Chapel Lane Water Company
BOARD MEETING MINUTES April 9, 2011
PRESENT: Woody Hanson,
Also present:
A motion was made and seconded that the minutes of March 12, 2011 be approved as printed. Motion approved.
A motion was made and seconded that the financial report for March 2011 be approved. Motion approved.
Discussed the process of how we will deal with members who are late on their payments and receive a termination notice. Our new policy says that they will be required to use EFT for their payments and we are developing a process for that to happen and how that will be taken care of with the homeowners.
Motion and second that we get and estimate for installing a sidewalk behind the water company office where the chemical company that delivers chlorine and fluorine to the back door. Motion approved
Board agreed to have the president draft a letter to the heirs of Ray Lampe to let them know we are still interested in purchasing the property located on the top of Copper Hill.
Bob will ask the contractor who is putting in the new line from the reservoir behind High Place to give us an estimate for installing a barrier to keep rocks and soil from falling onto the current reservoirs.
OLD BUSINESS
The check valve report indicates that there are still some homeowners that haven’t completed installation. We will check with the account and confirm who those homeowners are that haven’t sent in their certification cards before we send a certified letter to them to determine why they haven’t complied and when they plan to complete the installation. The letter will let them know that if the valve is not installed by the first of June 2011 they will receive further information about how we plan to proceed before water service is terminated.
Water Rights with the State of South Dakota for our standby well are still in the process of being approved by the state.
The schedule for construction of the two new water lines installed call for them to be completed by the end of June.
OPERATIONS REPORT
Production report was at another low level for the month and there have been no leaks reported.
Secretary/Treasurer
Chapel Lane Water Company
BOARD MEETING MINUTES May 14, 2011
PRESENT: Woody Hanson, Dennis Decker, Corey Haeder, Jerry Stordahl and Jim Dahlquist and Gary Robinson
Also present: Brandon Powles
NEW BUSINESS
A motion was made and seconded that the minutes of April 9, 2011 be approved as printed. Motion approved.
A motion was made and seconded that the financial report for April 2011 be approved. Motion approved.
A motion was made and seconded to approve the application for partial payment from Powles & Sons in the amount of $54,607.70. Motion approved.
A motion was made and seconded that the Rules and Regulation policy as changed by the board be approved. Motion approved.
Woody and Dennis will meet with DeSmet and Biggs to review and draft a record retention policy. They will also draft a conflict of interest policy for the boards review. Everyone agreed that the tax return should be signed by the President of the association and copies given to the board members. The 990 IRS form and the financial statements should be available to members only upon their request for such documents.
OLD BUSINESS
Discussed the problem of homeowners who haven’t installed check valves and agreed to continue to make contact with them and make a final decision on terminating their water until the June meeting. Jim will contact the High Place association about why and when the 10 owners on the list have not completed the installation of the check valves. Board agreed to check with our attorney about whether the High Place homeowners have only one vote in matters that require membership approval. They own all the lines, don’t have individual shut offs, pay a bulk rate for their water and contract with CLWC for the service.
OPERATIONS REPORT
Brandon updated us on the construction projects and the High Place line should be completed in about 2-3 weeks. He also requested that he be allowed an extension on the completion the Powderhorn project and the board agreed that a few extra weeks would not be a problem. Corey also informed him about an additional phone line that QWEST would be installing to serve a new control box in that area.
Dennis and Bob met at the standby well and agreed on the work that needs to be done that includes: removal of electrical box and other unnecessary items in the building by Bob. Cost of taping and painting the sheet rock should be only $300-$400 plus materials and for a cupboard to be installed and hangers for the chemical lines needed to fill the tanks. Directed Dennis to proceed with the work.
Secretary/Treasurer Dennis Decker
Chapel Lane Water Company
BOARD MEETING MINUTES June 11, 2011
PRESENT: Woody Hanson, Dennis Decker, Jerry Stordahl and Jim Dahlquist and Gary Robinson
Also present: Brandon Powles Absent: Corey Haeder
NEW BUSINESS
A motion was made and seconded that the minutes of May 14, 2011 be approved as printed. Motion approved.
A motion was made and seconded that the financial report for May 2011 be approved. Motion approved.
A motion was made and seconded to approve the application for partial payment from Powles & Sons in the amount of $20,404.10. Motion approved.
Construction on the Powderhorn water line will begin the first week of July.
Motion and second that the contractor place concrete block on the buried reservoir to prevent the dirt from sliding down onto the top. It will be about 2 feet high and done by hand since equipment is too heavy to drive on the reservoir. Estimate of cost is about $3,600.
OLD BUSINESS
Water line at High Place is installed and working. Sod will be placed on the property sometime next week and the property above High Place will be power seeded and run off berms placed on the slope to prevent erosion. The street and sidewalk repairs will be done in the next week if weather permits.
Motion and second that the concrete by the mail box for High Place be replaced and if the association wishes to have the slab made bigger than it was they would have to pay for the additional expanse. Motion approved.
Jim will follow up on the check valves that need to be installed with the association president.
Motion and second that certified letters be sent to all residents that have not installed check valves in their homes with a final shut off date of August 1 be given to them. Motion approved
A homeowner from High Place questioned whether the ground was compacted in the trench an also why it was taking so long to complete the ditch on Chapel Lane. The board agreed that most of us have been at the construction site several times a week and Woody goes there almost daily. The delays have been caused by the rain which made it difficult to coordinate with the company contracted to connect to the main line under Chapel Lane. The soil was compacted in all of the trenches and observed by at least of two board members.
OPERATIONS REPORT
Water use continues to be low.
Secretary/Treasurer Dennis Decker