MINUTES OF A REGULAR MEETING OF THE BOARD OF DIRECTORS OF
ST. MARYŐS GLACIER WATER AND SANITATION DISTRICT
Held: Monday, September 8, 2008, at 6:00 pm at the Alice School House, Silver Creek Road, Idaho Springs, CO.
ATTENDANCE A regular meeting of the Board of Directors of the St. MaryŐs Glacier Water and Sanitation District, Clear Creek County, CO, was called and held as shown above in accordance with the applicable statutes of the State of Colorado, with the following directors present and acting:
Anthony Distrola
C.J. Galbraith
Paul Johnson
Heather Ulrich
John Wood
Also in attendance: Fred Huff, District Counsel, Carmen Barker, District Bookkeeper, and members of the public.
CALL TO ORDER: Paul Johnson called the meeting to order at 6:10 pm.
APPROVAL OF MINUTES: By motion and unanimous vote, the minutes for August 2008 were approved as submitted.
FINANCIALS: By motion and unanimous vote, the District approved payment of outstanding invoices in the amount of $69,191,78. By further motion and unanimous vote, the District approved transferring $10,000 from the money market account to the operating account.
MANAGERŐS REPORT: In Jack BarkerŐs absence Carmen Barker presented his written monthly summary to the Board. Carmen reported that jetting has been completed for the year and the repair to the Silver Lake culvert under the condominium parking lot has been completed. Work continues on excavating debris from manholes at Texas Drive/Texas Circle. Ms. Barker also reported the Mike Lutz had approved the AVK hydrants for District installation. Besides being cheaper that the Mueller hydrants previously considered, the company has a history of maintaining the same parts from year to year. By motion and unanimous vote, the District approved purchase of 2 hydrants, at an approximate cost of $4500 each, with one to be potentially installed on the Beaver site where scheduled excavation to replace 400 feet of service line will reduce installation costs.
As a prelude to evaluating possible purchase of the Orion computerized metering equipment the Board evaluated expenditures year to date, along with anticipated expenses over the next 6 months. It was determined that after setting aside reserves for routine expenses and possible Ônon-routineŐ repairs, the District would have on hand approximately $250,000. With that in mind, by motion and unanimous vote, the District approved the following: Purchase of an additional 3 hydrants; purchase of 3 mixers for the WWTP at an approximate cost of $3500 each(one to be a reserve – this purchase will alleviate the need for constantly rebuilding the mixers currently in place), and purchase of the Orion meter reading equipment at an approximate cost of $90,300. Additionally, installation costs of approximately $16,500 (each home at 1 hour x $55) were approved; most of which would not be expended until 2009. This equipment has seen a significant increase each year, and initiating a purchase order at this time, although not necessarily immediately executed, will lock in the current pricing. Overall, the purchase of this equipment is expected to save the community the loss of thousands of gallons of water, mitigate fees to residences with timely location of water leaks, and prevent extended water outages by being able to pinpoint equipment/pipeline failures in a more timely fashion.
ENGINEERŐS REPORT: Mr. Huff
reported that although the Task Order for the Silver Lake headgate
is not yet completed (this is to be installed where the current spillway is),
for 2009 budget estimate purposes Mr. Lutz provided the figure of $75,000.
NEW BUSINESS: Mr. Huff presented the Draft of the 2007 Audit. No exceptions were noted therein – ie., it is a clean audit. By motion and unanimous vote, the District accepted the 2007 Audit prepared by Masini and Company, P.C., with minor math changes to be made as discussed.
OTHER MATTERS: By motion and unanimous vote, the District approved the general draft of a letter to be sent to District customers, highlighting the importance of winterizing part-time residences or informing the District of the customerŐs need to be put on the priority list for the automated meter reading retrofit.
Michael and Cassandra Carroll appeared before the Board as a follow-up to their September 5, 2008 letter to Directors, said letter being a response to the BoardŐs decision at the August meeting to foreclose on their residence at 414 Beaver Road. They presented the Board with a check for $1,200.00 (against a past due amount in excess of $7,000) and indicated a willingness to accept a payment plan in the amount of $750 per month. Directors Johnson and Wood cited Mr. CarrollŐs inability to abide by previous payment plans, and suggested a better alternative would be for them to procure financing from another party to pay the past due amount in full from those proceeds. Director Galbraith motioned to accept the check and the payment plan; motioned seconded by Director Ulrich. Directors Galbraith, Ulrich and Distrola voted for the motion; Directors Johnson and Wood voted against. Motion carried. Permission to obtain a credit report was given to the District and upon review, monthly payments would begin on October 15, 2008. Mr. Huff was given the check for $1200 to be deposited as the first good faith payment against the amount owed.
The meeting date for October was changed from Monday, October 13, 2008 to Tuesday, October 7, 2008. Appropriate notices will be posted.
There being no further business, the meeting was adjourned at 7:40 pm.
Approved at District Meeting on November 8, 2008.
C.J. Galbraith, Secretary
St. MaryŐs Glacier Water
& Sanitation District