Minutes from the Brazos Mutual Domestic Water Consumers Association, Inc. January 18, 2009

Present: Tom Petersen - President

Ron Stafford - Director

T.J. Allard - Director

Charlie Lawrence - Director

Tom Petersen called the meeting to order at 8:13 am on January 18, 2009

1. A motion was made by Ron Stafford and seconded by T. J. Allard to accept the previous minutes as published. The motion unanimously carried.

2. Treasurer's report and bills:

T.J Allard reported that Rubel Martinez had sent an email stating that all bills were current.

Ron Stafford reported several bills to Randy Terrazas for snow plowing were outstanding. They total $630.00.

Ron also stated there were two checks totaling $350 to be deposited from David Sainz, and that David will try to pay the remaining balance this year.

There were three accounts for which we had received statements: Smith Barney, Commercial Bank and NORA. Ron stated that Levi's contract was signed by Levi and Tom. It is the same as last year’s. The contract is now official, signed and in force.

Ron sent the annual report to the PRC along with $10. He will determine if our account is paid off.

3. Delinquencies and actions:

The water was turned off at Silva/ Garcia cabin due to an unpaid balance. Since then the bill has been paid, and Ron needs help turning the water on due to the snow conditions. Baker's cabin should be charged a late fee, and the cabin may have a possible leak.

Moya has not returned phone calls.

Robinson is on going and has not been resolved.

Cataline did not accept the certified letter that was sent, and it was returned to us. They are locked out due to a leak and should not be charged an unlock fee.

Laycock/Musselman is locked out. They will be redoing their system. There is a balance due.

Ron felt that for the May billing, a letter should be written to let everyone know they need to cooperate and pay their bill. T.J. concurred and suggested that, if the bill was not paid in a timely manner, then one option is to cancel the membership to the Association, which would require $6000 to be paid to rejoin.

Action Item: Tom will email the Board members on letters written.

T.J. discussed his mother’s non-user membership. It was discussed that there could be a rebate paid to her as per (Section 2) or she could be allowed to transfer the membership.

Ron said it would be up to her to either cancel or have the money refunded. Transferring membership would have to be discussed by the Board. T.J. recently has reviewed found documents concerning his mother’ s issues. Tom tabled this issue for the Board to discuss and finalize when more Board members are present.

The keys to the lock boxes are in the #3 well house. It was suggested the Board members have a review of the lockout procedures and sites.

4. Transfer water memberships:

There was no transferring of any water memberships.

5. New well memberships:

On 2/3/09, there will be a meeting at the State Forestry Building for bids on the new well drilling contract.

Action Item: Tom will contact the Board members to see if anyone would be interested in attending this meeting with Ron.

6. Leaks/construction projects discussion:

Ron stated the environment assessment is final. Some well drillers would like to come out, but the weather conditions are too severe. Spring would be a better option at this time.

T.J. reported the propane tank was empty at the Barron’s cabin. The water was turned off, and the line was repaired during the past holidays

Ron stated that the green tank's altitude valve had been frozen and stuck closed. The bypass valve components have been replaced from brass to stainless steel. There is a bypass for the system to fill the tank. Ron will show the Board members how to fill the lower tank at the next opportunity. T.J. suggested that it is important for the Board members to become educated on how the valves work.

Tom noted that some of the valves were remarked last year and some of them have snow stakes.

Action Item: Tom would like to discuss Board education on valve location and markings.

7. Lock out Meters:

See item # 3 for lock out information.

8. Other Business:

The Rural Water Association will be meeting on 4/6/09. The Board members who wish to hold a small system certificate need to register and take the required class. The dues are $185. Ron will be attending and taking the class. It was suggested that Rex be a possible attendee to this meeting.

8. Next meeting date, location and agenda:

The next meeting is scheduled for Feb 22, 2009, at 8 8:00 am at Ron Stafford's house.

9. The meeting was adjourned at 9:00 am.