Louviers Mutual Service Meeting Summary

FINAL – Approved by board via e-mail.

Meeting Date: Monday, April 19, 2004

Time: 6:00-8:00 PM

Location: Village Club – Blue Room

Next Meeting: Monday, May 3, 2004, Time: 6:00-8:00 PM, Location: Village Club – Blue Room

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

Other Attendees: Jon Beeman, Joe Robbins, Phil Booker

Meeting Summary:

Pete reviewed the meeting rules. Diana will publish the meeting rules on the LMSC website, www.louvierscolorado.com.

Pete updated the group on his meeting with the LMSC attorney Richard Banta. As discussed with the attorney the bond requirement for LMSC is based on the level of exposure. The attorney indicated we need good bookkeeping and treasurer practices to minimize exposure. Michael Smith will implement new LMSC policies which include the requirement of double signatures to move funds from one account to another and the requirement of double signatures for any check over the amount of $2500. The attorney recommended a bond amount of 10%. LMSC is going with a $50,000 bond amount. Chris has taken the action to get bonding for Michael Smith, Chris Dearborn and Pete Holub. Pete is going to update the SOP’s with the bonding amount. The attorney is in the process of reviewing our bylaws, Standard Operating Procedure (SOP) document and our independent contractor contract. The attorney will provide feedback to us by Monday April 26.

In an effort to increase membership awareness of the proposed SOP document and bylaw changes the LMSC board will be discussing these changes at each of our member meetings in May.

The LMSC board will be providing members a copy of the proposed bylaw changes and SOP document prior to the June General Meeting.

Diana will be adding a copy of the proposed bylaw changes and SOP document to the LMSC website.

It was suggested that LMSC bring a copy of the water line/sewer line map to the May membership meetings. Mike Hammer will bring the map(s).

The LMSC board will be putting a Proposed Bylaw Change and SOP Document Communication Plan together this week.

Kent was able to purchase the LMSC billing printer for $79 after rebate.

Kent discussed the billing software analysis performed to make our billing software decision. 3 billing software packages were reviewed. Based on 7 comparison criteria the package UBPro was selected. If you would like a copy of the Comparison Results document please contact Diana Miller at 303.791.5556 or at miller.d.l@worldnet.att.net.

Kent was able to negotiate with the vendor to provide the software to LMSC at $0 initial cost. He also negotiated with the vendor to provide LMSC with laser billing cards, enough for 19 billing cycles. The use of billing cards can reduce the cost of each billing cycle.

The LMSC board voted unanimously to contract with Steve Gehl to load the previous LMSC historical data and software on the LMSC laptop.

Diana suggested to Pete that the LMSC board formalize board member transition practices.

Phil Booker graciously volunteered to donate him time to LMSC for electrical work. Phil is an industrial electrician.

The LMSC board discussed the three bids for bringing the second water tank online. The bids were evaluated based on the cost and warranty information. The LMSC board voted unanimously to accept the bid from DJC Ents, Inc. The bid was for $13,000 approximately $5,000 less then the closest bid. The bid includes a one year warranty. Work on the second tank will begin in the May 1 timeframe.

The LMSC board did a quick review of the water meter replacement project. 18 meters were replaced during the week of April 12. 2 more meters will be installed this week. As part of new operational process improvement practices the lessons learned on the project were discussed. Two items were identified. The first to allocate one day, prior to beginning work, to go to each site where a meter will be installed to determine what additional hardware will be required, then have all of the hardware on hand prior to beginning work.  The second item is to spend additional time mapping which meters will be replaced on which day to better utilize water shutoffs that exist and to communicate more accurately with the community. To complete Phase I, Mike Hammer will be inspecting each new meter in the next few weeks and taking a digital photograph of the meter for LMSC documentation.

Regarding the Wastewater Treatment Project, two additional months of seepage analysis is required by the state. TST is providing LMSC with an updated project timeline based on the new state criteria. The negotiation with Douglas County for the land application site is underway. A lagoon discharge has been scheduled for May 1. The additional seepage testing will begin on June1.

The LMSC board is scheduling a clean up of the old well house during the next couple of months.

Phil Booker suggested that board leverage some of the information and analysis that Plum Creek Water Treatment Authority when we start to evaluate chlorinator machines.