BRAZOS MUTUAL DOMESTIC WATER CONSUMERS ASSOCIATION, INC.

November 3, 2007 Meeting Minutes

The meeting of November 3, 2007 was called to order at 9:03 a.m., at The Brazos Lodge, Brazos.

 

Directors Present:  David Sainz, Ron Stafford, Rubel Martinez, Tom Petersen, and Deej Banister

 

Directors Not Present:  TJ Allard, Rex Sewell and Mike Valdez

 

Minutes of August 11, 2007 meeting were read.  Ron Stafford motioned to accept the minutes as read.  Rubel Martinez seconded, motion unanimously carried.

 

Board meeting attendance was discussed:

In order to meet quorum specifications and to maintain a balance of participation from all board members, rulings for attendance were discussed:

1.     Add a requirement for attendance into Rules and Regulations.

2.     Invest money into a telephone hookup for participation—incorporate communication—conference calls, speakerphone, etc.

3.     Input and thoughts are to be sent to David Sainz for his perusal.  David will present his compilation to the Board at the next meeting.

 

Matters regarding property transfers, memberships, and payments were discussed:

David Sainz and Rubel Martinez covered aging report:

  1. $50.00 late fee is to be refunded to all but Laycock.  (It was determined at the June 2007 meeting to apply the late fee as a credit for next year.  Would we rather return money?  Check with Gretchen Denman, bookkeeper, for the best accounting method to use for this type of procedure.  If we decide to refund, we need to make a recommendation to override the previous board ruling.)  (Rubel)
  2. Waive late fees for Laurel Baker, Elizabeth Lujan, Michael Hays, and Cliffview Restaurant.  (Rubel)
  3. Carryover $3.41 fee due from Lovato until next year.  (Rubel)
  4. Send letters to Rose and Sanchez for fees due. (Rubel)
  5. Send two letters listing fines and fees due to Laycocks—one to Mr. and one to Mrs.  (Rubel)
  6. Send letter to Singer for balance due on payoff of assessment and membership removal.  (Rubel to send financial info to Deej for compilation of letter.)
  7. Notify Sherry Coombs as to balance due from Maxine Foulks.  Who should have received the previous credit—brother or sister? How many memberships—one or two?  (Check with Gretchen since she dealt with Sherrie previously to avoid conflict with any information that is to be forwarded through a telephone call or letter. Deej to negotiate with Coombs.) 
  8. Write off Corkins Lodge, Lots 11 and 14, as a bad debt.  They have indicated by letter that they will not submit any payments.  Write a letter documenting bad debt and send it by registered mail.  Keep on record.  (Rubel)

 

Deej Banister made a motion to accept the aging report as presented.  Ron Stafford seconded, motion unanimously carried.

 

 

TreasurerŐs Report:  Given by Treasurer, Rubel Martinez.

  1. All payments are current.
  2. As of November 2, 2007, the balance in the Community Bank checking account was $47,344.21. 
  3. Smith/Barney balances (2) from 7-1 thru 9-30 were $52,875.71 and $6,943.98.
  4. Payment was made to CPA for federal tax preparation of taxes for the last 5 years (2001-2005) in the amount of $2,618.44.

 

Deej Banister made a motion to accept the treasurerŐs report.  Ron Stafford seconded, motion unanimously carried.

 

Cash/Accrual accounting basis for BMDWCA:

Need to make a decision on the type of bookkeeping the BOD will maintain for the Cooperation—Cash or Accrual—Calendar Year rather than July 1 to June 30.  Check with Gretchen Denman and report on the benefits we will incur from such a change, etc.  Need to know when such a transfer would take place, etc.  (Rubel) 

 

Water Conservation fees were discussed: 

Ron Stafford reported that Water Conservation, Debra Kubbler, has completed our audit. We owe at least $460.00 for the negligence of non-submissions—May 1999 to present. We will not be charged a penalty fee.  Future payments will be approximately $30.00 every 6 months.  We receive payments coupons for submission. 

 

Follow-up on new well funding and drilling:

1.     Ron Stafford spoke with Andrew Sweetman, Rural Water Association, last week.  Sweetman submitted a report to the Bureau of Reclamation on October 12 regarding our rural water grant.  If we are awarded the grant, Mr. Sweetman will manage the drilling operation.  He will be responsible for selection of a driller, and he will bring a hydro geologist onboard to determine best location for a well on properties that we own.  Drilling would probably begin in the spring. It will be next yearŐs money.

2.     Currently, we are at the top of the list to receive the grant.  We more than qualify with 170 connections to well productions of approximately 2500 gallons daily on Well #3 and approximately 900-2000 gallons daily on Well #1, as well as our need to take surface water.

3.     We will not need to abandon any existing wells.

4.     We need to present proof of financial stability before receipt of the grant, as we will be responsible for the cost of tie-ins, the pump, and a new well house if we cannot use the existing well house.

 

Budget Compilation (required for Rural Water Grant):

A BMDWCA budget needs to be captured to include income, contingency, and normal costs as soon as possible. Ron Stafford volunteered to compile a budget for submission using software issued by the Rural Water Association.  This software will produce various budgetary forms, aid with future assessment calculations, etc.  (Deej Banister will help with the software if needed.) Ron will contact Gretchen Denman for a descriptive breakdown of each expense or income line item to incorporate into the budgetary data.  Our current cash asset is approximately $107K. 

           

Winterizing will take place Thanksgiving Weekend:

1.     Shut off valves on cabins for people who are not here in the winter.  Go road by road.

2.     Levi has winterized the Gallery.

3.     Cap the drain to the Pond.

 

 

Rules and Regulations:

Complete Rules and Regulations started earlier this year.   Ron will send current copy to Irv Lindemuth for editing and completion.  Also, Ron will copy the Rules and Regulations to Board members for comments.

 

Additional Information:

1.     David Sainz met with Michael Hays, Volunteer Fire Department Chief, on a one-to-one basis to clarify needs and issues.  Larry Moore has been named as the fire department contact to the Board—Ron Stafford for short-term decisions and David Sainz for long-term decisions.

2.     David is to inform Irv Lindemuth of Highlights for web sight:

                                                         Bills

                                                         New well

                                                         Water shutoffs; winterizing

                                                         Taxes

                                                         Accomplishment report from Levi

Applications to serve on the water board

3.     Possible need for replacement for Randy Terrazas—currently doing work in Dulce.  Review service contract currently in place for Terrazas.  Possible backups for Terrazas regarding Maintenance and Repairs:

                                 Joe Valdez, Backhoe

                                 Harry Sanchez, Plumbing

                                 David Sainz, Backhoe (in a pinch)

4.     Stop and wastes needs to be established—Praiswater, Marlman, McElroy, Berryman?, ????  Letters need to be sent with attachments depicting the correct equipment and installation, etc. David Sainz will follow through.   Levi Sandoval is to inspect installations. 

5.     Questions on submissions of Franchise Tax and State Tax were raised.  Is Franchise Tax paid yearly?  Check with CPA to see if State Tax needs to be submitted for 2001-2005.  (Rubel)

6.     Barrel returns? What are we going to do with them? David will speak to Levi.  David will decide.

7.     Ditch—BHOA needs to fill in the ditch on Water Coop lot.  We are liable.   Ron will remind TJ Allard by e-mail.

8.     Christmas party.  $25.00 per board member.  December 7.

 

Tom Petersen motioned to adjourn the meeting.  Rubel Martinez seconded, motioned unanimously carried.  Meeting ended at 11:45 a.m.

 

Respectfully submitted,

 

Deej Banister

Secretary