Members Present: The following Directors were present and acting:
- Krall, President
- Gary Osteen
- Brock Knez
- Jodi Lightfoot
- Mike Lomas
District Manager:
- Kasey O’Halloran
Guests:
- Mary Andre, CDC
- Tammy Lake, CDC
- Elizabeth Hinchman and Melinda Sherman, Sharp, Sherman, and Engle
- Larry Ioffredo, Resident
Call to Order: The Regular Meeting of the Board of Directors of Timbers Water & Sanitation District was called to order by President Dr. Krall on January 11, 2021 at 6:07 pm, noting a quorum was present.
Minutes: The Board reviewed the regular meeting minutes from the December 2020. Upon motion duly made by Ms. Lightfoot and seconded by Mr. Knez, it was
RESOLVED to approve the meeting minutes.
Financials: The Board reviewed the financial statements for December 2020. The Board reviewed the AR report. Upon motion duly made by Mr. Lomas and seconded by Ms. Lightfoot, it was
RESOLVED to approve the financial statements.
Invoices: Invoices for December 2020 were reviewed. Upon motion duly made by Dr. Krall and seconded by Ms. Lightfoot, it was
RESOLVED to approve payment of the open invoices.
Transfer of funds from TWSD to TWSWA Enterprise:
Mrs. O’Halloran requested a $5000 transfer. Dr. Krall made a motion to approve this transfer, Mr. Lomas seconded the motion and it passed unanimously.
District Manager Update:
Mrs. O’Halloran stated the Water Plant and the new WWTF are running as expected. She also asked the Board if they would be interested in having her setup online water and sewer payments. She stated it can be done through SIPA which is a free State of Colorado secured payment processor. The Board agreed this was a good path to start down. Mrs. O’Halloran walked the Board through the current website and asked for any additions or changes they would like to see. She also reminded the Board that if they have questions or interests, the SDA (Special District Association) website offers a Board manual online.
Old Business: Trespassing/Barrier issues – Ms. Lightfoot discussed the trespassing issue she has noticed down at the new WWTF. She would like signs or gates posted to keep the new plant safe. She spoke with D&D and Dr. Krall about this. Mr. Lomas agreed that the signage is lacking. He stated that if a gate is installed then the driver would have to back down his own personal driveway to turn around. He would like to see signage put up at the Aspen View Lodge parking lot. The Board asked that Mr. Lomas come up with sign language and Mrs. O’Halloran will work on getting the signs created and put up.
Snowplow Contract – Dr. Krall shared the snow plow contract that had been revised by D&D. D&D cut the price by $25 a plow because the old WWTP will no longer need plowed but the new plant will require more attentive plowing. Mr. Lomas made a motion to approve the contract and Mr. Knez seconded the motion. It passed unanimously.
Audit Engagement Letter – Dr. Krall proposed the Audit Engagement Letter to the Board. He shared that the letter states that Kasey O’Halloran will interact with Chris Catterson to get the audit completed and submitted on time to the State. Mr. Lomas moved to approve the letter and Ms. Lightfoot seconded the motion. It passed unanimously.
2021 Postings Resolution – Dr. Krall proposed a resolution stating where the meeting locations will be noticed. They will be posted at the Clerk’s office, on the board in the Timbers Condo and on the website. This is a yearly requirement. Dr. Krall made a motion to approve the resolution, Mr. Osteen seconded the resolution and it passed unanimously.
Officer Election – Dr. Krall stated that he would like to start working on a transition on his role as Chairman of the Board. His term will end in May of 2022. Dr. Krall stated he would be willing to work over the next 15 months with a new executive team or Chairman to help with the transition. Mr. Lomas stated that he would be interested in this position, down the road when his current workload eases. Ms. Lightfoot stated if she were to take on the role, she would need a lot of help. She wonders if there is a possibility for a co-chairman to help with the load. Mr. Lomas would be willing to be a co-chair with Ms. Lightfoot. Mr. Lomas stated he wonders if Mrs. O’Halloran could expand her role some to take on more so that the volunteer Chairman does not have such a heavy workload. Mrs. O’Halloran would be open to take on any more workload necessary to support the transition. Mr. Lomas and Ms. Lightfoot would like to talk over the next month to make some choices together and will report back to the Board at the next meeting. Mrs. O’Halloran has asked that Board to also consider who wants to be the Treasurer.
Water Rights – Ms. Hinchman and Ms. Sherman joined the meeting to update the Board on the water rights topic. Ms. Sherman stated that a water rights application was filed with a requirement to justify a build-out within the district. An extension was requested and granted until April 15th to hire a consultant to justify the need for all the water rights that the Board would like to retain. The law office has reached out to Peter Patton to see if he is capable of doing this type of study for Timbers. Ms. Sherman will report back on the cost of the study and the feasibility of this work. The firm will engage him as an expert, but the law firm will work with Timbers before solidifying that relationship.
WWTF Update- Ms. Andre updated the board on the status of the WWTF. The Plant Operators have been working on adjusting the new system to operate appropriately. CDC is continuing to work on the completion of the punchlist items. Dr. Krall presented Change Order #7 to the Board. This Change Order adjusts the dates of completion with Aslan with a final completion of February 28th 2021. Ms. Lightfoot made a motion to approve the change order and Mr. Lomas seconded the motion. It passed unanimously.
Recharge Basin commission proposal – Tammy Lake circulated a draft letter to the Board about how she proposes the recharge basin is to be decommissioned. She discussed her reasoning for this letter to CDPHE and encouraged feedback from the Board. The Board circulated their questions and approved Tammy’s draft for submission to CDPHE next week. Ms. Andre would like to setup a call with the State prior to submitting. Tammy will finish her work on this letter and circulate the final version with the Board prior to sending off.
Contingency Budget – Ms. Andre stated that there remains about $100,000 within the contingency budget. She believes the District is at a good spot financially with the project. She does believe there will be additional savings within the engineering costs going forward. Depending on the reclamation plan from the state, there could be money savings in that area as well. The reclamation and field directives pay application are still pending and Aslan is working on it. Mr. Fitzgerald has purchased an alkaline test kit, instead of the alkaline meter. He is satisfied with it for now.
With business concluded and upon motion duly and unanimously approved, it was
RESOLVED to adjourn the regular meeting the Timbers Water & Sanitation
District Board of Directors at 8:15 pm, this 11th day of January 2021.
Respectfully submitted, Kasey O’Halloran
District Manager, Timbers Water and Sanitation District