BRAZOS MUTUAL DOMESTIC WATER CONSUMERS ASSOCIATION, INC.

August 11, 2007 Meeting Minutes

The meeting of August 11, 2007 was called to order at 9:05 a.m., at Director Ron StaffordÕs  Cabin, Spruce Lane, Brazos.

 

Directors Present:  David Sainz, Irv Lindemuth, Ron Stafford, Mike Valdez, Rubel Martinez, and Deej Banister

 

Directors Not Present:  TJ Allard and Tom Petersen

 

Minutes of July 14, 2007 meeting were read.  Irv Lindemuth noted that Òto accept the decisionÓ should be removed from his motion for payment responsibilities and it should read ÒÉmade a motion that all delinquent water payments are the responsibility of the property owner prior to transfer or sale of property.Ó  It was so noted in the July 14, 2007 minutes.   Irv Lindemuth motioned to accept the reading of the minutes as amended.  Mike Valdez seconded, motion unanimously carried.

 

TreasurerÕs Report:  Given by Treasurer, Rubel Martinez.

  1. All payments are current.
  2. As of June 30, 2007, the balance in the Community Bank checking account was $49,582.00. 
  3. Gretchen Denman, our bookkeeper, has requested electronic access to the checking account.  The BOD denies her electronic access at this time.  Rubel Martinez is to see that she receives hardcopies of the monthly bank statements, as well as any other pertinent reports she may need for financial data.  Gretchen also requested a change to a Calendar Year from a Fiscal Year and from Cash Accounting to Accrual Accounting.  Rubel is to check into the benefits of these types of changes and present his findings to the BOD for a decision.
  4. David Sainz has received the Liability Insurance package from Alcorn Agency.  The 1M policy is now in effect.  The yearly cost will be $900.00. 
  5. Rubel Martinez reported on stock investments.  He indicated that the stock market has dropped.  The consensus of the BOD is to wait until a more factual baseline is established—new budget, well construction costs, etc., before pursuing any new investment endeavors. 
  6. The CPA has completed State and Federal tax documents.  Forms are ready for signatures and submission.  Rubel Martinez and David Sainz will meet with the CPA this next week. 

 

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

  1. Statements and letters for delinquent accounts were mailed.
  2. The final assessment payment for Kim Singer is still being determined.  Rubel Martinez is to follow-through on correct amount with the bookkeeper.
  3. Delinquent fees for Maxine Foulks for 2004 and 2007 were discussed.  Daughter, Sherrie Coombs, has indicated that she paid all delinquent accounts for her mother in the summer of 2006.  A reconciliation sheet for Foulks showing yearly payments was reviewed.  Irv Lindemuth made a motion to accept the payments for 2004 as paid in full.  Ron Stafford seconded the motion; the motion unanimously carried. The fees for 2007 are still due.   Deej Banister is to contact Sherrie Coombs and relate the BOD decision.  If Sherrie Coombs can provide records to the bookkeeper showing payment of the fees for 2007, the account will be cleared and considered paid in full.  The transferring of the membership certificate from Foulks to Coombs will occur when the 2007 fees have been brought current.
  4. Delinquent water fees for David Sainz were discussed.  David did not receive water billings over a 6-year period of time.  Deej Banister made a motion that in order to be consistent with previous decisions made by the BOD for other members with non-billing situations that David Sainz be allowed to bring his 6-year delinquent account current over the next 3 years.  Mike Valdez seconded the motion; the motion unanimously carried.

 

Web Page was discussed:

Irv Lindemuth reported that the BMDWCA Web Page is up and running.  He encourages the BOD to submit information for Website publication (Word or PDF files).

 

Water Conservation fees were discussed:

Ron Stafford checked with the State of New Mexico Taxation and Revenue department regarding the BMDWCA Water Conservation fees.  Our records show that we have not paid the account current since January-June, 2003.  In order to determine the amount due for fees, the department is conducting a self-audit of our organization using our water records. The BMDWCA will not be subject to any future audits if fees are kept current.  Calculation of fees is based on 3 cents per gallon.  Gallery water is to be included.

 

Corrections for Tax ID numbers were noted:

Exempt Tax ID 85-0466214

CRS 02-414782-00-6

 

New well loan/grant applications were discussed:

David Sainz has contacted Rural Utility Services for information regarding a grant at 60% and/or loan at 40%.  He will gather additional information such as engineer survey costs and ÒfreeÓ grant money for a future presentation to the BOD.

 

Ron Stafford is continuing to follow-up on the State Rural Water grant money. The application is complete; however, he wants to wait on submitting the grant application until he speaks with Matthew Holmes, Rural Water Manager, regarding our priority level and drilling costs.

 

Additional well/storage information:

1.     The BOD is waiting for information from BHOA, TJ Allard, regarding use of Pond land to drill a well.

2.     David Sainz has met with a well drilling company from Taos.  The company has a commercial well-drilling rig and is a full-service organization.  David will pursue the companyÕs qualifications and make recommendation at a future BOD meeting.

 

Current leaks were discussed:

Praiswater has a leak from his meter to his house (personal repair).

Sewell has a leak at a ÒTÓ (BDWCA repair).

 

 

Fire Hydrant repairs and installations were discussed:

There continues to be a need to stress appropriate lines of communication between the Brazos Fire Department and the BMDWCA regarding fire hydrant usage, repair, and installation. David Sainz is to meet with Michael Hays, Volunteer Fire Department Chief, on a one-to-one basis to clarify needs and issues.  David is to present a follow-up of this meeting to the BOD.

 

Rubel Martinez motioned to adjourn the meeting.  Mike Valdez seconded, motioned unanimously carried.  Meeting ended at 11:07 a.m.

 

Respectfully submitted,

 

Deej Banister

Secretary