02.09.2004 Meeting Summary

Louviers Mutual Service Meeting Summary

FINAL – Approved February 23, 2004

Meeting Date: Monday, February 9, 2004

Time: 6:00-8:00 PM

Location: Village Club – Blue Room

Next Meeting: Monday, February 23, 2004, Time: 6:00-7:30 PM, Location: Village Club – Blue Room

Attendees from LMS Board: Chris Dearborn, Pete Holub, Diana Miller, Mike Hammer, Mike Smith

Other Attendees: Nancy Holub, Joe Robbins, Jason Ingenthron

Meeting Summary:

Pete reviewed LMSC meeting rules document. Pete will bring a copy of the document to each meeting. If you would like a copy, please contact Diana Miller. With the exception of the electronic device item, all members were in support of the meeting rules.

The board discussed some of the late confusion on meeting minutes. Diana Miller will resend the 1/26 meeting summary draft for approval. Currently Diana Miller, Kent Sarff, Mike Hammer and Pete Holub have approved the 1/26 draft.

Going forward the board will approve meeting minutes electronically to more quickly make them available to the community.

The clear need for a printer/scanner/copier was discussed. It was agreed that if Mike Hammer cannot procure this item from his HP contact, Diana Miller could purchase the item for no more than $250.

Action items were reviewed. The updated list follows.

The Operations Committee Charter discussion was postponed until the next meeting.

The Hydrant Project discussion was postponed until the next meeting.

The insurance discussions are ongoing. If we are hiring any vendors to do work we need to make sure that they are bonded. Chris and Mike Smith will be following up with other insurance providers to do coverage comparisons. Chris suggested that we send him insurance scenarios that could be used for discussion with insurance companies.

Pete requested that we need to do an income and expenditure review. Mike proposed a date of 3/15 for the review.

Mike presented a detailed Balance Sheet and Profit & Loss Statement.

The LMSC board received an e-mail from Julie Riber with a list of concerns. The board has discussed at length Julie’s concerns. The board provided Julie with a response via e-mail. If anybody would like a copy of the response, please contact Diana Miller.

The merits of a previous board decision around tap fees for properties owned by Mr. Barenberg were reviewed by the new board. The new board voted in support of the adequate rationale used by the previous board in making the decision. Mike Hammer did not vote on this decision. Joe Robbins indicated that Mike Hammer’s vote in the previous board decision was of no consequence.

Chris expressed concern that we not set a precedent to over turn previous board decisions.

Diana expressed concern that our focus needs to be directed to the many projects that need to be completed.

Diana requested that if any further response is needed to the Julie Riber’s concerns e-mail that they be addressed in one of our membership meetings.

Jason who is a Louviers resident and works for Douglas County wanted to make sure that we are contacting the appropriate county personnel before any street cuts are done. With the exception of emergency situations we will give the county 48-72 hours notice. In the case of an emergency we will minimally leave a message or provide an e-mail to our county point of contact to advise of the situation.

Louviers Mutual Service

Action Items as of 02/09/2004

#	Date Assigned	Assigned To	Action to Take	Status	Due Date	Date Completed
1	01/03/2004	Dave Tisdale	Get official stamp for LMS.	No change.	02/19/2004
2	01/03/2004	Mike Smith	What will it take to get him and Chris bonded?	2/9: Pete did some research, we are looking at a 50k bond limit.
3	01/03/2004	Pete Holub	Potential bylaw change – make sure that all LMS officers are on the BOD.		03/15/2004
4	01/03/2004	Pete Holub	Potential bylaw change – take fire protection out of the document.		03/15/2004
6	01/03/2004	Mike Smith	What bonding help can we get from our insurance?	No Update. Will follow up with insurance agent. 2/9: Any new information?	01/20/2004
8	01/13/2004	Kent Sarff	Find out when phone line will be available in blue room.	2/9: What is the status?	01/23/2004
10	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. 2/9 the LMS number will go to a cell phone.	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.	02/19/2004
11	01/13/2004	Diana Miller	Post the LMS number on the pump house.	Waiting for cell phone delivery.	02/19/2004
13	01/13/2004	Mike Hammer	Check price of LMS magnets with phone number.	2/9: 19 cents per magnet. We will send ABZ printers on Santa Fe artwork/logo.	02/23/2004
21	01/13/2004	Pete Holub	Add as an agenda item a discussion and determination on how much authority the president has.		04/01/2004
25	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
27	01/25/2004	Mike Hammer	Find out if we can get a donated copier for LMS.	2/9: Mike will contact his HP contact.	ASAP
28	01/25/2004	Pete Holub, Steve Gehl, TST	We need to respond to State of Colorado 9-point letter.	2/9: Meeting with Bill set for 2/13. To be discussed contract, 9pt letter, property, and signage information.	02/16/2004
29	01/25/2004	Diana Miller, Mike Hammer	We need to finish fencing and signage around lagoon.	2/9: Mike waiting for signage info from Pete or Diana.	02/28/2004
30	01/25/2004	Kent Sarff, Pete Holub, Steve Gehl, TST	We need to finalize negotiations with Douglas County for the site 1 property.	See item 28.	ASAP
31	01/25/2004	Kent Sarff, Pete Holub, TST	Review contract with TST. Renegotiate items as needed. Layout plan on how to best work together.	See item 28.	ASAP
32	01/25/2004	Kent Sarff	Investigate membership for Louviers with Denver Regional Water Authority.	2/9: Update needed.
34	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.	See item 28.	ASAP
35	01/26/2004	Mike Smith, Chris Dearborn	Investigate what other funding possibilities we have for the wastewater treatment project.	2/9: Waiting for updated info from Dept. of Local Affairs – CO.	03/15/2004
36	01/26/2004	Bob Dye	Put together schedule of maintenance, time frames, resources required etc.	2/10: Diana has not received anything from Bob.	02/23/2004
39	01/26/2004	Kent Sarff, Bob Dye, Mike Hammer, Dave Tisdale	Investigate why the pump is not pumping as many gallons.	2/9: Mike H. unable to hook up with Bob. He will continue to try.	02/16/2004
42	02/09/2004	Diana Miller	Add capital items discussion list to agenda.		02/28/2004
43	02/09/2004	Kent Sarff	Research e-mail notifications not getting to Pete.		2/16/2004
44	02/09/2004	Chris Dearborn	Readdress physical address issue for LMSC. OK to use Diana Millers address for the short term.		04/30/2004
45	02/09/2004	Diana Miller	Find copy of contract with Bob Dye.		02/28/2004
46	02/09/2004	Diana Miller, Pete Holub	Add times to agenda items.		02/23/2004
47	02/09/2004	Pete Holub	Send logo/artwork to Diana and Dave.		02/13/2004
48	02/09/2004	Diana Miller	Send Pete correct e-mail address.			02/10/2004
49	02/09/2004	All	E-mail Chris and Mike different insurance scenarios for Q&A with agent.		02/28/2004
50	02/09/2004	Chris Dearborn	Determine/recommend course of action for two properties (Livingood + .6).		04/30/2004
51	02/09/2004	Mike Smith	Add a month comparison column to the profit and loss statement.		02/28/2004
52	02/09/2004	Chris Dearborn, Mike Smith	Do an insurance investigation. Contact other vendors, other water companies etc. Are we getting the best rates with the best coverage?		03/31/2004
53	02/09/2004	Chris Dearborn, Mike Smith	Prepare for income/ expenditure review.		03/15/2004
54	02/09/2004	Diana Miller	Schedule income/expenditure review.		03/15/2004