01.13.2004 Meeting Summary

Louviers Mutual Service Meeting Summary

Final – Approved January 26, 2004

Meeting Date: Tuesday, January 13, 2004

Time: 6:00-8:00 PM

Location: Louviers Village Club – Blue Room

Next Meeting: Monday, January 26, 2004, same time and location

Attendees from LMS Board: Pete Holub, Diana Miller, Mike Hammer, Mike Smith, Chris Dearborn - Kent Sarff attempted to dial in

Other Attendees: Neta Graf, Tim Graf, Nancy Holub, Phil Booker, Steve Gehl, Joe Robbins, Dave Dulaigh

Meeting Summary:

A call in bridge will be available as soon a phone line is installed in the blue room. This should improve participation by not limiting attendance to those who are available in person.

The board wanted to stress that no important decisions will be made outside of board meetings.

The LMS phone is currently located in Steve Gehl’s home. We need to move as soon as possible.

The meeting minutes from the last LMS board meeting were approved by quorum.

Goetz is the correct spelling for Bill Goetz’s last name.

New officers were elected, the results are as follows: Pete Holub - President, Kent Sarff – Vice President, Diana Miller – Secretary, Mike Smith – Treasurer, Mike Hammer will continue in his operations role, Chris Dearborn will support Mike Smith as the Assistant Treasurer, Dave Tisdale will support Diana Miller as the Assistant Secretary as well as continuing his operations role.

Steve Gehl wanted to make sure that we knew that the Vice President role also fulfills the role of Emergency Services Coordinator.

Deanna Roberts will continue as the bookkeeper for LMS. This is a paid position.

Steve Gehl wanted to make sure that we understood that much of the business conducted by LMS is Monday thru Friday 8am-5pm.

Steve Gehl provided a list of functions that he had performed in the past.

Joe Robbins indicated that the reason Steve Gehl had taken on so much work in the past is because nobody else had stepped up to help.

To insure that we respond to operational needs as efficiently as possible, an Operations Committee has been formed consisting of Dave Tisdale, Kent Sarff and Mike Hammer.

Minnie Robbins will remain at the top of the phone tree.

Comments on meeting protocol: Each meeting will have a working agenda and a facilitator. The meeting will be completed in the allotted time frame. An agenda will be posted ahead of time. Board voting requires a quorum. A majority vote is required for decisions.

Phil Booker has volunteered to facilitate meetings.

The meeting frequency has been changed to every two weeks on Mondays instead of Tuesdays. The meeting time will vary from 1 ½ hours to 2 hours in length. The meetings will begin at 6pm.

Board members who cannot attend a meeting will notify Pete Holub and provide updates to any action items and project status prior to the meeting.

All board meetings are open to the community.

Steve Gehl provided an update on the Waste Water Treatment project. Our next meeting on January 26 will be dedicated to project updates Bill Goetz and Bob will be in attendance. Feedback from the State indicates that our lagoon does not meet modern design standards, Steve indicated that the decision was being argued. We are waiting from a State response on this issue from a letter that was sent in December. Steve Gehl is finishing the lagoon leakage tests. He has one more week to go. We should have decision on if the lagoon is leaking in two weeks. Diana Miller requested that Steve Gehl provide a current project plan or task list to get a better understanding of what is outstanding and what the timeframes are for individual tasks.

We need to review the status of the Meter Project and set some deliverable dates.

Mike Smith and Chris Dearborn met with insurance company. We have been reclassified as a water company, we need to be reclassified as some type of non-profit.

All agreed it was time to move forward and focus on key LMS issues.

Louviers Mutual Service

Action Items as of 01/13/2004

Date Assigned	Assigned To	Action to Take	Status	Due Date	Date Completed
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
01/13/2004	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.		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.		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.		01/17/2004
01/13/2004	Mike Smith	Meet with insurance company, get LMS reclassified.		01/30/2004
01/13/2004	Diana Miller	Investigate two properties, the old well house and .6 near Debbie Livingood. Get copies of deeds.		01/30/2004
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
01/13/2004	Steve Gehl	Review old files and retrieve Master Plan information. Provide to Diana Miller.		01/21/2004
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.		ASAP
01/13/2004	Steve Gehl	Provide Diana Miller with post office box key.		ASAP
01/13/2004	Diana Miller	Contact Deanna Roberts to coordinate mail pickup.		01/17/2004
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