CHAPEL LANE WATER COMPANY
BOARD MEETING MINUTES
PRESENT: Woody Hanson, Dennis Decker, Corey Haeder, Gary Robinson, Bob Powles
VISITORS: John and Marcia Geyer
A motion was made and seconded to approve the minutes of September 12, 2009. Motion approved.
A motion was made and seconded approve the financial report for September. Motion approved.
Gary Schreier turned in his resignation from the CLWC board effective September 1, 2009. We will be attempting to fill his position with another homeowner from High Place.
OLD BUSINESS
The board agreed to delay discussion of a purchasing project until the November meeting.
The board delayed the selection of a Treasurer until the November meeting.
CETEC has not been able to get a commitment or schedule from RC Fire Dept. on hydrant flow testing. We will urge them to get the testing done as soon as possible. This will provide flow at all hydrants and allow the board to develop our capital improvement plan to zero in on weak areas in the system. When results are known CETEC will prepare a recommended improvement plan targeted to hydraulic capacity including prioritization and cost estimates.
The pump house remodeling project has been given to a contractor and we will wait on an estimate before we proceed.
Bob and board members will continue to look for the most economical containment tanks for the chlorine and fluoride tanks in the pump house.
Discussion about the action to apply for a permanent water right for the stand by well. When Bob completes his assessment of the water being pumped he will move forward with the application.
John and Marcia Geyer were present to discuss their agreement to maintain the property where the standby well is located. They felt that the agreement as written was okay with them but wanted the board to consider an increase in the annual fee paid to them from CLWC should be increased. When the homeowners had left the meeting the board discussion ended with Dennis being directed to discuss the agreement with our attorney with particular concerns about our liability if something were to happen to John or Marcia. He will get back to the board at the next monthly meeting with any changes suggested by the attorney.
The board reviewed the map that CETEC had produced with locations of all the current curb stop locations, hydrants, water lines and valves. All have been located and identified using the
A motion was made and seconded, as per the direction by Gary Schreier, his September board member payment of $100 be kept by the CLWC and considered as a donation.
Dennis volunteered to develop a draft of the 2010 budget for review by the board at the November meeting. He will work with DeSmet and Biggs on that project.
A motion was made and seconded to approve a reduction rate discount to Ken and Mavis Dugan 9A Glendale Lane effective November 1, 2009 to May 31, 2010. Motion approved.
Motion was made and seconded that we direct CETEC to complete a site survey of High Place and all of its units to identify all curb stops and valves and then incorporate them onto the map they had just completed. Motion approved.
Operation Report by Bob Powles
High Place unit that has been vacant for 2 years developed a leak which was researched by Woody and when the leak was found the person in charge of the unit was directed to obtain a plumber and have a shut off valve installed.
Production report shows significant reduction in water use when compared to the last six years of October usage.
Secretary Dennis Decker
CHAPEL LANE WATER COMPANY
BOARD MEETING MINUTES
PRESENT: Woody Hanson, Dennis Decker, Corey Haeder, Gary Robinson, Bob Powles
A motion was made and seconded to approve the minutes of
A motion was made and seconded approve the financial report for October. Motion approved.
OLD BUSINESS
Motion made and seconded that the Purchasing Policy for CLWC be adopted. Motion approved.
Water flow tests have been completed by CETEC but results have not been reported to the board.
The pump house remodeling project has been given to a contractor and no bid has been received yet. We will probably be waiting until to spring of 2010 to complete the project.
Water right for the standby well has been applied for and waiting for a site visit by DENR.
Motion made and seconded to adopt the agreement with John Geyer and increase the annual maintenance fee from $350 to $400. Motion approved.
High Place mapping by CETEC has been completed.
No current board members will accept the responsibility of the treasurer for CLWC and Dennis agreed to serve as secretary /treasurer until we have additional board members and someone is available to take the position.
Dennis had prepared a draft budget for discussion and after taking comments he will meet with the accountant and prepare a second draft for the board to review. He will wait to finalize that draft until CETEC reports on any additional construction necessary as a result of the flow testing they are completing.
Operation Report by Bob Powles
We discussed the low usage for the month and the possibility of repaired water leaks lowering the usage. A large leak was repaired on
Secretary Dennis Decker
CHAPEL LANE WATER COMPANY
BOARD MEETING MINUTES
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
A motion was made and seconded to approve the financial report for November. Motion approved.
OLD BUSINESS
CETEC report on pressure testing and recommendations from them regarding improvement projects they are recommending for the system in the future. Corey will set up a meeting with them in January to review their report so that we can include any recommendations and estimates they have for project costs for the 2010 budget which will be presented at the February annual meeting.
No potential board members have been found from High Place to replace current vacancy.
A motion was made and seconded that the request from Brad Eggers at 3513 Sequoia to allow him to have a vacant rate on the property effective
A motion was made and seconded that David Pummel and Associates complete a financial review for the 2009 physical year with costs not to exceed $2,455 plus tax for the project. Motion approved
There was a request from Corey Haeder that we ask the accountant to give us a short summary each month of any significant variances in the report. We will also ask for the same report from the financial service about the investment money. Dennis will visit with them about giving us such a report.
Reminder that the annual membership meeting will be held in February of 2010 and we will finalize the budget and agenda at our January meeting so that a news letter can be sent out to homeowners.
Operation Report by Bob Powles
Bob reported that the leak found at
The water usage for the month was 3.25 million gallons and that was the lowest number for any month since November of 1994 when usage was 3.24.
The water right for the standby well is in process and should be completed as soon as the state does an onsite inspection.
Secretary Dennis Decker