BRAZOS MUTUAL DOMESTIC WATER CONSUMERS ASSOCIATION, INC.
January 12, 2008 Meeting Minutes
The meeting of January 12, 2008 was called to order at 11:45 a.m., at the home of David Sainz, Albuquerque, NM
Directors Present: David Sainz
Rubel Martinez
Mike Valdez
Tom Petersen
Ron Stafford (by speaker phone)
Directors Absent: Rex Sewell
Irv Lindemuth
TJ Allard
Deej Banister
Tom Petersen read minutes of November 3, 2007. It was moved to accept the minutes by Mike Valez, seconded by Rubel Martinez, and passed unanimously.
Comment on the minutes: Larry Moore is no longer associated with the Brazos Fire department and we need to establish a new contact person as per Mike Valdez.
An update of status and action concerning the action items on the November minutes followed:
1. Attendance by board members. No input was received from board members to David. The following items were suggested:
a. Possible leave of absence for those out of state for the winter. This could result in a smaller number needed for a quorum.
b. Require 50% attendance at meeting.
c. Look into new board members to fill in/replace inactive board members.
d. David to continue to track this issue.
2. Refunds: Rubel has sent 2 checks to Peaches Hines and has or will ask him to ignore them.
3. Late fees for Barker, Lujan, Hays, and Cliffview Restaurant will be waived. Rubel.
4. Lovato late fee of $3.41 will carry over until next year.
5. Rose and Sanchez. Rubel will follow up.
6. We received $100 from Laycock (Mr. or Mrs.?) We now have an address for Mrs. Laycock. Rubel will follow up.
7. The Singer issue is resolved.
8. On the Coombs issue Deej needs to provide an update on the basis of her dialogs.
9. It was decided to write off Corkins as a bad debt and not send a letter to them.
Other activities:
Ron is working on the By-Laws, etc., update based on input from Irv.
Irv now has the tools to update the Web site.
Randy Terrazas is doing the plowing, but not the plumbing. Possible backups for plumbing are:
Joe Vincent
Wayne Vigil from Canjelon
Berryman needs to install a
stop and waste. Possible actions
are to lock off his meter in the spring if he takes no action. Ron will make a call. Levi Sandoval and Mike Valdez will
inspect when installed.
There is no franchise tax. Gretchen pays state gross receipt tax monthly.
David will pickup the used chlorine barrels
TJ and the Brazos fire crew filled in the electrical ditch for the pond aerator.
There was no Christmas Party. An El Chorro party in late spring is suggested.
The numbers are in detail on RubelŐs printout.
December Checks, 9 each totaled $1451.23, with the largest to Randy T ($546.22) for plowing. NM state tax $445.75, and $60.90. We are now clear with the NM for state taxes. Other small check included misc postage and expenses.
Community Bank Balance $44,828.05
Smith Barney $52,875.71
Smith Barney $ 6,943.98
Mike Valdez moved to accept the Financial Report, Tom Petersen seconded, passed unanimously
Loan #1 $5,297.03 paid in the June/ July time frame
Loan #2 about $15,000 paid in the February time frame
Loan #3 $1685 paid in the July time frame
Ron is preparing an actual budget for the operation. This is important to the Well Grant and should be part of our business plan.
July 06 – June 07
Expenses $57,543.57
Income $66,489.34
July 07 – June 08
Expenses $72,295 increases for system maintenance
Income $66,489.34
July 08 – June 09
Expenses $89,412
Income $66,489.34
Net losses to attend aging system expenses. There may be a need to increase annual feed by $200 per year per certificate. Comments are expected by the board members.
There may need to a letter to the membership on this subject.
There was no update from Deej on this topic.
Thurston to Dwight Hoffman is moving forward. The board needs to fix the valve supplying water to that property in the spring.
A motion was made by Tom to change the fiscal year and billing dates. Seconded by Rubel and passed unanimously.
Fiscal Year Dates
End March 31
Start April 1
With the current fiscal year (FY-2007) ending March 31, 2008
Annual Bills in the mail by April 15
Annual Payments due by June 15
This needs to be changed in Rules/Regulations, Bylaws, etc.
This can be done by paying
taxes on time (March 31). Rubel
will follow up on this item.
Ron has an e-mail from Chris Gorbach from the Bureau of Reclamation. Ron is working on the various contracts and will update. The contracts involve the driller, hydrologist, and the tie-in to our system.
We need to look at location for the well on our properties.
Location #1 Near Well #1
Location #2 Near old tank above Well #3--Most likely the best
Location #3 Near upper tank and gallery--Most likely the worst
Any more new Locations? Padilla Property near Mike Valdez has concerns with septic location and the old dump area.
Ron and Irv have been working on these updates. Ron will send out drafts in 2-3 week to the BOD.
Marlman is square with finding his buried water can. The remaining water can set up items are on his property and will be recovered in the spring. He is still responsible for his leaking stop and waste and frost-free valve.
Rubel sent a letter to the IRS on back taxes and hopes for no late fee or penalties. Rubel will provide a copy of the letter to David and Deej. No word back yet from IRS. There may be about $5K in late fees and penalties.
February meeting agenda items
Send out bills
Terms of office update (who is up for renewal / replacement)
Annual Meeting
Vote on Rules/Regulations and By-Laws
Gretchen wishes to send out the bills by herself on April 15
Complete property transfers by April 1 so books are clear for bills.
Proposed Date February 23, place and time to be determined.
Motion to adjourn by Rubel, seconded by Mike and passed unanimously at 1:10 PM
Submitted by Tom Petersen