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Louviers Mutual Service Meeting Summary FINAL – Minutes approved by board via e-mail. Meeting Date: Monday, March 22, 2004 Time: 6:00-8:00 PM Location: Village Club – Blue Room Next Meeting: Monday, April 5, 2004, Time: 6:00-7:30 PM, Location: Village Club – Blue Room Attendees from LMS Board: Chris Dearborn, Diana Miller, Mike Hammer, Mike Smith, Kent Sarff, Dave Tisdale Other Attendees: Nancy Holub, Joe Robbins, Minnie Robbins, Tom Halverstadt, Jason Ingenthron, Phil Booker, Donald Nicodemus, Loretta Nicodemus, Wyatt Sarff, Marlene Rae, Elizabeth Wells, Normandy Mysch, Mel Mysch If I missed anybody who was at the meeting, please let me know. Contact Diana Miller at 303.791.5556. Meeting Summary: Pete Holub was unable to attend the meeting due to a minor injury suffered en route. He is much better now. Chris Dearborn provided an overview of water restrictions, basically water restrictions are not unique to the US or Colorado. Most locations have some type of water conservation policy in place. Louviers is maintaining a policy of water conservation as a demand management tool, hoping to minimize the overuse of the pump and well during peak watering seasons. In addition Louviers is demonstrating good management practices of this limited resource. Tom Halverstadt provided some tips for water conservation. He highly recommended the use of timers on hoses to make sure we don’t over water (waste water). The community and board provided input on what conservation policies would work best for Louviers. The results of the discussion are as follows:
This is the schedule we will start off with and is subject to change before the end of the season. We are asking everyone in the community to conserve water. If you have conservation suggestions, please provide them to Diana Miller at 303.791.5556 or miller.d.l@worldnet.att.net. We can get them posted to the new www.louvierscolorado.com website. Three fines were issued last year for water restriction violations. The phone number/website magnets will be sent with the water conservation information. We need to provide better information on new lawn permits. We will put the Water Restriction in Effect signs up at both Louviers entrances. Michael Smith, Chris Dearborn and Steve Gehl met with Linda Sundine from Rural Development regarding the Waste Water Treatment Project funding. Everything is still looking positive. We need to do a review of our financials to make sure that all transactions impacting our Waste Water Treatment fund are documented (past and present), this includes engineering costs, attorney costs, etc. Michael Smith is meeting with Bill Goetz from TST on Thursday to discuss costs we have identified for the project. Bill Goetz will attend the next meeting with Rural Development. As part of the funding process we need to document the financial institutions we have contacted for funding. We need to follow up with TST on the status of the official 5 point letter response, and some contract drafts, and the status of the flood plain analysis. TST is doing the environmental studies. The environmental studies were not included in the original report. Design of this type system usually comprises 7-10% of total project costs, our project is on track. Rural Development indicated that the contingency funds should only consist of 10%. We are currently looking to borrow $300,000 for the project of rate between 4% and 5%. We are investigating the possibility of including other capital projects with this funding application. This may not be feasible if this inclusion would slow down the funding process for the Waste Water Treatment project. We are investigation the best option. Chris has been researching grant money. No grant money is currently available in the state. Additionally, recent census studies have identified the median income for Louviers to be too high to qualify for grants. Linda Sundine has volunteered to meet with the board. If she brings Sandy the Rural Development engineer, we will include Bill Goetz for the meeting. Our previous bookkeeper Deanna Roberts has resigned. We thank her for all of her efforts in the past. The good news! We have a new bookkeeper! Autumn Ingenthron a Louviers resident has agreed to step up to the challenge! Thank you Autumn! Steve Gehl let the board know that we could no longer use the billing software that we have used in the past for free. Diana Miller and Michael Smith went through a new billing system software demonstration. The software that was reviewed is geared specifically for small water districts. The software is user friendly, it has an interface to the Invensys reader, and it has many more reporting capabilities. Kent Sarff will do a complete software review and recommend the best choice for LMSC. We need to complete the final steps to bring our second tank online. We have one bid in place to complete. Mike Hammer and Phil Booker are each going to bring in one additional bid. Dave Tisdale is going to provide them with the requirements for the project. We have been discussing the need for fencing the property around the water tanks. It was decided that we would not fence around them until after the second tank goes online. Diana Miller will contact Dennis Pontius for further understanding on fencing requirements. Going forward we are asking all of our vendors and subcontractors to submit bills to us that are no older than three months. We have recently received bills that are extremely old; we need to have policy in place to prevent this from happening in the future. As a result of a question from our insurance agent, the reasoning behind Chris Dearborn and Michael Smith being bonded was reviewed. Dave Tisdale is getting together with Dave Dulaigh to get the official property descriptions for our certificates. We are meeting at Michael Smith’s house on Saturday April 3 from 10am till noon to do our financial system review. |
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