Louviers Mutual Service Company

Meeting Summary

FINAL – APPROVED VIA E-MAIL          

Meeting Date: Thursday, August 23, 2007

Time: 6:00-8:00 PM

Location: Village Club – Auditorium

Attendees from LMSC Board: Pete Holub, Diana Miller, Jason Ingenthron, Tim Lone, Michael Smith

Other Attendees: None

The July 2007 Board Meeting was cancelled due to the lack of a quorum of Board Members.

Special Membership Meeting – Annual Board Member Election, is scheduled for Thursday, September 27, 2007 at 6:00PM

Meeting Summary:

Pete opened the meeting and reviewed the meeting rules.

Michael reviewed the financial statements and payment register.

The Board discussed a request for payment from a Board Member who had supplied materials and completed work on behalf of the Company in 2006. A resolution was made and seconded, to change the Louviers Mutual Service Company (LMSC) Standard Operating Procedures (SOPs) to require that a Board Member must submit any request for payment within ninety (90) days of the transaction or the request for payment would be denied. Additionally, all supporting documentation (receipts, invoices, etc.) must accompany the request for payment, or the request for payment would be denied. The resolution passed unanimously.

Diana noted that snow removal and grass mowing would be ongoing annual expenses. Pete requested that Michael add a grounds keeping line item to the 2008 Budget.

The Board evaluated a request that the Company received from a Member for reimbursement of a bill associated with scoping a sewer service line. The LMSC SOPs were referenced and clearly outlined that the Company is not responsible for any charges incurred by a Member that were not previously approved, in writing, by the LMSC Board. The request for reimbursement was denied.

The Board discussed Member and Company responsibilities associated with water and sewer service lines. The Board agreed that the verbiage in the SOPs should be updated to bring the responsibilities inline with other water and sewer service providers. Tim agreed to propose modified language to the Board.

Pete provided an update on legal matters related to the Public Utilities Commission (PUC). A final decision by the PUC has not been received.

Jason indicated that he had attempted contact with Gary Sutton regarding United Water, in an effort to bring together parties with interests similar to Louviers, related to water supply and treatment. Diana let him know that LMSC had finally found a water attorney that could represent Louviers without a conflict of interest.

As part of the rate analysis that was adopted in July of 2005 an incremental increase in the base rate will be incorporated into the next billing cycle.

Diana let the group know that TST has assigned a new engineer to the Wastewater Treatment Project and that the project was progressing steadily. She let the group know that potholing would begin at the land application site shortly. She advised that all of the loan paperwork required by USDA RUS had been provided. The construction plans are currently being reviewed by the Colorado Department of Public Health – Water Quality and once approved would be submitted to the USDA RUS engineer.

Diana and Tim continue to tag team water and sewer operations. Tim requested assistance when the generator and pump is hauled to the effluent chlorine contact chamber in preparation for colder weather. Tim brought to the Board’s attention the significant Duckweed growth on the lagoon. It was agreed that as soon as the condition of the cattails and lagoon would allow, that another cattail burn would be scheduled. Diana and Tim reported that they had surveyed the lagoon for rodent damage and no new damage had been encountered. Diana reported that efforts to control the stinging insects at the influent chamber were successful.

Tim let the Board know that he had contacted Meurer and Associates, to help LMSC develop a service plan, which is a required step in becoming a Special District.

Diana provided the group with information on water meter reading cards and associated processes that could be used by LMSC when a meter or remote could not be accessed by Mr. Wayne Oblander, who reads the meters for Louviers. Tim offered to design and print the water meter reading cards.

Pete reminded the Board that annual Board Member election is scheduled for September 2007. He requested feedback from the Board Members present regarding their interest in running for another term. The feedback was noncommittal or nonexistent.  

The meeting was then adjourned.