BRAZOS MUTUAL DOMESTIC WATER CONSUMERS ASSOCIATION, INC.

June 20, 2010 Meeting Minutes

Meeting was brought to order at 8:05 a.m. at Ron Stafford’s cabin, Brazos

Directors Present: Tom Petersen

Rex Sewell

Clay Kilmer

Ron Stafford

Deej Banister

Mike Valdez

Minutes of the May 23, 2010 meeting: The minutes were read. Rex Sewell moved to accept the minutes as read. Mike Valdez seconded. The minutes were unanimously approved.

Election of Officers:

Rex Sewell nominated Tom Petersen for President. Mike Valdez seconded the nomination. The nomination unanimously carried.

Deej Banister nominated Mike Valdez for Vice President. Rex Sewell seconded the nomination. The nomination unanimously carried.

The Ron Stafford nominated Rubel Martinez for Treasurer. Rex Sewell seconded the nomination. The nomination unanimously carried.

Ron Stafford nominated Deej Banister for Secretary. Rex Sewell seconded the nomination. The nomination unanimously carried.

The current Board is as follows:

Tom Petersen, President

Mike Valdez, Vice President

Rubel Martinez, Treasurer

Deej Banister, Secretary

Clay Kilmer, Director

Charlie Lawrence, Director

Irv Lindemuth, Director

Rex Sewell, Director

Ron Stafford, Director

Treasurer’s report:

Deej Banister presented the Treasurer’s report in the absence of Rubel Martinez:

Bills are current.

The balance in the Community Bank (CB) checking account as of 5/31/10 is $81,404.30.

Moving our accounts out of Smith Barney (SB) was discussed. Rubel Martinez submitted information from Fidelity re their policies and procedures. Further discussion was tabled until Charlie Lawrence can submit his finding for Wells Fargo.

Discussion followed regarding the transfer of money from SB into the CB general checking account to cover payments for new well costs. A decision was tabled until we have final input from our research committee re possible financial institutions and possible transfer fees. Ron Stafford is to obtain the exact costs incurred thus far for the new well hook ups, etc.

Memberships:

The Jay and Lynn Shaw application/fee for transfer of membership on Lot 45, Unit 6 BLE was submitted. It was purchased from Michael Gray. Rex Sewell made a motion to accept Shaws into membership. Mike Valdez seconded. The motion unanimously carried.

The Rex and Barbara Sewell application for transfer of membership on Lot 13, Block 12, Unit 4, BLE was submitted. It was transferred from Ernest Morris. Ron Stafford made a motion to accept Sewells into membership. Mike Valdez seconded. The motion unanimously carried.

The Mark and Amanda Stavig application/fee for transfer of membership on Lots 1 and 2, Unit 1, Blk 5, BLE was submitted. It was purchased from Gail Hanks. Ron Stafford made a motion to accept Stavigs into membership. Mike Valdez seconded. The motion unanimously carried.

Delinquencies:

The water fee delinquencies/status report submitted by our bookkeeper, Gretchen Denman, was reviewed and discussed. Further actions on delinquencies/penalties will be discussed at the July meeting.

Rules and Regulations:

Irv Lindemuth will submit possible modifications for the Rules and Regulations to reflect collection procedures regarding non-payment of fees and penalties for negligence of leak repairs (lock outs, collection agencies, liens, cancellation of memberships, etc.). This should also include bookkeeper responsibilities as they pertain to R/Rs etc. These modifications will be reviewed and discussed at the next meeting.

Training:

Ron Stafford is to contact Sue Sleeper concerning our training dates.

Construction/Maintenance Issues:

Clay Kilmer will purchase six (6) locks (all keyed the same) for meter valve use.

The meter valve at Elizabeth Warren’s cabin was broken when a family member attempted to turn on water to the cabin at the meter. Since the Board was unable to determine why the valve snapped, Irv Lindemuth made a motion that Warren should not be billed for a new valve and its replacement, and that they are to be notified that the meter can is for Board use and should not be used to turn the water off/on to their cabin. Mike Valdez seconded the motion. Three (3) were for the motion. Two (2) were against the motion. The motion carried. Warren is to be notified that the meter valve will be locked out until they have corrected their member-valve (also known as stop and waste valve). Tom Petersen will send Warren a letter detailing the Board’s issues.

Ron Stafford will contact Terrazas Utilities to set up schedule for infrastructure work—replacement of line on Falls Creek Rd. beginning with Sorenson’s to upper “Y”, valve work at the Aspen “Y”, replace old line on Dr. 1759 in front of Condos with pvc, and cap active line that ends on Spruce (This needs a cleanout system to deter bacteria buildup.).

Nancy Jones needs a new stop and waste valve location. The Board determined that the valve had been placed too close to the frost free to allow proper turn on/off of water. This installation was created by the Board at the time the meter was installed. Mike Valdez made a motion to move the current stop and waste valve to a more suitable location. Irv Lindemuth seconded the motion. The motion unanimously carried. This replacement will be coordinated with Nancy Jones through Tom Petersen.

Clay Kilmer suggested that the Board conduct a survey to determine the number of operational member valves. Ron Stafford suggested that Levi Sandoval incorporate such a survey in his leak detection this summer.

Clay Kilmer is to procure infrastructure maps to aid in the identification of old lines, etc., so replacements efforts can begin.

Line leaks have been repaired on Falls Creek Rd. by Terrazas Utilities.

A leak at the “old” Well #1 has been repaired by Terrazas Utilities.

The Pond water line feed has been repaired. The line was damaged by the BMDWCA during the infrastructure repair on Falls Creek Rd. this past winter.

The Fire Department needs to repair the fire hydrant across from the Restaurant. Ron Stafford is to coordinate this job with Bob Diefenbaugh, Fire Department contact.

Hydrants were flushed. Discussion on the results was tabled until the next meeting.

New Well:

The pump at the new well was replaced by HGS at no cost to the BMDWCA. The well is now operating efficiently. All samples have been good.

Cleanup around Well #1 is scheduled for Wednesday of this week. Directors Stafford, Banister, and Sewell will perform the service.

Other:

Additional information on the David Sainz’s request for waiver of delinquent fees was reviewed and discussed. The Board’s decision from the May 23, 2010 Board meeting stands. The waiver was denied.

Tom Petersen will send a letter to David with details of our previous findings and this meeting's discussions. Tom Petersen will also notify our bookkeeper, Gretchen Denman, regarding the payment due date.

A letter was received form Delaine Patrick, Ralph Sloan property, regarding information for seasonal users of water and if fees could be adjusted to reflect such. Tom Petersen is to write Patrick a letter reflecting our R/R procedures, etc., as well as make reference to the Mike Valdez letter on the BMDWCA website, Budget Section, June 10, 2008.

Elizabeth Warren submitted a letter to the Board requesting quarterly billings and reduction of water fees. Discussion followed. Irv Lindemuth made a motion that we acknowledge the Warren request and move that we make no changes in our current procedures; therefore, the Warren request was denied. Also, as part of the motion, Warren is to be referred to Mike Valdez’s letter on the BMDWCA website, Budget Section, June 10, 2008. Mike Valdez seconded the motion. The motion unanimously carried. Tom Petersen is to write a letter informing Warren of the Board’s decision.

Clay Kilmer suggested that Irv Lindemuth add a FAQ section to the website.

The next general meeting will be held July 18, 2010 at Irv Lindemuth cabin at 8:00 a.m.

The meeting adjourned at 11:45 a.m.

Respectfully submitted,

Deej Banister

Secretary