Draft

 

 

BRAZOS MUTUAL DOMESTIC WATER CONSUMERS ASSOCIATION, INC.

 

August 21, 2011 Meeting Minutes

 

Meeting was brought to order at 8:06 a.m. at Ron StaffordŐs cabin, Brazos

 

Directors Present:          Clay Kilmer

                                                   Rubel Martinez

Paul Walenciak

Irv Lindemuth

Mike Valdez

Deej Banister

Ron Stafford

Tom Petersen

 

Minutes of July 23, 2011 were read:

Mike Valdez made a motion to accept the minutes as read.  Ron Stafford seconded the motion.  The motion unanimously carried.

 

TreasurerŐs Report:

Rubel Martinez presented month-end financial report:

 

Bills are current.

 

Bank accounts:

                 Community Bank checking:                              July 31, 2011                       $12,776.66

 

                                  Fidelity checking:                                                  July 31, 2011                       $53,559.75

 

                                  Fidelity JASBX                                    July 31, 2011                       $62,126.13
                                  (Dividend is approximately $100.00 monthly.)

                                                                                                                                                         Total  $128,462.54

 

Audit:

Rubel Martinez received a contract from Griego Professional Services for our Tier 4 audit.  The audit is required to be completed by August 31, 2010; however, in an email from Professional Services it was indicated that the State is not currently implementing a penalty if it is not completed on time because it is a new requirement for our entity.  We will be billed for actual hours worked, but not to exceed $3,600.00.  This fee is exclusive of all travel and out-of-pocket expenses, as well as exclusive of applicable gross receipt taxes (estimated at 7%).

 

Training:

Ron Stafford indicated that the second half of the mandatory Rural Water Association management training will be held at the TA Conference Center on Saturday, September 10, 2011, at 8:00 a.m.  This will complete the 12-hour training requirement for most of the BOD members.

 

Deej Banister made a motion that Ron Stafford be approved to attend water-operator training in Chama for three days, September 20-22, 2011, at a cost of $150.00, as well as a water operator training in Las Cruces for Clay Kilmer, October 11-13, 2011, while attending the Annual Rural Water Association Meeting at a cost of registration and per diem.  Mike Valdez seconded the motion.  The motion unanimously carried.

 

Memberships/Transfers:

There are no membership transfers at this time.

 

Delinquencies:

The aging report was reviewed.  The following was determined:

 

Clay Kilmer will send certified letters to the following members indicating that the BOD will attach a lien to their property if their water fees are not paid in full within 30 days of the receipt of their letter:

 

Baker

Sainz

Padilla-Andrews

 

Clay Kilmer will send a reminder letter to the bank holding the foreclosure of the Lucy Moya property reiterating that the 2011-2012 payment is still due, plus the $50.00 transfer fee for continuance of the water membership before the current lien can be removed.  Also, once the property is sold or auctioned, the BOD will need a copy of the new ownerŐs deed.

 

Paul Walenciak presented a lien document to be used for lien filing.  Discussion followed.  Mike Valdez made a motion that the lien document be approved as amended.  Tom Petersen seconded.  The motion unanimously carried.

 

Irv Lindemuth will contact the collection agency we are using and obtain info re email cancellation of the collection service, as well as removal procedures and penalties for Phase 2 collection services.

 

Construction/Maintenance Issues:

Ron Stafford presented Levi SandovalŐs yearly contract.  His fees remain the same, $400.00; however, there will be additional compensation for services performed above the normal job description.  Deej Banister made a motion to accept the contract retroactive to July 1, 2011.  Mike Valdez seconded.  The motion unanimously carried.

 

Deej Banister scheduled the locksmith, Paul Grimm, for lock replacement at the well houses.  The locksmith will complete the job as soon as his health schedule permits—he has had shoulder surgery.

 

Fire Hydrants:

Mike Valdez reported that the VFD felt the fire hydrant repair on DR 1759 has been completed.  Ron Stafford will check with Randy Terrazas, Terrazas Utilities, for clarification and report at the next meeting.

 

VFD Gravity Fill:

Levi Sandoval, Water Operator, and Dale Cowder, VFD, have reviewed and updated the new gravity fill request from the VFD and reached an agreement on the installation.  A final red-line drawing is forthcoming.  The VFD is required by the State to receive three (3) bids from licensed contractors for the installation of the gravity fill.  Thus far, only one bid has been received, Terrazas Utilities.

 

Upper Tank Maintenance:

The upper tank repairs (epoxy, etc.) have been completed.  The cost was $3,381.50.

 

Other:

The next meeting will be held on Sunday, September 11, 2011, at Mike ValdezŐs cabin on Falls Creek Rd., 8:00 a.m.

 

Tom Petersen will speak with Roger Shinnick re installation of a circuit timer and a separate breaker box outside Well house #3 for the pond aerator.  The BOD requires that a licensed electrical contractor be used because of liability issues.

 

The meeting adjourned at 10:06 a.m.

 

Respectfully submitted,

 

 

 

Deej Banister

Secretary