01.26.2004 Meeting Summary

Louviers Mutual Service Meeting Summary

FINAL – Approved 02/09/2004

Meeting Date: Monday, January 26, 2004

Time: 6:00-8:00 PM

Location: Joe Robbins’s House

Next Meeting: Monday, February 9, 2004, Time: 6:00-7:30 PM, Location: Village Club – Blue Room

Attendees from LMS Board: Pete Holub and Kent Sarff via bridge, Diana Miller, Mike Hammer, Mike Smith, and Chris Dearborn on site

Other Attendees: Jan Edinger, Jon Beeman, Andrew Beeman, Steve Gehl, Joe Robbins, Julie Riber, Bill Goetz, Bob Dye

Meeting Summary:

Very good news on the wastewater treatment project. The two main items that we were waiting for have come in. 1) We received a response back from the state agreeing that our lagoon is a lagoon, not a treatment system. 2) The leakage testing was completed and the results were analyzed by TST. The result being that our lagoon meets the state criteria for allowable leakage.

We will respond within two weeks to the 9 point letter from the State of Colorado dated October 22, 2003.

TST will begin work on the Utility Plan. The plan is an expanded version of the Preliminary Engineering report. The Utility Plan includes information about the LMS organization, how LMS is funded, how the wastewater treatment project will be funded, the scope of how much the system needs to handle based on population estimates and other planning data. The Utility Plan must be approved by the Chatfield Watershed Authority, Denver Regional Council of Governments and the Colorado Department of Public Health and Environment. TST estimates a couple of months to complete the Utility Plan.

TST estimates that possibly by the end of May 2004 we may be able to get Utility Plan approval.

The Preble’s mouse is not dormant in July, August and September.

We need to do the Preble’s mouse study this year. ERO is the organization who will perform the study. They are environmental study consultants with a great deal of experience in the area. We are estimating the study to be in the $2500 - $5000 range.

The decision for the land application site has been made. The board chose the site between the railroad tracks, close to Santa Fe. The site was chosen because of lower capital costs and the location supports the long term goal of joining some type of regional water treatment facility. We have a preliminary agreement with Douglas County, but this agreement needs to be finalized as soon as possible.

The funding process needs to be concurrent with the development of the Utility Plan. The final agreement with Douglas County is needed to move the funding process along. We are currently looking at funding from the Rural Development organization but we need to take another look at alternate funding sources.

Bob Dye the LMS operator is not overwhelmed with his current duties. He wants to make sure that we have a plan to manage the demands before the spring melt. Bob will put together a task list with timeframes and resources required so that we can make sure that we provide enough operational support.

Bob Dye indicated that we have new testing requirements. We need to start testing for free chlorine residual levels. We need five sample homes in Louviers.

Mike Hammer is Bob Dye’s day to day contact.

We are a couple of months late on our discharge permits.

The pump seems to be pumping fewer gallons than this summer. We need to take immediate action to diagnose.

Any automation opportunities to monitor the pump should be discussed.

We need to get the 2004 monitoring schedule to Bob Dye.

Bob Dye will start attending LMS Board meetings once a month.

Bill Goetz will attend LMS Board meetings as required.

We need to do an analysis on the hydrants. We will discuss at the next board meeting.

Bob Dye indicated that we should contact him if the chorine levels in the water seem too high.

Louviers Mutual Service

Action Items as of 01/26/2004

Date Assigned	Assigned To	Action to Take	Status	Due Date	Date Completed
01/03/2004	Dave Tisdale	Get official stamp for LMS.		02/12/2004
01/03/2004	Mike Smith	What will it take to get him and Chris bonded?	No Update. 1/27: Any new information?
01/03/2004	Pete Holub	Potential bylaw change – make sure that all LMS officers are on the BOD.		03/15/2004
01/03/2004	Pete Holub	Potential bylaw change – take fire protection out of the document.		03/15/2004
01/03/2004	Pete Holub	Discuss with attorney the level of bonding required for treasurer and asst. treasurer.		01/26/2004
01/03/2004	Mike Smith	What bonding help can we get from our insurance?	No Update. Will follow up with insurance agent. 1/27: Any new information?	01/20/2004
01/03/2004	Mike Smith	Validate who the signatures on the LMS accounts are. Add the appropriate BOD backup person.	Verified that Joe and I are the only people on the account that have signature authority. I will bring the required documents to the board meeting, which Pete and Chris will have to fill out and mail back to the bank, at which time Joe will be taken off the account. 1/27: Has this been completed?	01/16/2004
01/13/2004	Kent Sarff	Find out when phone line will be available in blue room.		01/23/2004
01/13/2004	Steve Gehl	Need to provide Diana Miller with utility to contact to find out if we can have notifications e-mailed instead of faxed.		01/15/2004	01/16/2004
01/13/2004	Diana Miller	As soon as we find out about utility notifications, either get a cell phone or move LMS land line to Diana Miller’s house.	1/27: Utility notifications are being sent to the LMS board member e-mail distribution list. The phone should be transferred out of Steve’s house in the next 7 days.	ASAP – after information from Steve
01/13/2004	Diana Miller	Post the LMS number on the pump house.
01/13/2004	Diana Miller	Make sure phone number on bills, and the Louviers newsletter.	1/27: An LMS update, including phone number will be included in the next newsletter.	01/23 /2004
01/13/2004	Mike Hammer	Check price of LMS magnets with phone number.		01/23/2004
01/13/2004	Pete Holub	We need to post meeting rules at each meeting. Develop poster.		02/01/2004
01/13/2004	Mike Hammer	Contact Bruce about the meter catalog.		01/17/2004
01/13/2004	Diana Miller	Contact Dave Tisdale to get project status.	1/27: Dave has been contacted. We have a preliminary plan to start the project in phased manner.	01/17/2004	01/24/2004
01/13/2004	Mike Smith	Meet with insurance company, get LMS reclassified.	1/27: Audit group is still reviewing.	01/30/2004
01/13/2004	Diana Miller	Investigate two properties, the old well house and .6 near Debbie Livingood. Get copies of deeds.	1/27: I have a copy of the deeds; I will bring to next meeting.	01/30/2004	01/18/2004
01/13/2004	Steve Gehl	Review old files to determine if we have copies of deeds for old well house property and .6 near Debbie Livingood. Provide to Diana Miller.		01/21/2004	01/21/2004
01/13/2004	Steve Gehl	Review old files and retrieve Master Plan information. Provide to Diana Miller.	1/27: Steve provided Diana with some Utility Master planning documents.	01/21/2004	01/17/2004
01/13/2004	Pete Holub	Add as an agenda item a discussion and determination on how much authority the president has.		02/01/2004
01/13/2004	Steve Gehl	Ask Bill and Bob to attend the 1/26 meeting.	1/27: Both attended meeting	ASAP	01/26/2004
01/13/2004	Steve Gehl	Provide Diana Miller with post office box key.	1/27: Diana has the key and is picking up the mail.	ASAP	01/17/2004
01/13/2004	Diana Miller	Contact Deanna Roberts to coordinate mail pickup.	1/27: Diana is picking up the mail and delivering checks and invoices to Deanna.	01/17/2004	01/17/2204
01/13/2004	Pete Holub	Prior to the next election we need to give the community a Q&A opportunity with candidates.		10/31/2004
01/25/2004	Pete Holub, Dave Tisdale	Get Diana a copy of the meter survey CD.		ASAP
01/25/2004	Chris Dearborn	Find out if we can get a donated copier for LMS.		ASAP
01/25/2004	Pete Holub, Steve Gehl, TST	We need to respond to State of Colorado 9-point letter.		02/09/2004
01/25/2004	Diana Miller, Mike Hammer	We need to finish fencing and signage around lagoon.
01/25/2004	Kent Sarff, Pete Holub, Steve Gehl, TST	We need to finalize negotiations with Douglas County for the site 1 property.		ASAP
01/25/2004	Kent Sarff, Pete Holub, TST	Review contract with TST. Renegotiate items as needed. Layout plan on how to best work together.		ASAP
01/25/2004	Kent Sarff	Investigate membership for Louviers with Denver Regional Water Authority.
01/25/2004	Diana Miller	Schedule additional working sessions for board members.		ASAP
01/26/2004	Pete Holub, Kent Sarff, TST, Steve Gehl	Schedule meeting to discuss the best way to approach Douglas County re: site 1 property.		ASAP
01/26/2004	Mike Smith, Chris Dearborn	Investigate what other funding possibilities we have for the wastewater treatment project.		02/09/2004
01/26/2004	Bob Dye	Put together schedule of maintenance, time frames, resources required etc.		02/23/2004
01/26/2004	Diana Miller	Get list of residences for monitoring to Bob.		ASAP
01/26/2004	Diana Miller	Get new LMS board information to Tanya Watson.		ASAP
01/26/2004	Kent Sarff, Bob Dye, Mike Hammer, Dave Tisdale	Investigate why the pump is not pumping as many gallons.		02/09/2004
01/26/2004	Pete Holub	Get 2004 monitoring schedule to Bob.	1/27: He will fax to Bob on Monday.	ASAP
01/26/2004	Pete Holub	Add hydrant discussion to next meeting agenda.