Chapel Lane Water Company

                                 BOARD MEETING MINUTES                                    January 9, 2010   

PRESENT:     Woody Hanson, Dennis Decker, Corey Haeder, Gary Robinson, Monte Tisland and Bob Powles

A motion was made and seconded to approve the minutes of December 12, 2009.  Motion approved.

A motion was made and seconded to approve the financial report for December.   Motion approved.  

OLD BUSINESS

No potential board members have been found from High Place to replace current vacancy.  Board members will continue to contact High Place and Idelwild about having someone from their associations serve on the board.  We have not heard back from John Geyer regarding the agreement to maintain the stand by well property and Dennis will contact them to determine if there is a problem and whether they will be signing the agreement.

The DENR has not yet made a site visit to establish the water right on the stand by well but we anticipate that it will be approximately 300 GPM.   We expect that to be completed by early spring of this year.  

NEW BUSINESS

Board received the Summary report from CETEC on the Hydrant Flow Testing and Distribution Improvements.  After considerable discussion regarding the report we agreed to accept it as printed but will meet with CETEC engineers on January 23rd to discuss it further and make plans for the annual meeting which will be held on February 18, 2010 at which CETEC will be present to present the report. 

The Board agreed that we need to prioritize the projects that are essential to improve operation of the system and that additional storage capability is in the best long term interest of the company to accomplish many of the problems including increased pressure for the system.  Board agreed to proceed with plans to secure property for the location of an additional storage tank.  The board also discussed the prior decision to retain no less than $100,000 in reserve for any contingencies that might arise and agreed that we would not take on any projects which would exceed that limit. 

Board discussed and approved the second draft of the budget for 2010 and when we have reviewed the CETEC report and selected the projects that need to be done in 2010 we will complete the budget. 

Woody will be drafting an agenda and newsletter for the annual meeting before the end of January.

Operation Report by Bob Powles 

The production report indicates that we used 2.86 million gallons of water during December and that was an all time record for utilization.  We believe that the leaks which have been found and fixed were responsible for a large part of that reduction.  The SD Rural Water Association pressure testing indicated that there is another possible leak that hasn’t surfaced on Steamboat Circle and this summer we will have them back to test that area a second time. 

 Motion was made and seconded that the board go into executive session to discuss a personnel issue.  Motion approved. Meeting adjourned after executive session was closed. 

              Secretary/Treasurer                     Dennis Decker

                                                 

               CHAPEL LANE WATER COMPANY                            

 

SPECIAL MEETING:     January 23, 2010 CETEC Office

Members Present:  Woody Hanson, Gary Robinson, Corey Haeder, Monte Tisland and Dennis Decker.

Also present was Jerry Stordahl from Idelwild who is considering joining the board when Monte leaves.

There were 3 staff members from CETEC present:    Greg Wierenga, Ted Schultz and Brian Tideman.

 The purpose of the meeting was to discuss the report that CETEC had prepared on the flow testing and distribution improvements for the system. 

The board had established a $100,000 limit on the amount of cash reserves that we would keep on hand at a prior meeting and that would mean that we have approximately $300,000 to use for system upgrades and maintenance.  

After discussing the report the board and CETEC staff agreed that we should meet with High Place Homeowners Association Board of Directors to discuss completing part of Project E to establish a new 8inch line from the reservoir to the main line on Chapel Lane and making that our #1 priority for 2010. The #2 priority would be the looping of the line on Red Rock Canyon Road to the line on Powderhorn.  The remaining projects and any ongoing repairs that become necessary to fix immediately.

Our Long term project would be to work on obtaining rights to property for a second reservoir.

CETEC will present a report, at the annual meeting, from the model they developed showing estimated fire flows in the system.  This information has been verified by hydrant tests is to illustrate that the model is within reason in terms of the estimated flows.  They will provide a representation of the improved system fire flows to illustrate the difference between now and a year from now and how much we are getting for our money.  

We reviewed the material for the annual meeting and Dennis will make corrections and finalize the newsletter material so that it can be sent out next week after final approval of the board.

The Board will meet for our regular meeting on February 13th at the CETEC office where we will review the presentation their staff will be making at the annual meeting on the 18th. 

 

Dennis Decker    Secretary/Treasurer

 

CHAPEL LANE WATER COMPANY

 

Minutes:    Special Meeting with High Place Board members.           

January 29, 2010   Water Company office

 Present:  Woody Hanson, Dennis Decker, Gary Robinson 

Steve Macleay and Jim Dotson from High Place

We discussed the possibility of obtaining an easement through part of High Place to install a new 8 inch line that would connect to the main line on Chapel Lane.  The two board members from High Place indicated they would talk to their full board at the next meeting in February about the project and get back to us.  They seemed to be OK with the idea and understand the possible benefit to not only the system but to High Place Residents.  Our main purpose was to discuss the project with them so it wasn’t a surprise at the Annual Meeting of the CLWC in February.   This is all tentative until the final engineering is done and approved by both parties. 

 

 

Dennis Decker     Secretary/Treasurer

                                                     Chapel Lane Water Company

          BOARD MEETING MINUTES                           February 13, 2010         

PRESENT:     Woody Hanson, Dennis Decker, Corey Haeder, Gary Robinson, and Bob Powles

Also present were: CETEC staff members Greg Wierenga, Ted Schultz and Brian Tideman.

A motion was made and seconded to approve the minutes of January 9, 23 and 29, 2010.   Motion approved.

A motion was made and seconded to approve the financial report for January.  Motion approved.  

OLD BUSINESS

No potential board members have been found from High Place to replace current vacancy.  Board members will continue to contact High Place and Idelwild about having someone from their associations serve on the board.

 John Geyer returned the signed agreement to maintain the stand by well property.

A meeting with Ray Lampe had to be canceled last month and Woody will reschedule it as soon as Ray is available. 

NEW BUSINESS

We discussed the 2010 proposed priority list to be presented at the Annual Meeting for final items and also preparations for the meeting.  Board agreed that the minor changes and improvements would not be included in one main project which would be for High Place Water main Feeder.  The other 2010 Short Term Projects presented will be completed as individual and separate when weather permits.  The board agreed that the long term projects will be reviewed annually and included in new budgets or as emergent situations should occur.

Motion was made and seconded that Bruce Miller at 3312 Idelwild Ct. be allowed a vacation rate for his water billing.  Motion approved.   It will be the full rate on May 31 when they move into the home.    Phone # 490-3331 

Operation Report by Bob Powles 

The production report indicates that we used 3.20 million gallons of water during January.

Bob also reported on the leak that surfaced on Powderhorn Drive has been repaired and that it was caused by deterioration of the brass fitting that was about 20 years old.  We have had other fittings of the same type that have failed and others will continue to fail and leak in the future. We will address them as they fail instead of putting a replacement schedule in place for all those remaining in the system. 

 

 Secretary/Treasurer                     Dennis Decker

 

 

                                                     Chapel Lane Water Company

 

          BOARD MEETING MINUTES                           March 1, 2010         

PRESENT:     Woody Hanson, Dennis Decker, Corey Haeder, Gary Robinson and Jerry Stordahl.

 

NEW BUSINESS

Dennis Decker being the only remaining board member appointed Jerry Stordahl to fill the vacant position left by the resignation of Monte Tisland. 

Because the annual meeting was not able to conduct business, due to lack of a quorum, there were no board members elected to fill the positions held by three members whose terms were completed.  They were Richard Hanson, Corey Haeder and Gary Robinson. 

Dennis made a motion that the three members whose terms had expired be reappointed to a two year term.

The motion was seconded by Jerry.    Motion approved. 

Motion was made and seconded that the board officers serving in 2009 be elected to serve for 2010.  Motion approved. 

Richard Hanson                President

Corey Haeder                    Vice President

Dennis Decker                  Secretary/Treasurer

 

OPERATIONS REPORT  

Because the financial report and operations report were not ready, the board agreed that we would accept the financial report being emailed by the account and Dennis emailing the production report from Bob when he had it completed.

 

 

 Secretary/Treasurer                     Dennis Decker