road - by Sept. 30, 2009. Mike Lowery gave us some history. Several Town Meetings ago, the Town Selectmen brought up this proposal and the Housing Authority got $25,000 from the Commonwealth to hire a consultant to create a plan to study this site.

Some of the concerns about this project are the access to Dudley Pond and the effects of construction and additional septic systems to Dudley Pond. Did the DPA want to send a representative to these meetings to have input into which consulting firm gets hired? The board weighed in and decided that DPA's interest is to protect the pond and not take sides on the project. If DPA's interests are not protected in the proposal, then the board would discuss a different approach, and include the other stakeholders- SWQ, Con-Comm among others.

Since the DPA and SWQ have developed a 3 year plan to keep the pond clean- especially to combat milfoil, any housing project that increased the effluence into the pond would endanger that 3 year plan. Our strategy would be to have strong input into the levels of runoff acceptable.

Judy Currier and Jackie DuCharme were two people that the board thought would be effective participants in these meetings. At this point, the DPA board wants someone who can attend the meetings, understand the process and the players, and hopefully participate in the selection process.

There was a motion to ask Judy and Jackie if they were interested in representing Dudley Pond for these preliminary meetings (with no commitment required to go beyond the consultant selection process). The motion was seconded and the board approved the motion unanimously. A motion was also made, seconded and approved unanimously, to empower Lisa Jacobs to talk to Judy & Jackie, or find a substitute if they are not available. The first Doran Rd. meeting is July 21, 7:30 at Town Hall.

Fun Run Update

Karen Lowery reported $6000 pledged and $4050 received by sponsors so far. New corporate sponsors include Citizen's Bank, and the Dudley Chateau. We have received more individual/family sponsors this year.

The flyers/registration forms are being put together and July 24 is the deadline to go to the printer. On Aug. 3, 5:30pm, the Lowery's will be hosting a dinner and flyer folding party at their house.

The board voted to have blue writing on the 2009 Fun Run T-shirts.

The selectmen voted to provide us with two police on bikes at the Fun Run.

Pond update

Mike Lowery provided us with a map showing a lot of new milfoil plants. $15,000 has been allocated for weed control in 2009. At the last SWQ meeting, an additional $16,000 (of which DPA will chip in $4K) was authorized for handpulling, diving and treatment. These additional funds will be available for surveys and Fall treatments, with enough left over for treatments in the Spring if necessary. The key is to manage the areas where handpulling still makes sense and to use spot treatment in areas where it's out of control. Ted Fiust who has been overseeing the diving/handpulling project thinks we can keep this under control. We now have an underwater scooter.

In conjunction with the SWQ funding, DPA chips in 25% for weed control and the board needs to authorize Jamie Pierce to take that action:

A motion was made and seconded to authorize Jamie Pierce to reimburse the Town of Wayland at a rate of 25% for invoices that SWQ presents for weed control in Dudley Pond. The motion passed unanimously.

Other Business

Lynn Dowd has purchased more DPA clothing and accessories. We will discuss the next steps at our next board meeting.

The board needs to find a search committee for next year's slate of officers.

A motion was made and seconded to adjourn at 9:45pm.

Respectfully submitted,
Lisa Jacobs
Secretary

DPA Executive Board Meeting
June 1, 2009

Attending: Lafe LaClaire, Jamie Pierce, Karen Lowery, Lisa Jacobs, Grace Olin, Tom Klem, Bob Smith, Danielle Smith, and Brian Cichella.

Lafe LaClaire called the meeting to order at 7:40 P.M. Welcome to Danielle Smith as our newest board member!

Newcomers Party

Brian Cichella reported a very successful newcomers party at Jan Dunn's house with 4 new families in attendance, and Ken Phillips, our new neighbor from the Chateau providing sliders and chicken.

Ice Cream Social, June 21

Brian's last responsibility (and Danielle's first responsibility) will be finalizing the Ice Cream Social on Sunday, June 21 at 12:30. Breyer's is providing the ice cream. We have a gift card from Donelan's for other needed items. Jim Thompson will run the kayak and canoeing operation from Charles River Kayaks and Canoes again. Mid-Life Crisis will provide the entertainment. We will have a DPA membership table and sell raffle tickets. Brian wants to ask Tom McGreenery to talk about septic systems. Brian will coordinate table, chairs and a port-a-potty.

Pond update

Nothing new to report!

Fun Run

Karen Lowery reported $1100 pledged and $450 received by sponsors so far. We have also received donations from individual contributors. The Village Bank has agreed to be a sponsor and Karen will contact the Dudley Chateau for a sponsorship.

Tom Klem reported that the registration form is now on the web. We'll have a registration table at the Ice Cream Social.

Spring Cleanup

About 10 people showed up on land and in boats to clean up Dudley Pond on a beautiful May 16. We amassed several bags of garbage, some tires, a mattress and some other strange items, but overall the pond and the public access areas were very clean.

Dorian Road Project

There has been some discussion about the project to build some houses on Dorian Road and Lafe was asked if a DPA board member could be a liaison or attend meetings. The board's recommendation was to have a Dudley Pond resident, not a board member, fill this role.

Other Business

Ken Isaacson contacted Lafe and has pictures of water-skiers on the pond. Lafe would like pond residents to contact the police with these kind of issues as this isn't a DPA responsibility.

Lynn Dowd plans to order more clothes and other items for our DPA inventory.

We will use Lisa Jacobs' FAX # for any DPA related activities. Lafe needed this last piece of information before setting up a new IT application to integrate DPA's activities, including membership. We will discuss this in more detail at the next meeting.

A motion was made and seconded and the meeting was adjourned at 8:55pm.

Respectfully submitted,

Lisa Jacobs
Secretary

DPA Spring Meeting & Spaghetti Dinner
May 3, 2009

Board Members in Attendance: Lafe LaClaire, Brian Cichella, Jamie Pierce, Lisa Jacobs; approx. 35 DPA members present.

After a delicious spaghetti dinner prepared by Wayne Kelly and his crew, Lafe LaClaire called the meeting to order at 5:35 P.M.

Fun Run Update

DPA Executive Board Meeting
April 20, 2009

Attending: Lafe LaClaire, Jamie Pierce, Mike Lowery, Jack Peters, Lisa Jacobs, Grace Olin, Tom Klem, and Brian Cicchella.

Lafe Laclaire called the meeting to order at 7:20 P.M.

The minutes from the March 2009 meeting were approved unanimously.

Fun Run

Tom Klem reported on registration and a few issues about the timing of the registration process and the deadlines. Many of these issues will be addressed by The Fun Run Committee.

Sylvia Green will be running the fitness walk again.

Karen Lowery has sent out letters to past sponsoring groups and potential ones for this year.

SWQ report- Mike Lowery

Mike checked at least 6-7 feet, and reported no milfoil sightings yet. He'll stay on top of it and use hand pulling if necessary. He requests all pond users to keep checking and relay any potential sprig sightings to him.

The SWQ budget didn't get trimmed.

Social Activities/Upcoming events

DPA was asked to participate in Earth Day, Weds. April 22, at Whole Foods Market in Wayland. We will have a table with info about the pond, SWQ and the Fun Run.

Brian has been planning the Ice Cream Social, Sunday, June 21. Breyers has donated vanilla and chocolate ice cream and Brian is securing the toppings and other accessories. Midlife Crisis will provide the entertainment again. One of our new pond residents is a vet and has offered to provide a turtle table. Brian is looking for someone to talk about septic systems.

Spring Newsletter & Spring Meeting

The Spring Newsletter, completed by MaryAnn Wohlfarth again, is at the printers and should be available for mailing over the next few days.

DPA Executive Board Meeting
March 16, 2009

Attending: Lafe LaClaire, Jamie Pierce, Mike Lowery, Jack Peters, Lisa Jacobs, Grace Olin, Ted Fiust, Tom Klem, Karen Lowery, Lynn Dowd, Brian Cicchella and Bob Smith.

Lafe LaClaire called the meeting to order at 7:10 P.M.

The minutes from the January 2009 meeting were approved unanimously.

Fun Run

The Fun Run will be split into 5 areas:
Race Director: Bob Smith
Registration: Tom Klem
Sponsorship / Raffle: Karen Lowery
Publicity / Graphics Signage: Mike Lowery
Race Day Setup: Lisa Jacobs

The target is $7,000 in sponsorships and pre-race raffle sales. We will continue to offer the fitness walk and the competitive walk. Tom will check the legal language on our forms and compare to other race events to see if we will need additional wording. The Town of Wayland will have 3 large signs at key intersections promoting the Fun Run.

Spring Newsletter & Spring Meeting

Lafe will forward newsletter topics to MaryAnn Wohlfarth. The newsletter will go out mid-April. The Spring meeting will be on May 3. Lisa will reserve the Senior Center.

Topics will include a milfoil update, upcoming events, a clothing reorder survey, a possible request by SWQ, and some pond photos from members.

DPA Board Nominations

Brian Cicchela has chosen not to stay on as 2nd VP. Lafe LacCaire (Pres.), Jack Peters (1st VP), Lisa Jacobs (Sec'y) and Jamie Pierce (Treasurer) have all agreed to serve another year.

The board would like to ask Jackie DuCharme to be on the nominating committee again this year. A motion was made and seconded to ask Jackie to chair the nominating committee (or become the new 2nd VP!). Lafe will follow up with Jackie to see if she is interested in either role.

Milfoil update

Mike is asking anyone who sees any milfoil in the pond to report it to him. The 2009 plan is to put the circulators back in the water, continue monitoring any new milfoil sprigs and do handpulling and a spot treatment if necessary. Mike has submitted the 2008 Annual Report to Conservation satisfying the last remaining requirement.

DPA clothing reorder

Lynn Dowd will order more smaller size T-shirts and sweatshirts to replenish our inventory. We will also brainstorm (possibly at the Spring Meeting or via the Spring Newsletter) about other items to carry. Lynn has been ordering online and will get the names of other online companies whose products might fit into our mix.

IT update

Lafe will set up Google Apps. for DPA's business- for mailing lists, for centralizing docs, and for better communications with the community. He will also set up domain hosting for $10/year. We need to have a fax # for the domain host application.

Upcoming Events

Spring Cleanup- late May
Newcomers Pot Luck Dinner – May 30 at Jan Dunn's house
The Ice Cream Social – Fathers Day- June 21

Other business

DPA's Directors and Officers (D & O) Policy is up for renewal ($1538/year).

Lisa will spearhead another Spring cleanup in May and will contact Cliff Kalovson from the Wayland Cleanup committee, and possibly Danielle Smith who is doing recycling for Wayland HS to coordinate our efforts.

Next meeting will be Monday April 20, 2009.

A motion was made and seconded and the meeting was adjourned at 9:25pm.

Respectfully submitted,

Lisa Jacobs
Secretary

DPA Executive Board Meeting
January 26, 2009

Attending: Jamie Pierce, Brian Cichella, Jack Peters, Mike Lowery

The meeting was called to order at 7:15 PM

Fun Run Transition Team Update and Proposal

The Fun Run Transition Team composed of Jamie Pierce, Sherrie Fiust, Tom Klem, Linda Smith, Karen Lowery

Linda provided input by phone and assisted w/ job descriptions.

The fun run Event Date for 2009 will be Sunday September 13th

An early order of business was selecting a timekeeper.
Tom provided info about Yankee Timing, Granite State and Bay State.
Can timer co-ordinate online and same-day registration; Management of bibs, etc.
So far looks like cost will be $600/$800 range (close to current costs)

Concern about bottleneck at Simpson Rd. – do we need to cap at circa 300 runners? This is a safety issue and there is little we can do to reduce the bottleneck due to course constraints so likely need to establish a cap unless/until someone can come up with a solution to the bottleneck.

Discussed same-day registration frenzy – general thinking is we need to close registration at 1:00 for 1:15 start.

Proposed Structure for Fun Run management team:

Race Director – overall head of the race. Keeps in touch w/ coordinators
4 Coordinators:
Registration
Sponsorship / Raffle
Publicity / Graphics Signage
Race Setup

Jobs are categorized under the four coordinators. Transition Team is still working out the details as to which jobs/tasks fall under each co-ordinator.

Motion to approve the proposal as written (Jamie, second Jack) and nominate Bob Smith as Race Director. Voted, unanimously approved.

Social Committee Report

Brian Cichella wishes to follow a similar process as the Fun Run Transition Team in order to improve long-term sustainability and growth of the Ice Cream Social and Newcomers Potluck.

Jan Dunn has agreed to host the upcoming Newcomers Potluck.
Edy's ice-cream likely to provide ice cream.
Mike Lowery will contact Roger Weingard who has carousel organ on a trailer!

Board will help identify candidates to replace Brian.

Brian will provide description of duties for each event.

SWQC Update

Mike provided a report on SWQC. Got grant for North Pond and so far Wayland finance committee thinks SWQC budget survives in town budget! Good News.

Jamie points out that we need to have a review of expenditures DPA should anticipate in coming year (e.g. divers; spot treatment; etc.). Will DPA fund portion – which needs vote at Spring meeting.