Louviers Mutual Service Meeting Summary

FINAL – Approved by board via e-mail.

Meeting Date: Monday, April 5, 2004

Time: 6:00-8:00 PM

Location: Village Club – Blue Room

Next Meeting: Monday, April 19, 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

Other Attendees: Jon Beeman, Joe Robbins, Steve Gehl

Meeting Summary:

Chris discussed the status of the bonding of board members with bank account signing authority. He has received quotes back both from our insurance company as well as some companies who specialize in bonding. The best quote we received back was $5 per $1000 or $250 per year to cover the amount of $50,000. The $50k bond is referred to as a position bond because it stays in place even if the board member changes. Currently three board members have signing authority. The cost for a $50k bond for each would be $750 a year. Arena Bonding out of Castle Rock is the firm that we will go with. Steve Gehl questioned why we are looking at a bonding amount of $50k when our bank account totals are higher (in the $250k range). Diana recalled that the $50k amount was based on research that Pete had done. Chris will validate the bond coverage needed with Pete. Jon Beeman will discuss bonding coverage with the Sedalia Water Board and let us know how they determine coverage amounts.

The board voted all in favor of purchasing a digital camera for documentation purposes and a high quality laser printer for LMSC billing. The digital camera will not exceed  $150, the laser printer will not exceed $300. Steve Gehl let the group know that TST should provide pictures when they complete an inspection. Steve Gehl let the group know that Wes Riber still has some Polaroid photographs of the system in his possession.

Diana updated the group with respect to the status of the second water tank. We currently have one bid in. Applewood has since come out to do an onsite inspection of the tank. They will provide a quote back to us this week. They currently have all of the information with the exception of estimate for the safety cage.

Diana updated the group with respect to the status of the water meter replacement project. She indicated that the plumber has been selected; Frank Welsh, and that Jon Beeman and Mike Hammer will coordinate the water shut off and on as well as supervise the plumbing team. The project is scheduled for the week of April 12. The plan is to shut the water off each day between 9am and noon; this will allow us to get shut off valves installed in the homes where meters are being replaced.

A rather antagonistic exchange ensued after Steve Gehl questioned the funding mechanism for these projects. Michael clarified that the funding for these projects is coming out of the general fund. As a result of the exchange the board took an action item to review our funding, and compare the funding to project needs. The board clearly understands that our water and waste systems are in need of some repair and maintenance work. Some of these needs have safety issues associated with them. Steve Gehl understands the need for these projects as many were identified while Steve was on the board. Funding is a key issue. The board is reviewing all of our funding options. A presentation and action at the next General Meeting which has been tentatively set for Monday June 7 will cover funding alternatives. Michael is scheduling another meeting with Linda Sundine from Rural Utility to further define our loan options.

Joe Robbins asked if LMSC had received the second payment from Tom Barenberg.

Michael let the group know that the board members met with Autumn Burke on Saturday April 3. Roles and responsibilities were discussed and expectations on both sides were formalized.

Michael let the group know that Kent is reviewing billing software options.

Under the heading of new business Diana brought the group up to speed on the IREA accident that occurred on Thursday April 1. IREA was replacing the meter located on the pole by the pump house. When the power flow was released our electric box which contained brittle conductors and wires due to high usage caused an electrical arc which burned the arm of the IREA technician and burned up our electrical box. The power was off to the pump house until approximately 5:30 that afternoon. Joe Robbins expressed that had IREA followed proper procedure that accident would not have occurred. That is certainly reasonable; however, our lack of maintenance related to the electrical clearly contributed to the injury and has made it clear that attention to the pump house is required. A big thank you to Joe Robbins who jumped into the emergency situation and helped resolve the crisis as quickly as possible. A big thank you to Minnie Robbins who immediately kick off the phone tree. A big thank you to Bob Dye for recognizing that a power surge could have affected the pump house, immediately investigating the pump house and then contacting LMSC about the incident.