Louviers Mutual Service Company Meeting Summary

FINAL-APPROVED VIA BOARD QUORUM

Meeting Date: Monday, January 10th, 2005

Time: 6:00-8:00 PM

Location: Village Club – Auditorium

Next Meeting: Thursday, February 10, 6pm, Village Club - Auditorium

Attendees from LMSC Board: Diana Miller, Mike Hammer, Michael Smith, Pete Holub, Dave Dulaigh, Mark Edson

Other Attendees: Nancy Holub, Phil Booker, Tim Graf, Neta Graf, Jason Ingenthron, Tom Stepleton, Pete Crouch, Scott Beauman

Meeting Summary:

Phil Booker facilitated the meeting and was the timekeeper.

Pete started the meeting with a review of the LMSC meeting rules.

The board voted unanimously to approve a change Board Meetings from Monday nights 6:00 –8:00 PM to Thursday nights 6:00-8:00 PM. This allows our System Operator, Bob Dye, to attend. The next two scheduled meetings will be February 10th and March 10^th with an agenda published a week in advance on the Post Office Outside Bulletin Board and on our website louvierscolorado.com.

Phil, Jason and Neta have noticed less air in the water system.

Pete discussed the need to update to LMSC Standard Operating Procedures (SOPs) again to capture more and improved information related to the operation of the systems and the Mission and Goals of LMSC as developed by Kent Sarff. Capturing these basic goals will help in prioritizing projects as part of the LMSC Master plan. Dave Dulaigh is leading the development of the Master Plan. After some Board and Member discussion, Pete offered to bring some basic updates to the next Board meeting for further review, Diana will provide system operation information as she is able to compile over the next several months.

Neta requested information about Bob Dye’s role with LMSC. Diana explained that Bob is the Operator in Responsible Charge (as required by the state) for LMSC. His professional certifications include: Colorado Industrial and Wastewater Plant Operator Class ‘A’ Licenses, Colorado Water Plant Operator Class ‘A’ License, and OSHA 40 Hour HAZMAT Certification.

Pete then provided an overview of the grant-writing contract that he developed for Diana. The Board had previously agreed in last month’s meeting that Diana shall perform the grant writing project for LMSC. The contract is phased. Phase I is a discovery phase in which Diana will perform the basic research for available grants and provide recommendations to the Board. Phase II will entail more data collection, the grant writing effort itself, and coordination with the grant-providing agencies. The Board agreed with the approach. Member input included approaching local private companies for funding projects and approaches for utilizing the best calculations for average income as part of the grant data. The Board will finalize the contract after further reviews with Diana.

Pete let the group know that the State Forest Service came out and indicated that the trees in the median could be saved. They need to be sprayed for insects and they need more water. He also suggested that Louviers research a Tree City designation.

Dave Dulaigh then provided an overview of the approach to develop an LMSC Master Utility Plan. Dave began by outlining a general strategy of prioritizing projects based on the health and safety of our Members and systems and within our funding profile. He then asked that LMSC members contact him or other Board Members with specific needs and general projects. After compiling the list of potential projects, the list will prioritized with 5, 10 and 20-year windows for project consideration.

Pete then provided information concerning the Barenberg tap fee issue. The Board turned the water off at the outside water shutoff for non-payment. 

Diana Miller then provided input concerning the Waste Water Treatment Project (WWTP). The picture concerning costs for insuring the project and operation has improved through the Douglas County waving the pollution liability requirement and the railroad providing insurance that would also not require pollution liability. In the near term, we will also be putting in for a permit with the railroad to cross their line. We will be meeting with our TST Senior Project Engineer, Bill Goetz this week. He should have the draft Environmental Study for the project available. If so, this will allow the funding process with Rural Utility to move forward as well as beginning the draft of our WWTP Utility Plan.  The license agreement with the County has been submitted and TST is developing costs associated with improving our sewer collection system as part of the WWTP funding. Diana raised the issue of digging and cattails around the lagoon. Jason indicated that he would ask the county open space group for suggestions.

Tim requested that we add an agenda item to the next meeting to discuss fees charged for uninhabited homes in Louviers.

Michael Smith reviewed our financial balance sheets showing income and expenditures for the past year. Using the financials, he then discussed the need for a study of our billing rates. Based on research into the experiences of other utilities, LMSC is not alone in facing funding challenges for infrastructure improvement. Michael and Pete will be working on a rate study over the next two months to be presented to the membership in mid-March.

There was additional discussion regarding the need to evaluate the short term and long term savings accounts that the company has and if there is a possibility of being able to re-invest the capital into an account that may pay more interest.  Michael S. was assigned the action to evaluate this by contacting several banks to determine if this is viable.

Previous action items were then statused. Action items are posted on the LMSC website for Member review. 

Jason asked if LMSC maintains a list of needed equipment. The board currently does not maintain a list, but will in the future.

Jason asked about potential fund raisers for Louviers. Diana indicated that he should speak with Marlene about fund raisers that have been successful and not successful in the past to get some ideas.

Pete Crouch indicated that he thought that the fencing issue around the water tanks was closed. Diana indicated that it surfaced again due to the vandalism that occurred at the water tanks during the summer. She let him know that the concern is that someone will climb onto the tanks and fall off. Pete requested specifications on the fence.

The meeting was then adjourned.